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  5. Harmonized Business Practices Procurement UNDAF
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As you are aware, the United Nations System Chief Executives Board for Coordination (CEB) is leading efforts towards the simplification and harmonization of business practices within the United Nations development system. Its inter-disciplinary Plan of Action for the Harmonization of Business Practices aims at increased coherence in the working modalities of the member organizations.

One important element of that Plan of Action was a project focusing on the “Procurement Process and Practice Harmonization in Support of Field Operations” (Harmonization project).

This project was implemented by UNICEF as lead agency with the support of a Harmonization Working Group (CTBO, UNDP, UNFPA, UNHCR, UNICEF, UNOPS, UNDP, UNDP/PSO, WFP, World Bank, PAHO). The MoU between UNICEF and the United Nations, through the CEB requires that the harmonization project is to be evaluated in accordance with the standards of UNICEF against the evaluation criteria relevance, efficiency, effectiveness and sustainability.

This online survey is an essential part of this evaluation and is addressed specifically to those Chairs of OMTs in countries that will participate in the UNDAF Roll-Out 2013-2016.

For this reason, you are kindly invited to participate in this on-line survey focusing on the key aspects of the Harmonization Project.

The survey will take approximately 20-30 minutes to complete, and it would be very much appreciated if your experiences and views on the Harmonization Project are shared with us through the survey.

All responses will be strictly confidential and data from this research will be reported only in an aggregate form. Your information will be coded and will remain confidential.

The survey allows you to save your responses and to continue work at a later stage. For this please press the corresponding button at the bottom of the page you are working on.

The questions are classified into "essential" and "optional". Regarding the "essential" questions, some require to be responded to in order to move forward with the survey while for the others they can be skipped.

If you have questions at any time about the survey or the procedures, you may contact Hans Page ([email protected]) or Ann Hasselbalch ([email protected]); they will immediately get in touch with you.

You are kindly requested to complete the survey by latest COB Thursday, 15 November 2012.

Please start with the survey now by clicking on the continue button below.

Thank you very much for your time and support.
 
 
 
A. General information (essential)
 
 
* 1. Country of assignment
 
 
* 2. Organization:
 
 
* 3. What is the title of your position in your organization?
 
 
* 4. What function do you have in the OMT?
 
 
In case of "other" please clarify:
   
 
 
 
B. General background
(following sections only for OMT Chair or Co-Chair)
 
5. Is your UNCT/OMT keeping track of country-level procurement of indirect procurement ? (essential)

Yes Not yet, but planned Not yet planned, but discussed No Don't know
* Maintaining systematic statistics
* Overall monitoring
* Non-systematic overview
 
 
 
6. Based on information available to you what is the order of magnitude of country-level procurement by your UNCT?

(Optional)
 
 
a) What is the annual (approx.) country-Level procurement volume for the entire UNCT 2011 (if no detailed information available order of magnitude is sufficient) (in USD Million)?
   
b) What is (approx.) share in % of procurement ofindirect procurement in total UNCT country-level procurement (goods and services)?
   
c) What is the approximate share in % (of b) of goods based on UNGM definitions in your UNCT's country-level indirect procurement ?
   
 
 
(Indirect procurement is the sourcing of all goods and Services for a buisness that enable its activity)
 
 
 
7. Which of the UN entities in the UNCT have the highest country-level indirect procurement (goods only)?

(Optional)


(please provide in each box the names of the top five entities ranked in order of importance of their indirect procurement volume in 2011 starting with the highest)
 
 
a) Indirect procurement
   
b) Direct procurement for development programme activities
   
c) Direct procurement for humanitarian assistance activities
   
 
 
 
C. Relevance
 
8. Are you familiar with the "Guidelines on Harmonization of UN Procurement at the Country-Level" that were issued in 2009?

(Essential)

True Not true
* I am familiar with them
* They have been communicated through my organization
* They have been communicated through the RC office
* They are linked up with my own organizations guidance and procedures on procurement
* Other
 
 
 
* 9. Are you aware of the new document on "Common UN Procurement at the Country-Level" that was issued in 2012: (essential)
 
 
 
* 10. Through which channel have you learned about them? (essential)

 
RC Office
 
On the agenda of UNCT meeting
 
My own organization field management Services
 
Through consultating of UNDG Toolkit
 
My own organization procurement office
 
Specific circular by my organization
 
Through revised procurement rules and regulations of my organization
 
My direct supervisor
 
Other
 

 
 
11. Do you think the members of the UNCT or in the OMT are aware of the new document on "Common UN Procurement at Country-Level"? (essential)
Yes No Don't know
UNCT Members
OMT Members
 
 
 
