USER MANUAL

For Implementing Agencies/Borrowers

CALIPER

PROCUREMENT MANAGEMENT

APPLICATION

Table of Content

Introduction 01

About This Manual 01

What You Should Know 01

Registration 02

Login 03

Forget Password 04

Main Navigation Bar 04

1. Dashboard 04

1.1. Procurement Plan: Statistics 05

1.2. Procurement Plan: Add Activities 05

1.2.1. Process of Adding new Activity 06

1.2.1.1. Procurement Plan 07

1.2.1.2. Add Activities 08

1.2.1.2.1. Procurement Plan 09

1.2.1.2.2. Item/ Task List 10

1.2.1.2.3. Procurement Steps 10

1.2.1.3. Notify to Review 11

1.2.1.4. Procurement Plan Activities 12

1.2.1.5. Discussion 12

1.3. Procurement Plan: Progress 13

1.3.1. Procurement Plan 14

1.3.2. Statistics 15

1.3.3. Procurement Plan Progress 15

1.3.4. Activities Progress 16

1.3.5. Procurement Plan Payments 17

1.3.6. Activities Delays 18

1.3.7. Procurement Plan Activities 18

1.3.7.1. Activity Information 19

1.3.7.2. Activity Progress 20

1.3.7.3. Items/Tasks List 21

1.3.7.4. Activities Scheduled Days 21

1.3.7.5. Procurement Steps 22

1.3.7.6. Discussions 23

1.3.8. Quick View of Activities in Progress 23

1.3.9. Discussions 24

2. Procurements 24

2.1. Add 25

2.1.1. Add Procurement Plan 25

2.1.2. About Procurement Plan Types 26

2.2. List All 26

2.2.1. Procurement Plan: Add Activities 26

2.2.2. Procurement Plan: Progress 27

3. Due Activities 27

4. Profile 28

4.1. Account Information 28

4.2. Change Password 29

4.3. Notes 29

List of Figures

Figure I Caliper login 02

Figure II Registration Steps 02

Figure III Caliper Login 03

Figure IV Caliper Forget Password 04

Figure V Caliper Main Navigation Bar 04

Figure 1.0 Procurement Plan Statistics 05

Figure 1.1 Procurement Plan Add Activities 06

Figure 1.2 Adding New Activity page 07

Figure 1.3 Procurement Plan 08

Figure 1.4 Discussions 08

Figure 1.5 Add Activities 09

Figure 1.6 Procurement Plan 10

Figure 1.7 Item/Task List 10

Figure 1.8 Procurement Steps 11

Figure 1.9 Notify to Review 12

Figure 1.10 Procurement Plan Activities 12

Figure 1.11 Discussion 13

Figure 1.12 Procurement Plan Progress 13

Figure 1.13 Procurement Plan 14

Figure 1.14 Procurement Plan Revisions 14

Figure 1.15 Activities Statistics 15

Figure 1.16 Procurement Plan Progress 16

Figure 1.17 Activities Progress 17

Figure 1.18 Procurement Plan Payments 17

Figure 1.19 Activities Delays 18

Figure 1.20 Procurement Plan Activities 19

Figure 1.21 Activity Information 20

Figure 1.22 Activity Progress 20

Figure 1.23 Item/Task List 21

Figure 1.24 Activities Scheduled Days 21

Figure 1.25 Procurement Steps 22

Figure 1.26 Request for Payments 22

Figure 1.27 Entering Payments 23

Figure 1.28 Discussions 23

Figure 1.29 Quick view of Activities in progress 24

Figure 1.30 Discussions 24

Figure 2.0 Procurements Tab 25

Figure 2.1 Add Procurement Plan 25

Figure 2.2 Procurement Plan Types 26

Figure 3.0 Due Activities Tab 27

Figure 3.1 Procurement Plan Due Activities 27

Figure 4.0 Profile Tab 28

Figure 4.1 Account Information 28

Figure 4.2 Change Password 29

Figure 4.3 Notes 29

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Introduction

Welcome to the Caliper (a web based Procurement Management Application) website. This site

has been designed to automate certain steps of Procurement Management process. The Website

gives Implementing Agencies/ Borrowers access to Plan, Monitor, Track, Process & Supervise

their Procurement information of World Bank funded projects.

The most important feature of the Website is the ability to supervise projects, highlighting areas

of improvement and provides project progress statistics.

While using this website, please explore all its functionality. Let us know what works well for

you, and what can be improved. If you find something that doesn’t work properly, please

contact the Webmaster at rizvanalamsiddiqui@gmail.com, or call 92-333-325-1867.

