Procurement Tracking System, "ProcureTrack"

About the Program

Category: Information Technology (Best in Category)

Year: 2017

The Broward County Purchasing Division, in partnership with our client agencies, has developed ProcureTrack, an automated scheduling, notification and workflow system to keep County procurements on-track. ProcureTrack enables the management team to effectively control the tasks, activities, and timelines of a project from the solicitation process to the project phase to identify bottlenecks and opportunities for process and/or project management improvements to prevent unnecessary delays. Based on target dates agreed upon by the stakeholders for each milestone in the procurement process at the inception of a procurement, ProcureTrack schedules each milestone to meet the overall agreed upon target award and project delivery date. ProcureTrack routes documents through an automated workflow to partner agencies for review and processing, provides reminders to contributors when items are approaching due dates, and alerts senior management when the established procurement schedule is not on track. When contributors complete their step in the process earlier than scheduled, ProcureTrack is able to adjust future milestone dates earlier to capitalize on efficiencies and expedite the overall anticipated procurement schedule. If any milestone is not met, ProcureTrack alerts procurement owners to review future scheduled steps to determine if and how future scheduled milestones need to be adjusted. ProcureTrack provides procurement owners the flexibility to extend the overall end date of a procurement or adjust the schedule for individual milestones. Some of the benefits of the ProcureTrack system are: • Creates a schedule with tasks, milestones and assignments to establish accountability for the work that must be done. • Increases efficiency in all procurements by replacing intensive manual labor process with an automated solution. • Allows proactive solutions to process problems and delays. • Allows for accurate planning and forecasting in over-all project schedules. • Allows for accurate planning and forecasting in employee assignments. • Allows management to continuously monitor work streams.