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  • 8/3/2019 Session 4 Malaysia Azlan Zakaria Final 231111

    1/39

    Asia and Pacific Regional Conference on Electronic Government Procurement 2011

    1

    1

    Using e-GP as Performance Tool toImprove Public Procurement at the

    Organisational Level

    Government of Malaysia

    Muhammad Azlan ZakariaeProcurement Unit, Ministry of Finance Malaysia

    The Malaysian Experience

    22-24 November 2011Bali, Indonesia

    Asia and Pacific Regional Conference on

    Electronic Government Procurement (e-GP)

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    Asia and Pacific Regional Conference on Electronic Government Procurement 2011

    2

    Table of Contents

    Introduction - The Malaysian Government

    Procurement Landscape

    1

    2

    3

    4

    5

    The Malaysian Government ElectronicProcurement System - ePerolehan

    ePerolehan as a Performance Tool

    ePerolehan Moving Forward as a Strategice-GP System

    Moving Forward

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    Asia and Pacific Regional Conference on Electronic Government Procurement 2011

    3

    Table of Contents

    Introduction - The Malaysian Government

    Procurement Landscape

    1

    2

    3

    4

    5

    The Malaysian Government ElectronicProcurement System - ePerolehan

    ePerolehan as a Performance Tool

    ePerolehan Moving Forward as a Strategice-GP System

    Moving Forward

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    Asia and Pacific Regional Conference on Electronic Government Procurement 20114

    Malaysian Government Procurement

    * Treasury Economic Report 2010/2011

    ReflectsNational

    Identity and

    BusinessConditions

    Index

    OperatingExpenditure

    grew leap-foldsfrom RM44b in

    1997 to

    RM138b in2010*

    Demand forGood

    Governanceand

    Best Practices

    Government procurement is an important sector of the economy and havesignificant impact to the countrys well-being

    Contributesup to 15% of

    GDP

    GrowingExpectations

    for Fair,

    Opennessand FasterServiceDelivery

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    The Government Procurement Regime

    Public sector procurement is governed by the Ministry of Finance Malaysiaunder the Government Procurement Division and procurement activities are

    decentralised to each Federal Ministries

    Regulate ProcurementPolicies, rules andregulations

    Registration of suppliers Advisory and consultancy on

    procurement process

    Conduct procurementanalysis

    GovernmentProcurement Division,

    MOF

    eProcurement Unit,MOF

    Project management for theGovernment eProcurementsystem - ePerolehan

    Administer ePerolehan systemdevelopment according toGovernment procurementpolicies and procedures

    Monitor progress and usage ofePerolehan

    Manage inter-dependencies ofePerolehan integration with otherapplications

    All 25 Federal Ministries

    and Agencies Manage respective budget

    spending and expenditures Rollout expenditure according

    to programmes Allocate budget according to

    respective procurementoffices

    Conduct procurementprocesses and activities

  • 8/3/2019 Session 4 Malaysia Azlan Zakaria Final 231111

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    GP PRINCIPLES :

    1) Public Accountability 4) Open & Fair Competition

    2) Transparency 5) Fair Dealing

    3) Value for Money

    Direct Purchase/Direct Appointment

    Below MYR50,000

    - Electronic catalogue provided for sourcing of goods and services

    - Fast purchase

    Supplies &Services

    QuotationAbove MYR50,000 to MYR500,000- By invitation at least 5 Suppliers.

    - Also open to other interested and qualified Suppliers

    Supplies &

    Services

    TenderAbove MYR500,000

    - Open to all

    - Detail specifications and requirements

    Supplies &Services

    The Government Procurement Regime

    Electronic

    ReverseAuction

    Above MYR50,000

    - Open to all based on pre-qualification criteria

    - Minimal and standard specifications

    Supplies &

    Services

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    Table of Contents

    Introduction - The Malaysian Government

    Procurement Landscape1

    2

    3

    4

    5

    The Malaysian Government ElectronicProcurement System - ePerolehan

    ePerolehan as a Procurement Performance Tool

    ePerolehan Moving Forward as a Strategice-GP System

    Moving Forward

  • 8/3/2019 Session 4 Malaysia Azlan Zakaria Final 231111

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    Reduceturnaround

    procurement cycle

    Introducee-commerce

    Promote

    savings

    Promotetransparency and

    accountability

    Objectives

    With electronic procurement, the Government aspires to reinvent the way inwhich it operates to be more responsive to the needs of the businesscommunity

