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Procurement - ADDITIONAL MODULES FOR AccPac

Follow up on matter.

>>> NANCY CLOETE 2012/08/08 09:07 AM >>>
Dear Sandy,

The emails below refer, as well as a subsequent talk about the above matter.

Have you met with Nadia and staff in Finance, to brief yourself on the requirements which Finance identified during the previous financial year
in terms of procuring additional AccPac modules?

I urgently need some feedback from your unit, as I need to report back on progress with procuring the modules with the funds which have been allocated during this financial year, as requested by your unit.

Awaiting your urgent response

Thank you



Ms. Nancy-Ellen Cloete
Information Technology Officer
South African Heritage Resources Agency
PO Box 4637, Cape Town 8000, South Africa
E-mail:
ncloete@sahra.org.za
Cell : 084 629 1808
Phone : 27 (0)21 462 4502
Fax : 27 (0)21 462 4509
Web :
www.sahra.org.za ( http://www.sahra.org.za/ )

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>>> NANCY CLOETE 2012/07/20 12:44 PM >>>
Dear Sandy,

As discussed with you briefly yesterday, I merely managed the budget and need to procure the modules.

You need to tell me which modules you need so we can get quotes and start with the procurement.  These modules were identified by the office of the CFO
last year, hence the request for budget.

Please note that I am expected to procure as much of the pre-approved items from my budget by September, and therefore need your office to inform me as soon as possible as to what it is that you require.

Thank you
Nancy


>>> SANDY BAKER 2012/07/18 10:40 PM >>>
Dear Nancy,

Could you come and see me about this tomorrow.

sandy


>>> NANCY CLOETE 07/17/12 1:59 PM >>>
Dear Sandy

My email below dated 28 June refers.

I would appreciate it if you could shed some light on this matter.

I need to report back on my work performance and planning for the years expenditure and I cannot do it without your
offices co-operation.

Please let me know what additional modules are to be purchased this year and by when?

Thanking you
Nancy

>>> NANCY CLOETE 2012/06/28 03:28 PM >>>
Good Day

I'm sure you are aware that R130 000 was approved on the IT budget for additional AccPacc modules as requested by your unit.

As this forms part of the IT Budget, I am expected to report on it.

Can you please provide me with some time frames and who will be steering this project for implementation etc.

If a meeting is required with IT, please indicate as such as soon as possible, as we are already in the fourth month of this financial year, and we
need to get the wheels rolling on our deliverables.

Thank you

Nancy









Ms. Nancy-Ellen Cloete
Information Technology Officer
South African Heritage Resources Agency
PO Box 4637, Cape Town 8000, South Africa
E-mail:
ncloete@sahra.org.za
Cell : 074 627 5127
Phone : 27 (0)21 462 4502
Fax : 27 (0)21 462 4509
Web :
www.sahra.org.za ( http://www.sahra.org.za/ )


~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
This message may contain information which is confidential,
private or privileged in nature. If you are not the intended
recipient, you may not peruse, use, disseminate, distribute or
copy this message or file which is attached to this message.
If you have received this message in error, please notify the
sender immediately by e-mail, facsimile or telephone and
thereafter return and/or destroy the original message.

Any views of this communication are those of the sender
except where the sender specifically states them to be
those of South African Heritage Resources Agency (SAHRA).

Please note that the recipient must scan this email and any
attached files for viruses and the like. SAHRA accepts no
liability of whatever nature for any loss, liability, damage or
expense resulting directly or indirectly from the access
and/or downloading of any files which are attached to this
e-mail message.
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

LogType: 

Comments

I'm not sure of the exact findings, but I'm sure someone like Nadia, who was present during the IT Governance Project etc. would be
able to provide you with more details. Perhaps you could ask for the submission which was approved to upgrade the AccPac system, it will probably give more details as to the motivation etc.

Regards
Nancy

>>> Jenty Mepa 2012/11/15 11:57 AM >>>
Unacceptable. I will chase it up as soon as I can. Thanks

What were the exact findings that justify the purchase of these modules, do you know?

Regards,
Jenty

>>> NANCY CLOETE 2012/11/15 10:50 AM >>>
Dear Jenty,

1. In the beginning of each year, staff are requested to inform IT Unit about requirements for new budget. The Finance unit requested money to be put on budget for the purchasing of additional AccPac modules for 2012/2013 financial year.

2. This identification came as a result of the IT Governance Project, which identified problems and made recommendations. Finance then obtained certain upgrades in 2011/2012 and requested additional modules for 2012/2013.

3. The Executive Committee sat with the budget requests earlier this year, and approved an amount of R130 000 to purchase the identified modules.

4. The purchasing of these modules and expenditure of this approved funding, is on the IT budget, and forms part of the identified outputs for the IT Unit to meet in terms of the Corporate Affairs Strat Plan.

5. There have been major budget related obstacles year e.g. budget was not approved by Council for expenditure on 1 April 2012, and we have only recently (November) been informed that we can now proceed with our approved expenditure. These issues mentioned here have severally impacted on units expenditure and outputs.

6. Failure to spend approved funds will lead to audit findings, as lack of expenditure means lack of meeting objectives.

7. Can you please engage with Acting CFO and Finance Unit on this matter and provide me with direction in terms of the way forward. See emails below indicating attempts to finalise this matter.

Thanking you kindly

Nancy

Emailed IT Manager - Awaiting his feedback and directions on way forward.

 
 

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