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INTERVIEW OF SENIOR SCM PRACTITIONER AT HOUSING

[OCTOBER 2008]

1. Tell us about your Educational background, Employment

background, Skills and personal attributes, and why you think you
are the perfect candidate for this position.

 Tell them about your educational history

 Tell them about your employment history, concentrating more on the
duties that they mentioned on the Advert.
 Tell them about your computer skills
 Tell them about your strength – What are you good at?
 Tell them about your weakness – Which you are working at to improve.
 Tell them about your interpersonal relations with people

2. What the elements of SCM are as stated in the Treasury Regulations

8.6.2?

 Demand management – This is the beginning of the supply chain, and it

must begin with the needs assessment, to ensure that goods and services
required in order delivering the agreed service. The budget is done here
and the planning.

 Acquisition management – Traditionally, almost all the focus of

procurement activity has been given to this stage. This is where it is
decided in which manner to approach the market, etc.

 Logistic management – This aspect addresses the setting of inventory

levels, receiving and distribution of materials, stores, warehouse and
transportation and to ensure the vendor performance.

 Disposal management – At this stage consideration must be given to

obsolesce planning, maintaining the database of redundant material,
inspecting material for potential re-use, determining a disposal strategy for
executing the physical disposal process.

 Supply Chain Performance – This is a monitoring process, undertaking a

retrospective analysis to determine whether the proper process is been
followed and whether the desired objectives were achieved.
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3. What are the roles of the following role players when coming to the bid
process?

 Specification Committee – They are responsible for the drawing up and

analyzing the specifications of a bid.

 Evaluation Committee – This committee is responsible for evaluating all

the received bids and give points.

 Adjudication Committee – This committee is responsible for the

adjudication of the bid to make a final decision.

4. How would you go about requesting a quotation on iQual Database?

 Step by step from when you get a request from the chief users.
 Daily you check the QuoteSCM and print out all the requests.
 Make sure that the product, description and quantity is clear.
 Go the database and select the office and enter the request number.
 Select the commodity
 Enter all the items that are needed and their quantity.
 Select the suppliers
 Always make sure that you enter the due date so that suppliers can
respond on time. Minimum days given to suppliers to respond are 3 days
and maximum is 5, except on emergencies.
 Then print the Request form to be faxed to the service provider.
 Fax the request to service providers, and wait for the quotes.
 When you receive the quotes, you capture them on the system for
evaluation, and then print the evaluation sheet.
 Attach it to the original request and the quotes and send it through to the
Chief user.

5. What/Which are the prescripts of SCM will you be using everyday of

your work?

 Public Finance Management Act [PFMA]

 Treasury Regulation
 The Constitution
 Preferential Procurement Policy Framework Act [PPPFA]
 Preferential Procurement Regulations [PPR]
 Broad –Based Black Economic Empowerment Act [BBBEEA]
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6. Which computer software/programes and transversal systems are you

familiar with and what do you use it for?

 I am familiar with all the Micro Soft Package, that is Ms Word, Excel,
PowerPoint and GroupWise, internet. The Transversal systems that I
have knowledge of are Logis Mainframe and Integrated, Iqual Database
and BAS.

7. How would you go about to update suppliers on the Database?

 First of all the advert must be placed quarterly inviting registered suppliers
to come and update their information on the system.

 In addition, this advert has to invite new service providers to come and
register on the database.

 Always try and update the service provider’s information when you receive
correspondence from them mentioning the changes. The database needs
to be updated daily.
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INTERVIEW OF SENIOR SCM PRACTITIONER AT LAND AFFIRS

[FEBRUARY 2009] – (ORDERS)
1. Detailed Experience in relations to the post that you have applied
for.

 My experience in the order section include the following:

 Capturing of requests,
 Approval of requests,
 Approval of Procurement Advices (PA)
 Creating of Orders
 Authorizing of orders
 Maintaining of the Zero to Nine files
 Compiling of Reports

2. What type of information would you include on the monthly

management report?

