E-Bulletin Ensuring Compliance In Public Procurement Through Effective .
Vol. 4, Issue 3-Jun 2013E-BulletinP u b l i cInside thisissue:P r o c u r e m e n tA u t h o r i t yEnsuring Compliance in PublicProcurement through effectiveMonitoring & Evaluation Editorial : Ensuring Complianceinn Public Procurement—Page 1 Online Activities :Page 2 Public Procurement AssessmentResults and itsUse—Page 4 Introduction ofPublic Procurement Self Assessment -Page 6Although the call for strict adherence to rules and regulations inpublic procurement cannot be overemphasized, the famous 6 Rs definition ofpublic procurement places the demandsquarely on the shoulders of all concernedto ensure that goods, works & services areacquired- at the Right Price, Right Quantity, Right Quality, Right Place, Right Timeand from the Right Source-during the procurement process.Current trends have proven that, Monitoring and Evaluation (M&E) constitutes thetwo most fundamental elements requiredfor the realization of any policy objectivesand holds the power to preserve the sanctity and integrity of any system. Althoughmostly referred to as one, monitoring andevaluation are two distinct activities thatare related but not identical. Whereas,Monitoring refers to the process of analyzing data on inputs and outputs, to supportongoing projects, Evaluation on the otherhand, assesses the relevance, efficiency,effectiveness, impact and sustainability ofactivities as against prior agreed plans.Conducting monitoring and evaluation inpublic procurement holds enormous benefits. It provides an avenue for constantfeedback, easy identification of potentialchallenges, opportunity to incorporate innovation and track progress.Considering the importance of monitoringand evaluation in public procurement, theWorking Group on Benchmarking, Monitoring & Evaluation of the World Bank in2003 designed its distinct M&E toolkit formeasuring country performances. Subsequently, the Public Procurement Authority–Ghana, in a corresponding move has alsodeveloped an M&E tool dubbed the PublicProcurement Model of Excellence (PPME)Has You Entity Submitted Its 2013 Procurement Plan , Using PPA’s Online System ?4)Page 1
Vol. 4, Issue 3-Jun 2013Online ActivitiesList of entities that have submitted their 2013 Procurement Plans online As At April 30th , 36.37.38.Accra Academy Sec. Sch.Accra PolytechnicAflao District HospitalAgona West Municipal AssemblyAhantaman Sec. SchoolAkatsi Dist. HospitalAmenfiman Sec. SchAowin SuamanAshiaman Sec. Sch.Assin Manso Sec.Atebubu Tr. CollegeBank of GhanaBerekum Tr. CollegeBesease Sec. Comm.Bibiani Sec/TechBolgatanga PolytechnicCentral- Regional Co-ordinating CouncilCentre for Scientific Research Into Plant MedicineController And Accountant General DeptCopyright AdministrationCouncil for Scientific and Industrial ResearchCouncil of StateDaboase Sec./TechDental SchoolDepartment of ChildrenDepartment Of Urban RoadsDriver and Vehicle Licensing AuthorityEconomic and Organised Crime OfficeEffa Nkwanta Regional HospitalEffutu MunicipalEffutu Sec./TechEncyclopaedia Africa ProjectEnergy CommissionEnvironmental Protection AgencyFiaseman Sec. SchFoods and Drugs BoardGa West (Ga)Ghana Academy of Arts And .70.71.72.73.74.75.Ghana Airports Company LimitedGhana Atomic Energy CommissionGhana Broadcasting CorporationGhana Civil Aviation AuthorityGhana Cocoa BoardGhana Cocoa Board - Quality Control DivisionGhana Education ServiceGhana Grid Company Ltd.Ghana Immigration ServiceGhana Institute of JournalismGhana Institute of Management And Public AdministrationGhana Investment Fund For Electronic CommunicationsGhana Investment Promotion CouncilGhana Library BoardGhana National Fire ServiceGhana National Gas CompanyGhana News AgencyGhana Police ServiceGhana Post CompanyGhana Prisons ServiceGhana Railway Development AuthorityGhana School of LawGhana Secondary/Tech.Ghana Standards AuthorityGhana Tourist BoardGhana Water Company LimitedGhana Water Company Limited - OperationsGhana-India Kofi Annan Center of ExcellenceGrains And Legumes Development BoardGRATIS FoundationHalf Assini Sec. SchHo PolytechnicHoly Child Sec.Holy Child Tr. ColllegeInternal Audit AgencyJuabeso district HospitalJudicial ServiceThe Authority urges all other entities who have not submitted their plans as yet to emulate the example ofthe above listed entities and comply accordingly.Page 2Has You Entity Submitted Its 2013 Procurement Plan , Using PPA’s Online System ?
