Procurement Monitoring Portal

Optimizing the processing of applications for conducting and ensuring timely procurement in accordance with production needs. Conducting in-depth analysis based on the collection and systematization of data on the company's procurement activities in order to make informed management decisions aimed at significantly improving procurement processes. Automation of data collection and processing in the field of procurement planning and execution in order to increase efficiency and reduce time costs at each stage of the process.

Key Issues / Results

Data entry errors, calculation inaccuracies, or incorrect application of formulas that arise when working in Excel — Eliminating the use of Excel has reduced the likelihood of errors associated with human factors.

Manual data verification was complex and inefficient, increasing the risk of errors and complicating the proper execution of procurement procedures — Format-logical control provides automated checks of fields in procurement plans and applications for conducting procurement procedures.

Limited data representation and lack of interactivity in reports hindered analysis and interpretation of information — The Qlik Sense tool enables interaction with dashboards, providing 11 types of reports.

Outdated data status decreases analysis accuracy and decision-making efficiency — Data relevance is ensured through daily automated uploads from the trading platform.

• Cuba Platform

• Qlik Sense

• .Net

• PostgreSQL и Mongo DB

• JavaScript framework Vue.js

During the implementation of the project for automating procurement based on the "single window" principle, several significant levels of complexity arose. First, coordinating work between various departments and regional offices required careful planning and clear communication. Each division had its own specific requirements, complicating the unification of processes.

Second, integrating existing systems with the new platform revealed issues of data and software incompatibility. This necessitated additional efforts to standardize information and adapt tools.

Training employees also posed a major challenge. The need to master new technologies and working methods required the development of training programs and workshops, which increased time commitments.

Additionally, managing stakeholder expectations required ongoing interaction and transparency. All these factors created a high degree of complexity, necessitating flexibility and adaptability at every stage of the project.

Automation of the procurement process based on the "single window" principle — ensuring centralization and optimization of all procurement stages, significantly reducing the time required for execution. The implementation of robotic tools enables the automation of routine tasks, minimizing errors and enhancing overall process efficiency. This creates a transparent and effective environment for managing procurement, facilitating rapid responses to changes and improving the quality of decision-making.

Portal Functionality:

• Authorization and Authentication via Active Directory — secure access to the system in compliance with corporate security standards.

• Integration with the Trading Platform — comprehensive management of data reception and transmission processes, ensuring seamless interaction.

• Input Forms — support for various applications, including “Application for Procurement of Goods, Works, and Services,” “Goods, Works, and Services Application,” “Procurement Plan,” “Instructions/Notifications,” and “Planned Inspections,” with enhanced capabilities:

  • Format-Logical Control Check — automatic identification of errors during data entry.

  • Automatic Filling of Procurement Plan Data — reducing entry time and minimizing errors.

  • Dynamic Field Set Modification Based on Procurement Method — interface adaptation to specific procurement requirements.

  • Document Attachment — the ability to add necessary files for complete documentation.

  • Approval Process — clear structuring of approval stages with a transparent change history.

  • Deadline Monitoring at Each Stage — real-time tracking of task status.

  • Versioning of Approvals — maintaining a history of all approvals to enhance transparency.

  • Data Transmission to the Trading Platform — instant information delivery ensuring data relevance.

  • Access to All Documents Generated on the Trading Platform — easy access to all necessary documentation.

  • Seamless Integration with the Analytical System — capability for data analysis to improve procurement efficiency.

  • Automatic Notifications at All Stages to All Participants — instant notifications for all involved parties, ensuring timely responses.

• 10 Analytical Dashboards that enable control and monitoring of all key procurement indicators. This includes oversight of the execution of the procurement plan, purchase requests, contracts and their performance, local content metrics, monitoring of failed and canceled procurements, general information on execution, and more.

Project Geography — covers the entire territory of Kazakhstan, including all regions where the client's offices are located. This ensures comprehensive interaction and support throughout the country, allowing us to consider the specific needs and requirements of each region. We aim to create a unified and effective system that serves the interests of all stakeholders, regardless of their location.