About the SABEeX Delivery Management System

Implementing Infrastructure Procurement and Delivery Management

National Treasury has published their Standard for Infrastructure Procurement and Delivery Management in late 2015. This standard becomes applicable during 2016, and all public entities need to prepare for implementation.

What does the SABEeX Delivery Management System do?

Implementing the National Treasury Standard will be a challenge to any organisation that has no supporting systems in place. the SABEeX Delivery Management System has been custom-developed to provide specific delivery management functionality in the following areas:

Portfolio Planning and Management

Identification of portfolios is facilitated through the system, to manage different areas of the organisation's business.

Projects can be identified and allocated to different portfolios, and their timing can be easily adjusted to fit in with approved budgets.

All infrastructure gates can be custom-defined as per the National Treasury Standard, and the Organisation's Infrastructure Policy.

Deliverables and activities can be set as requirements prior to gate approvals, and delegations linked to the responsible roles or persons who should deliver these.

Delegations to specific roles can be set up, per role and each user within the organisation can be allocated a specific action, or product to deliver for approvals by others.

Annual budgets can be planned, managed and tracked in real time, ensuring that budgets are spent within the financial year. Annualised planning is also provided.

Procurement Management Toolkit

Careful management of the procurement process ensures transparency and an auditable process ensures compliance!

This comprehensive toolkit manages all procurement activities, from tender notification, through tender publication, distribution and even notification of tender submissions received and awarded. Publicly available tenders as well as invited tenders can be published equally easily through this toolkit!

Tender notices are captured in a standard format allowing them to be carefully previewed on the organisation's customised website.

Once verified, an interested tenderer can log in and download procurement documentation directly from the website. This is fully tracked and audit reports are available to the publishers.

Clarifications are managed through the website, and are also maintained as part of the audit trail.

Any addenda are published and interested parties are immediately informed to download the documentation that relates.

Clarification or briefing meetings are also managed, with attendance being logged on the Toolkit.

Tender closing is tracked and records of all submissions received are logged on the Toolkit and automatically published together with the Notice.

Contract award is tracked and when logged on the Toolkit, is automatically published alongside the Notice to provide a full, public record of the tender process.

Contract Management Toolkit

Contract documentation is uploaded and made available for future reference. Contract parameters such as contract value, duration, and the parties to the contract are all maintained on the Toolkit.

Progress payments are captured on a regular basis, together with progress estimates. Comments are also captured at any time.

Summarised reports are provided to show progress and achievements towards the completion of projects within a Portfolio.

Framework Contract Management Toolkit

Framework Contracts that are let are managed through this toolkit

Upload of framework contract documentation into a secure repository

Ability to either share the framework contract with outside organisations or to keep it only for the owner organisation

Outside parties may apply to use shared framework contracts. Only authorised parties are allowed access to create draft Task Orders.

Task Orders documentation must be checked and verified by the Owner organisation before it can be used.

Logging of budgets and commitments relating to each Task Order created.

Logging of timeframes related to each Task Order created.

Logging of progress payment certificates and progress related to each Task Order created.

Consolidated reporting on progress, budgets and expenditure under a specific framework contract (consolidated reporting of all Task Orders placed under the framework contract)