Shopping plan. management tool in the public sector

OBJECTIVES

Convert the Purchasing Plan into an effective administrative management tool for the rational and strategic use of public resources. Develop skills and competencies for its programming, preparation, execution, control and evaluation, within an effective management framework. Understand that the Plan Purchasing is an element that is integrated into the Budget; the accounting and financial system; to the Institutional Action Plan.

purchasing-plan-tool-of-the-public-sector-1

Raise awareness about the need to make purchases - call it public procurement -, with ethics and social responsibility. Update the concepts and use of administrative and computer technologies for the integral administration of the Purchasing Plan.

Héctor Julio Garzón [email protected]

TOPICS TO BE DEVELOPED:

MARCO NORMATIVOEL PLAN SHOPPING, A TOOL GERENCIALELABORACIÓNPROCEDIMIENTOREQUERIMIENTOS PREVIOSMÉTODOS AND TECHNIQUES PROYECCIÓNPOLÍTICAS OF COMPRASESTRUCTURA OF THE PLAN OF COMPRASCONSOLIDACIÓN AND APROBACIÓNEJECUCIÓNCRONOGRAMASELECCIÓN PROVIDER (political) OUTSOURSINGCONTRATACIÓNCONTROL AND EVALUACIÓNREGISTRO INFORMESMODIFICACIONESEVALUACIÓN MANAGEMENT COMPRASPLAN SHOPPING AND SGCPLAN SHOPPING AND MECIETICA IN SHOPPING STATE

Héctor Julio Garzón [email protected]

REGULATORY FRAMEWORK

The regulations related to the topic of the Purchasing Plan, like many other topics, in the state is quite extensive: NORMAS PLAN DE PURCHAS \ NORMAS SICE.doc

The Political Constitution. Eg. The art. 209, which establishes the principles of the administrative function: equality, morality, efficiency, economy, speed, impartiality and publicity, through decentralization, delegation and deconcentration of functions. The annual budget law and its regulatory decree. Law 598 2003 “by which the Information System for the Surveillance of State contracting, SICE, the Single Catalog of

Goods and Services, CUBS, and the Single Register of Prices of

Reference, RUPR, of the goods and services of common use in the Public Administration "

Resolution 5313 of 2002, "By which the organization and operation of the Information System for the Surveillance of State Procurement, SICE, the Single Catalog of Goods and Services, CUBS, and the Single Reference Prices Registry, RUPR. ”Resolution 5314 of 2002.“ By which the CUBS is adopted ”Decree 3512 of 2003:“ By which the organization, functioning and operation of the Information System for the Surveillance of State Contracting, SICE, created by means of Law 598 of 2000 ”Likewise, all the budgetary regulations are within the framework of the Statute compiled in Decree 111/1996. As well as those related, such as law 819/03, on budget and fiscal transparency. Administrative contracting regulations. Law 80 of 1993, and other norms that complement or regulate it.The rules of austerity in public spending. Eg Decrees 1737, 1738 of 1998, and others that modify or complement them.

- Specific regulations of the Office of the Attorney General of the Nation: Decree

262 of 2000: “By which the structure and organization of the Office of the Attorney General of the Nation and the Institute of Studies of the Public Ministry are modified; the internal competences regime of the Attorney General's Office; rules are issued for its operation; the career regime of the Office of the Attorney General of the Nation, that of inabilities and incompatibilities of its servants is modified and the various administrative situations they are in are regulated ”.

Fiscal control standards, eg. Law 42 of 1993. Resolution of Accountability. Disciplinary Rules.

THE PURCHASE PLAN, A MANAGEMENT TOOL

Why do we say that the Purchasing Plan is a managerial tool, in the Public Administration Attorney's Office:

It must be seen as an instrument that allows the State to fulfill its mission (see art. 2 of the CP). The way it is related to the Development Plan; Investment Operational Plan and Annual Budget. In addition, it must reflect the Mission, Objectives, policies, strategies, and Action Plan of the respective public entity. Relevance and coherence. It is a programming and planning instrument, which becomes a tool to support management control. From the point of view of the economy, it is a vital element of economic policy, since the Colombian State contracts about $ 40 billion per year In accordance with the foregoing, it allows the State to carry out part of its redistributive function, since all private companies are in equal conditions to participate in the process.

