Malta has been reforming its public procurement system to contribute to the success of its fast-growing economy. Reforms target mainly the regulations, resulting in wide-reaching structural changes.
To realise the benefits of these reforms, the European Commission provided financial support for the OECD to carry out a project with the Government of Malta. From July 2018 to February 2019 the OECD worked with Malta to rethink and re-engineer the Contracts Department. The project included a review of the business processes and functions, followed by recommendations for improvement. The project also delivered technical assistance:
Component I: assessment of the existing functions and processes of the Contracts Department, structuring new functions and processes to enhance business performance and identifying other mechanisms that may be introduced as part of the re-engineering process
Component II: update of the public procurement processes and creation of a new set of metrics for all processes. Assistance was provided in developing a business intelligence function and modifying the electronic templates that are part of the procurement process in order to increase the efficiency of the application of all types of e-procurement.
Component III: adoption of a change management strategy coupled with a roadmap
Timeframe: July 2018 – February 2019
European Commission (Structural Reform Support Service)
Maltese Institutions (Office of the Prime Minister, Ministry for Finance, Ministry for Justice, Culture and Local Government, Ministry for Family, Children’s Rights and Social Solidarity, Ministry for Gozo, Ministry for Energy and Waste Water Management, Ministry for Health, Ministry for Transport, Infrastructure and Capital Projects, Ministry for Sustainable Development, the Environment and Climate Change, Ministry for European Affairs and Equality and the National Audit Office).
Assessment of the overall public procurement processes in Malta against international benchmarks and outline of proposals and policy options designed to increase effectiveness and efficiency
Change management strategy - including an action plan and milestones to achieve the re-engineering of all public procurement processes
Comprehensive stakeholder analysis and environmental scan describing all the relevant actors and their accountabilities and responsibilities
Identification of the external services to support the implementation of the project using a methodology based on these factors: political, economic, social, technological, legal and environmental
July 2018: Kick-off meeting
August – September 2018: Mapping of processes and organisation/situational analysis
October – November 2018: Assessment of processes, development of new processes and review of e-procurement procedures, plan new business process metrics (KPIs), support development of business intelligence function
December 2018 – February 2019: Development of change management strategy, stakeholder analysis and assessment of external services
Content of the project
The objective of the Action was to rethink and re-engineer the public procurement processes of the Department of Contracts. It was designed to primarily look into the current processes and functions and recommend actions for improvement. The Action also provided concrete assistance to support the re-engineering process. The Project was comprised of three components as follows:
Component I: A study and detailed analysis of processes based on an assessment of the current functions and processes of the Department of Contracts. Detailed situational analysis of the current state of the organisation, including identifications of the main issues preventing the necessary changes to reach levels of excellence. The OECD provided a detailed and comprehensive report that reflected the current state of the public procurement organisation and identified critical issues.
Component II: A set of updated procurement processes and a new set of metrics. Recommendations included development of more in-depth business intelligence functionality and modifications to electronic templates that are part of the procurement processes in order to increase the efficiency of the application for all types of e-procurement.
Component III: A detailed change management strategy (including stakeholder mapping) that outlines a roadmap with clear milestones.
Outputs and resources
Public Procurement in Malta Re-engineering the Department of Contracts