2020 Data Collection Strategy Strategy for continued growth and expansion of the GPPD Contents I. Background ................................................................................................................................................ 1 Five Categories of Indicators..................................................................................................................... 1 GPPD Core Functionalities ........................................................................................................................ 2 II. Strategy for 2020 Data Collection ............................................................................................................. 2 How the GPPD data are collected ............................................................................................................. 2 Review existing World Bank databases (APIs) .......................................................................................... 3 Perform Desk Research ............................................................................................................................. 3 Communication with Public Procurement Authority (PPA) representatives............................................ 3 Definition of Data Elements Templates ..................................................................................................... 5 GPPD Data Elements Template .............................................................................................................................5 GPPD Data Elements ..............................................................................................................................................6 Phased approach for 2020 Data Collection Communications .................................................................. 6 Identification of country contact points ................................................................................................... 6 Countries cooperating with the WB procurement teams .....................................................................................7 Countries NOT cooperating with the WB procurement teams .............................................................................7 I. Background The World Bank Group (WBG) Governance Global Practice created a database which collects public procurement data from ~200 countries, to provide enhanced visibility into country-level procurement practices. This database represents a “one-stop-shop� solution for global procurement practitioners, government officials, WBG and other international institutions’ staff, academics, CSOs, NGOs, and industry representatives. The objective for this Global Public Procurement Database (GPPD) is promote procurement reform and innovation by improved transparency and knowledge-sharing based on a publicly available online database of information on country public procurement systems, including country e-procurement implementations, across the world. Five Categories of Indicators The Data Elements hosted by the GPPD are grouped into five logical content categories, covering the following areas: 1 Official Use • Country Information, • Public Procurement Agency Information and Public Procurement Law, • eProcurement, • Value for Money, Fair Competition & Transparency, and • Procurement Cycle Metrics GPPD Core Functionalities The GPPD offers the following functionalities: • Country profiles - The users can access and export procurement-related country information for 218 countries, such as country procurement data and country related procurement documents. Country profiles can be accessed through the homepage, the advanced search page or the World Map page. • Advanced search - The users can apply selected filters related to procurement indicators and retrieve the countries for which the defined criteria are met. This functionality also allows for addition of countries in the comparison list and access of the country profiles. • World map - The users can access a brief public procurement profile presenting core information of each country selected. • Country comparison - The users can compare and export multiple country profiles, obtaining a side-by- side view. • Document library - The users can access procurement-related documents that are available in the document library. Every document available in the document library is accessible and downloadable. • Download all GPPD data - The users can download, in user friendly format (XLSX/ JSON), all data available in the GPPD system, i.e. all the country profiles available. In addition to these publicly available functionalities, authorized users can edit their country profiles and manage their country’s procurement-related documents. II. Strategy for 2020 Data Collection The continued success of the Global Public Procurement Database (GPPD) is strongly dependent on the collection of accurate and complete procurement and eProcurement related data. To support demand, the team is expanding the GPPD to include 2020 country data. How the GPPD data are collected The GPPD data are collected through: • Existing World Bank databases o Automatic retrieval of core country information available in existing World Bank databases. • Desk research o Quantitative information collected from openly available trusted sources, such as Public Procurement Agency websites, the Ministry of Finance websites, among others. • Communication with Public Procurement Authority (PPA) representatives o Country-based procurement information collected from Public Procurement Authority/government representatives through a tailor-made questionnaire. o PPA letter template o Prepopulated Spreadsheet per country • Communication with World Bank