Tasks to Be Done – Week 4 (01–22–2025 to 01–31–2025)
Focus Area: SayPro Monthly January SCMR-1 – Final Reporting on Contract Awards
Primary Objective: Compile, review, and submit a comprehensive final report summarizing the entire January contract awarding process, ensuring transparency, documentation integrity, and readiness for internal/external review.
✅ 1. Collect Source Information and Data (01/22 – 01/24)
Objective: Gather all key data and documents to be included in the final report.
Tasks:
- Retrieve finalized:
- Awarded contract list (vendors, contract reference numbers, amounts)
- Evaluation panel minutes and scoring sheets
- Procurement timeline (from advertisement to final award)
- Signed contracts and confirmation of notifications sent
- Vendor performance summaries (if applicable)
- Collect attachments that support the report (tables, bid summaries, approval memos)
📌 Deliverables: Central folder of all materials to be included or referenced in the report.
✅ 2. Draft the Final Report Document (01/24 – 01/27)
Objective: Create a structured, well-documented final report covering all aspects of the January awards.
Recommended Report Structure:
📘 Title:
SayPro Monthly Procurement Report – January 2025 (SCMR-1)
📑 1. Executive Summary:
- Brief overview of the procurement process and outcomes
- Total number of contracts awarded, total contract value
📑 2. Background:
- Description of SCMR-1 (SayPro Monthly Awarding Process)
- Key dates and phases in the January procurement cycle
📑 3. Bid Solicitation and Response Summary:
- Number of RFQs/RFPs issued
- Number of vendors who responded
- Summary of bidder demographics (e.g., location, B-BBEE level)
📑 4. Evaluation and Awarding Process:
- Evaluation method used (e.g., 80/20, functionality scoring)
- Evaluation committee composition
- Summary of award criteria and scoring outcome
📑 5. List of Awarded Contracts:
Include a table with:
| Vendor Name | Contract Reference | Description | Value (ZAR) | Duration | B-BBEE Status |
|---|
📑 6. Notifications and Communication Summary:
- Date of award notifications sent
- Regret letters issued
- Any feedback sessions conducted
📑 7. Compliance and Governance:
- Confirmation of adherence to SayPro Procurement Policy
- Legal and financial reviews completed
- Conflict of interest disclosures (if any)
📑 8. Observations and Challenges:
- Lessons learned from the process
- Issues encountered (e.g., late submissions, unclear specs)
- Recommendations for next cycle improvement
📑 9. Appendices:
- Copies of contract award letters (redacted if sensitive)
- Summary scoring sheets
- Approval records
📌 Deliverables: Draft version of the final report prepared for internal review.
✅ 3. Internal Review and Approval (01/27 – 01/29)
Objective: Ensure the report is accurate, comprehensive, and aligned with governance standards.
Tasks:
- Submit draft to:
- Procurement Manager
- Legal Advisor
- Finance Department (for financial validation)
- SCMR-1 Chairperson
- Incorporate feedback, address comments, clarify data where needed
- Apply SayPro document formatting standards (cover page, versioning, footer, etc.)
📌 Deliverables: Final approved version of the January SCMR-1 Report.
✅ 4. Submission and Distribution (01/30 – 01/31)
Objective: File, publish, and distribute the final report to relevant stakeholders.
Tasks:
- Upload report to the SayPro Procurement Archive
- Email report to:
- Executive Management
- Internal Audit
- SayPro Board (if required)
- Procurement Oversight Committee
- Save a version for public release (with confidential details redacted)
- Schedule optional debrief session or review presentation
📌 Deliverables: Final report submitted and archived; notifications sent to all relevant parties.
📝 Optional Add-Ons / Follow-Ups:
- Upload summary statistics to the SayPro Procurement Dashboard
- Prepare a 1-page infographic or summary for external stakeholders
- Log report into the Annual Procurement Reporting Tracker
Leave a Reply