…… THE PURCHASE PLAN, A MANAGEMENT TOOL

It effectively contributes to carry out a correct and timely execution of the budget, because in addition to being part of its projection, during the fiscal period it becomes an element for its follow-up.It is an instrument to measure the administrative effectiveness of an institution or public body, in this case from the Attorney General's Office.

PREPARATION OF THE PURCHASE PLAN

PROCESS:

Resolution 5313/02 of the CGR, in its art. 24 prescribes that “State entities, without exception, from the month of March of each fiscal year, will begin the construction of the Purchasing Plan referred to in the previous articles, whose project must be completed on June 30 of the fiscal year prior to the of its validity. ”It also indicates the minimum steps:

- Review of the stocks of the different assets that the entity owns.

- Analysis of the real needs of each State Entity and its different dependencies.

- Identification of the goods and services that require quality certification, in accordance with the legal regulations on the matter.

- DELIVERY OF THE PURCHASE PLAN. "No later than January 31 of each fiscal year and after making the adjustment indicated in article 26 of this resolution, the legal representatives of the entities will deliver the adjusted purchasing plan electronically, according to the requirements established by the Office of the Comptroller General of the Republic. ”Annex 01 External Circular Letter CGR - PURCHASE PLAN FORMAT.xls

PRIOR REQUIREMENTS It is recommended that each entity internally have a procedure, which includes the schedule for the preparation of the PC EXAMPLE PROCEDURE ELAB PURCHASE PLAN pa-050.doc One of the initial activities is that through an internal communication the Form to raise you need them. With this, the instructions and guidelines to be followed to determine them must be given. Eg Take into account which goods and services are going to be acquired from the operating budget - General Expenses - and which by investment (art. 22 Rln 5313 02). RESOLUTION 5313 OF 2002 - SICE CGR.pdf The goods must be coded according to the Catalog Unique of Goods and Services, CUBS: RESOLUTION NUMBER 5314 ADOPTS THE CUBS.doc; It can be consulted online: www.sice-cgr.gov.co1- GOODS2- SERVICES3- PUBLIC WORKSAlso classify (codify) the goods and services usually acquired by State entities, into types, classes, subclasses, groups and attributes. AS OF TODAY, THERE IS SOMETHING MORE THAN 1.5 MILLION ITEMS. This projection of needs must foresee the normal and extraordinary activities of the entity - dependency. The rules related to austerity in spending must be taken into account. Ex. Expenditure growth ceiling. If you do not have specialized software, at least you must have an electronic sheet. The needs must be signed / validated by the Head or Head of the area.This projection of needs must foresee the normal and extraordinary activities of the entity - agency. The regulations related to austerity in spending must be taken into account. Ex. Expenditure growth ceiling. If you do not have specialized software, at least you must have an electronic sheet. The needs must be signed / validated by the Head or Head of the area.This projection of needs must foresee the normal and extraordinary activities of the entity - agency. The regulations related to austerity in spending must be taken into account. Ex. Expenditure growth ceiling. If you do not have specialized software, at least you must have an electronic sheet. The needs must be signed / validated by the Head or Head of the area.

PROJECTION METHODS AND TECHNIQUES

There are different methods or techniques of projection. Its use depends on the availability of technological, human and financial resources that are available. DEPEND ORDER FORM - PLAN OF NEEDS 2005.xls

TO DETERMINE AMOUNTS:

Historical consumption (average; regression) Number of civil servants: Calculate the consumption for each civil servant. Personnel movements (elimination of charges ??) Amount of public / population to attend. In case of having a warehouse, which in principle is not recommended, use the method of Economic Order Quantity The Initial and Final Inventories must be taken into account

FOR THE PRICES:

Consult SICE (www.sice-cgr.gov.co) Economic indicators: Forecast exchange rate; Inflation rate Preliminary study of the market Take into account austerity rules to set the ceiling for spending and its maximum growth.

