Direction The following section outlines the high-level requirements for procurement systems. There are nine components covered in this statement: Part A Source to Contract (S2C) Purchase to Pay (P2P) Supplier portal Workforce management Supplier relationship management Contract management Compliance and workflow Controls and reporting Part B System requirements Part A – Source to contract, purchase to pay, supplier portal, workforce management, supplier relationship management, contract management, compliance and workflow, controls and reporting Source to contract (S2C) Objective To facilitate the development of a sourcing strategy, request for quotation and the negotiation process before a contract is awarded. Reference Direction Benefit for government
PROC-32 The government procurement system will be setup in a manner which facilitates reorganisation activities following machinery of government changes. Wherever possible, departments will work together to ensure consistency in the configuration and use of their instances, so that the process of joining or separating environments will be conducted in a straightforward and inexpensive manner. PROC-33 The system will be able to make use of Identity and Access Management (IdAM) capability provided as a separate service. By being able to use the single unique identifier for government employees envisaged in the Workplace Environment Statement of Direction, the concept of identity can be abstracted from the procurement system itself, allowing for fewer log-ons needed for staff and more consistent identity management across multiple systems. PROC-34 The system will operate within the framework of related privacy and security requirements to maintain the integrity of commercially sensitive and employee personal information. The government procurement system will help departments achieve compliance with privacy and security policy. PROC-35 The system will be designed, developed and operated within the framework of related privacy, data protection and security requirements to maintain security classified, sensitive and personal information. The system is an opportunity to realise the benefits of a secure environment with an overarching governance model and integrated business process. By embedding privacy and data protection into the design, development and implementation of the system, users will be offered a level of assurance as to the confidentiality, integrity and availability of the system. If feasible or applicable, the system should have the capability to manage records up to a [PROTECTED] level of classification. PROC-36 The system will be accessible from multiple platforms including mobile devices. A more accessible system will allow the government to be more flexible, increasing responsiveness and allowing for off-site and access. Implementation Implementation of Procurement Systems will align with the Information Technology Strategy, Victorian Government 2016-2020 and the broad principles of governance and implementation set out in the Business Support Services Strategic Review. A ‘first’ department will be identified. DPC Enterprise Solutions Branch will assist to establish a working group of relevant stakeholders to develop a future design, implementation roadmap and preliminary business case. Other departments will join the system over time, as their existing investments are due to be refreshed.