The Bid Management Utility is a Supply Chain Management system specifically designed for organs of state as envisaged in the definition of organs of state in section 1(iii) of the Preferential Procurement Policy Framework Act (Act 5 of 2000). All Supply Chain Management processes contained in this utility is subject to and based on the Preferential Procurement Policy Framework Act (Act 5 of 2000), the Preferential Procurement Regulations (2017) and the Broad Based Black Economic Empowerment Act (Act 53 of 2003).
The Bid Management Utility includes the automation of the following:
Processing is automated, which includes the automated generation of the following documents (amongst others):
Benefits of utilising the Bid Management Utility:
All documentation and processes followed are documented and saved electronically for reporting and audit purposes, thereby ultimately reducing and eventually eliminating disclaimer audit opinions and irregular, unauthorized and fruitless and wasteful expenditure.
The Consequence Management Utility module allows for the assessment of unauthorised-, fruitless and wasteful- and irregular expenditure as well as comprehensive procurement analysis for investigation purposes. The Consequence Management Utility allows users to continue with the process of investigation for condonement, recovery and / or write-off of unauthorised-, fruitless and wasteful- and irregular expenditure.
The process entails the systematic investigative workflow whereby assisting accounting officers to determine the actual losses made as a result of incurring unauthorised-, fruitless and wasteful- and irregular expenditure. The utility assists management in the process to identify staff who have transgressed in terms of compliance of laws and regulations within these management areas. Utilising the Bitsware Consequence Management Utility (in conjunction with the Bid Management Utility) will seek to reduce unauthorised-, fruitless and wasteful- and irregular expenditure significantly.
The Committee Management Utility is specifically designed for the unique requirements of municipalities and other organs of state and provides structured and automated management of meetings as well as the implementation of resolutions.
Processing is automated, which includes the generation of the following:
Bitsware has full time developers that can assist with specific software solutions to enhance internal controls and compliance of an entity. Any solution that is not currently in development, can be proposed and developed for entities in a short space of time.
The Project Management Utility is designed for Municipalities and other organs of state to manage capital and operating projects from the Finance Department’s perspective.
It ensures correct expenditure on projects in line with the approved funding and agreed contracts in terms of applicable financial legislation.
Processing is automated, which includes the following:
The Audit Action Plan utility enhances accountability through the allocation of each detailed audit finding to responsible official/s for actioning. Results from the audit action plan are updated and uploaded for easy reference and
review by the chief financial officer as well as the accounting officer. Status tracking reports assist management to monitor the tracking of implementation and comply with the requirements of the Auditor General of South Africa.
The utility includes the following:
Various other utilities have also been developed that can assist municipalities and other organs of state with specific enhancement of internal controls:
All documentation and processes followed are documented and saved electronically for reporting and audit purposes, thereby ultimately reducing and eventually eliminating disclaimer audit opinions.
Bitsware has a wealth of experience, with four Chartered Accountants whom have performed various government audits on behalf of the Auditor-General of South Africa over the last 15 years. In addition to this, the above utilities were developed by a former Municipal Chief Financial Officer with more than 20 years’ experience with five different Municipalities. As a result of the implementation of these system, these entities received unqualified audit opinions. This also includes taking a municipality, previously on a disclaimer audit opinion, to an unqualified audit