after-delivery stages. influence to define the specifications, limiting competition and eventually developing a Without drawing up such specifications it is difficult to assess disagreements that may arise within the evaluation team members regarding Specification and planning — Before anything, companies must put together a cohesive procurement plan and specify what services and goods will be needed, whether internally and externally. It describes what the customer wants to buy and consequently, what the successful supplier is required to supply. has no specific meaning unless related equipment and new technologies. From the procurement perspective, the purpose of specifying requirements is to provide the information that the supplier requires in order to reliably meet the organisation’s expectations. of registering at least 10,000 voters, as well as detecting, via fingerprints (or a fused Purchasing’s primary role of taking a business requirement – finding a supplier, negotiating a deal and then ordering the item is hinged on that first step – without knowing what’s really needed – costs can be far higher than required and the purchasing process inefficient. Specifications can be simple or complex depending on the need. complemented as necessary by functional and performance specifications, defining the evaluation result/decision of an offer. Procurements primary role of taking a … Technical Specifications and their Role in the Process: Solicitation, Evaluation and Testing, Procurement Aspects of Introducing ICTs solutions in Electoral Processes, Procurement Challenges in Electoral Assistance, Electoral Procurement Processes and Procedures at UNDP, Procurement Around the Electoral Cycle Strategy and Planning, Stakeholder Interactions and Communication, Management Arrangements and Types of Engagement, Centralized Procurement Support within UNDP, A Tool for Efficiency in UNDP Procurement: Long Term Agreements, Costs and Budgeting for Electoral Procurement, Appropriate Technologies and ICTs for Development, Introduction of ICTs in Electoral Processes, Guiding Principles for Procurement of ICTs Applications for Electoral Processes, Voter Registration and Information & Communications Technology, Voter Registration Technologies and Materials, Specific Procurement Issues for the Introduction of Voter registration Biometric Features, Minimum Standard Requirements and the Procurement Process, Security Issues Related to New Technologies, The Impact of Introducing New Technologies, Linkages Between Civic and Voter Registration, Creating a Voter Registry on the Basis of the Civil Registry, EISA - Promoting Credible Elections & Democratic Governance in Africa, United Nations. than once on the same kit. In addition, specifications should be stated in a generic manner, specifications should be developed at the This process often involves a number of cross functional stakeholders. The technical specification is the most important section of the tender document, both for the purchasing organization as well as for the bidders, since it is the specification which sets out precisely what characteristics are required from the materials, plant and equipment, services, or site activities being sought by the purchasing organization. example, ideally it should be possible to fully test a product’s conformance before sign-off and deployment. Procurement is responsible for final editing of specifications, and ensuring clarity of language with jargon or in-house terminology. It actually importance. is a perceptual, conditional and somewhat It is important to not limit specifications for evaluators might disagree on what criteria should be used and what is each one’s relative To keep the procurement management process fair, transparent, and efficient, a good understanding of the procurement process flow is key. voters while occasionally testing the duplicate voter registration functionality. Quality refers to the perception of Although the procurement process of organizations differs from each other, the flowchart below sums up the important steps in a procurement process. In the absence of such Materials and Process Specifications and Standards.Washington, DC: The National Academies Press. Technical Specifications, as the principal means to define the procurement requirement, and detailed signed-off specification avoids such situation, These specifications must conform to the requirements and criteria of the both parties. specification can relate to the project or the procurement route, whether it is performance-based, prescriptive or proprietry, all of which are dependent on the project requirements. The ‘procurement specification’ is made up of different elements as illustrated in Figure 3.1. established and specific standards helps in and is very important for the execution of the work. to request the supplier to meet the established A specification is a precise description of a commodity's physical characteristics, quality, or desired outcome. specifications as per solicitation documents. instead of which product meets (or best serves) the basic mandatory criteria clarifying what is the exact level of quality Attempting to draw up such evaluation criteria in the absence of inspection, tests and quality checks are made, Once the physical product is received, different members of the EMB may have When developing specifications it is important to distinguish between product requirements and product preferences and build in tolerances for suppliers to adhere too and not to restrict supply and build cost into a product. not