Pilot Programme Country Experience
Good Practice
Your Name: ANDRES CARIAGA
Your Title: Administration and Finance Manager
Your Duty Station: La Paz, Bolivia
Common Service(s): Consultant and Supplier Data Base
Contact Person for more information on this Common Service: Andres Cariaga
(andres.cariaga@undp.org) – UNDP, Bolivia
For technical questions, contact UNDP, Bolivia’s IT Specialist: Mauricio Marquez
(mauricio.marquez@undp.org)
Participating Agencies: Office of the RC, UNDP, PAHO (WHO), UNODC, WFP,
UNFPA, UNICEF
What was the problem? Why was this project needed?
Each agency was spending too much time and money trying to find consultants/ suppliers. Also, there
was no sharing of information amongst agencies on previously retained consultants/supplier; thus, it
was difficult to determine their past performance.
What was achieved?
One common tool used as a consultant and supplier database.
The application information is available online and was fed directly by the interested parties
(consultants or suppliers); thus, no data entry done by the UN agencies.
Every time an agency tries to recruit someone, it can first search qualified persons who are already
registered in the database. This eliminates the repetitive process of advertising in newspapers; thus,
resulting in cost and time savings.
The software enables UN agencies to rate and make comments on the quality of the service provided
so that other agencies can evaluate before contracting the same consultants/ suppliers.
The software is transferable to any country teams that are interested in creating a similar database. All
necessary technical expertise has been fully transferred to a UNDP IT specialist, based in Bolivia,
without relying on outside help.
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How was it done? Please provide a step-by-step guidance.
The concept for the system was done by the OMT in coordination with the IT experts from UNDP.
This team also developed the TOR’s for the consultant who would develop the software.
With this basic information at hand, we requested quotations from independent consultants whom had
previously worked with UNDP in software development.
Once the consultant was selected based on the cost of the project and the experience certified by the
professional, we meet with him to present the concept behind the project.
The development process was closely monitored by the IT specialist in UNDP via constant meetings
with the consultant. On its final stages, the software was tested online by a number of UN staff and
their recommendations where included in the final version of the software.
Since this software is web- based, application is available to the public on-line and can be easily
completed by the interested parties themselves. Also, the software generates a user name and
password so that only the applicants can access and update their information. The system also
constantly monitors how old the records are, and automatically sends e-mails to people whose records
are more than a year old, and requests for an update. Without an update within a year, they will be
taken out of the list.
Once the software was ready, advertising was developed. We ran ads in local newspapers and posted
flyers to places of interest to raise awareness of the roster and draw interest from the public.
As of May 2005, we have 2,226 people or consultants registered and 334 companies or suppliers.
What were some of the challenges and how did you / do you plan to overcome them?
The database might require an increase in the capacity of your hardware (servers and web hosting),
which may be added to the overall cost. In our case, each agency didn’t have to cost-share for this
cost, as we were able to tap into the RC Funds.
Better training to the UN staff that will administer the database is needed, especially how to rate the
consultants and suppliers.
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Why is this a good practice?
- Savings (reduced staff time) achieved in identifying candidates for consultancies.
- OMT agreed on a common tool for rating the consultants and suppliers.
- Enables you to register if a certain consultant has a contract with your agency, thus eliminating the
probability of duplicating contracts within the UN.
- Promotes the image of the UN system and not just individual agencies.
Cost savings:
We have estimated that the average cost of doing one newspaper advertising plus the time of our staff
spent on the pre-selection process amounts to about US$ 420.- per consultant hired. This whole
amount is what can be considered as savings per hiring if the data base is used. It is very difficult to
come up with a precise total cost savings figure since the number of agency’s hiring varies from agency
to agency.
What are the key lessons learned that would benefit other UNCTs?
The OMT and UNCT should consider an appropriate publicity campaign as part of the project which
should in turn consider a “refreshing” component so that it is published in newspapers or other media
at least every year.
To ensure quality of consultants/ suppliers listed in the database, each agency should assign a focal
point who enters the performance of the consultants/ suppliers into the database on a bi-weekly/
monthly basis. It is important that this updating is done properly and on time, ideally as soon as the
consultants/suppliers complete their job. If the assignment is continuous, the focal points should
evaluate performance and update the database on a regular basis.
It should be agreed in advance who will be responsible for maintaining the system and who will be
responsible for training the UN users.
If you were to do it all over again, what would you do differently?
Better training to the UN staff that will administer the database where we can stress the importance of
rating the consultants and suppliers.
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No need to re-invent a wheel! Here is how your OMT can create a similar database using our
existing software!
Perhaps other countries can start with what we have and adjust it to their requirements. Upon request,
we might be able to send (Mauricio Marquez), our IT specialist, on a 1-week mission and let him work
with OMT and IT focal points, to support the implementation process.
Technical note: How dose the database work?
- First take a look at our data base by following this link:
www.oportunidades.onu.org.bo
- Technical specifications about this software include:
 Developed with Visual Studio 2003 using ASP.NET and VB.NET
 Works under WINDOWS IIS platform (2000 or 2003 server recommended) with .NET
framework 1.1 installed
 Data is stored in a SQL Server 2000 or greater
- Develop a public campaign
- Data storage requirements will depend on the number of registrations
- Each agency must assign a focal point who will monitor and rate the performance of applicants upon
completion of contract.
- Agree on common rating of consultants/ supplier amongst OMT.
Our database has a rating system for both consultants and suppliers- from the scale of 1(bad)
to 5 (very good) and also allows for a comment where the user can explain the reasons. The
rating is viewable by all the users from the agencies who can look at the average rating of a
certain supplier or consultant and also look at every single rating given. From there, they see
who gave a particular rating, from what agency, and read the comments. If not satisfied, one
can then call the person directly for additional information.
- Training must be given to each agency’s data administrator.
- Translation to other languages: If the software needs to be translated to accommodate other
languages it might take our IT person a little more time to implement (additional 2 days) plus the
assistance of some local staff to translate the text. We are currently upgrading the software, including
updating the software language, which will allow for easier and faster customization. When this is
done, the length of our IT specialist mission should be shortened.
Please submit this form to our focal point, Ms. Mutsumi Shirai, at
mutsumi.shirai@undp.org or fax: 212-906-5372
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