Managing the process of tenders can be extremely time consuming and tedious. Ask any government official or procurement committee official of a public company, they spend enormous time and efforts on writing tender documents. The process involves initiating a tender draft, sharing with supervisors for their feedback, making the necessary revisions and requires back and forth communication. When these things are done manually or on email, the process takes long time and is very inefficient. Here we take a look at how intelligent automation and software improves the tender management process :

1. Tender Templates

The tender drafting and documentation is quite involved and complex. The drafting team can leverage templates from the system. So, when a new tender document needs to be floated, an existing template may be chosen. The pre populated templates can have a simple checklist of items needed for completing the document like minimum eligibility criterion, objectives, scope of work, annexures to be submitted by bidders etc. These tender templates reduce the total time taken for drafting the documents.

2. Document Versioning

The tender document involves multiple revisions and versioning can be tedious to maintain manually. The tender management system automatically creates versioning of documents with the changes. Members can use the elegant carousel to browse all files, download word, excel, power point documents, upload and share all of your files in one central repository. The digital document system ensures consistency and proper communication between all stakeholders.

3. Review and Feedback

The tender management platform makes the review and feedback process seamless. The tender draft can be sent for authority review; the reviewer is automatically tagged and alerted by the system. When any changes or modifications are done to the tender document, the author receives a notification. The sophisticated versioning control, review and feedback system makes tender drafting efficient.

4. Dynamic & Configurable Approval

The tender document requires competent approval before it is published for the bidders. The approval process may need different authorities and steps though. The electronic tender management system allows the users to define their authority sequence and approval mechanism. When a document is sent for approval, the system prompts the authority. The time taken in approving and authorising the document is also documented at each step. This reduces the delay and allows the management to track the bottlenecks, if any.

5. Publish Tender

When the tender document is authorised by relevant authority, the tender is then published for the bidders. The document may be published on the web for the bidders. The document is available for download. If the document needs to be purchased, the payment gateway is integrated to the system. Once the bidders make the payment, they can then download the document.

6. Organise Pre bid Meetings, and Clarifications

The tender management system allows the users to track each and every step in the process. The management can organise pre bid meetings using the tender management system. The notification email or clarifications are sent to all the tenderers. All information is recorded for the management. All the details of the invitees, pre bid queries, minutes of meeting etc are organised with tender management software.

7. Audit Trail

A full audit trail of all the changes, updations, and activity pertaining to the tender document are maintained. This enables the administration to track all actions and events related to the tenders. The corrigendum for published tenders may also be issued from this platform. The corrigendum can be emailed to the bidders on email automatically with this. The latest versions and updates are available with everyone involved in the process.

8. Access control and security

Security is the most crucial and critical element in processing tender documents. With the tender management system, information is encrypted and stored on highly secured servers. Only employees with privileges can access tender documents. The document versioning and trail information also records all changes done in the system. This allows tight access control and confidentiality for tender document process.

9. Manage Volumes and Complexity

The electronic tender management system handles everything from drafting to awarding the contract. This makes it easy for the organisation to deal with large number of tenders and also manage complicated tenders. The tender information is centralised making it easy for the management to sort and segregate information. It is also convenient to search information, annexures, attachments and other statutory documents. The old tenders can be archived as per management policy and can be retrieved as per needs.

10. Bidder Analysis and Contract Management

The bidder information and details can be managed for all the tenders. All mandatory documents submitted by the bidder are organised at one place. The finalised contract after the tender is awarded to the bidder is also maintained. The contract renewals are tracked, bank guarantee, agreements etc are centralised. The renewals for the contracts and agreements etc are sent to the bidders and relevant personnel by the system.

With tender process automation and digitisation, the entire process from drafting to awarding the contract can be managed very efficiently. This not only improves the time required for rolling out tenders, but also reduces record keeping efforts for the staff. The internal messaging, feedback and collaboration tools help teams manage tender documentation with ease.

With tender management system all details and documentation is centralised. The key information pertaining to tenders can be accessed by the management at anytime and anyplace. All tender statistics, dates, budget details and other details are available with a digital tender system. It makes the preparation of tender documents simplified, organised and paperless.

Kreyon Systems is a software company with specialized focus on tender management software built for government organisations and public enterprises. It makes tender management highly fluid and transparent. Our e-governance software systems follow a result oriented approach. If you need any assistance or have any query, please get in touch.

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The smart city initiatives and digitisation move is making sweeping changes in the lives of citizens. The move is aimed at providing governance like never before. Digitisation and technology solutions have improved the speed of information exchange enabling better administration. The smart city and digital governance are meant to improve the quality of life, living standards, make public utilities seamlessly accessible for its citizens. Here is a look at some of the ways in which smart city and digitisation initiatives can improve governance:

1. Improved Project Management:

Governance is all about managing things with optimum efficiency for best results. When it comes to projects, it is crucial to know what resources are involved, the budgets, the milestones reached & all data points for improving operational efficiency. A smart governance portal allows the key decision makers to track projects and automate key reporting metrics for tracking them. All these projects can be classified as per the categories defined by the management. For e.g. tracking projects related to smart city initiatives, projects funded by a particular agency etc. In a nutshell, the key decision makers have all the critical information to take timely action for completing the projects as per the schedule, quality and other deliver parameters.

