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Document Tracking System

The document outlines the procurement process tracking system for a shopping procurement. It lists 11 activities with targets and space to log dates and responsible personnel. The activities include receiving the purchase request, posting the request for quotation, sending RFQs to suppliers, evaluating submissions, awarding notice, preparing purchase orders, and facilitating payment. The total procurement process is estimated to take 5 days.

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jertin
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Download as XLSX, PDF, TXT or read online on Scribd
143 views

Document Tracking System

The document outlines the procurement process tracking system for a shopping procurement. It lists 11 activities with targets and space to log dates and responsible personnel. The activities include receiving the purchase request, posting the request for quotation, sending RFQs to suppliers, evaluating submissions, awarding notice, preparing purchase orders, and facilitating payment. The total procurement process is estimated to take 5 days.

Uploaded by

jertin
Copyright
© © All Rights Reserved
Available Formats
Download as XLSX, PDF, TXT or read online on Scribd
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Procurement Mode : Shopping No :

DOCUMENT TRACKING SYSYEM


Procurement Unit

PR No: Date & Time Received :


End User/s : Approved Budget :
Project :

ACTIVITY / PROCESS TARGET LOG RESULT RESPONSIBLE PERSO


Date Start End Name
1. Receiving and
Assigning Number to
Purchest Request. 10 Mins
2. Posting of Request for
Quotation (RFQ) at
PhilGEPS (For ABCs
amounting > P50k. 60 Mins
3. Sending Request for
Quotation (RFQ) to
Suppliers/Service
Providers. 60 Mins
4. Gathering &
Evaluation of submitted
RFQ 7 Days

5. Evaluating Legal and


Technical Documents
submitted. 8 Hours
6. Preparation of
Abstract of Canvass 60 Mins
7. Preparation of Notice
of Award
8. Posting of Notice of
Award at PhilGEPS (For
ABCs amounting >
P50k). 30 Mins
9. Preparation of
Purchase Order

10. Prepare Transmittal


of Perfected Contracts
and PO (to be submitted
to COA) 15 Mins
11. Delivery (DR|SI)
(Depends on
the Mode of Procurement)
Preparation of
documents to facilitate
the payment of winning
supplier
Includes preparation of:
BUR
BIR 2306 & 2307
Penalty Computation (in
case of delay in delivery)
Request for Inspection
Inspection & Acceptance
Report
Report of Waste Material
(in case of Repair) 5 Days
PROC-16-08-001

SIBLE PERSON REMARKS


Signature
eLogBook

IN
Date Time From
2/9/17 5:13 AM
REF NO. SUBJECT OUT
Date
OUT
Time To
Procurement Mode : Shopping No :

PROCUREMENT PROCESS TRACKING SYSYEM

PR No: 16 NCR S Date & Time Received :


End User/s : Approved Budget :
Project :

LOG RESPONSIBLE PERS


ACTIVITY / PROCESS TARGET RESULT
Date Start End Name
1. Assigning Number to
Purchase Request. 10 Mins
2. Posting of RFQ at
PhilGEPS (For ABCs
amounting > P50k) 60 Mins
3. Sending of RFQ to
Suppliers/Service
Providers. 60 Mins
4. Gathering &
Evaluation of submitted
RFQ 7 Days
5. Evaluation of Legal
and Technical
Documents 8 Hours
6. Preparation of
Abstract of Canvass 60 Mins
7. Preparation of Notice
of Award 30 Mins
9. Preparation of
Purchase Order 60 Mins
8. Posting of Notice of
Award at PhilGEPS (For
ABCs amounting > P50k). 30 Mins

10. Prepare Transmittal


of Perfected Contracts
and PO (to be submitted to
COA) 15 Mins
11. Delivery (DR|SI)
(Depends on the
Mode of Procurement)
Payment Preparation:
BUR
BIR 2306 & 2307

Penalty Computation (in


case of delay in delivery)
5 Days
Request for Inspection
Inspection & Acceptance
Report

Report of Waste Material


(in case of Repair)
TOTAL

NOTED BY :
DIODE G. LANTORIA
Head, Procurement Unit
PROC-16-08-001

SIBLE PERSON
REMARKS
Signature
Procurement Mode : Agency to Agency - (PSDBM) No :

PROCUREMENT PROCESS TRACKING SYSYEM

PR No: 16 NCR P Date & Time Received :


End User/s : Approved Budget :
Project :

LOG RESPONSIBLE PERS


ACTIVITY / PROCESS TARGET RESULT
Date Start End Name
1. Assigning Number to
Purchase Request. 10 Mins
2. Order & Payment
Preparation:
Printing of Pricelist
Ordering Proper (Separate
Bulk Order and Retail
Order)
8 Hours
Preparation of Agency
Procurement Request (APR)
Printing of Budget
Utilization Request (BUR)
Printing of Request for
Payment
3. Delivery (DR)
(Depends on the
Mode of Procurement)

4. Document Processing
and Monitoring: 2 Days
Request for Inspection
Inspection & Acceptance
Report
TOTAL

NOTED BY :

DIODE G. LANTORIA
Head, Procurement Unit
PROC-16-08-001

SIBLE PERSON
REMARKS
Signature

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