What you will be able to do
- Map the electronic procurement cycle and locate the sensitive decisions in it
- Set out who does what on the platform: user rights, segregation of duties and delegations
- Put in place controls that leave a record auditors can use
- Recognise the risks specific to digital procurement and match each one with a response
- Leave with a realistic action plan for your own entity
Who it is for
- Heads and staff of public procurement units
- Members of bid opening and evaluation committees
- Internal controllers and auditors
- Procurement staff of donor-funded projects
- IT managers who run or support the procurement platform
Prerequisites
- Working knowledge of a tender procedure (notice, bidding documents, evaluation)
- No technical IT skills are needed
Program
What going digital really changes
- From paper file to electronic workflow: what disappears and what moves
- Transparency, equal access and traceability: what they require in practice
- Walking through one tender on a platform, step by step
Governing the platform
- Roles, user rights and segregation of duties
- Internal rules: terms of use, delegations, archiving
- Working across procurement, finance, legal and IT
Controls and audit trail
- Key control points from publication to contract notification
- Activity logs: what to keep and who reviews them
- Building a file that holds up to an audit or a complaint
Risks and responses
- A risk matrix for an electronic tender
- Platform outages, failed uploads and disputes: fallback procedures
- Warning signs of fraud and collusion in platform data
Workshop: an action plan for your entity
- Maturity self-assessment
- Priorities for the next three and six months
- Indicators to follow progress
How we work
- Short presentations, each followed by an exercise on cases brought by participants
- Group work on a risk matrix
- A simulated tender, from publication to award
- Each participant or entity presents its action plan