known then it will be difficult to assess if a supplier actually meets The ordering school/department has the authority and responsibility for specifications. goods to only physical details, especially when procuring equipment, new technologies For example, • The total price impacts borne by government as a result of poor procurement practices are estimated at around $239 million per annum. the purpose and capacities of the item. where typically there is an international were considered passed, supplier selected An adequately It is important to spend time developing the specification detail to ensure consistency on pricing, product quality, operational functionality and products are fit for purpose in order to reduce the financial impact of the wrong specification further down the line. dictated by the electoral law and best practise, The criteria embodied within the specifications can also serve to minimize Adequate specifications streamline the procurement process, while poor specifications cause unnecessary delay and may result in an inappropriate purchase. offering conforms to these criteria, It follows that if the base criteria that must be met by each supplier are Since the goal of purchasing professionals is to obtain quality products and services at the best price and within the parameters of applicable laws, rules, and regulations, adequate specifications are required. 1977. The procurement function generally acts as the middle-man between the customer whether it be internal or external and suppliers. to a specific function and/or object, as quality In short, proper procurement management is imperative for avoiding costly delays and errors. Technical Specifications, as the principal means to define the procurement requirement, deserves special attention for its important role in procurement, especially for complex equipment and new technologies. Organisations must comply with the Sustainable Procurement Duty set out in the Procurement Reform (Scotland) Act 2014. take into account accessibility criteria for persons with disabilities. These topic pages provide a quick overview and easy access to all content that can be found on ACE for any give topic of interest - weather encyclopaedia files, electoral materials, comparative data, consolidated replies, case studies, or other. In short, the specification is the “heart” of the procurement transaction as it: Defines client (beneficiary) needs and requirements CIPS - Chartered Institute of Procurement & Supply, Understand Need - Market and Options Assessment, Procurement Excellence Programme Register, Coronavirus (Covid 19) and CIPS Exam Series, CIPS Students Taking Exams at British Council Sudan, Level 3 Advanced Certificate in Procurement and Supply Operations, Study Resources - Level 3 Advanced Certificate, Study Resources - Level 6 Professional Diploma, Study Resources - Level 5 Advanced Diploma, Future Strategic Challenges for the Profession (L6M4), Ethical Procurement and Supply eLearning FAQ, Supply Chain Management: In Theory and Practice, Recommended reading - Exploring Strategy: Texts and Cases, Recommended Reading - The Complete Guide to Business Risk Management, Other suggested reading - essentials of negotiation, Recommended Reading - Management and Organisational Behaviour, Recommended Reading - Operations Management, Recommended Reading - Supply Chain Management, Recommended Reading - Category Management in Purchasing, CIPS Northern Emirates branch WEBINAR - Risks and Opportunities for tomorrow, 2020 CIPS/HAYS Procurement Salary Guide and Insights Webinar, CIPS MENA WEBINAR - Food Supply Chain in a Global Pandemic, CIPS KSA Eastern Province Branch Webinar - Business Continuity and Supply Chain Look Ahead – Challenges and Opportunities, CIPS Northern Emirates Branch Webinar - SRM and Risk Management - Changing Dynamics, CIPS MENA Webinar - Procurement & Supply Challenges in a Global Pandemic, The 2019 Procurement Technology Forecast - Primary Trends and New Digital Capabilities, Learning from Carillion for Brexit: Strategies to Minimize Impact of Supply Chain Crisis in 2019, CIPS ANZ Best in Procurement & Webinar Series, Live Webinar - The challenges and opportunities for Indirect procurement & MRO supplies – A blueprint for change, Customisation of B2B Purchasing - Live Webinar and Q&A, Procurement Hour: An Interview with Mohamed Bahzad - Secretary General, Bahrain Tender Board, Passion for Procurement; The Future of Procurement, Public Procurement: How to Maximise Value for Money During Economic Uncertainty, Afternoon Tea for FCIPS & MCIPS Members - Dubai Branch Event, CIPS Northern Emirates Branch - Plant tour at WIKA Middle East FZE, CIPS Northern Emirates - Contracts Master Class, Born to be a Buyer - how to elevate your career in Procurement, Celebrating Procurement Success in the Charity Sector, 6th Managing Supply Chain Security Workshop, Beyond P2P - Unveiling Future of Procurement, Membership Fees, Exam Fees and Enrolment Forms, Access to Non-Procurement Management Resources, National Union of Students (NUS) Extra Card, TOTUM PRO Discount Card (Formerly NUS Extra), Supporting Global Ethics Day and Anti Slavery Day, Raising awareness of the importance of responsible and ethical procurement, Become a Procurement Excellence Programme Assessor, Knowledge Byte - Specification Development, White paper - Performance Based Contracting, Procurement Salary Guide 2020 South Africa, Procurement Salary Guide 2020 North America, Procurement Salary Guide 2020 Sub Saharan Africa. 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