About This Manual

It contains information about the website, how you can use it. the following topics:

Registration/Login process

Caliper Dashboard (Home) Page

Procurement Information Page

Activity Information Page

Due Activities Information

Your Profile Page

What You Should Know

To use the Caliper website you should understand the basics of the Bank procurement

procedures. If you need information about procurement procedures, see the Guidelines

Procurement of Goods, Works and Non-Consulting Services.

Under IBRD Loans and IDA Credits & Grants by World Bank Borrowers

Selection and Employment of Consultants

Under IBRD Loans and IDA Credits & Grants by World Bank Borrowers

You should have a basic understanding of accessing the Internet and navigating Websites.

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To access the Procurement Management Application (Caliper) follow the URL:

www.sarpscaliper.com

Figure I: Caliper login

If you are a new user, please follow the Registration process, existing user use their access

credentials to Login into Caliper.

Registration

Companies registering for the first time have to create an account for the company by providing

basic information about the company and some initial information about the procurement plan.

For Registration process, click on Register button.

Follow these steps to get register for Caliper.

Figure II: Registration Steps

Step 1: Email

Enter your email address. This will be the email address of the primary contact person

dealing with the World Bank project/activity.

Existing

users Login

here

New users

Register

here

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Step 2: Borrower Information

Enter your company’s information.

Step 3: Procurement Plan Information

Enter the initial information of the Procurement Plan.

Step 4: Password

Choose a password for your account. (Minimum 6 characters)

Step 5: Confirmation

Click on the Register button, the information you submitted will be reviewed by the

Bank for further processing.

[Note: You will only be allowed to access the system, once bank verified and reviewed

your information.]

Login

Use your access credential to Login into Caliper.

Figure III: Caliper Login

After successful login, you will be redirected to system dashboard.

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Forget Password

If you have forgotten your password, click on Forgot your password link to get new password.

Follow forget password process to get notified your new password by e-mail.

Figure IV: Caliper Forget Password

Main Navigation Bar

Figure V: Caliper Main Navigation Bar

The main navigation bar consists of four tabs:

1. Dashboard

2. Procurements

3. Due Activities

4. Profile

1. Dashboard

The main page you view after login is your dashboard.

On dashboard, you can view three sections of information;

1.1. Procurement Plan: Statistics

1.2. Procurement Plan: Add Activities

1.3. Procurement Plan: Progress

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1.1. Procurement Plan: Statistics

The Procurement Plan Statistics section displays the total number of Procurement Plan

submitted at different stages, such as:

Borrower Review

Bank Review

Approved

Completed

And Total number of Procurement Plan Submitted.

Borrower Review: Procurement Plans which are under Borrower’s Personal review.

Bank Review: Procurement Plans which are under Bank Review, notified by

Borrower.

Approved: Procurement Plans Approved by Bank

Completed: Procurement Plans Completed

Figure 1.0: Procurement Plan Statistics

1.2. Procurement Plan: Add Activities

To add/view activities in the Procurement Plan, click on the name of Procurement Plan as

shown in figure below.

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Figure 1.1: Procurement Plan Add Activities

1.2.1. Process of Adding New Activity

When you click on the name of a Procurement Plan, you will be redirected to

another page where you can view five sections of information listed below;

1.2.1.1.Procurement Plan

1.2.1.2. Add Activities

1.2.1.3. Notify to Review

1.2.1.4. Procurement Plan Activities

1.2.1.5. Discussion

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Figure 1.2: Adding New Activity page

1.2.1.1. Procurement Plan

This section displays Procurement Plan information with its Estimated

Start date.

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Figure 1.3: Procurement Plan

1.2.1.2.Add Activities

Adding Activities when Procurement Plan is under different stages

Borrower Review: You can add activities while the status is ‘Borrower

Review’.

Bank Review: You cannot add any activities while the status is

‘Bank Review’ because the Procurement Plan is

locked until the Bank will review it.

Approved: You can add activities while the status is

‘Approved’ but you will need to discuss the need

for their revision with the Bank, using the

Discussion box.

Figure 1.4: Discussion

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Completed: Once the status is ‘Completed’, you cannot add any

further activities.

From this section, you can add activities in a Procurement Plan, by

clicking on Add Activities button. If the status is locked, you cannot add

activities.

Figure 1.5: Add Activities

After clicking add activities button, you will be redirected to a page where

you can add activity information. On that page you will have three

sections of information to fill;

1.2.1.2.1. Procurement Plan

1.2.1.2.2. Item/ Task List

1.2.1.2.3. Procurement Steps

1.2.1.2.1. Procurement Plan

Enter the Name of Activity its Estimated Cost (USD), Procurement

Method and Review type.

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Figure 1.6: Procurement Plan

1.2.1.2.2. Item/Task List

In this section, enter the detail of each and every items/tasks involved

in the activity. For every new item/task, click on Add Item(s)/Add

Task(s) button and enter its name, quantity/days and estimated cost

(USD).

