indicators. accuracy, completeness and validity. 7 Procurement, Internal Management Having set-up 1. Contracts to be 30-Oct-17 Moshabi 1. Obtained the Incomplete Expenditure control should ensure that automated reviewed on a Putu: Chief contract register and Contract deficiencies all contracts are systems, tools and quarterly basis Financial from Finance Management signed and all procedures as well 2. Contract listing Officer Manager, it was related documents as personnel to be performed noted that it does are correctly capacity through on a continuous not comply with included in the necessary training basis, an the National contract files. on SCM related independent Treasury Contract prescripts. The official to review Framework 2. The following issues are the contract mainly on: procurement for a considered as the register at least - Contract value is new insurance key remaining quarterly for not stipulated contract should impediments: completeness, - Contract begin to ensure 1. accuracy and complexity is not that these are culture and validity. stipulated. procured on time. discipline for proper 3. Management 2. Obtained the planning (most to continuous contract register 3. Shadrack mistakes and monitor the from Mxolisi Mafutsa (SCM deviations are performance of Magubane (FM) Official) should made in haste as SCM officials and inspected if it ensure that all bid opposed to 4. Proper is complete. From files and related emergency or performance the contract documents are reasonable management register it was properly urgency). processes to be noted that some safeguarded 2. Culture of implemented. fields were not whether relating to accountability (must updated. cancelled or still be heightened) bids. 3. Non-adherence to regular 4. Management monitoring and should implement review procedures. controls where 4. Lack of capacity they monitor the within the SCM unit frequency of 5. Poor deviations and performance
indicators. accuracy, completeness and validity. 7 Procurement, Expenditure and Contract Management Internal control deficiencies Management should ensure that all contracts are signed and all related documents are correctly included in the contract files. 2. The procurement for a new insurance contract should begin to ensure that these are procured on time. 3. Shadrack Mafutsa (SCM Official) should ensure that all bid files and related documents are properly safeguarded whether relating to cancelled or bids. 4. Management should implement controls where they monitor the frequency of deviations and Having set-up automated systems, tools and procedures as well as personnel capacity through necessary training on SCM related prescripts. The following issues are considered as the key remaining impediments: 1. culture and discipline for proper planning (most mistakes and deviations are made in haste as opposed to emergency or reasonable urgency). 2. Culture of accountability (must still be heightened) 3. Non-adherence to regular monitoring and review procedures. 4. Lack of capacity within the SCM unit 5. Poor performance 1. Contracts to be reviewed on a quarterly basis 2. Contract listing to be performed on a continuous basis, an independent official to review the contract register at least quarterly for completeness, accuracy and validity. 3. Management to continuous monitor the performance of SCM officials 4. Proper performance management processes to be implemented. 30-Oct-17 Moshabi Putu: Chief Financial Officer 1. Obtained the contract register from Finance Manager, it was noted that it does not comply with the National Treasury Contract Framework mainly on: - Contract value is not stipulated - Contract complexity is not stipulated. 2. Obtained the contract register from Mxolisi Magubane (FM) and inspected if it is complete. From the contract register it was noted that some fields were not updated. Incomplete
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