Software

Bid Management Utility

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:

  • Procurement plan
  • Request for information register
  • Bid register
  • Bid specification committee meeting register
  • Bid evaluation committee meeting register
  • Bid adjudication committee meeting register

Processing is automated, which includes the automated generation of the following documents (amongst others):

  • Bid adverts
  • Bid documents
  • Evaluation reports
  • Functionality scoresheets
  • Bid committee agendas
  • Bid committee minutes
  • Appointment letters
  • PAJA regret letters

Benefits of utilising the Bid Management Utility:

  • Standardisation of bid documents and templates
  • Ensuring compliance to procurement legislation
  • Tracking and recording of bids throughout the bid process
  • Filing of electronic copies for easy retrieval for audit purposes
  • Prevention of irregular expenditure

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.

Consequence Management Utility

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.

Committee Management Utility

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:

  • Items
  • Council committee meetings
  • Council agendas
  • Council minutes
  • Resolution registers

Other software needs

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.

Project Management Utility

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:

  • Linking of projects to project implementation plans
  • Approval of projects
  • Contract management to assign contracts
  • Funding management
  • Project management
  • Reconciliation to consultant payment certificates

Audit action plan utility

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:

  • Upload and tracking of audit findings
  • Update of status and actions executed
  • Linking portfolio of evidence documentation
  • Flagging overdue implementation tasks
  • Monthly tracking reports for appropriate governance structures

Other ad hoc utilities

Various other utilities have also been developed that can assist municipalities and other organs of state with specific enhancement of internal controls:

  • Payment voucher utility
  • Investment register utility
  • Insurance register utility
  • Journal register utility
  • Budget management utility
  • Fleet management utility
  • Appointment of staff 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.

Our expertise

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