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    Asia and Pacific Regional Conference on Electronic Government Procurement 20119

    ePerolehan Framework

    ePerolehan caters for a secured end-to-end transaction from Buyer to Sellerand finally linking to the Accountant Generals Office for Electronic Funds

    Transfer (EFT)

    GovernmentAgencies

    Suppliers

    ConsultantsAccountantsGeneral Office Banking Institutions

    InterneteG*Net

    Digital Certificate Authority

    EFT

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    Asia and Pacific Regional Conference on Electronic Government Procurement 201110

    ePerolehan covers end-to-end strategic sourcing and procurementexecution

    ePerolehan Generic Solutions

    Send ElectronicPO to Supplier

    Receive ElectronicInvoice

    CreatePurchase Order (PO)

    Identify & Qualify

    Suppliers

    Evaluation Process &

    Supplier Selection

    Create & ApproveRequisition

    Pay Supplier(EFT)

    Analyze

    Performance

    Receive & InspectGoods or Services

    Contract Award Review Contracts

    SourcingStrategy

    PurchasingExecution

    Supplier Registration

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    Asia and Pacific Regional Conference on Electronic Government Procurement 201111

    ePerolehan Modules

    ePerolehan caters a comprehensive procurement modes under Supply andServices including Supplier Registration

    CentralContract

    Go liveOctober 2000

    SupplierRegistration

    Go LiveOctober 2000

    DirectPurchase

    Go LiveMay 2002

    Quotation

    Go LiveMay 2003

    Go-LiveFebruary 2009

    ElectronicReverseAuction

    Tender

    Go LiveMay 2003

    MinistryContract

    Go-LiveMay 2005

    P C i

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    Asia and Pacific Regional Conference on Electronic Government Procurement 201112

    eP Community

    ePerolehan is now firmly established as the primary public procurementplatform, as shown by the rapid growth in transaction volume and users

    TransactingAgencies

    GovernmentUsers

    Active RegisteredSuppliers

    eCommerce-ready Suppliers

    Largest G2B eProcurementcommunity in ASEAN

    Cumulative Procurements ePerolehan Communities

    eP is one of the most successfuleGovernment project

    TransactionValue

    Transaction

    Volume

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    Asia and Pacific Regional Conference on Electronic Government Procurement 201113

    Table of Contents

    Introduction - The Malaysian Government

    Procurement Landscape1

    2

    3

    4

    5

    The Malaysian Government ElectronicProcurement System - ePerolehan

    ePerolehan as a Procurement Performance Tool

    ePerolehan Moving Towards as a Strategice-GP System

    Moving Forward

    P f i

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    Asia and Pacific Regional Conference on Electronic Government Procurement 201114

    Longer manual procurementcycle time affects productivity

    and performance

    ManualProcurement

    ePerolehan

    Excessive resources focus on low-valueactivities

    Disproportionate acquisition cost toproduct value

    Non-leveraged spending across Agency

    High margin of human errors

    Inadequate audit and analysis onspending

    Process is completed in less time

    Reduced cost of administration &purchasing

    Clarity in policies and procedures

    Process automation reduce humanerrors

    Increased number of procurementsconducted

    Faster procurement cycletime enhance transparency

    & productivity

    Performance improvements from ePerolehan are apparent as compared tothe previous manual procurement

    Performance improvements

    Leveraging ePerolehan as a Performance Tool

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    Asia and Pacific Regional Conference on Electronic Government Procurement 201115

    Public Accountability Transparency Best Value for Money

    Open Competition Fair Dealing

    Government Procurement Principles

    Transactional Trendsand Cost Savings

    Efficiency &Effectiveness

    Transparency Security

    Leveraging ePerolehan as a Performance Tool Operational Level

    Monitor and analyse

    spending derivedfrom the Costs ofGoods, ProcurementProcessing Costsand Inventory

    Monitor end-to endprocurement cycletime

    Monitor complianceto Policies andprocesses

    Monitor supplierevaluation andselection criteria

    Monitor and prevent

    unauthorised usage

    There are 4 main elements in ePerolehan that offers useful information that can be utilised toanalyse performance aligned to the Government Procurement Principle

