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Procurement

For readability, the data definitions are shown in three diagrams. This mirrors the way Procurement services are offered to the municipality, via three forms:

  1. Hiring of personnel (Inhuur Personeel)
  2. Extending personnel contracts (Verlengen Personeel)
  3. Other procurement (no personnel)

Central to hiring personnel is the Hiring Tender. It often starts with a Hiring Form. A Document is linked to the Hiring Form, and it has a Cost centre. A Hiring Tender falls within a particular Category (e.g. DAS Category / ICT Information Provision). Suppliers who have qualified for that Category receive an Invitation to tender. They can accept, decline or not respond. If they respond, they do so with a Candidate, to which a Natural Person is linked. In the selection procedure a Candidate may be selected via an Award. Based on the Award, the Candidate becomes an Employee for a period at a particular Organisational Unit. After awarding, a Purchase Order and Contract are created.

Procurement — Hiring

Diagram (in Dutch): the data model for hiring of personnel.

When extending personnel hiring, there is already a Purchase Order and a Contract with a Supplier. The applicant fills in the Extension Form. Subsequently the contract information is updated. See the next figure.

Procurement — Extending Hiring

Diagram (in Dutch): the data model for extending a hiring contract.

All other single and multi-private tenders, and national and European tenders, start with the Tender Start Form. For private tenders a Case is created to which all documents are linked (the link to Document is not visible here). The Tender Start Form may lead to a Tender. For private tenders, Quote requests are sent to Suppliers. They respond with a Quote; based on the Quotes, an Award follows. For national or European tenders, an Announcement may first be published. Additionally, for non-public tenders, Suppliers may qualify and receive a Qualification. Suppliers register for a Tender via a Submission. After the procedure, the Tender is awarded via an Award to one of the bidders. As with personnel hiring, after award a Purchase Order is created for the Supplier and the awarded scope, and a Contract with the Supplier is concluded. During the Tender, one of the Employees acts as process leader.

Procurement — Other

Diagram (in Dutch): the data model for non-personnel procurement and tendering.

For small procurements the tender process is often skipped, but a Purchase Order is still created and a Contract concluded.