Figure 1.7: Item/Task List

1.2.1.2.3. Procurement Steps

The Procurement Steps are divided into two phases

i. Solicitation

ii. Evaluation/Contract Award

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These steps are benchmarked by bank and consider as the ideal period

to complete these steps.

Figure 1.8: Procurement Steps

Enter the dates of Procurement Steps of each phase (Solicitation and

Evaluation/Contract Award).

After entering planned dates of each Procurement Steps, you can view

planned days in each phase.

To add, click on the Add button.

1.2.1.3.Notify to Review

Once you enter all activities of the Procurement Plan and are satisfied with

the dates of Procurement Steps under each activity, click on Notify to

Review button. The information you entered now goes to the Bank for its

review.

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Figure 1.9: Notify to Review

1.2.1.4.Procurement Plan Activities

To view the detail information of Procurement Plan Activities, click on the

name of activity.

Figure 1.10: Procurement Plan Activities

1.2.1.5.Discussion

Through this box, you can communicate with the Bank about the

Procurement Plan or Activity. Any message/comment you enter here will

be automatically emailed to the concerned person(s) in the Bank. When

they reply, you will get a notification in your email.

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Figure 1.11: Discussion

1.3. Procurement Plan: Progress

To view the progress of Procurement Plan, click on the name of Procurement Plan as

shown in figure given below.

Figure 1.12: Procurement Plan Progress

You will be redirected to another page where you can view nine section of information;

1.3.1. Procurement Plan

1.3.2. Statistics

1.3.3. Procurement Plan Progress

1.3.4. Activities Progress

1.3.5. Procurement Plan Payments

1.3.6. Activities Delays

1.3.7. Procurement Plan Activities

1.3.8. Quick View of Activities in Progress

1.3.9. Discussions

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1.3.1. Procurement Plan

This section contains the basic information of the Procurement Plan.

Figure 1:13: Procurement Plan

If the Procurement Plan has been revised, then at the rightmost side of the page

you can view the button of revision with its number and by clicking on any

revision button you can view the status of Procurement Plan in that revision.

By default, you see the latest Procurement Plan’s information.

Figure 1.14: Procurement Plan Revisions

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1.3.2. Statistics

This section shows a summary of the Procurement Plan. It displays the number of

activities under prior and post review, total number of activities, how many

revisions have been made of the Procurement Plan and how much of payments

have been requested.

Figure 1.15: Activities Statistics

1.3.3. Procurement Plan Progress

This section represents the progress of the Procurement Plan in a graphical form

in terms of percentage.

Display/Hide button in the section will allow you to minimize this section.

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Figure 1.16: Procurement Plan Progress

1.3.4. Activities Progress

This section represents the progress of activities under five different stages, as

listed below;

Not Started

Solicitation

Contract Award

About to Complete

Completed

Activities under these stages are shown on a graph.

Display/Hide button in the section will allow you to minimize this section.

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Figure 1.17: Activities Progress

1.3.5. Procurement Plan Payments

This section displays payments in a graphical form with respect to dates.

Export Payment: Click this button to view all the activities payments in PDF

format.

Display/Hide button in the section will allow you to minimize this section.

Figure 1.18: Procurement Plan Payments

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1.3.6. Activities Delays

This section represents the activities delay in graphical form. This graph will help

in monitoring the delay in Procurement steps with respect to planned and actual

dates.

[Note: Activities Delays graph will not be visible in Procurement type: ‘Non-

Consulting Services’]

Display/Hide button in the section will allow you to minimize this section.

Figure 1.19: Activities Delays

1.3.7. Procurement Plan Activities

This section displays the information of the Procurement Plan Activities.

To view the detail information of the activity, click on the activity name.

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Figure 1.20: Procurement Plan Activities

Export to MS Excel button in the section will help you open the information in

MS Excel. You can also save the MS Excel file.

When you want to complete the Procurement Steps of the activity, click on the

activity name.

You will be redirected to a page where you can view six sections of information;

1.3.7.1. Activity Information

1.3.7.2. Activity Progress

1.3.7.3. Items/Tasks List

1.3.7.4. Activities Scheduled Days

1.3.7.5. Procurement Steps

1.3.7.6. Discussions

1.3.7.1. Activity Information

This section displays Activity information where the Actual Cost (USD)

field is empty until it will be updated automatically from item(s)/task(s)

actual cost.

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Figure 1.21: Activity Information

1.3.7.2. Activity Progress

This section represents the progress of the Procurement Plan in terms of

percentage.

Display/Hide button in the section will allow you to minimize this

section.

Figure 1.22: Activity Progress

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1.3.7.3. Items/Tasks List

Enter the Actual Cost (USD) of each item/task. Click on Update button.