 Stats for the commitments

 Requests received and processed for the month,
 0 – 9 outstanding orders. (Awaiting delivery or service)

3. Explain the process flow for the orders?

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The process of orders you do know it from the chief users up until requisitions.
They need to know from Logistics.

 Receive request from PPRM

 Check the document parcel (Quotations, prices, vat, icn numbers,
signatures on memos, etc)
 Approve the RQ by using selection RQAT.
 The Procurement Advice (PA) will be printed.
 Check the information on the PA to see if it is correct and if not amends it.
The PA has to be signed by 3 people. In addition, give it to the next level
to create an order.
 Then to create an order you use selection PAAP( to approve PA)
 Then BRCP to consolidate the order.
 View the order number on the selection ENDO
 Then give it to the next level to Authorize and order on the system (Logis
Online).
 Then the next level has to authorize the order manually.
 Then the order has to be faxed to the service provider.
 The parcel document will be filed on the 0 to 9 files, to Waite for delivery
or service to be rendered.

4. What are some of the risks that might be experienced in orders

and how would you mitigate/reduce them?

 Using of wrong allocations,

 Issuing an order to the wrong supplier.
 Faxing the orders to the wrong supplier
 Issuing and order with a wrong amount or quantity
 Mitigating the risks: Making sure that the information entered on the
system is correct, by checking all the documents thoroughly against
the information on the system.
 By also training the staff who are doing the job.

5. What type of internal control measures would you put in place to

maintain a similes service delivery?

 Internal SCM Policies,

 Implementation of registers,
 PFMA, PPPFA and Treasury Regulations,
 Practice notes and all the other SCM policies.

6. How would you deal with a non-performing subordinate?

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 As we all know that all the employees has to sign a performance

Agreement, when a person is not performing according to his/her
performance Agreement, you have to call the person and get to the
root of the problem.
 Find out if it is personal or work related matter that is causing the
person not to perform.
 If it is a personal problem, refer the employee to the Employment
Wellness Programme.
 If it is a work related problem, identify the problem, if it is lack of
training, then send the person for training.
 If it is that the person is wrongly placed make arrangements for the
person to be deployed to the suitable section.
 If the person is not ready to talk then escalate the matter to the next
level.

7. What is your understanding of turnaround times and how would

you improve it?

Turnaround time is the timeframe that the section put in place in order to
finalize a task. In terms o orders at the moment our turnaround time is 2
days.
 However, it doesn’t mean that when you receive a request you
have to put it aside and Waite for the last minute to process it.
 By processing each and every request as you receive them will
improve the Turnaround time,
 Also by making sure that the work flow is not interrupted.

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POSSIBLE INTERVIEW QUESTIONS ON SUPPLY CHAIN MANAGEMENT

1. What is Supply Chain Management?

SCM is a systematic process that ensures that goods and services are
delivered to the right place, in the right quantity, with the right quality,
at the right cost and at the right time.

2. What are the objectives of Supply Chain Management?

 To develop accountability and responsibility for procurement related

functions to the Accounting Officer.
 To ensure uniformity in the SCM system, national policy guidelines,
issued by the National Treasury SCM office.
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 To transform government procurement and provisioning practices

into an integrated SCM functions.
 To address an effective, efficient and innovative process for
demand planning procurement.

3. What are four major objectives in the SCM Policy adopted by

cabinet?

 To transform government procurement and provisioning practices

into an integrated SCM functions.
 To introduce a systematic approach for the appointment of
consultants.
 Create a common understanding and interpretation of the
Preferential Procurement Policy.
 To promote consistent application of best practices throughout
government Supply Chain.

4. What are the elements of Supply Chain/ Mention/name the

elements of Supply Chain management?

 Demand management
 Acquisition management
 Logistic management
 Disposal management
 Supply chain performances

5. Give a brief explanation of the elements/methods/ concepts of

SCM.

 Demand management – This is the beginning of the supply chain,

and it must begin with the needs assessment, to ensure that goods
and services required in order to deliver the agreed service. The
budget is done here and the planning.

 Acquisition management – Traditionally, almost all the focus of

procurement activity has been given to this stage. This is where it
is decided in which manner to approach the market, etc.

