Procurement Performance Indicators Period of Performance:

Cost Efficiency Expiration Management

200% Product Price Variance Contract Utilization $250,000 Value of Expirations 25% Percent of Expirations
2500%
Purchase $200,000 20%
Order
100% $150,000 15%
Annual Con-
tract $100,000 10%
Multi-Year
0% Contract $50,000 5%
Ite Ite Ite Ite Ite Ite Ite Ite Ite Ite
m1m2m3m4m5m6m7m8m9 m $0 0%
10 0% 61%
24%
15% 2010 2011 2012 2010 2011 2012

Supplier Performance Timeliness

100% Order Compliance 100% On-time Delivery 100% Procurement

95% Cycle Time
96% 96% 100% On-Time Payments
93%
90% 91% 90%
90% 90% 90%
80% 80% 80%
80%
70% 70% 70%
70%
60% 60% 60%
50% Suppliers 50% Suppliers 60% 50% 2012
2010 Orders
Purchase 2011 2012
Contracts
A B C D E F G H I J A B C D E F G H I J Q1 Q2 Q3 Q4

Emergency Order Management System Cost

100% Emerg Order Value Percent $0.20 $1,150 Procurement Cost per Order
100% Emerg Order Number Percent Procurement Cost per $ Spent
80% $1,100
80% $0.15
$1,050
60% 60%
$0.10
$1,000
40% 30% 40%
17% 15% $0.05 $950
20% 10% 20% 13% 11%
$900
0% 0% $0.00 2010 2011 2012
2010 2011 2012 2010 2011 2012 2010 2011 2012

Staff Training System Integrity

100% 100%
Total
Percent Transparent Pricing 100% Percent Competitive Tenders
75% % of Staff Trained 81%
Training for All Staff Roles 75% 75% 68%
73%

50% 100% Training Plan & Sched Exist

48%
Job Descriptions Exist 50% 50% 40% 46%
25% Organization Chart Exists
20% 24%
Budget Line Funded 25% 25% 19%
0% 8% 8% 9%
Budget Line Exists
Budget Org chart & Training plan Provision Total 0%
line item job & of training 0% ICB NCB RFP/RFQ Total
2010 2011 2012
descriptions schedule 2010 2011 2012

This publication was produced for review by the U.S. Agency for International Development. It was prepared by the USAID | DELIVER PROJECT, Task Order 4.
The authors' views expressed in this publication do not necessarily reflect the views of the U.S. Agency for International Development or the United States Government.
Indicator 1 - Product Price Variance

200% Product Price Variance

100%

0%
Ite Ite Ite Ite Ite Ite Ite Ite Ite Ite
m1m2m3m4m5m6m7m8m9 m
10

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Item IRP Purchase Price Variance
Item 1 20 25 125%
Item 2 2 2 100%
Item 3 6 10 167%
Item 4 1.6 1.4 87%
Item 5 10 9 90%
Item 6 35 40 114%
Item 7 12 18 150%
Item 8 4 4 100%
Item 9 12 11 92%
Item 10 5 5 100%

Note:
User may wish to create a larger graph to illustrate the price variance for more than 10 items.
Indicator 2 - Contract Utilization

Contract Utilization
2500%
Purchase
Order
Annual Con-
tract
Multi-Year
Contract

0% 61%
24%
15%

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Purchase Type Value of Items Percentage Target
Multi-Year Contract 250,000 15%
Annual Contract 400,000 24%
Purchase Order 1,000,000 61%
Total 1,650,000
Indicator 3 - Expiration Management

$250,000 Value of Expirations 25% Percent of

$200,000 20%

$150,000 15%

$100,000 10%

$50,000 5%

$0 0%
2010 2011 2012 2010 2

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Total Value of Value of Expired Percentage of
Year Products Product Total Value
2010 1,000,000 200,000 20%
2011 1,200,000 150,000 13%
2012 1,300,000 100,000 8%
25% Percent of Expirations
20%

15%

10%

5%

0%
2010 2011 2012
Indicator 4 - Supplier Performance

100% Order Compliance

90%
80%
70%
60%
50% Suppliers
A B C D E F G H I J

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Supplier Total Number Orders Orders in Compliance Percentage in Compliance

A 20 20 100%
B 100 95 95%
C 15 15 100%
D 50 45 90%
E 50 50 100%
F 12 10 83%
G 24 24 100%
H 100 100 100%
I 75 73 97%
J 50 48 96%
100% On-time Delivery
90%
80%
70%
60%
50% Suppliers
A B C D E F G H I J

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Supplier Total Number Orders Orders on Time Percentage on Time

