Services Procurement Department System

Every service need — periodic maintenance, cleaning, consulting, contracting — enters as a card in “Request”, where the requesting department describes the required scope of work, execution site, and expected duration. The services buyer moves it to “Offers” to collect proposals from providers, with a comparison that goes beyond price to include experience, staffing, and delivery time. After selection the card moves to “Contract”, where the scope of work, service levels, and payment terms are drafted and signed; then “Execution” throughout the service period, with periodic follow-ups documented on the card. When the work is complete it moves to “Acceptance”, where the beneficiary department inspects the result and signs the acceptance report; then “Evaluation” to document the provider’s performance; and finally “Invoicing” to release payment.

Chat coordinates daily execution: the maintenance crew’s arrival time, a provider’s question about site preparation, or a report from the beneficiary department about a performance shortfall during execution. Notes affecting acceptance or payment are documented on the card, not in conversation.

Dues manages the services money: the advance at signing, milestone-linked payments, and the retained final payment held until acceptance — all recorded against the provider and reconciled with acceptance reports before disbursement. No final payment goes out unless the service card in “Acceptance” is signed by the beneficiary department.

Services buyers own the card from “Request” to “Contract”; the beneficiary department follows “Execution”, documents its observations, and signs “Acceptance” after actual inspection — not on trust. The evaluation in the “Evaluation” column builds the provider record: who gets invited to the next tender and who is dropped; and Finance pays out in “Invoicing” only with complete documentation.