 Logistic management – This aspect addresses the setting of

inventory levels, receiving and distribution of materials, stores,
warehouse and transportation and to ensure the vendor
performance.

 Disposal management – At this stage consideration must be given

to obsolesce planning, maintaining the database of redundant
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material, inspecting material for potential re-use, determining a

disposal strategy for executing the physical disposal process.

 Supply Chain Performance – This is a monitoring process,

undertaking a retrospective analysis to determine whether the
proper process is been followed and whether the desired objectives
were achieved.

6. Mention all the role players in the Supply Chain Management

 National Treasury
 Supply Chain Management Office/ Unit
 Accounting Officer
 Chief Financial Officer

7. What are the Legislation, Regulations, Policies, Frameworks,

Guidelines and Practices notes guiding the SCM?

 Public Finance Management Act [PFMA]

 Treasury Regulation
 The Constitution
 Preferential Procurement Policy Framework Act [PPPFA]
 Preferential Procurement Regulations [PPR]
 Broad –Based Black Economic Empowerment Act [BBBEEA]

8. Explain the policies that guides supply chain management.

 Public Finance Management Act [PFMA] – It regulates the financial

management in the national and provincial government to ensure
that all revenues, expenditures, assets and liabilities of that
government are managed effectively and efficiently and to provide
for the responsibilities of the persons entrusted with the financial
management.

 Treasury Regulation – They provide guidelines on the way that the

government finance should be utilized.

 The Constitution – It provides the basis of procurement and

determines that, when the organ of state contracts the goods or
services they must do so in accordance with a system, which is fair,
equitable, transparent, competitive and cost-effective.

 Preferential Procurement Policy Framework Act [PPPFA] and–

They promote BEE and the Historically Disadvantaged Individuals a
fair chance to bid and to eliminate fronting and corruption.
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 Preferential Procurement Regulations [PPR] – It also give

guidelines on how to handle the bidding process.

 Broad –Based Black Economic Empowerment Act [BBBEEA] – It

gives the Minister of Trade and Industry the chance to develop the
broad-base chatter to promote the BEE.

9. Which section of the PFMA talks about SCM and what does it
say?

Section 38 (1)(a) (iii)

It state that the accounting officer for a department must ensure that
department has and maintain an appropriate procurement and
provisioning system which is fair, equitable, transparent, competitive
and cost-effective.

10. What are the Norms and Standards for SCM?

 Fair and equitable

 Transparent
 Competitive
 Cost effective

11. What are the five pillars of Public Sector Procurement?

 Value for money

 Open and effective competition
 Ethics and fair dealings
 Accountability and reporting
 Equity

12. Who is the accounting officer?

The Director-General

13. To whom does SCM unit report to?

To the accounting officer and the accounting officer report to National

Treasury.

OTHER POSSIBLE INTERVIEW QUESTIONS FOR SCM

1. Why do we do reconcile between BAS and LOGIS?

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We reconcile between BAS and LOGIS so that we can be able to

check the discrepancies especially on assets. E.g. if the section
bought a chair without an order and pay the invoice through BAS,
when the reconciliation is done then it will be possible to pick it up that
it is an A-class item

2. What do obsolete and redundant items mean?

Goods that is no longer in use by the Department, e.g. old cell phones,
equipment and furniture.

3. What are E-Class items?

They are goods that are consumable, e.g. stationery.

4. Stock take for E-Class items

 Plan how and when will the stock take place.

 Discuss the plan with the role-players
 Send the e-mail/notice to all the officials notifying them of the
process and the cut off dates for new request from the store.
 Make sure that few days before the stoke take if there are no
outstanding request and try and capture them all.
 Print the count sheet and control sheet on BRRR, report number
RR032
 Count stock using the count sheet
 Compare the count sheet and the control sheet.
 Compare with the BIN Card if there are any shortages and
surpluses.
 Use BAMV for movements to clear up any discrepancies.
 Start with the new raw on the card.