    T ti l T d d C t S i

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    Asia and Pacific Regional Conference on Electronic Government Procurement 201116

    Transactional Trends and Cost Savings

    InventoryCosts

    ProcurementProcessing Costs

    Cost ofGoods

    Increase competition from

    a wider base of suppliers

    Broad selection of online

    catalogues (1.8m productsand services)

    Electronic Reverse Auction

    module achieved 10-30%cost reduction in price ofproducts & servicestendered

    End-to-end online

    procurement process ona real time basisgenerates saving in

    administrative wastagesi.e. paper, fax, telephone& logistic

    Spend analysis Online Sourcing Online Buying Online Approval

    Spend Analysis features

    facilitate improvedplanning & control to therelated inventorymanagement

    Optimal Inventory levelimprove control of supplyand demand

    Speed in fulfillment ofsupplies

    In principle, ePerolehan managed to register savings of approximately10% - 30% cost saving achieved from reduction in cost of goods,processing cost and inventory management cost

    Effi i

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    Asia and Pacific Regional Conference on Electronic Government Procurement 201117

    SupplierManagement

    Requirement/ BudgetDefinition

    RequestManagement

    SupplierSelection /Order Issuing

    Order

    Management/ Invoicing /Payment

    Monitoring /Reporting

    Supplier

    Registration /Renewal

    CategoryApplication

    BumiputeraStatus

    Performance

    Management

    Reports /Statistics

    RequestPreparation

    RequestAssessment

    RequestAcceptance

    Goods Stockage

    ProcurementBudget

    Formulation

    CatalogueSearch

    RequirementDefinition

    ProcurementChannel

    Identification

    ContractDefinition

    Payment Order

    Registration

    Order

    Registration,Formalisation

    GoodsReceivable

    Invoice Entry

    Payment &Filing

    PeriodicReporting

    Payment History

    Monitoring,

    AssessmentAnalysis

    Process efficiency can be analysed throughout end-to-end procurement throughbenchmarking against the set KPIs

    Registrationprocessing within

    1- 7 days

    Reduce use ofpaper & manuallabour process

    Competitivesourcing tools forprice comparison

    Faster productsearch &

    leverage betterspending

    Payment lessthan 14 days

    ePerolehan Components

    1 2 3 4 5 6

    More timelyreport generated

    Efficiency

    Effi i ( td)

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    Asia and Pacific Regional Conference on Electronic Government Procurement 201118

    Single catalogue systemproduct search of > 1.8mproducts/servicescompared to limited manualcatalogues

    Reduced advertising &

    marketing via e-Catalogue

    100% error-free data entrythrough pre-formattedsupplier search criteria andparameters

    Increase productivity level onnumber of Supplier approvalsconducted per day fromaverage 35 applications to225 applications

    Registration approvalshortened from 36 days to

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    Asia and Pacific Regional Conference on Electronic Government Procurement 201119

    SupplierSelection /

    Order Issuing

    Reduced Payment periodvia EFT Payment from 30days to < 14 days

    Automated Payment

    Matching process for thePurchase Order, DeliveryOrder, and Invoice.Reduced from 3 days(manual) to real-time

    Automated cross-Agencyinterfacing with AG(eSPKB) for budgetverification, authorizationand update

    Reduced average tenderprocurement turnaroundtime from 3-6 months to< 23 days (sourcingthrough eP eBidding

    module)

    Shortened supplierselection process from 1week (manual) to < 1 day(through online DPmodule)

    Reduced percentage oflost/misplaceddata/documentationsthrough online archival

    Speed in accessingprocurement data (real-time & on demand)

    Comprehensive data forspend analysis.

