1. GeBIZ - New Procurement Method CHIA PUAY LONG 29 Jul 2003
PROGRAM MANAGER, GEBIZ
E-COMMERCE DIVISION DEFENCE SCIENCE & TECHNOLOGY AGENCY
29 Jul 2003

2. Agenda What is GeBIZ ? Functionalities and Features
e-Procurement Methods
Benefits of GeBIZ
GeBIZ Implementation Approach
Challenges Faced
Future of GeBIZ

3. GeBIZ - Government Electronic Business
“One stop, non-stop” centre for Government business
For public service officers to interact with their trading partners for procurement activities
One-stop centre for suppliers to trade with the entire Government
GeBIZ is a Singapore Government wide e-commerce initiative

4. The Partnership Joint collaboration between
Defence Science & Technology Agency (DSTA)
Ministry of Finance (MOF)
Infocomm Development Authority of Singapore (IDA)

5. What is GeBIZ?
Adopts some features of private sector portals e.g. convenient on-line shopping experience but adheres to public sector procurement disciplines (GPA compliant) which ensures:
Transparency
Fair and open competition
Value for money

6. E-Supplier Registration
Application & Users
Ministries &
Statutory Boards
Trading
Partners
E-Supplier Registration
GeBIZ
Professional
Enterprise
Partner
Financial Systems
(Oracle, SAP,
PeopleSoft)

7. GeBIZ Enterprise Intranet application for government agencies
Decentralised procurement activities
Goods
Receipt
Check
Payment
Status
Invoice
Verification
Invitation to
Tender
(ITT)
Invitation to
Quote
(ITQ)
Framework
(RFQ)
Direct
Purchase
Credit
Note
Financial
Systems
Interface
Tender
Publication
Catalogue
Management
GeBIZ
Admin
Period
Contract
(includes
e-Catalogues)
Estate
Management
System
Construction
Procurement
Portal

8. GeBIZ Trading Partners
Internet application for trading partners, both local and overseas
Single stop for business opportunities
Trading
Partner
Information
Update
On-line
Supplier
Registration
View
Tender
Notices &
ITQ
Submit
Quotations
&
Response to ITT
Receive
Purchase
Order
Submit
E-Invoice
View
Payment
Status
View
Period
Contract
Details

9. Access to Business Opportunities
Tender Notices, Schedules, Awards
Qualification Notices
Auction Notices
Invitation-To-Quote (ITQ)

10. Electronic Supplier Registration
One-stop registration for GeBIZ trading partners & EPPU (Expenditure Procurement & Policies Unit)
Integrated with government supplier debarment information
Source database for suppliers trading with Govt
Supply
Head
Application
Upgrade/
Renew
Existing
Supply
Heads
On-line
Payment
Workflow
for Supplier
Head
Applications/
Upgrade/
Renewal
View
Payment
Status
Reporting
Supplier
Debarment

11. GeBIZ Functionality Features
System is centrally managed but procurement activities are decentralized
Public Sector users can access GeBIZ from the intranet, and approval of requisitions can be done via or web pages
Support end-to-end transactions with trading partners for various modes of purchasing for ANY goods and services

12. GeBIZ Functionality Features
Supports end-to-end transaction processing with standard SAP, Oracle and Peoplesoft Financial systems
Support personalization & configuration by Agencies
Component based application architecture which is generic and re-usable across applications

13. GeBIZ- Procurement to Payment
AGENCY
GeBIZ
Enterprise
SUPPLIER
GeBIZ
Partner
Tender
Tender Notices
Catalogues
Approval
Purchase Order
View Tender Notices
Publish Tender Notices
Issue
Requisition
Invitation
Update catalogue & price
Fill up shopping cart
to Quote
Receiving
Purchase
Request
ITQ
Generate
Submit ITQ
Submit quotation
Purchase
Request
Prepare
Quotation
Approval
Process
Submit PO to supplier
Seek
Approval
Submit PO
to supplier
Process
Purchase
Order
Purchase
Fund
Order
Commitment
Send invoice
Generate
Goods receiving
Purchase
Invoice
Order
Payment
Delivery
Prepare
invoice
for billing
Financial
Invoice
Systems

14. Fund Commitment Status Pre-encumbrance Status
Financial Systems Interface
Financial Systems
(SAP, Oracle, Peoplesoft)
GeBIZ
Purchase Order
Fund Commitment Status
Purchase Requisition
Pre-encumbrance Status
Financial
Systems
Financial
Systems
Supplier Master
Chart of Account
Staging Area
Interface
Gateway
Staging Area
Material Master
Goods Receipt
Item Category
Goods Return
Closed PO
Invoice
Payment Status

15. E-Procurement Methods in GeBIZ
Catalogue Buy
- Established Period Contract
Electronic Catalog
Printed Catalog
Framework Agreement Buy
Request For Quotation (RFQ)
Self-Service Buy
Invitation To Quote (ITQ)
Assisted Buy
Complex ITQ or Invitation To Tender (ITT)

