SUGBO Program

SUGBO

Smart Utilities Government Business Operations

Benefits of SUGBO Program

• Modernizing and streamlining the procure-to-pay process

• Enhanced service to internal customers

• Reduce cost

• Enhance staff productivity

• Bolster policy enforcement and controls

• Increase the ability to identify and reduce unnecessary spending

• Enhance collaboration with vendors

Overview

SUGBO (Smart Utilities for Government Business Operations) Program is a purchase-to-pay process online system that serves as the primary source of information on all Cebu Provincial Government transactions from the point of Procurement to Payment for all offices, suppliers/contractors/bidders and the public.

Operates in 12 District Hospitals, 4 Provincial Hospitals, 8 remote offices, 1 Executive Building located strategically across the whole Province thru Virtual Private Network

Issues of Procurement

• Lack of monitoring of status of PR

• Lengthy processing of PRs

• Delays in procurement of items

• Shortage of suppliers

• Delays in the releasing of payments cheque

Goal of SUGBO Program

Efficient automation of accepted government processes by introducing Smart Utilities to Procurement Law and Supply and Property Management Guidelines

Overview

SUGBO Program is custom-developed, owned and operated by the Cebu Provincial Government.

Developed by the in-house Web programmers in the Information and Communication Technology Office

Overview

Accessible via the official website https://infosys.cebu.gov.ph/sugbo

Innovations

• 1st Local Government Unit to develop an in-housed online system from Purchase to Pay

Innovations

• 1st Local Government Unit to develop an in-housed online system from Purchase to Pay

• Streamlined budgeting and procurement process

Innovations

• 1st Local Government Unit to develop an in-housed online system from Purchase to Pay

• Streamlined budgeting and procurement process

• Built-in security and identity verification for check releases

Innovations

• 1st Local Government Unit to develop an in-housed online system from Purchase to Pay

• Streamlined budgeting and procurement process

• Built-in security and identity verification for check releases

• Accessibility of the system to the public via easy to use kiosk and website

Impact

• Reduction of supply chain and inventory cost

• Well-crafted Annual Procurement Plan and Annual Investment Plan

• Real-time monitoring of budget expenses

• Overall improved financial decisions

Impact

Relevance

• Operational efficiency

Offices are now interacting better, cooperating better and are now highly engaged in the system.

• Transparent spending

• Increased transaction speed

Fast delivery of basic public services

• Visibility and accessibility of data for report generation

SUGBO Program Features

• Preparation Module

• Procurement Module

• Supply and Property Module

• Payment Module

SUGBO Program Features

Preparation Module

- this module is composed of four smart utilities.

• Project Procurement Management Plan

• Development Fund

• Annual Procurement Plan

• Item Price Update

Project Procurement Management Plan

• All departments and offices are responsible in planning what to buy, when and from what account to charge on.

• Review and updating of PPMPs is done per office based on the approved budget

SUGBO Program Features

Preparation Module

• Project Procurement Management Plan

• Development Fund

Development Funds

• Monitoring of all projects in the province

SUGBO Program Features

Preparation Module

• Project Procurement Management Plan

• Development Fund

• Annual Procurement Plan

Annual Procurement Plan

• Timely submission of Annual Procurement Plan based on the end users' procurement

• Review and updating of APP is monitored

• Determine the extent of quantities, cost and other characteristics of the end users' requirement for the year.

SUGBO Program Features

Preparation Module

• Project Procurement Management Plan

• Development Fund

• Annual Procurement Plan

• Item Price Update

Item Price Update

• Standardized naming of Items with corresponding description, price and brand names.

SUGBO Program Features

Procurement Module

- this module is composed of five smart utilities.

• Purchase Request

• Obligation Request

• Disbursement Voucher

• Suppliers Portal

• BAC Monitoring System

Purchase Request

• All items procured are in the approved PPMP

• Monitor per account balances

SUGBO Program Features

Procurement Module

• Purchase Request

• Obligation Request

Obligation Request

• Generates OBR when PR is created

• All items are categorized based on their account codes

SUGBO Program Features

Procurement Module

• Purchase Request

• Obligation Request

• Disbursement Voucher

Disbursement Voucher

Generates Disbursement voucher when PR is created

SUGBO Program Features

Procurement Module

• Purchase Request

• Obligation Request

• Disbursement Voucher

• Suppliers Portal

Supplier's Portal

• Monitors the Suppliers' status of all Purchase Orders

• Registers all active suppliers

SUGBO Program Features

Procurement Module

• Purchase Request

• Obligation Request

• Disbursement Voucher

• Suppliers Portal

• BAC Monitoring System

BAC Monitoring System

• Monitors the current status of Purchase Requests

SUGBO Program Features

Supply and Property Module

- this module is composed of three smart utilities.

• Fixed Asset Management System (FAMS)

• Fuel Supply Management System (FSMS)

• Warehouse Inventory System

Fixed Asset Management System

• It enables easy review of asset valuation, acquisition, identification, disposal information and depreciation.

• Tracks history of all assets from a specific accountable person

• File reports on time such as ARE, ICS etc.

SUGBO Program Features

Supply and Property Module

• Fixed Asset Management System (FAMS)

• Fuel Supply Management System (FSMS)

Fuel Supply Management System

• Proper monitoring of fuel withdrawals and issuances

• Faster delivery of liquidation report

• Can provide projections and trends of fuel consumptions and withdrawals

SUGBO Program Features

Supply and Property Module

• Fixed Asset Management System (FAMS)

• Fuel Supply Management System (FSMS)

• Warehouse Inventory System

Warehouse Inventory System

• Monitors the re-order level of supplies

• Provide summary of supplies and materials issued on a monthly basis

• Monitors the withdrawal of supplies per office

SUGBO Program Features

Payment Module

- this module is composed of two smart utilities.

• Contract Management System

• Cash Issuance Monitoring System

Contract Management System

• Monitors the status of Payment to suppliers

• Monitors the profile of all suppliers

SUGBO Program Features

Payment Module

• Contract Management System

• Cash Issuance Monitoring System

Cash Issuance Monitoring System

Dashboard

Cash Book

List of Bank Accounts

Accountant's Advice

Daily Cash Report

Released Cheques

Claims

Future Plans

• Create a complete BAC System

• Re-engineer the Fixed Asset Management System and the Fuel Supply Management System into a Web-based application with RFID

• Institutionalize SUGBO Program through an ordinance

• Replication of SUGBO Program to other LGUs in the province of Cebu

System Demonstration

Testimonies