2. Tracking Budgets and utilisation factor:

The government spending and budgets involve lot of intricacies. There are various funding agencies involved in the process. The payments to contractors also need to fulfil various conditions as per the requirements from the funding agencies. The resource utilisation when it comes to infrastructure assets, public utilities and various personnel can also be improved with smart automation softwares. The budget and resource utilisation is paramount to successful implementation of the key initiatives for smart city & digital governance.

3. Bidder Analysis with key metrics:

Is the lowest cost bidder always the cheapest or the best? Not necessarily, infact more often than not, it is the lowest cost bidder for the project that eventually incurs more expenses. The quality, execution and timeliness factors along with other technical parameters are crucial for the selection of the successful bidders. Automated tools for tracking, comparing and finalising the bidder for the various projects is a vital step. Bidder analytics can help administrators with vendor evaluation, contract evaluation and complete lifecycle management of the work.

4. Grievance Management:

Good governance requires handling citizen’s grievances and complaints with urgency. Quite often, the administrators lack the necessary data metrics for tracking the execution of these grievances. But with digitisation, citizens can log their complaints through their mobile devices from any location. So, whether it is a water, electricity, transportation or housing problems grievance, all you need to do is log the complaint and track things online. The administrators can also get information about average time to service a citizen fault, best performing departments, departments with maximum pending complaints, etc. This information is necessary for improving the standard of execution and improving citizen services.

5. Manage Online bookings for Tankers, auditoriums, and other public utilities:

An online platform can be used for managing the bookings & tracking availability of key public utilities like water tankers, auditoriums etc. The citizens can make use of this service to make an online booking, make payment and manage the complete process with ease. The management can track various orders, booking demands etc to improve the availability of the public utilities. This data can be used for understanding the demand and driving new initiatives for serving the citizens better.

6. Business platform:

A thriving business environment is a sign of vibrant ecosystem. The policy makers around the world are striving for creating such ecosystems that promote trade and commerce. The smart governance initiatives can help businesses to get all clearances from a single digital window. In addition to this, the government can also create online forums for exchange of information between various businesses; provide a platform which can be used by companies to show their innovative work etc. This online portal may be used for investor meets, bringing in foreign investments to connect with local businesses. A thriving local business means creation of jobs, increased tax collection and better opportunities for citizens.

7. Tracking Citizen Services:

Automation of key citizen services can enable the decision makers with key data pointers. For e.g. the downtime percentage of a key public utility, the electricity outages, the average time to service a fault, etc can be analysed with concrete data. The data for various public utilities can be mapped and tracked with smart automation. The quality of roads, transport facility, water, electricity & wifi supply etc can be improved with digitisation and smart governance.

8. Smart Maps and property management:

The digital governance aims at improving the key necessities of public life. Housing is one of the most elementary needs of citizens. Providing smart maps and digital services for buying/selling/leasing of properties can reduce lot of issues for citizens. For every building, land or a commercial property, it can be tracked on the smart maps, the ownership and historical details associated with the property can be displayed to the citizens. The property transactions can be simplified using smart maps. The administration can also track various unpaid taxes and notify the property owners from the portal itself.

9. Tourism:

Tourism is one of the top revenue generation sources for governments. Promoting tourism creates opportunities to the citizens and local merchants. With smart city initiatives, the government can provide tourist interaction services through the portal. The hotel booking, site visits and visa etc can also be facilitated through the online travel portals. The tourists can use the smart city portals for all their queries, feedback and making online reservations. The tourism not only promotes cultural ties but also helps to improve economic development and prosperity of a city.

10. Healthcare Systems:

The administration of healthcare software systems in government hospitals remains one of the major pain areas. The use of technology for improving patient care, diagnosis and treatment of citizens can improve administration. The decision makers can use smart card facilities, information communication enabled systems for tracking healthcare facility performance. The ratio of inpatients/outpatients, feedback rating of hospital doctors, staff, cleanliness etc, can help the management to take corrective actions. Vaccination drives, healthcare and wellness drives etc can also be promoted as part of governance initiatives.

Governance requires measures to ensure transparency, collaboration for adopting international best practices and finally relentless execution to serve the citizens. The smart city projects and digitisation are meant to improve the quality of public utilities. Efficient governance means proactively responding to queries/problems of citizens, planning of ongoing initiatives on concrete data pointers and citizen engagement through use of digital channels. Digital governance and smart city management is aimed at creating positive impact in the lives of its citizens.

Kreyon Systems provides end to end software solutions for smart city & e-governance. If you need any assistance or have queries, please get in touch with us.

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