    Order Management /

    Invoicing / Payment

    Monitoring /

    Reporting

    4 5 6

    Efficiency (contd)

    Efficiency (contd)

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    Asia and Pacific Regional Conference on Electronic Government Procurement 201120

    Purchase

    Inquiry

    Request

    Order

    Purchase

    Order

    Invoice Payment

    3 days 2 days 14 days 1 day

    20 days

    Total

    Efficiency (contd)

    The automation features in Direct Purchase module has improved theaverage end-to-end cycle time within 20 days

    Efficiency (contd)

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    Asia and Pacific Regional Conference on Electronic Government Procurement 201121

    Efficiency (cont d)

    MinistryTotal Cost

    (RM)

    Duration from

    Requisition until

    Pending Payment

    (No. of Days)

    Ministry of Health

    Supply of Nursing equipments 35,000 18 d

    Supply and Install Pesonal Computers 18,300 19 d

    Supply of various medicines 22,000 20 d

    Supply of Uniforms 16,000 12 d

    Ministry of Home Affairs

    Rental of Photocopy machines 5,800 19 d

    Maintanence of Homedyalisis machines 16,230 27 d

    Supply of Petrol 4,300 21 d

    Ministry of Defence

    Supply of Bottled Water 4,000 19 d

    Supply of Food rations 12,500 20 d

    Supply of Vehicle Spare parts 14,800 26 d

    Ministry of Education

    Supply of various stationary and office equipments 9,000 25 d

    Food Catering services 8,200 18 d

    Maintainence of Air-Conditioning system 5,000 25 d

    Average Total Duration 20 days

    Direct Purchase Module conducted at selected Ministries

    Average Total Time spent via Direct Purchase module is 20 days

    Efficiency (contd)

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    Asia and Pacific Regional Conference on Electronic Government Procurement 201122

    Creation ofQuotation

    CommitteeFormation

    SupplierInvitation &

    Publish

    QuotationClosing

    QuotationConsolidation

    Finalisation LOAIssuance

    Less than 1 day 1 day 1 day 7 days

    11 days 1 day 1 day

    22 days

    Total

    Efficiency (cont d)

    Quotation Module end-to-end process

    Efficiency (contd)

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    Efficiency (cont d)

    Quotation Module conducted at selected Ministries

    Average Total Time spent via Quotation module is 22 days

    MinistryQuotationEstimation

    Price (RM)

    Creation ofQuotation

    CommitteeFormation

    SupplierInvitation& Publish

    QuotationClosing

    QuotationConsolida

    tionFinalisation

    LOIIssuanc

    e

    TotalDays

    Ministry of Federal Territories

    Supply and Installiation of Personal Computers 495,000 1 d 1 d 1 d 6.5 d 9 d 1 d 0.5 d 20 d

    Rental of Personal Computers 495,000 1 d 1 d 1 d 5 d 9 d 0.5 d 1 d 19 d

    Ministry of Housing and Local Government

    Multimodal Transport Operator (MTO) Services 400,000 0.2 d 1 d 2 d 7 d 8 d 0.5 d 1.5 d 20 d

    Prime Ministers Department

    Building Maintanence services 350,000 3 d 1 d 0.5 d 7 d 11 d 1 d 1 d 25 d

    Supply of various Office Furnitures & fixtures 200,000 0.3 d 1 d 0.3 d 7 d 10 d 1 d 1 d 21 d

    Building Security services 200,000 0.2 d 0.3 d 0.2 d 7 d 8 d 1.3 d 1.3 d 19 d

    Ministry of Education

    Supply and Printing for Text Books 500,000 1 d 0.3 d 0.5 d 7 d 10 1 d 1 d 21 d

    Average time spent 0.9 day 1 day 1 day 7 days 11 days 1 day 1 day22

    days

    Efficiency (contd)

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    Creation ofTender

    CommitteeFormation

    SupplierInvitation &

    Publish

    TenderClosing

    QuotationConsolidation

    Finalisation LOAIssuance

    Less than 1 day 1 day 1 day 21 days

    11 days 2 day 1 day

    37 days

    Total

    Tender Module end-to-end process

    Efficiency (cont d)

    Efficiency (contd)

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    Asia and Pacific Regional Conference on Electronic Government Procurement 201125

    Efficiency (cont d)

