Source

The contents of this page are sourced from the following meeting:

Workflow Processes

The following processes are identified within Finance & Procurement case team:

1. Transporter payment
2. Bid planning
3. Generate RFQ and tendering
4. Bid evaluation
5. Bid winner identification
6. Contract management

Payment for Transporters

1. As the transporter requests payment for distribution, logistics will investigate and verify the documents (issue ticket, receiving note, Freight order, labor cost) the transporter submits.
2. Once the documents are verified, Logistics will submit a cover letter with attachments to Finance for payment.
3. Finance (verification) accountant will validate documents submitted from logistics and bid contract (tariff).
4. If there is a problem with the document, logistics will be notified to revise the document or to provide justification.
5. Check officer will prepare check payment for the verified documents

6. Finance follows standard procedure to facilitate local purchase requests from logistics. 

Required documents that should accompany payment request

• Cover letter
• Inland transport charge and clearance status
• Transport order
• Frieght order
• Issue ticket from hubs
• Receiving note from FDP/Woreda
• Labor payment document

Bid planning and Tendering workflow

Bid Planning

1. HRD and PSNP Plan documents are used as a Bench mark for bid plan.
2. Woreda list, quantity to be transported, source warehouse and destination are identified from the documents submitted by logistics.
3. Bid plan is prepared every six month for each region.

Generate RFQ & Tendering

1. Bid document is prepared  based on approved bid plan
2. Based on approved bid plan, bid document and request for quotation (RFQ) is generated for each region
3.  After the bid is approved, interested transporters are invited to submit their bid offer.

Bid Evaluation

1. Transporter documents required to be submitted in response to invitation to bid are evaluated based on the financial information, renewed trade license ,indication taxes are paid and other technical assessments.

Bid Winner Identification

1. From the evaluated transporters, winners are selected based on minimum transportation tariff they offered.
2. The top two winners are recorded in case something happens to the first transporter.
   

Contract Management

1. After the winner is identified, transport agreement is made and signed with the transporter.
2. Agreement is valid for six month

Dashboard

Dashboard Items

• Payment request from transporters
• Transporter payment requests being processed at Logistics
• Verified transporter request documents passed to Finance from Logistics 
• Transporter payment request status tracking
• Payments requested for regions by Logistics/EW
• Payments made to transporters
• Bid status 

Items requiring action

• List of winner transporters 
  
  

Items requiring approval

• Documents submitted by the transporter for payment requiring approval by logistics Transit Accountant 
• Check prepared by the check officer requiring approval by CTL.
• Bid plan required approval by procurement unit coordinator. 
• Agreement with the transporters needs to be signed by procurement unit coordinator. 

Status

• Current status of submitted documents
  
  

Key reports to be produced

Internal consumption

• Daily transporter payment summary
• Weekly Transporter payment report
• Payment tracking: cheque payment requested, approved, and collected
• Summary of payments effected to a given transporter during a six-month period comparing requested and paid amount
• Annual payment for each transporters
• Transporter payments by payment type: payment made for commodity transportation as opposed to used for loading/unloading
• Paymentz by transporter over a given period of time

External consumption

• ITSH payment report for WFP

Regional Interaction

• Requested amount for regions by EW and Logs: Occasionaly EW and Logs will request for payment to be effected to regions during cash assistance for relief operations.

Other Considerations

• Payment requested by Logistics and Early Warning for regions on their behalf as in the case of cash support for relief
• Capital expenses requested by PSNP/FSCD
• Fuel expense