The Organizational Layer

Procurement is key to EMIS implementation, ensuring that the right products and services are acquired efficiently, cost effectively, and transparently. From hardware to software and support services, procurement plays a vital role in building and sustaining the EMIS ecosystem while adhering to regulations and quality standards.

Procurement can be divided into three main categories

1. Direct procurement: Purchasing goods and services that directly impact an organization’s core functions. For example, hardware (laptops, tablets etc.), software licences, or instructional materials, as well as raw materials and machinery related to construction.
2. Indirect procurement: Sourcing resources for day-to-day operations. For example, office supplies, data for Wi-Fi use, office furniture, and maintenance costs.
3. Services procurement: Acquiring services to support organizational activities. For example, construction work, maintenance, contracting consultants, hiring training providers, or engaging technical support.

For those seeking an introduction to key issues, you can explore these essential resources on procurement:

1. Public procurement fundamentals: Lessons from and for the field, Chapter 1: What is public procurement? – This chapter provides an introduction to public procurement. While it covers universally accepted practices and procedures, take caution when applying these as you’ll need to ensure they are compatible with national procurement laws and regulations.
2. Efficiency and Effectiveness in Choosing and Using an EMIS: Guidelines for Data Management and Functionality in Education Management Information Systems – This guide features a ‘Buyer’s Guide’ on EMIS functionality and a ‘User’s Guide’ on optimizing the use of an existing EMIS.
3. Public procurement performance: A framework for measuring efficiency, compliance, and strategic goals – This paper offers a framework for assessing public procurement performance through key performance indicators.

Steps for effective procurement to support EMIS implementation

• Develop procurement policies and procedures: Ensure fair competition, ethical practices, and transparency. Align policies with organizational objectives and legal requirements to promote accountability and adherence to best practices.
• Conduct a needs assessment and choose the right procurement method: Evaluate specific requirements for EMIS implementation, such as hardware, software, hosting, platform development and maintenance services, data warehousing, and training programmes. Consider the operational needs of School Management Information Systems and Human Resource Information System and determine whether solutions should be hosted on-site, cloud-based, or through Software-as-a-Service applications. Select the appropriate procurement method based on the type of product or service required, and the responsibilities of the procuring entity.
• Set clear criteria for vendor/service provider selection: Develop a transparent process to evaluate vendors/service providers based on quality, cost, and other relevant factors. Where applicable, pilot solutions to assess their feasibility. For example, customizable open-source EMIS applications might work well in some settings, while other situations may call for bespoke solutions.
• Negotiate and manage contracts: Work with vendors/service providers to ensure compliance with terms and conditions.
• Monitor performance: Guarantee timely delivery and adherence to quality standards.
• Build strong vendor/service provider relationships: Foster collaboration to ensure service continuity and drive ongoing improvements in procurement processes.
• Establish sustainable financing models: Ensure sufficient resources are allocated for procuring and maintaining products and services over the long term.