PURCHASING POLICIES

Based on our experience, it is recommended to establish the following policies:

Always buy original products Make outsourcing or supply contracts (outsourcing) As far as possible, demand ISO quality certificates…. Establish previously the requirements that are going to be demanded of contractors: experience; technical capacity; qualified personnel; exclusivity certificates; delivery times; quality assurance, etc. For example, when purchasing equipment, request a maintenance and supplies guarantee. Make a maximum of two purchases per year. However, it is preferable to carry out a single process for the year, with periodic deliveries to the entity. Although it is not mandatory to have a supplier registry, it is good to have at least three or five suppliers identified with each group of goods to be purchased.Exercise permanent supervision and control over the execution of contracts and especially the quality of the goods The purchasing area must be in permanent communication with the warehouse, budget and / or finance Have a schedule for its execution and control. If it can integrate it to the structure of the PC better. Check your progress permanently. This schedule must be subject to the respective administrative, budgetary and legal procedures.

STRUCTURE OF THE PURCHASE PLAN

Based on the budgetary norm, the structure of the PC should be defined EXAMPLE - INCO PURCHASE PLAN 2004.xls As soon as possible, a concordance should be established between the nomenclature of the SICE - PGCP -

BUDGET.

Attention is drawn in the sense that the SICE requires the presentation of the PC in two components (art. 22 of Rsln. 5313 02). Operating expenses and investment expenses, as they will be financed. Plan_compras_2005 PROCURADURIA.xls

CONSOLIDATION AND APPROVAL

Once consolidated, that is, when the amounts have already been determined and loaded by each agency, the information, by the responsible administrative area, the PC, must be valued, this is to express the plan in a monetary way. EXAMPLE OF PURCHASING PLAN INCO 2004.xls

The figures approved in the initial budget and then its subsequent modifications must be taken into account. As soon as it is consolidated and valued, the approval is processed by the Legal Representative or in whom this function has been delegated. Do not forget that you must register in the SICE before January 31 of the current validity.

PC RUN

SCHEDULE: The procedures established in the contracting rules must be followed (Law 80 of 1993 and its complementary and regulatory rules. EXAMPLE - INCO PURCHASE PLAN 2004.xls If you have not run your PC, before August,…. It took the afternoon !!!. See requirements / procedures of Law 80 of 1993 and Decree 2170 of 2002.SELECTION OF SUPPLIERS The parameters established in the rules on contracting and the purchasing policies mentioned above must be followed.In the preparation of the terms of reference or specifications, rigorous parameters must be established, but not impossible, for potential bidders. OUTSOURCING: Advantages: Improves administrative efficiency; in the case of goods, it saves inconveniences due to loss of goods in the warehouse. Disadvantages: Costs;being “tied to a provider for periods of up to one year. Full awareness of all areas is required.

CONTROL AND EVALUATION

REGISTRATION Must be registered in the SICE (see format) Records must be made as the PC is executed. REPORTS: Internal reports (progress, budget execution…) Reports to the CGR - Control entities EXAMPLE - INCO 2004 PURCHASING PLAN.xls Citizen's Supervisors' Offices MODIFICATIONS: According to the modifications to the budget items that support it. Change of objectives and / or programming of the institution and / or projects. Requires approval of the spending authority. EVALUATION OF PURCHASE MANAGEMENT evaluation by the agencies of control: Comptrollers' Evaluation by the agencies. Eg internal control; Spending austerity reports; administrative areas Some aspects of the evaluation of the management in the execution of PC: Types of indicators Efficiency: Value eg PC / No.Of officials Average cost of good Xi

Effectiveness:

Actual PC execution / Total budgeted value. Total or by sub-item PC participation / Operating expenses

Others:

Vertical analysis (variation between periods) Horizontal analysis (participation% by headings, items)) Quality of goods: No. of defectives / No. of total goods No. Of officials served No. Of people served (public)% of contract execution (in time ??; in value ??; in quantity ??) Evaluate the suppliers / contractors: Quality of the good or service; delivery times; claims support; compliance with guarantees Distortion of purchase prices hiring: Real purchase prices / Reference prices - RUPR or Market prices (or other State entities) ONCE THE RESULTS OF THE EVALUATIONS ARE OBTAINED, THE CORRECTIVE MEASURES MUST BE TAKEN: In procedures; improve formats; training for the personnel involved; etc.