Staff/Consultants in Field Offices 2 Official Use Review existing World Bank databases (APIs) The WB consultant will review existing World Bank databases for 2020 information. There is a big chance that the same database will be used from WB API. The team will investigate updated versions of the WB API for 2020. A set of elements whose value will be filled in through existing data sources (i.e. automatic system-to-system integration through APIs) is already determined. The complete list of elements whose value will be determined through existing data sources is presented below: • Population • Conversion rate • Income Level • Gross National Income (in USD) • Gross National Income Per Capita (in USD) • Recipient of WB funding Perform Desk Research The WB consultant will perform desk research – reviewing quantitative information collected from openly available trusted sources, such as Public Procurement Agency websites, the Ministry of Finance websites, and other publicly available resources. To support this process, information that is readily available through existing data sources will be investigated and analyzed, i.e.: • country-issued reports/systems (web site, annual reports, public procurement laws, policies and procedures, country analytics and statistics) • other trusted websites (OCDS, regions web site like tenders.eu) The scope of desk research using trusted data sources will always remain: • the completion of the Data Elements Template • the correction of information provided by PPAs, since it is mutually agreed between the WB and the Consultant that the data retrieved from trusted data sources of the Internet, take precedence, over the data collected via any other means. A secondary yet important objective of the envisaged desk research is to collect valuable information for the potential scope of the GPPD functional operation regarding data collection in coming years. In particular, the desk research will aim at: • defining the website(s) per country where annual reports are published • understanding the structure/ content of a typical annual report • identifying specific Data Elements for which no (or very little) information is available for the vast majority of countries Communication with Public Procurement Authority (PPA) representatives Based on the agreed PPAs’ contact details list, the Data Elements Questionnaire will be communicated to all listed PPAs’ representatives, for them to complete and send back their respons es. The Data Elements Questionnaire will be disseminated to each PPA recipient via email, it will be the responsibility of the Consultant to disseminating the Data Elements Questionnaire. Within the context of the email, text which will be composed of: • an explanatory text describing the purpose of the email and a high-level summary of the information requested 3 Official Use • a high-level description of the WB’s GPPD, under which the information is requested (including a link to the GPPD website) • a description of the sender (i.e., the Consultant) • the GPPD 2020 country data spreadsheet (as an attachment) • an attachment on how to login to the GPPD • a description of how the data will be stored and processed • a notice of a two-weeks allowance period for the provision of responses The World Bank has set up a dedicated email address (gppd@worldbank.org) for the Consultant, through which the communication with the PPAs representatives will take place. The Consultant must be able to access the mailbox. The Data Elements Spreadsheet will be prepopulated with the desk research data and disseminated to each recipient via the email set up by the World Bank, cc’ing country World Bank Procurement Specialists and the WB GPPD Project Manager. For each communication, the respective Data Elements Questionnaire file will be renamed by the Consultant following the convention below, so that expected responses are descriptive enough just by the filename of each XLS file returned. The communications between the Consultant and the PPAs representatives will be in the English language. The email template that will be addressed to the PPAs’ representatives is presented below: Communication with PPAs and World Bank Procurement Staff From: GPPD or Hunt La Cascia To: Public Procurement Authority representatives Subject: GPPD: Request for 2020 Data Collection and Validation - Body: Dear We hope that this email finds you well. We are currently reviewing the 2020 data in the Global Public Procurement Database (GPPD) which is used by different institutions and individuals all over the world, including the preparation of some World Bank Procurement Reports. Therefore, the review of published information by the Public Procurement Agency or an equivalent entity within the government is critical to ensure the best quality of data related to your country’s public procurement data. You are welcome to either update any incorrect or incomplete date in the attached Excel spreadsheet and send it back to us, or log into the system at https://www.globalpublicprocurementdata.org/gppd/ and directly update the data associated with your country. The instructions on how to do this are attached. Should you have any questions, please contact me (hlacascia@worldbank.org) and Jacques Rosenberg (jrosenberg2@worldbank.org). 