5. What is iqual system?

Iqual system is the system that is used to register suppliers and obtain
the quotations from all the registered suppliers, and it is also used to
print reports, e.g. HDI’s reports.

6. Which SBD forms are on the Database form?

 There is the company details form

 The SBD 2 – the conditions that the bidder must comply with the
Receiver of Revenue Services (Tax Clearance Certificate)
 SBD 4 – The declaration of interest
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7. How do you plan the Stock Take?

 Print out all the inventory control sheet

 Discuss the process with the SCM and IT officials
 Full stock take of the equipments and furniture
 Reconcile the stock take of the assets and Logis system
 Prepare stock take discrepancy report
 Produce stock take discrepancy list of all the shortages and surplus
 Inventory list sign off and issue of copy to users

8. Please mention the Batho Pele Principles.

 Consultation
 Courtesy
 Redress
 Information
 Overview
 Service and Standard
 Openness and Transparency
 Access
 Value for money

9. What is meant by unauthorized, irregular, fruitless and wasteful

expenditure?

 Unauthorized expenditure is the overspending on the departmental

budget.
 Irregular expenditure is the expenditure that didn’t go through the
correct procurement process.
 Fruitless and wasteful expenditure is the funds that were used to buy
goods that are kept in the store and were not utilized.

10. Who is responsible for the implementation of Supply Chain

Management?

An accounting officer of the department must ensure that an

appropriate procurement and provisioning system is fair, equitable,
transparent, competitive and cost effective.

11. How would you describe yourself/tell us about yourself/why

should we higher you?

 Tell them about your educational history

 Tell them about your employment history
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 Tell them about your computer skills

 Tell them about your strength
 Tell them about your weakness
 Tell them about your interpersonal relations with people
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SUGGESTED INTERVIEW QUESTIONS FOR SCM - BIDDING SECTION.

1. What are the four major considerations, which should guide the
Accounting Officer on the selection of consultants?

 The need for high-quality services

 The need for economy and efficiency
 The need to give qualified consultants an opportunity to compete in
providing the services
 The importance of transparency in the selection process.

2. Who is charged with the responsibility of preparing the Terms of

Reference (TOR) for the appointment of consultants?

The Accounting Officer

3. Can you please outline how the TOR should be compiled and by
who?

 A specialist in the area of the assignment should compile the

TOR, and the scope of service described should be compatible
with the budget.
 TOR should define as clearly as possible the objectives, goals
and scope of the assignment in the preparation of its proposal.
 TOR should be compiled in such a manner that consultants are
able to propose their own methodology and staffing be
encouraged to comment on the TOR in their proposal.

4. Can you briefly outline the Code of Conduct for SCM

Practitioners?

 General Practice – It includes unlawful gains, fair and impartial,

performance efficiently, effectively and with integrity and also
comply with the code of conduct of public service.
 Conflict of interest – It means declare your business
 Accountability
 Openness
 Confidentiality – To protect information
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 Bid Evaluation/Adjudications tenders – should regulate SCM on

behalf of institution
 Combating practices – it is the unethical and illegal practices

5. Mention the selection methods for the Appointment of

Consultants that you know?

 Quality and cost based selection (QCBS)

 Quality based selection (QBS)
 Selection under fixed budget
 Single source selection
 Selection based on consultants qualifications
 Selection of individual consultants
 Selection of particular types of consultants
 Associations between Consultants

6. Explain the Calculation of Points for Functionality and Price as

well as the formula, which is used for calculating in Terms of
Regulation 8 of PPR.

The percentage obtained for functionality should be added to the

percentage obtained for price to obtain a percentage out of 100, which
in turn should be converted to, points out of 80 or 90.

The formula: 80/20 preference point system for amount below and up
to R500 000.00 and for 90/10 preference point system for amount
more than R500 000.00 is

PS = 80(1-HS-RS/RS) or PS = 90(1-HS-RS/RS)

PS – is points scored for functionality and price of the proposal under

consideration.

HS – is highest percentage scored by any acceptable bidder for

functionality and price

RS – is percentage scored for functionality and price by did/proposal

under consideration?
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