Procurement monitoring across four directorates
Problem
A deputy-level unit overseeing four directorates had no consolidated view of its own procurement payments. Payment status, administrative completeness, and delays lived in separate records, so the true volume was never visible in one place, and where a given transaction stood could not be answered without tracing it by hand.
What I built
- Consolidated transaction records from the four directorates into one monitored dataset.
- Added payment status, document completeness, and delay tracking to every record, so a transaction’s position is readable without tracing it.
- Automated a daily reminder to the four staff in my directorate’s procurement office — the people who hold the financial information and pass it on to the four directorates — so delay tracking became something the system raises rather than something someone has to remember.
Outcome. Roughly Rp1.1 billion in recorded transactions became a single source of truth. The volume became measurable for the first time, and the recorded figure turned into a floor rather than an unknown — anything outside it is a question worth asking, not a blind spot.
Procurement payment progress — working sheet, digest, and recap
1 photoPayment after procurement used to run on scattered manual records. This working sheet became the single place the payment process is recorded: once a procurement is complete, its payment is entered here, and because the sheet reads the national holiday and joint-leave calendar, every deadline counts working days only. Each working day at 9am the four staff in the directorate’s procurement office receive a digest listing which records still lack administrative documents, which invoices are nearing their deadline, and which are already past it — so chasing and completing documents is something the system raises rather than something someone has to remember. A recap dashboard gives the director the current picture on demand.