12. What has been the feedback from the members of the UNCT to the new document on "Common UN Procurement at the Country-Level", to the extent that they know about it? (essential)

 
Some interested and want to implement
 
All interested and want to implement
 
Some interested but waiting for instructions from their respective head office
 
All wait for instructions from their respective head office
 
Nobody interested
 
Don’t know
 
 
13. Are you familiar with any of the five options for Common UN Procurement at Country-Level that are promoted by UNDG/HLCM?
(essential)

Yes No
Minimal common procurement
Use of existing LTAs or contracts of other organizations (Piggy backing)
Use of Joint LTAs (procurement lead-organization)
Using procurement services of other UN organizations
Procurement from another UN organization
 
 
14. Which of the options for common indirect procurement at the country-level are already implemented for your UNCT? (essential)


For all procurement for all agencies For all procurement for some agencies For selected items for all agencies For selected items for some agencies Not implemented
Minimal common procurement
Use of existing LTAs or contracts of other organizations (Piggy backing)
Use of Joint LTAs (procurement lead-organization)
Using procurement services of other UN organizations
Procurement from another UN organization
 
 
 
15. Common procurement is currently most important in the following areas (2012): (essential)

Please provide ranking based on value (1,2,..etc):
Travel
Paper/stationary
Cleaning
Security
IT Equipment
Hotel and lodging
Banking
Communications (phone, mobile)
Printing
Postal and courier services
Office equipment
Other
No common procurement
 
 
16. In your personal judgment, which of the options for common indirect procurement at the country-level would be the most appropriate for your UNCT? (essential)

The following options are meaningful for

all procurement for all agencies all procurement for some agencies selected items for all agencies selected items for some agencies not familiar with option
Minimal common procurement
Use of existing LTAs or contracts of other organizations (Piggy backing)
Use of Joint LTAs (procurement lead-organization)
Using procurement services of other UN organizations
Procurement from another UN organization
 
 
 
17. Common procurement is planned/expected to become most important in the following areas (2012): (essential)

Please provide ranking based on value (1,2,..etc):

Travel
Paper/stationary
Cleaning
Security
IT Equipment
Hotel and lodging
Banking
Communications (phone, mobile)
Printing
Postal and courier services
Office equipment
Other
No common procurement
 
 
What other options do you see should be considered for common indirect procurement ?
   
 
 
18. What are the actual benefits from common procurement at the country-level for your UNCT, to the extent that it is already implemented?
(essential)

True Not true Not applicable Don't know
Increased value for money through bulk discounts
Increased value for money through better quality
Increased value for money through improved planning
Improved coordination, consistency and planning
Reduction of parallel processes and transaction costs
Improved supplier relationships
Better procurement risk management
Promotion of One UN with private sector
Sharing of purchasing experience
Other benefits
 
 
 
In case of other benefits please clarify:
   
 
 
19. Which of the following arguments would be most convincing for your UNCT for implementing the common procurement for your UNCT? (essential)

Very convincing Convincing Less convincing Not convincing Do not know
* Increased value for money through bulk discounts
* Increased value for money through better quality
* Increased value for money through improved planning
* Improved coordination, consistency and planning
* Reduction of parallel processes and transaction costs
* Improved supplier relationships
* Better procurement risk management
* Promotion of One UN with private sector
* Sharing of purchasing experience
 
 
 
D. Sustainability
 
20. Which of the following entities in the UNCT would in your view be most interested implementing one or several of the modalities of Common UN Procurement of items typical for indirect procurement at the country-level? (optional)

Very likely Likely Less likely Unlikely Do not know
Funds and Programmes
Specialized Agencies
Humanitarian agencies
Peacekeeping operations
Others
 
 
21. What is your estimate of actual and potential annual savings to the UNCT (ranges and orders of Magnitude in USD000) as result of common procurement in your UNCT for 2011 and for 2012? (optional)




2011 2012 2013 Don't know
Minimal common procurement
Use of existing LTAs or contracts of other UN organizations (Piggy backing)
Use of Joint LTAs (procurement lead-organization)
Using procurement services of other UN organizations
Procurement from another UN organization
None
 
 
22. What constraints do you see for implementing common procurement at the country-level based on the new document (2012) on "Common UN Procurement at Country-Level"? (essential)

Major constraint Manageable constraint Not an issue N/A
Guidelines not sufficient clear or ambiguous (give questions)
Detailed steps are not clear
Superior office (e.g. headquarters) did not respond to questions for clarification
No resources to train staff
Guidelines in contradiction with entity rules that have not been waived
 
 
 
23. Any other comments on benefits, constraints, issues etc. related to introducing common procurement for your UNCT?
   
 
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