Procurement Direction PO14 (Procurement Reporting and Key Performance Indicators)
Procurement Reporting and Key Performance Indicators
Statement of Intent
This Procurement Direction outlines the requirements for reporting against procurement activities and Key Performance Indicators (KPI’s).
Main Features
Section 11 of the Procurement Act requires Accountable Officers and employees of Agencies to comply with the Procurement Directions.
Reporting Responsibilities
· Agencies are responsible for:
a. Maintaining accurate procurement records.
b. Timely input and updating of data into APRO.
c. Providing approved Annual Procurement Management Plans (APMP’s) to the Procurement Review Board.
d. Providing other information as required.
· The Procurement Review Board are responsible for:
a. Receiving APMP’s from Agencies.
b. Reporting on APMP’s received.
· Contract and Procurement Services are responsible for:
a. Maintaining the APRO system and data.
b. Generating KPI reporting data from APRO.
· The Agency responsible for Procurement Policy are responsible for:
a. Collecting and validating qualitative data from Agencies, the Procurement Review Board and Contract and Procurement Services.
b. Undertaking data analysis.
c. Generating KPI reports.
d. Distributing KPI reports.
Key Performance Indicators
· KPI’s measured and targets reported against are detailed in the “Best Practice Guidelines”.
Reporting Timeframes
· KPI reports will be generated by the Agency responsible for Procurement Policy based on quarterly procurement data.
· Agencies will update APRO records in a timely fashion to allow accurate quarterly data to be compiled.
Contents
Reporting Responsibilities
Key Performance Indicators
Reporting Timeframes
Authorities
Procurement Act
Procurement Regulations
Department of Business Page 4 of 4
Procurement Direction PO14 (Procurement Reporting and Key Performance Indicators)
Reporting Responsibilities
PO14.1 Agencies are responsible for:
a. Maintaining accurate procurement records;
b. Timely input and updating of data into APRO;
c. Providing approved Annual Procurement Management Plans (APMP’s) to the Procurement Review Board; and
d. Providing other information as required.
I. As a minimum, records that cover for the following for each procurement activity are to be retained where required:
a. The approved Project Specific Procurement Plan.
b. The approved Requisition.
c. Where a Select Process approval is used.
d. Request for Quotation/Tender including Assessment Criteria and Percentage Weightings applied.
e. Quotation/Tender Responses.
f. Approved recommendation to accept/decline Quotations/Tenders.
g. Copy of the Notice of Acceptance.
h. Approved copy of any variations granted.
i. Documentation covering the receipt of the Supplies and payment made.
j. Documentation covering the recording and reporting of performance including Local Benefit Commitments.
II. Agencies will provide the Agency responsible for Procurement Policy information and records upon request for the purposes of KPI reporting.
PO14.2 The Procurement Review Board are responsible for:
a. Receiving APMP’s from Agencies; and
b. Reporting on APMP’s received.
I. The Procurement Review Board will provide information to the Agency responsible for Procurement Policy with information regarding the receipt of APMP’s from Agencies for the purpose of KPI reporting.
PO14.3 Contract and Procurement Services are responsible for:
a. Maintaining the APRO system and data; and
b. Generating KPI reporting data from APRO.
I. Contract and Procurement Services will provide KPI reporting data to the Agency responsible for Procurement Policy as requested for the purposes of KPI reporting.
PO14.4 The Agency responsible for Procurement Policy is responsible for:
a. Collecting and validating qualitative data from Agencies, the Procurement Review Board and Contract and Procurement Services;
b. Undertaking data analysis;
c. Generating KPI reports; and
d. Distributing KPI reports.
I. Agency specific KPI reports are to be distributed to the Accountable Officer of the Agency concerned.
II. Whole of government and Agency specific KPI reports are to be distributed to the Minister responsible for Procurement, the Coordination Committee, and the Procurement Review Board.
Key Performance Indicators
PO14.5 Key Performance Indicators measured and targets reported against are detailed in the “Best Practice Guidelines”.
I. KPI measures are to include:
a. Completion and lodgement of APMPs.
b. Tender assessment and award processes that exceed benchmark timeframes.
c. Results of audits undertaken.
d. Number of Addenda issued.
e. Quotations/Tenders declined.
f. Contract variations.
g. Issue of Select Quotations and Certificate of Exemptions from Public Tender.
h. Awarding of Contracts to Northern Territory and interstate based businesses.
i. Compliance with Future Tender Opportunity requirements.
Reporting Timeframes
PO14.6 KPI reports will be generated by the Agency responsible for Procurement Policy based on quarterly procurement data.
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Department of Business Page 4 of 4
Procurement Direction PO14 (Procurement Reporting and Key Performance Indicators)
Table of Amendments /Amendment / Details / Effective Date
General / Drafted to enact requirements of 2014 Procurement Reforms / 1 July 2014
General / Formatted for web compatibility / 15 February 2016
PO 14.1 and 14.8 / Deleted to remove repetition / 15 February 2016
PO 14.1 / Amended to include Local Benefit Commitments. / 18 April 2016
Department of Business Page 5 of 5