RESOLUTION 5772 OF 2006: ORGANIC RESOLUTION 5772 OF 2006 CGR PROCESS AUDITOR SICE.doc

PURCHASE PLAN AND THE QMS

7.4 ACQUISITION OF GOODS AND SERVICES

7.4.1 Process of acquisition of goods and services

The entity must ensure that the product and / or service purchased meets the requirements specified in the specifications, terms of reference or in the applicable provisions. The type and scope of control applied to the supplier and to the product and / or service acquired must depend on its impact on:

a) the realization of the product and / or provision of the service, or b) the final product and / or service.

The entity must evaluate and select suppliers based on an objective selection and based on their ability to supply products and / or services in accordance with the requirements previously defined by the entity. Criteria for the selection, evaluation and re-evaluation of suppliers should be established. Records of the results of the evaluations and any necessary actions derived from them should be kept (see 4.2.4).

NOTE Objective selection refers to that selection in which the choice is made for the most favorable offer to the entity and for the purposes it seeks, without taking into consideration factors of affection or interest and, in general, any kind of subjective motivation.

7.4.2 Information for the acquisition of goods and services

The information described in the specifications, terms of reference or in the applicable provisions of the product and / or service to be acquired, must include, when appropriate:

a) requirements for the approval of the product and / or service, procedures, processes and equipment, b) requirements for the qualification of personnel, and c) requirements of the quality management system.

The entity must ensure the adequacy of the requirements for the acquisition of specified goods and services, before communicating them to the supplier.

7.4.3 Verification of the products and / or services purchased

The entity must establish and implement the inspection or other activities necessary to ensure that the product and / or service purchased complies with what is specified in the specifications, terms of reference or in the applicable provisions.

When the entity or its client wants to carry out the verification at the supplier's facilities, the entity must establish in the specifications, terms of reference or in the applicable provisions the specifications for the intended verification and the method for the acceptance of the product. and / or service.

PURCHASE PLAN AND THE MECI

Take into account the: PRINCIPLES: Self-regulation; Self-control; STRUCTURE: SubsystemsComponentsElements

ETHICS IN STATE PURCHASING

ACCORDING TO THE WORLD BANK REPORT: CLOSE TO 60% OF THE CONTRACT PROCESSES ARE VICIATED WITH CORRUPTION.

IN THE COUNTRY, AROUND $ 5 BILLION IS LOST ANNUALLY DUE TO CORRUPTION. (CGR)

30% OF THE PGN IS LOST DUE TO INEFFICIENCY (eg unnecessary purchases). THIS IS CLOSE TO $ 27 trillion. IN THE INTERNATIONAL CONTEXT COLOMBIA IS RANKED 57 AMONG THE MOST CORRUPT. THE DAMAGE THAT THE LITTLE TRANSPARENCY IN ADMINISTRATIVE PROCESSES DOES TO ECONOMIC AND SOCIAL DEVELOPMENT. THERE ARE STUDIES THAT DEMONSTRATE THE CORRELATION BETWEEN (+ CORRUPTION = + UNDERDEVELOPMENT). LAW 734 OF 2002, SINGLE DISCIPLINARY CODE (See Nls. 29 ff. Art. Very Serious OFFENSES) Law 734 of 2002 (Unique Disciplinary Code).doc

SEE: COMMITMENTS TO PUBLIC AND PRIVATE ETHICS IN CONTRACTING PROCESSES COMMITMENTS - FORUM ETICA DE LO PUBLICO.pdf

THE RESPONSIBILITY OF THE PUBLIC OFFICIAL

It is not an easy task, but it is an activity that, if we do it well, brings satisfaction and above all contributes to improving life in our society ◼ It is not enough to just contribute a “grain of sand”. Be careful, this could turn into sand !. What each one must contribute are all their values and faculties, to the extent that they possess them.

REMEDY THAN BE ETHICAL AND HONEST….. IT IS BETTER TO START AT ONCE !!!!

THANK YOU FOR YOUR

ATTENTION AND PARTICIPATION !!!

Until another chance and happy shopping !!!

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