4 Official Use In case you are not anymore the correct recipient of this email, kindly forward this message to the right contact within the government, with us in copy. By reviewing your country’s information, you are helping to enhance a comprehensive global knowledge product that makes public procurement diagnostic information available to procurement professionals across the globe. Thank you very much in advance for your time and valuable contribution. Once the initial contact is established with PPAs, the Consultant will monitor responses received or any other types of communication (e.g., request for clarifications). In the case of receiving no acknowledgement/ response from a PPA contact point two weeks after initial contact, the Consultant will make further contact as follows. From: Subject: Body: Dear Sir / Madam As per our previous communication regarding the World Bank system under implementation named GPPD, I kindly remind you that we are looking forward to receiving. For your convenience, I attach again the questionnaire itself along with supporting documentation. The questionnaire is in the English language (United States). Accordingly, your responses are expected to be provided in the English language too. The World Bank and me personally, operating as a World Bank consultant who collects the initial GPPD dataset, wish to thank you in advance for your contribution. Please feel free to get in touch with me in case you require any clarification or additional information. In case you are not the appropriate person to provide the requested information, I kindly ask you to confirm the correct contact point for me to get in touch. Thank you once again for your valuable contribution. Best regards. Definition of Data Elements Templates GPPD Data Elements Template Within the process of elaborating the current Data Collection Plan deliverable, the two parties coordinated for fine-tuning the exact data elements to be supported by the GPPD system. The result of such work was the elaboration of the GPPD Data Elements Template, grouping all GPPD data into five logical content categories, covering the following topics: • Country information • Public Procurement Agency information and Public Procurement law • eProcurement • Value for Money, Fair Competition & Transparency 5 Official Use • Procurement Cycle metrics The XLS file attached below forms the Data Elements Template of the GPPD system, along with term definitions. e T mplate_v2.0.xlsx GPPD Data Elements To support the collection of data for the GPPD, a standardized GPPD Data Elements is elaborated. The Data Elements Template identifies all the elements scoped for implementation by the GPPD system, whereas the Data Elements identifies all elements, whose value is expected to be defined by the PPA representatives. The value of the remaining elements, i.e., the elements not included, will be obtained using existing trusted data sources, e.g., WB’s World Indicator Database using APIs. The largest part of the standardized GPPD Data Elements Template is formalized as a spreadsheet, defining the set of data that will be addressed to the countries’ representatives for retrieving data on each country /PPA for the GPPD. The spreadsheet is in the English language (United States). Accordingly, the envisaged responses by the responsible PPAs representatives are expected to also be provided in the English language. A crucial aspect for the appropriate collection of data relates to the terminology and definitions used so that all respondents worldwide have common understanding on the information being sought. In this regard, the terminology used in the Data Elements Spreadsheet has been analyzed with the WB Project Management team, so that the most common terms are used, considering the WB Open Contracting Partnership terminology, the European Commission's eProcurement Glossary, and the Glossary of procurement-related terms used in the 2011 UNCITRAL Model law. Supporting documentation is elaborated to clearly define all terms used. The XLS file attached below forms the Data Elements Spreadsheet, defining the various Data Elements expected to be populated by PPA representatives. To support this process, the ‘Definitions’ XLS file, attached below, supplements with background information and explanatory text, assisting PPA representatives to better understand both the scope of the initiative and the questions included in the Data Elements Questionnaire. Definitions_v1.0.xls x Phased approach for 2020 Data Collection Communications The full country profile for 2020 has already been created within the GPPD system, based on (a) the 2019 responses as well as (b) the desk research being conducted in parallel by the Consultant, and (c) the data retrieved from trusted data sources the PPA representatives will be prompted to validate and maintain the profile through the respective management console of the GPPD system. Identification of country contact points For accommodating the dissemination process of the 2020 Data Collection exercise to the appropriate countries’ representatives, a concrete list of country PPA contact point has been created in previous years which will be used. 6 Official Use Countries cooperating with the WB procurement teams For the elaboration of the PPA contact points list, the WB will assume an active role, through engagement of its hierarchy will pinpoint specific PPA individuals to be contacted for filling in the 2020 Data Collection spreadsheet. Hierarchy engagement will be performed as follows: • The WB GPPD Project Manager will communicate via email with the Regional Procurement Practice Managers. • The WB GPPD Project Manager will communicate via email with the respective internal WB Governance Procurement staff. Countries NOT cooperating with the WB procurement teams Simultaneously to the activities planned, the Consultant will perform desk research to identify any available information for the responsible PPA(s) or individuals for the countries that the WB does not cooperate with in the context of public procurement. These countries are: • European Union countries • North America countries (the USA, Canada) • Gulf Cooperation Council 7 Official Use