A 20 19 95%
B 100 95 95%
C 15 15 100%
D 50 45 90%
E 50 50 100%
F 12 12 100%
G 24 20 83%
H 100 90 90%
I 75 70 93%
J 50 48 96%
Indicator 5 - Procurement Cycle Time

100% Procurement
95% Cycle Time96% 96%
93%
90% 91%
90% Standard Time Guideline
Purchase Orders 30 days
80%
Contracts 60 days
70%

60%
2010 Orders
Purchase 2011 2012
Contracts

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Number Percentage
Standard Total Number Completed on in
Transaction Type Guideline of Transactions Time Compliance
2010 Purchase Orders 30 50 45 90%
Contracts 60 30 28 93%
2011 Purchase Orders 30 55 50 91%
Contracts 60 25 24 96%
2012 Purchase Orders 30 57 54 95%
Contracts 60 27 26 96%
Indicator 6 - On-Time Payment to Suppliers

100% On-Time Payments

90%
80%
70%
60%
50% 2012
Q1 Q2 Q3 Q4

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Year 2012

Quarter Total Number Invoices Paid on Time Percentage on Time

Q1 20 18 90%
Q2 100 85 85%
Q3 15 15 100%
Q4 50 45 90%
Indicator 7 - Emergency Procurement

100% Emerg Order Value Percent 100% Emerg Order Number Per
80% 80%
60% 60%
40% 30% 40%

20% 17% 20% 15% 13%

10%
0% 0%
2010 2011 2012 2010 2011

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Total Value of Value of Emerg Percentage of

Year Orders Orders Total Value Year
2010 1,000,000 300,000 30% 2010
2011 1,200,000 200,000 17% 2011
2012 1,500,000 150,000 10% 2012
100% Emerg Order Number Percent
80%
60%
40%
20% 15% 13% 11%
0%
2010 2011 2012

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Total Number of Number of Emerg Percentage of

Orders Orders Total Number
100 15 15%
120 15 13%
125 14 11%
Indicator 8 - Procurement Cost

$0.20 Procurement Cost per $ Spent

$0.15

$0.10

$0.05

$0.00
2010 2011 2012

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Procurement Value of Annual Procurement Cost

Year Unit Costs Purchases per $ Purchased
2010 100,000 1,500,000 $ 0.07
2011 120,000 1,700,000 $ 0.07
2012 125,000 2,000,000 $ 0.06
 $1,150 Procurement Cost per Order
$1,100
$1,050
$1,000
$950
$900
2010 2011 2012

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Procurement Number of Annual Procurement Cost

Year Unit Costs Purchases per Order
2010 100,000 100 $ 1,000.00
2011 120,000 110 $ 1,090.91
2012 125,000 112 $ 1,116.07
Indicator 9 - Staff Training

100%
Total
% of Staff Trained
75%
Training for All Staff Roles
Training Plan & Sched Exist
50% 100%
Job Descriptions Exist
Organization Chart Exists
25%
Budget Line Funded
Budget Line Exists
0%
Budget Org chart & Training Provision Total
line item job plan & of training
descriptions schedule

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Budget Line Budget Line Organization Chart

Exists Funded Exists
Budget
line item 12.5% 12.5%
Org chart & job
descriptions 12.5% 12.5% 12.5%
Training plan &
schedule 12.5% 12.5% 12.5%
Provision
of training 12.5% 12.5% 12.5%
Total
 rained
All Staff Roles
an & Sched Exist
tions Exist
on Chart Exists
e Funded
e Exists

Job Descriptions Training Plan & Training for All Staff

Exist Sched Exist Roles % of Staff Trained Total

12.5%

12.5% 12.5% 12.5%

12.5% 12.5% 12.5% 25.0%

100%
Indicator 10 - Transparent Price Information

100%
Percent Transparent Pricing
75%

50%

25%

0%
2010 2011 2012

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Number Items with
Number Items Prices on Public Percentage of Total
Year Procured Website Number

2010 1000 500 50%

2011 1000 700 70%

2012 1000 900 90%

Indicator 11: Competitive Tendering

100% Percent Competitive Tenders

81%
73%
75% 68%

46% 48%
50% 40%

20% 24%
25% 19%
8% 8% 9%

0%
ICB NCB
2010 RFP/RFQ
2011 Total
2012

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Year Value of ICB Value of NCB Value of RFP/RFQ

2010 800,000 400,000 150,000

2011 1,100,000 450,000 200,000

2012 1,200,000 600,000 225,000

The cells below are automatically calculated based on data entered above.
Method as % of Total Value by Transaction Type
Year ICB NCB RFP/RFQ
2010 40% 20% 8%
2011 46% 19% 8%
2012 48% 24% 9%
Total Value of
Contract Awards

2,000,000

2,400,000

2,500,000

Total
68%
73%
81%