Procurement

Introduction

Procurement efficiency is critical to UNDP's ability to deliver timely development results. This indicator measures the speed and planning quality of the procurement process, specifically tracking the time from evaluation through to pre-solicitation through to contract creation (Stages 1-4 of the procurement cycle).

Effective procurement management ensures that:

  • Projects can begin implementation without unnecessary delays

  • Partners and suppliers receive timely contracts

  • Resources are deployed efficiently to achieve development outcomes

  • UNDP maintains credibility with donors and implementing partners

This indicator applies at Global, Regional, and Country Office levels, measuring both the timeliness of procurement processes and the quality of procurement planning.

Organisational Objective

The organizational objective for procurement can be broken down into three parts:

  1. Planning: All purchase orders (POs) should have an associated procurement plan.

  2. Timeliness: Contracts should not be overdue.

  3. Speed: The procurement process (Stages 1-4: Pre-solicitation, Solicitation, Evaluation & Oversight, Contract Creation) should take no longer than the expected number of calendar days.

The 48-day target applies specifically to the evaluation and award phases of procurement, ensuring that UNDP can rapidly mobilize resources while maintaining proper oversight and quality control.

Data

To get data columns export for this indicator.

Calculation of Scoring

This indicator is calculated differently depending on the organizational level:

Global Level

All purchases are scored uniformly across UNDP. No unit aggregation is performed, and all purchases are treated as equivalent regardless of source or location.

Regional Level

Per-country statistics are maintained for oversight functions. The regional score is not calculated as an average of country scores (no aggregation). All purchases within the region are treated as equivalent.

Country Office Level

The Country Office scoring methodology consists of three parts:

Part 1: % of POs that have a plan (10% of total score)

Simple Y/N and %.

Part 2: % of Contracts Overdue (20% of total score)

Simple Y/N and %.

Part 3: Speed of Procurement against expected (70% of total score)

Scoring Rate: For every 1% over expected days, 0.75 points are deducted from Part 3 score (which is worth 70 points total).

This applies to Stage 1 to Stage 4 of the procurement process: Pre-solicitation, Solicitation, Evaluation & Oversight, Contract Creation.

Example Calculation

If procurement takes 60 days (target is 48 days):

  • Days over target: 60 - 48 = 12 days

  • Percentage over: (12 / 48) × 100 = 25%

  • Points deducted: 25% × 0.75 = 18.75 points

  • Part 3 score: 70 - 18.75 = 51.25 points

  • Overall score (with perfect Parts 1 & 2): 10 + 20 + 51.25 = 81.25 points ⚠️ Yellow

Full Scoring Breakdown Table

Days
Days Late
% Over
Points Lost
Part 3 Score
Overall Score*
Status

48.0

0.0

0%

0.0

70.0

100.0

✅ Green

50.4

2.4

5%

3.8

66.2

96.2

✅ Green

52.8

4.8

10%

7.5

62.5

92.5

✅ Green

55.2

7.2

15%

11.2

58.8

88.8

⚠️ Yellow

57.6

9.6

20%

15.0

55.0

85.0

⚠️ Yellow

60.0

12.0

25%

18.8

51.2

81.2

⚠️ Yellow

62.4

14.4

30%

22.5

47.5

77.5

⚠️ Yellow

64.8

16.8

35%

26.2

43.8

73.8

⚠️ Yellow

67.2

19.2

40%

30.0

40.0

70.0

⚠️ Yellow

69.6

21.6

45%

33.8

36.2

66.2

🔴 Red

72.0

24.0

50%

37.5

32.5

62.5

🔴 Red

76.8

28.8

60%

45.0

25.0

55.0

🔴 Red

*Assumes perfect scores on Parts 1 (10 points) and 2 (20 points)

Overall Calculation

The procurement indicator combines three components, each contributing a specific percentage to the final score:

Component
Weight

Part 1: % of POs with a Plan

10%

Part 2: % of Contracts Overdue

20%

Part 3: Speed of Procurement

70%

Part 1: % of POs with a Plan (10% of final score)

The percentage of purchase orders that have an associated procurement plan:

  • Formula: (POs with Plan / Total POs) × 100 = % with Plan

  • Score: % with Plan = Points (e.g., 85% = 8.5 points out of 10)

Part 2: % of Contracts Overdue (20% of final score)

The percentage of contracts that are not overdue:

  • Formula: 1 - (Overdue Contracts / Total Contracts) = % Not Overdue

  • Score: % Not Overdue × 20 = Points (e.g., 90% = 18 points out of 20)

Part 3: Speed of Procurement (70% of final score)

Measures procurement speed against the 48-day target for Stages 3-5:

  • Base score: 70 points

  • Penalty: 0.75 points deducted per 1% over target

  • Formula: 70 - (% Over Target × 0.75) = Part 3 Points

  • Example: 60 days = 25% over = 70 - 18.75 = 51.25 points

Final Score Calculation

The final score combines these three parts with their respective weights:

Final Score = Part 1 + Part 2 + Part 3

Since each part is already weighted, the final score is simply the sum of the three component scores.

Example:

  • Part 1: 85% POs with plans = 8.5 points

  • Part 2: 90% contracts not overdue = 18 points

  • Part 3: 60 days (25% over) = 51.25 points

  • Final Score: 8.5 + 18 + 51.25 = 77.75 points ⚠️ Yellow

This calculation method ensures that procurement speed (Part 3) has the greatest impact on the overall score, while planning and timeliness remain important contributing factors.

Traffic Light System

Traffic Light
Score

Green

90+

Yellow

70-89

Red

<70

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