16. Differences between ITQ and RFQ
Request For Quotation
Framework Agreement established between buyer and suppliers
2. Closed among awarded suppliers
3. Quotation Approval Authority Limit is S$1M
Invitation To Quote
No Pre-defined agreement established
2. Open / Closed
3. Quotation Approval Authority Limit is S$70K

17. Typical Buying Scenario
Items
found in
e-Catalog?
Items
found in
printed
catalog?
Items
found in
framework
agreement?
Simple
Purchase? N N N N
Start Y Y Y Y
Buy from
E-catalog
Buy from
printed
catalog
Raise RFQ
to buy from
framework
Call ITQ
(self-service
buy)
Assisted
Buy
Issue PO

18. Typical Buying Scenario
GeBIZ PO
Goods
Receipt
E-Invoice
Verification
View
Payment
Status
Close
Financial System

19. New Procurement Method: Online Reverse Auction
Since Jan 2001, Defence Science and Technology Agency has conducted 27 online reverse auctions and achieved a total of S$10m (or 11%) savings from S$89m worth of purchases
As part of our e-Government programme, DSTA is now assisting other ministries with reverse auctions so that the benefits of procurement through reverse action can be enjoyed by all public sector agencies. The intention is to aggregate demand from different ministries and agencies so as to purchase in bulk and enjoy even lower prices for Government purchases.

20. Benefits of GeBIZ - Buyers
Increase transparency in Government Procurement
Encourage competitive bidding
Promote Fair and Open Competition
Best value for money
Global reach to suppliers
Better overview of procurement activities and purchasing patterns within the agency
Aggregation of requirements to establish cross-agency period contracts or framework agreements

21. Benefits of GeBIZ -Buyers
Better work efficiency and reduce procurement lead-time
Streamlined workflow processes eliminate duplicate data entry
Increase data accuracy & reliability
Online reference to past procurement records

22. Benefits of GeBIZ - Suppliers
Open access to business opportunities
transparency of opportunities and information on government procurement
Convenience
One-Stop Business Centre to trade with entire Government sector electronically
Online transactions & enquiry
Increased confidentiality
Responses are encrypted
Low start-up cost

23. Phased Implementation Approach
Jun 2000 – Catalog buy, Tender Publication, reach to all agencies,
Set up of GeBIZ Service Centre (GSC)
GeBIZ Phase I
GeBIZ Phase IIA
Nov 2001 – ITQ, TP Registration, Financial Interfaces to ORACLE & SAP
GeBIZ Phase IIB
Apr 2002 – RFQ
Sep 2002 – ESR
GeBIZ Phase III
GeBIZ ITT, credit note, FI with PeopleSoft, deployment of FI, Direct PO
Current – NFS FI, E-link with MINDEF, Billing, Mgmt Reporting, Demand Aggregation (Planned)
GeBIZ Phase IV

24. Mandatory Use of GeBIZ FC 15/2000 FC 4/2002 FC 5/2002
Issuance of electronic PO via GeBIZ fro Service-Wide period Contract from 1 December 2000
FC 4/2002
Online tender publication via GeBIZ starting from 1 Apr 2002
FC 5/2002
Use of Framework Agreement Module from Aug 2002
Use all GeBIZ modules (except GeBIZ Professional by July 2003

25. Challenges Faced Project Management Challenges
System is dynamic, new requirements surfaced almost every week
Phased Implementation Approach
“Think big, start small, scale fast”
Manage the complexity
Technical Challenges
Scalability and robustness
Need to integrate many components
Strong system and process integration capability is key

26. Challenges Faced Design Challenge
One system for ALL agencies and ALL type of purchases
Diversity of requirement and practices across different agencies
effort on process rationalization, streamlining & standardization
flexibility in configuration to cater to specific scenarios
Standardization of Financial System Interface for different financial systems

27. Challenges Faced Getting the Users On-Board
Buyer and Supplier Community Ramp-Up
Change management across all agencies
Convince buyers & suppliers of benefits
Revise internal procedures
Manage the transition
Confidence-building
Involve end-users in requirement-gathering
Solicit feedback regularly
Provide adequate training
Provide good post-training support
Operation Support for large buyer and supplier base
Proactive helpdesk support

28. Challenges Faced Other Challenges Security, Audit, Legal Issues
Terms & Conditions to govern the conduct of e-procurement electronically
Maintain traceability and accountability

29. Future of GeBIZ
Portal to enable all e-commerce transactions with Govt of Singapore (GOS) to be performed electronically
Integral part of e-government services
Aggregation of demand across GOS and achieve best value for money for all agencies including publicly funded agencies
GeBIZ as a means to explore new business model and processes enabled by technology
Primary means to promote e-commerce adoption amongst trading community in Singapore

30. e
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