Vol. 4, Issue 376.77.78.79.80.81.82.83.84.85.-Jun 2013Jukwa Sec. Sch.Koforidua General HospitalKomfo Anokye Teaching HospitalKorle bu Teaching HospitalKumasi High SchKumasi PolytechnicLands CommissionLands Title RegistryLedzokuku-KroworManagement Development And ProductivityInstitute86. Management Services Division87. Margaret Mary High School88. Maternal and Child Health Hospital89. Medical School90. Mfantsiman91. Minerals Commission92. MINISTRY OF CULTURE And CHIEFTAINCY93. Ministry of Employment and Labour Relations94. Ministry of Employment and Social Welfare95. Ministry of Environment Science and Technology96. MINISTRY OF FOOD And AGRICULTURE97. MINISTRY OF FOREIGN AFFAIRS AND REGIONAL INTEGERATION98. Ministry of Gender Children and Social Protection99. MINISTRY OF JUSTICE AND ATTORNEYGENERAL100. MINISTRY OF ROADS AND HIGHWAYS101. Narcotics Control Board102. National Board for Professional And TechnicalExaminations103. National Commission For Civic Education104. National Communication Authority105. National Council for Tertiary Education106. National Identification Authority107. National Lottery Authority108. National Petroleum Authority109. National Service Secretariat110. National Sports Authority111. Nkawie District Hospital112. Non Formal Education Division113. Nyinahin District Hospital114. Office of the Regional Health Directorate –Eastern Region115. Office of the Regional Health Directorate –Greater Accra Region116. Opoku Ware Sec.117. Pharmacy Council118. Prempeh College119. Public Procurement Authority120. Registrar Generals Department121. Ridge Hospital122. Savannah Accelerated Development Authority123. School of Allied Health Sciences124. Sekondi-Takoradi Metropolitan Assembly125. Shama Sec. Sch126. SIC Life Company Limited127. Social Security and National Insurance Trust(SSNIT)128. Sogakope District Hospital129. St. Augustine's College130. St. Francis Trg. College131. St. Joseph’s Tr. College132. St. Monica Training College133. Sunyani General Hospital134. Sunyani Polytechnic135. Takoradi Polytechnic136. Tamale Polytechnic137. Tarkwa Nsuaem Municipal Assembly138. Tarkwa Sec. Sch139. Tema Development Corporation140. Tema Metropolitan Assembly141. University For Development Studies142. University Of Cape Coast (UCC)143. University of Energy and Natural Resource144. University of Ghana Business School(UGBS)145. University of Mines -Tarkwa146. University of Professional Studies Accra147. University Of Science And Technology(KNUST)148. Volta Lake Transport Company Limited149. Volta River Authority150. Wa General Hospital151. Wa Polytechnic152. Wesley Girls High Sch.153. West African Examination CouncilHas You Entity Submitted Its 2013 Procurement Plan , Using PPA’s Online System ?Page 3
Vol. 4, Issue 3-Jun 20131)tool that allows for qualitative and quantitativemeasurement of public procurement activities inGhana.To date, the tool has been used to assess the procurement performance of over one thousand procurement entities and generated invaluable resultsthat guides the regulatory function of the PPA. Forinstance, previous assessment reports revealed severe challenges confronting procurement entities asfar as compliance with the provisions of the PublicProcurement Act, 2003 (Act 663) is concerned. Someof these include poor procurement records keeping,the yawning procurement capacity gaps that existamong practitioners and service providers and poorcontract management practices to mention a few.Consequently, these findings have informed theformulation of various interventions and policiesnamely: the introduction of the Low/Minor Valueprocurement method which is being piloted among2nd Cycle Institutions, the Development of TrainingModules on Contract Management and EffectiveRecords Keeping to ensure better compliance withthe provisions of the procurement law.To this end, we have chosen to focus on the role ofM&E in public procurement in this edition and hopethat the articles in this edition will ignite interest onthe subject among a critical mass of our stakeholdersas we together forge ahead in making Ghana’s publicprocurement an effective tool for good governance.Rhoda AppiahPrincipal Public AffairsPPAPUBLIC PROCUREMENT ASSESSMENT RESULTAND ITS USESound Public Procurement Policies and Practices are among the essential elements of goodgovernance. The Public Procurement Law ofGhana to a large extent ensures that public procurement is carried out in accordance with the principlesof economy, efficiency, and transparency.The Public Procurement Authority carries out Annual Procurement Assessment of Government Entitiesin fulfillment of its mandate under Section 3(d) ofAct 663 “Monitor and Supervise Public Procurementand ensure compliance with statutory requirements’and Section 3(h) “ Assess the operations of the PublicProcurement Processes and submit proposals forimprovement of the processes”.The Public Entities that are assessed include Ministries, Departments, and Sub-vented Agencies, Regional Co-ordinating Councils, Metropolitan/Municipal/District Assemblies, State Enterprises,Tertiary Institutions, Schools and Colleges, Hospitals and Health Institutions.Page 4The main assessment tool used to carry out the Assessment exercise is the Public Procurement Modelof Excellence (PPME). This web-based tool utilizesboth qualitative and quantitative measurement tocollect data on procurement from the entity level.This is used to generate results pertaining to thequality and procurement performance in the wholecountry or within a particular sector.At the end of the Assessment exercise two main reportsare produced. These results are the individual reportsfor each Public Entity assessed and a National Cumulative report for the whole country. The individual reportswhich contain the entities realistic procurement situation, as well as requisite recommendations are sentspecifically to each entity. The National CumulativeReport forms part of PPA Annual Report published isin fulfillment of the Section 3 (i) of Act 663. This sectionrequires PPA to produce annual reports for submissionto the Ministry of Finance and Economic Planning, andsubsequently to ParliamentHas You Entity Submitted Its 2013 Procurement Plan , Using PPA’s Online System ?
