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Checklist for developing an E-Procurement Strategy

Version 1.0

Table of Contents

Introduction

Purpose

In April 2000, the Commonwealth Government released the Commonwealth Electronic Procurement - Implementation Strategy. The strategy set two goals for Commonwealth agencies:

• To pay all suppliers to Government electronically by the end of 2000, and
• To be able to trade electronically with all 'simple procurement' suppliers who wish to do so, using open standards, by the end of 2001.

Most Commonwealth agencies now have a basic e-procurement capability. Most order goods electronically from some suppliers, and the Commonwealth Electronic Tender System allows them to conduct online tendering and quoting processes. But agencies can gain additional benefits from implementing a more sophisticated e-procurement capability. NOIE will be working with agencies and vendors in 2002 to ensure low cost e-procurement solutions are available, particularly for smaller agencies.

This document is intended to help agencies understand the process and challenges involved in developing an e-procurement strategy. It provides a checklist describing the major stages of the process and expected outcomes of each stage.

The model outlined below should not be viewed as prescriptive, or the only way of developing an e-procurement strategy, but it covers a range of issues agencies will generally need to address when developing a strategy.

Scope

This document covers the initiation, requirements definition, solution identification and implementation planning stages of an e-procurement project. It is not intended to provide guidance on the implementation stage.

This is not a detailed 'how to' guide. Because agencies' operating environments and procurement processes differ, this document does not aim to provide a detailed analysis of the lower-level activities required to complete each stage. This level of detail will need to be determined by each agency, and will reflect its unique environment. If the required expertise does not exist within the agency, external consulting partners can provide assistance.

This document does not assume any particular project management methodology. The model outlined can accommodate whatever methodology is in use within an agency.

Acknowledgment

This document is based on material prepared by Acumen Alliance, a consulting firm which has assisted a number of Commonwealth agencies to develop e-procurement implementation strategies. It was originally intended that guidance material be produced as part of Acumen Alliance's role in developing a strategy for CSIRO, and the assistance of these organisations in the preparation of this document is gratefully acknowledged.

Feedback

This guide is intended to be of practical benefit to Commonwealth agencies, and it will be expanded as agencies implement e-procurement more intensively to include information about lessons learned and suggestions for best/better practice. If you would like to suggest improvements, or make any other comments, please contact:

Contact details

For further information, contact the ICT Procurement Team by emailing ictprocurement@finance.gov.au

Disclaimer

The Commonwealth accepts no responsibility for the accuracy or completeness of any material contained herein and recommends that users exercise their own skill and care with respect to its use.