Figure 1.23: Item/Task List

1.3.7.4. Activities Scheduled Days

This section shows the activities delay in graphical form. This graph will

help in monitoring the delay in Procurement steps with respect to planned

and actual dates.

[Note: Activities Delays graph will not be visible in Procurement type:

‘Non-Consulting Services’]

Display/Hide button in the section will allow you to minimize this

section.

Figure 1.24: Activities Scheduled Days

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1.3.7.5. Procurement Steps

In Procurement Steps section, Estimated Dates are the dates which you

have planned, Due Dates are computed by benchmarked days (ideal days

to complete Procurement Steps) suggested by Bank.

After entering the Actual Dates, tick the IsCompleted? checkbox against

each Procurement Steps and click on Update Task Records button. Make

sure that the Procurement Steps status change to Completed.

Figure 1.25: Procurement Steps

You can request for payment from Bank by clicking on Coins icon.

Figure 1.26: Request for Payments

Enter the date, amount (USD) and description and click on Update Task

Record button.

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Figure 1.27: Entering Payments

1.3.7.6. Discussions

Through this box, you can communicate with the Bank about the

Procurement Plan or Activity. Any message/comment you enter here will

be automatically emailed to the concerned person(s) in the Bank. When

they reply, you will get a notification in your email.

Figure 1.28: Discussions

Display/Hide button in the section will allow you to minimize this

section.

1.3.8. Quick View of Activities in Progress/Completed

This section will provide you with a quick view of the entire information of the

activities in a Procurement Plan.

It consists of the activity name, status, estimated cost, method review (prior or

post) and the procurement steps. The estimated dates in Procurement steps are

marked by a red asterisk.

Display/Hide button in the section will allow you to minimize this section.

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Figure 1.29: Quick view of Activities in progress

1.3.9. Discussions

Through this box, you can communicate with the Bank about the Procurement

Plan or Activity. Any message/comment you enter here will be automatically

emailed to the concerned person(s) in the Bank. When they reply, you will get a

notification in your email.

Display/Hide button in the section will allow you to minimize this section.

Figure 1.30: Discussions

2. Procurements

To add/view Procurement Plans, click on Procurements tab on the main navigation bar. This

tab has two options.

2.1. Add

2.2. List All

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Figure 2.0: Procurements Tab

2.1. Add

If you want to add a new Procurement Plan, click on the Add option under

Procurements tab on main navigation bar.

You will be redirected to a page where you will have two sections of information to fill;

2.1.1. Add Procurement Plan

2.1.2. About Procurement Plan Types

2.1.1. Add Procurement Plan

In this section, you can add Procurement Plan information. Once you are done,

click on Add button.

Figure 2.1: Add Procurement Plan

After adding Procurement Plan, its status will change to lock so that you cannot

add activities until Bank completes further processing.

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2.1.2. About Procurement Plan Types

This section provides the knowledge of Procurement Plan Types.

Figure 2.2: Procurement Plan Types

2.2. List All

To view all Procurement Plans, click on List All option under Procurements tab on

main navigation bar.

You will be redirected to a page where you can view two sections of information and

Procurement Plan under different stages, like Borrower review, Bank review, Approved

and Completed.

2.2.1. Procurement Plan: Add Activities

2.2.2. Procurement Plan: Progress

2.2.1. Procurement Plan: Add Activities

To add/view activities in the Procurement Plan, click on the name of Procurement

Plan.

[See Section 1.2. for further details]

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2.2.2. Procurement Plan: Progress

To view the progress of a Procurement Plan, click on the name of Procurement

Plan.

[See Section 1.3. for further details]

3. Due Activities

To view what tasks are pending at your end, and require your action, click on the Due

Activities tab on the main navigation bar.

Figure 3.0: Due Activities Tab

You can view due activities (Incomplete Procurement Steps of activity) of Approved

Procurement Plan with respect to their due dates.

Figure 3.1: Procurement Plan Due Activities

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To view the particular due activity (Incomplete Procurement step of activity), click on the

activity name. You will be redirected to Activity information page where you can enter

actual dates and complete the Procurement Step.

Once all Procurement Steps are completed, activity status will automatically update as

Completed.

4. Profile

Click on Profile tab on main navigation bar.

Figure 4.0: Profile Tab

You will be redirected to a page where you can view three sections;

4.1. Account Information

4.2. Change Password

4.3. Notes

4.1. Account Information

In this section, you can manage your company’s profile information. Once you are done,

click on Update button.

Figure 4.1: Account Information

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4.2. Change Password

In this section, you can change your Caliper account’s password. Once you are done,

click on the Update button.

Figure 4.2: Change Password

4.3. Notes

In this section, you can maintain important notes. Once you are done, click on Save

button.

Figure 4.3: Notes