Consolidated View & Analysis of Responses from 27 Asia Pacific Countries to Public Procurement Survey (with eGP Overview)

presented by Ramanathan Somasundaram, ADB consultant

Survey Objectives and Methodology

Objectives To evaluate the state of readiness of e-GP system and e-GP implementation experiences in its Developing Member Countries (DMC)

3 sections Part A: Country public procurement profile Part B: eGovernment Procurement (e-GP) planning

Part C: e-GP system implementation

Survey Coverage

30 Countries were invited to respond from the following regions:

Central & West Asia East Asia South East Asia Pacific

South Asia

27 Countries responded to the questionnaire

Methodology

Responses were consolidated holistically and also region-wise Responses to related questions were correlated to draw meaningful inferences (e.g.)
Whether e-GP systems launched a decade earlier have better functional and geographical coverage compared with recently launched systems

Comparative analysis of e-GP systems implemented in a 2-dimensional map

eGP Positioning Map

e-GP systems positioned in a 2-dimensional map to obtain a snap shot view on maturity of systems

The 2 dimensions are:

Functional coverage (i.e.) software modules implemented & integration with other government systems (X-Axis) Geographical coverage (i.e.) usage of the system measured by (Y-Axis):
Percentage of annual procurement spend handled using e-GP system Number of procurement entities using e-GP system Percentage of procurement entities actually using the system as legally required Number of registered suppliers

Key Findings Public Procurement

25 out of the 27 countries have a national public procurement law or other form or regulation with legislative power A provision for the use of e-Procurement is in procurement law in 14 countries, of which 10 have already started implementation of e-GP
Maldives, Mongolia, Pakistan & Timor Lieste are yet to start

Key Findings eGP Planning

Status of plan and roadmap for e-GP

Roughly 1/3rd have a formal plan and roadmap
Roughly 1/3rd are in initial stages of planning Roughly 1/3rd do not have a plan as yet

Top plans for development of systemic infrastructure

Improve legal architecture (about 73%)

Amendment to procurement law (about 68%)

Set up of necessary IT infrastructure (about 63%) Change management (about 63%)

Key Findings eGP Implementation*

Timeline Depicting the Start of e-GP Implementation in the 11 Countries
2010 Afghanistan 2000 Philippines 2008 Indonesia 2011 Bangladesh

2010 Georgia

2000 2000 Malaysia 2007 India 2009 Vietnam 2010 Thailand

2011 Nepal

2011

2011 Uzbekistan

* Disclaimer: based on the responses provided

Key Findings eGP Planning

25

Comparison of Functionality Between Planned vs. Newly Planned e-GP Initiatives

21 20 20

20

17 15
15

17

12 10
10

10 8 8 6 4 4 1 3 2 2 0 7 88 6

10 8 7

11
9 9

1010

7
5

5 1

6 4

1
0

11

Already Planned Functionality (A)

Newly Planned Functionality (N)

(N) - (A)

Key Findings eGP Implementation

Most commonly implemented functional component

e-Publication / Downloading (10 out of 11)
e-Bidding (75% of the respondents)

Most common Government IT systems inter-linked with e-GP

Banking (5 out of 11)

Contractors Registration (5 out of 11)

Key Findings eGP Implementation

Bids are typically downloaded and evaluated outside the system

Results are keyed into the system

Auto generation of comparative charts of bidders responses is available at some of the systems Web form and/or uploading of files is used for submitting bid documents in e-Tendering system Submission of bid security / bid security is required in 9 out of 11 systems
Bid security is typically scanned and uploaded

Key Findings eGP Implementation

Systems are OS independent

Certain applications work only on Microsoft Internet Explorer Web Browser

Use of two factor authentication is widely reported for access control PKI based encryption for data secrecy

Electronic & Paper documents are considered legally equivalent in 9 out of 11 countries

Key Findings eGP Implementation

Software development is typically outsourced In-house development is reported in India and Indonesia 1/3rd of countries charge transaction fees from suppliers for using e-GP system Change management initiatives most widely reported:
Training Call Center Service centers

Key Findings eGP Implementation

Key success factors reported: Political will / Top Management support (45.45%) Change management (36.36%) Mandatory / Regulation (27.27%) & Enhanced efficiency and effectiveness (27.27%) Major problems faced: Change Management (81.82%) Infrastructure Constraints (54.55%) IT literacy (36.36%)

eGP Positioning Map

2000

Quadrant II Quadrant I

Malaysia 1,1 2000

Philippines

High

8,2 Thailand 7,3 2007 India 5,4 Indonesia 2010

Geographical Coverage

2009 Vietnam 9,7

Quadrant IV
Nepal

4,5 2008

Georgia 1,6 2010

Low

2010 Afghanistan 11,10 Uzbekistan 10,11 Low 2011

6,8 2011

Bangladesh 3,9 2011

Quadrant III
High

Functional Coverage

Launch Date vs. e-GP Functional Coverage

Lauch Date vs. e-GP Functional Coverage
8 N o . o f
7

5 e M o G 4 d P u l 3 F e u s n 2 c t 1 i o 0 n

0 3 5 4 3

6 5

3 2 2 2 2
0

1 Malaysia Goergia (2010) Bangladesh (2000) (2011) Indonesia (2008) India (2007) Nepal (2011) Thailand (2010) Vietnam (2009) Philippines (2000) Uzbekistan Afghanistan (2011) (2010)

a l

Module TBD

Modules Implemented

About e-Perolehan Malaysia

A pioneering initiative, functional for over a decade since 2000 Six functional components implemented Integrated with 2 other government systems 53.85% of annual procurement spend is handled in the e-GP system in the year 2010; valued at 3.5 Billion USD 2534 registered procurement entities 183,029 registered suppliers

Key Observations on e-GP Functional Coverage

Thailand has plans to implement 5 new additional functional components

Successful addition of these modules will enable Thailand to shift from Quadrant (II) to Quadrant (I)

Functional coverage of e-GP system in Georgia is just as good as Malaysia

Though this implementation went live only about a year back.

Indonesia will strengthen its position in Quadrant (I) with addition of 3 new functional modules

For More Information

Ms. Mart Khaltapurev, ADB Ms. Galia Ismakova, ADB

Dr. Ramanathan Somasundaram, ADB Consultant