Vol. 4, Issue 3-Jun 2013Section 3 (a) of the Act enjoins the Authority to“Make proposals for the formulation of policies onprocurement”. At the Macro level the AssessmentResults are advise Government and in the formulation policies and issuance of guidelines aimed at improving the procurement processes.The Assessment results over the years have revealedmany challenges in the procurement management ofentities. A case in part is what pertains at the secondcycle institutions where majority of their procurement expenditure in relation to purchase of fooditems and other consumables cannot conform to theprocesses prescribed in the Act, 663. This has informed the development and issuance of specificguidelines for Low Value procurement.Another intervention that PPA would be introducing very soon is the Procurement RecordsManagement Manual. Previous Assessmenthave revealed Entities inability to effectively keepmanage and retrieve procurement records. Resultshave revealed that many entities do not have anyfiles and even do not know what to keep as data.This Procurement Records Management Manual isdesigned to guide Procurement Practitioners in effective Records keeping.The results of the Assessment revealed lapses in contract execution. To address this PPA has developed acomprehensive Contract Management Manual forGoods, Works and Service, that will be introducedthis year. The PPME Tool rates the performances of entitiesfrom Excellence, Matured, Maturing, Conformingand the lowest Non Conforming. Based on the performance rating of an entity, it is motivated to improveon its performance to move to the next highest level.Last but not the least is the specific recommendations for each entity based on the entities practicalassessment results. These would enable entities tocorrect their lapses and correct and improve theirprocurement performance in the ensuing year’s assessment.From the above the benefits accruing to PPA, Entities, Government, Private Sector and by extensionthe tax payer cannot be over emphasized.Prince LampteySenior Operations Officer—BM&EPPAHas You Entity Submitted Its 2013 Procurement Plan , Using PPA’s Online System ?Page 5
Vol. 4, Issue 3-Jun 2013INTRODUCTION OF PUBLIC PROCUREMENTSELF ASSESSMENT USING THE PPME TOOLINTRODUCTIONThe advent of the Public Procurement Act,2003 (Act 663) marked the dawn of a new era inPublic Procurement. The Act has revolutionizedPublic Procurement in Ghana and has broughtto the fore the streamlining of Public Procurement for efficiency, transparency, fairness andcompetitiveness. The Public Procurement Authority has successfully conducted assessmentof Public Entities in the past six consecutiveyears (2006, 2007, 2008, 2009, 2010, and 2011).The results from these Assessment Reportsshow that the performance of the Entities is inthe ascendancy. Based on these achievements,the Public Procurement Authority intends to introduce the Public Procurement Self Assessment using the Public Procurement Model ofExcellence (PPME) Tool on pilot basis. It is expected that there would be a subsequent roll –out of the Tool for all Public Procurement Entities in Ghana.SELF ASSESSMENT AND THE PPMETOOLAccording to Boud (1995), all assessment including Self Assessment comprises two mainelements: making decisions about the standardsof performance expected and then making judgments about the quality of the performance inrelation to these standards. Simply put, whenyou judge the quality of your work and howmuch progress you have made you are engaged in Self Assessment. Self Assessment alsoinvolves knowledge generation and collectiveaction in which stakeholders collaboratively define the evaluation issues, collect and analyzedata and take action.Page 6 The PPME Tool on the other hand, is aweb -based software package which isused to analyze data collected from theprocurement activities of the Entities. Itgenerates two main reports, namely: Performance Assessment System (PAS)Report; and Performance(PMI)MeasurementIndicatorsBENEFITS OF SELF ASSESSMENTSome of the several benefits to be derivedfrom Self Assessment are as follows: Firstly, Self Assessment allows full participation of stakeholders. It involves Management, Support Staff and PPA. For instance Procurement Officers who mostlydo not take part in corporate decisionmaking are going to be mandated to operate the PPME Tool. And in that process,they would have a clear picture of what ishappening. This would enhance the transparency of the process. Secondly, by participating in the process,stakeholders share responsibilities for theevaluation results. They are therefore going to be empowered. Thirdly, Self Assessment encourages capacity and skills development. The participating process is a learning processamong stakeholders which when shared,would lead to corrective action and programme improvement. Fourthly, Self Assessment fosters teambuilding and commitment through collaborative inquiry among stakeholders.Has You Entity Submitted Its 2013 Procurement Plan , Using PPA’s Online System ?