    Tender Module conducted at selected Ministries

    Average Total Time spent via Tender module is 37 days

    MinistryValue

    (RM)

    Duration from Tender

    Creation to LOI

    (no. of days)

    Ministry of Youth and Sports

    Rental of ICT Equipments 2,760,000 38 d

    Maintanence & Cleaning Services at various zon in Sabah 4,978,662 27 d

    Supply of various ICT hardware and software 5,970,000 30 d

    Ministry of Finance

    Supply and Installation for IT System 6,000,000 41 d

    Supply of leather goods for office attire 3,240,000 23 d

    Supply, Install and Maintanence of ICT hardware 3,100,000 40 d

    Building Cleaning & Maintanence Services 850,000 36 d

    Ministry of Defence

    Supply of Food Rations 2,300,000 31 d

    Laundry and Cleaning services 1,850,000 26 d

    Maintanence of Office Uniforms 745,430 42 d

    Supply of Uniform and other equipments 1,001,520 40 d

    Ministry of Agriculutre

    Supply of 2 Tanker Lorry 1,001,300 38 d

    Fertilisation Services 2,366,800 41 d

    39 d

    Ministry of Internal Affairs

    Supply of Packed Foods 1,387,000 27 dSupply of Packed Foods and other rations 3,650,000 32 d

    Supply and Maintanence of ICT system and services 2,500,000 36 d

    Average duration 37 days

    Transparency

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    Transactional Transparency Archival Transparency

    Standardisation of procurement proceduresand compliance through processautomation

    Ease of conducting business by single

    entry for supplier registration & electronicprocurement with the Government

    Enhanced transparency through fastregistration approval & shorter procurementcycle

    Transparent qualification & selectioncriteria/process

    Reduced face to face contacts & visits toGovernment offices

    Improved accountability through digitalsignature technology

    Archival of all procurement data & processthroughout the procurement cycle

    Speed in access to procurement activities(real-time)

    Comprehensive data for information,planning & control purposes

    Provides central online repository to Tenderinvitations from the Ministries

    24x7 online access and downloadableTender documents

    ePerolehan provide tools in managing transactional and archival transparency

    Transparency

    Security

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    Asia and Pacific Regional Conference on Electronic Government Procurement 201127

    SystemSecurity

    DataIntegrity

    ControlledAccess

    Secured UserAuthentication &

    Verification via PKI todeter unethical behavior

    and unauthorised access

    The use of two-factorauthentication forimproved security

    PKI implementationcovers digital signature &data encryptionthroughout procurement

    process

    100% data accuracy andcompleteness throughsystem validation

    Availability of audit trail oneach activity

    Secure Internet firewall &100% hack-free

    24-hours disaster

    recovery back-up andprotection

    Strict adherence toprocurement policies,

    process, regulationsthrough process rules

    ePerolehan can monitor and restrict usage based on user profiles embedded throughPublic Key Infrastructure (PKI) technology

    y

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    The ePerolehan Journey

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    Over the last 10 years, ePerolehan has overcome many challenges throughoutthe transition from manual to electronic procurement

    ePerolehan Aspirations towards a Strategic e-GP System

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    Asia and Pacific Regional Conference on Electronic Government Procurement 201131

    Strategic Procurement

    Operational Procurement

    Collaboration

    Supply Chain Optimization Procurement Plan and Spend Analysis

    Tactical Buying Order Creation Complement Manual Process Limited Online Content

    Focusand GuidingPrinciples

    For ePerolehan to continue its impressive growth and deliver the next wave ofbenefits, we now need to drive forward to the next stage of eProcurementdevelopment

    Institutional Framework Readiness

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    Asia and Pacific Regional Conference on Electronic Government Procurement 201132

    Malaysia has charted its future growth towards high income economy by year2020. This led to series of key transformation initiatives which will translate ourreadiness towards moving into strategic procurement