Vol. 4, Issue 3-Jun 2013in the Rural areas do not have access to the Internet.WAY FORWARDFrom the challenges mentioned above, it isexpedient that certain measures be put in placeto enhance the smooth take-off of the Self Assessment.In order to minimize exaggerations and falsification of data, PPA would critically scrutinizeinformation that is posted on the PPME Tooland use other in-house systems such as Tenderand Contract to verify results.PPA would organize training for all entities onhow to use the PPME Tool. This would enhancethe Skills of the entities to be able to properlyassess their own performance and also aid easyvalidation.Those involved in and affected by the evaluation would be committed to modifyingtheir strategies to achieve desired results.PPA would embark on an intensive educationfor all entities and also use change drivers toenable Entities accept the concept.CHALLENGESEntities would be encouraged or perhapscompelled to get access to the Internet for without the Internet, the PPME Tool will not be accessible.First, the credibility of the reports. Entities inan attempt to portray impressive results mayexaggerate or falsify information thereby compromising the credibility of the reports.CONCLUSIONThere are several challenges associated withSelf Assessment. These are as follows:Second, problems with validation. PPA is expected to validate the data of the entities whichcertain times require physical verification. Thismay be tedious if the entities do not keep proper records or try to play hide and seek withPPA.Third, resistance to change. People generallydo not like change and for such people theywould do everything possible to resist the concept. This may have some dire consequences.Though the introduction of the Public Procurement Self Assessment using the PPME Toolwould face some difficulties, it is imperative because both PPA and the Entities stand to benefit. It would bring about transparency, empowerentities, enhance capacity and skills of entitiesand would also promote team building andcommitment among Stakeholders.JOSEPH KURUKSenior Operations OfficerBenchmarking, Monitoring & EvaluationFourth, access to the Internet. The operationof the PPME Tool is linked to the Internet. Unfortunately most of the entities especially thoseHas You Entity Submitted Its 2013 Procurement Plan , Using PPA’s Online System ?Page 7
Vol. 4, Issue 3-Jun 2013Tendering and contract Information for periods indicatedTendering Opportunities for Mar - Apr 2013Contracts Awarded for Jan-Apr 2013Restricted Tender Awards Jan - Apr 2013Expression of Interest Requests Mar -Apr 2013The links above will take you directly to the PPA Website Reports for the months of period indicated.P u b l i cP r o c u r e m e n tA u t h o r i t yEditorial TeamEmelia Nortey—Director MISYvonne Vanderpuye——HRRhoda E. Appiah—Principal Public Affairs OfficerThomas K. Bondzi—Principal IT SpecialistPage 8PMB 30MinistriesACCRAPhone: 0302 - 765641-2Fax : 0302—765643Has You Entity Submitted Its 2013 Procurement Plan , Using PPA’s Online System ?
Ghana Library Board 53. Ghana National Fire Service 54. Ghana National Gas Company 55. Ghana News Agency 56. Ghana Police Service 57. Ghana Post Company 58. Ghana Prisons Service . Sekondi-Takoradi Metropolitan Assembly 125. Shama Sec. Sch 126. SIC Life Company Limited 127. Social Security and National Insurance Trust (SSNIT) 128. Sogakope .
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