    1 Malaysia

    GovernmentTransformation

    Programme

    Economic Transformation

    Programme

    10th Malaysia Plan

    GOVERNMENTDIRECTION

    MINISTRYOF FINANCE

    ALL FEDERALMINISTRIES

    DEPARTMENT& AGENCIES

    Outcome BasedBudgeting

    MyProcurementPortal

    ProcurementIntegrity Pact

    Treasury Circularsand Instructions

    Nationale-Tendering

    Initiative

    Integrated FinancialManagement

    System

    Ministry Key ResultAreas (MKRA)

    Minister KeyPerformance

    Indicators (MKPI)

    Ministry AnnualPlanning & Budget

    Cycle

    KRAs, Milestonesand Performance

    Measures

    Service Delivery

    and Standards

    Reports andFinancial

    Performance

    Inventory andSpent

    Management

    VISION2020

    ePerolehan Approaches towards a Strategic Procurement System

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    Asia and Pacific Regional Conference on Electronic Government Procurement 201133

    A

    B

    A

    B

    C

    A

    B

    ePerolehan eMall, with multiple value-addfeatures providing clear advantage overoffline procurement

    Playbook, Templates and Directorystandardisation

    Front-End Back-End

    Business Intelligence

    Best-in-class business intelligence features also available to the MoF for top-down view

    Interactive rule- and role-base workflowsystem

    Single user login to access all eP features,driven by central profile management

    Customisable control panel for PTJs, with scorecards and dashboards, sophisticated reporting,advanced analysis and real-time information and alerts

    C

    Intuitive and customizable Web 2.0-based

    personal portal

    Online Tender Scoring

    eP system will provide a host of new cutting-edge features that will deliverworld-class strategic procurement

    Advanced Business Intelligence as a Strategic Procurement Tool

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    Asia and Pacific Regional Conference on Electronic Government Procurement 201134

    PTJ Control PanelTrackingperformance vs.Supplier KPI targets

    Interactive drag-n-

    drop charts with data

    drill down

    1-click reporting fromcharts, by procurement

    category

    Historic trends & future

    projections by category

    Activity summaryprofiling with quick links

    to details from supplierdatabase

    Supplier & orderstatus notification

    through fixed &mobile internet

    Customisable

    price watchalerts

    Monte Carlo

    scenario planning for

    future demand

    Scorecards &

    Dashboards

    Reporting

    Advanced

    Analysis

    Alerts &Notifications

    Real-time business intelligence through a comprehensive control panel willgive Agencies an end-to-end view of their operations

    (Contd)

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    External data feeds tocompare performance

    with benchmarks

    Procurement Offices

    share of activitytracking

    Overall ProcurementOffices performance

    versus targets

    Customisable reportsderived from chart based

    on MoF priorities

    Top-down planning &budgeting based on

    Procurement Officesinput reports

    Scenario-based

    macro analysis at

    national level

    Customisablemonitoring &

    escalation alerts

    Multi-platformnotifications, including

    ePerolehan app

    Scorecards &

    Dashboards

    Reporting

    Procurement

    Plan

    Alerts &Notifications

    MoF Control Panel

    A customised control panel to achieve visibility and control over the 2,500Procurement Offices

    ( )

    Adopting Best Practices in eProcurement System

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    The new ePerolehan will be designed by adopting eProcurement bestpractices in order to achieve superior electronic procurement solutions

    User Empowerment

    AdvancedIntelligence

    SeamlessIntegration

    Cost EffectiveMaintenance

    Speed

    Robust

    Public ProcurementGlobalisation

    Interactive

    SuperiorePerolehan

    System

    1

    2

    3

    4

    5

    6

    7

    8

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    Moving Forward

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    Asia and Pacific Regional Conference on Electronic Government Procurement 201138

    Management

    of Change

    TechnologyBusinessProcess

    Reengineering

    Identify & integrationswith various Agenciesand applications

    Process optimisationthrough best practices

    Advanced business intelligencefeatures

    Next generation mobile applications& channels

    Service-oriented systemarchitecture (common front & backoffice service oriented layer)

    Enhance infrastructure capacity &performance

    Digital soft certificate

    Strengthening public-

    private collaborations

    Strengthening ownershipthrough Train-the-trainer

    Linking performance withimpact

    Develop procurementprofessionals acrossgovernment officers

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    Thank you

    www.eperolehan.gov.my

    www.treasury.gov.my