The innovation was developed to strengthen the Secretariat of Public Function of the Federal Government's powers in terms of real-time monitoring, control and auditing of procurement contracts carried out by public sector agencies and entities. BESA is an online tool that monitors, from start to finish, compliance with contracts for goods and services. It seeks to identify and eliminate bad practices that the public sector carries out during the execution of procurement contracts.
Electronic Procurement Tracking Logbook (Bitácora Electrónica de Seguimiento de Adquisiciones - BESA) originated from the need to promote best practices to reduce corruption, impunity and inefficiency in public procurement. Which largely generated from systematic failures in contracting, generating uncontrolled procurement processes, directing or rigging public tenders and assigning contracts to companies with irregularities, which facilitate the formation of corruption networks to divert public resources through government purchases. Derived from the above, it is intended to take advantage of the BESA system as a public procurement data tool to identify and mitigate corruption risk practices. Carrying out audits in real time, which allow identifying and sanctioning bad practices, making more efficient the control, elaboration and follow-up of contracts and operations of acquisitions, leasing and services of the public sector which will serve as a source of information to identify the method, the subject and the object to be audited, as well as to define the scope of the revisions.
The implementation of the BESA system is through an online computer system that will allow for real-time monitoring, control and auditing of procurement, from the formalisation of the contract to its finalisation, in large volume. It is designed in three stages: 1) The first stage consists of the registration and consultation of public procurement, which is in operation as of 1 October 2021, with the publication in the Official Journal of the Federation (DOF) of the Agreement establishing the mandatory registration of contracts and operations of acquisitions, leases and services of the public sector in the Electronic Logbook of Procurement Monitoring and its Guidelineson. This considering the registration in BESA of contracts whose amounts are equal to or greater than 15.0 million pesos or its equivalent in foreign currency and effective as of 18 October 2021, which represents the supervision of approximately 80% of the annual resources allocated to acquisitions, leases, and services. 2) The second stage corresponds to the monitoring of procurement contracting and the alert system, which will be in operation as of 26 August 2022, with the publication of the reform to the aforementioned Agreement. 3) The third and last stage corresponds to the generation of reports, which is currently under development. The objective of the BESA system is to regulate, make efficient and obligatory the use of the BESA system for the registration and follow-up of contracts and operations of acquisitions, leasing and services of the public sector, with total or partial charge to federal resources, carried out by the agencies and entities of the Federal Public Administration; and state and municipal public entities.
Its scope is the agencies, entities and state and municipal public entities that carry out acquisitions, leases and services, under the LAASSP and its Regulations. Citizens are the main beneficiaries, considering that the BESA system seeks to mitigate corruption by verifying, in real time, the use of federal resources in public procurement contracts, so that they are used only for what they were allocated for. It is expected that in the short term, all procurement, leasing and service contracts made by the agencies and entities of the Federal Public Administration (APF), and state and municipal public entities, with partial or total charge to federal resources, will be registered and monitored in BESA, in order to identify and eliminate bad practices that the public sector carries out during the execution of procurement contracts and at the same time strengthen the powers of prevention, surveillance, inspection and review of the procurement processes carried out by the Secretariat of Public Function of the Federal Government (Secretaría de la Función Pública del Gobierno Federal - SFP). It is expected as well as to implement the interface of the BESA system with other governmental IT systems such as COMPRANET, SAT, IMSS, INFONAVIT, and SICOP, inspection and review of procurement processes carried out by the SFP, as well as implementing the interface of the BESA system with other governmental information systems such as COMPRANET, SAT, IMSS, INFONAVIT, SICOP and TESOFE, which will provide accurate and reliable information.
What Makes Your Project Innovative?
The BESA system is aimed at reducing corruption and impunity in the exercise of public procurement by agencies, entities, state and municipal public bodies, with total or partial federal public resources, whose expected impact is to increase citizens' trust in public institutions, in terms of the application and exercise of public resources. The design of the system could be replicable in other countries to prevent and/or reduce the problems mentioned above, considering that technology has become an ally of transparency to achieve integrity in the public sector. Together with political resolve, the digital revolution can disrupt corruption in a significant way.
Collaborations & Partnerships
Before the BESA system went into production, functionality tests were carried out with three institutions: Instituto Mexicano del Seguro Social, Instituto de Salud para el Bienestar and the Secretaría de la Función Pública itself. These institutions tested the system and provided comments on improvements to strengthen it.The users of the system are the agencies, entities and state and municipal public entities of the three orders of government that carry out acquisitions, leasing and services. Citizens are the main beneficiaries, considering that the BESA system seeks to mitigate corruption by verifying, in real time, the use of federal resources in public procurement contracts, so that they are used only for what they were allocated for.
Users, Stakeholders & Beneficiaries
The users of the system are the agencies, entities and state and municipal public entities of the three orders of government that carry out acquisitions, leasing and services. Citizens are the main beneficiaries, considering that the BESA system seeks to mitigate corruption by verifying, in real time, the use of federal resources in public procurement contracts, so that they are used only for what they were allocated for.
Results, Outcomes & Impacts
As a result, more than 2,900 contracts formalised by agencies, public entities of the APF, APE and APM, for an amount of more than 300,000 million pesos, have been registered in the Electronic Procurement Tracking Logbook (BESA). With its implementation, a decrease in corruption perception indexes is expected by favouring the elimination of bad practices in procurement, leasing and services processes in the public sector, such as untimely budget sufficiencies, late payments, inadequate deliveries, non-applied sanctions, insufficient guarantees, among others. Six monitoring, evaluation and information validation visits have been carried out to institutions of the Federal Public Administration, with the information contained in the BESA system, with respect to registered contacts.
Challenges and Failures
So far there have been no major setbacks, although there has been resistance from the institutions to changes in the way public sector procurement is recorded and controlled. Awareness is being raised by inviting institutions to participate in functional tests of the system for their knowledge and operation.
Conditions for Success
Infrastructure and support services that provide capacity to the project due to its national coverage and impact. A team of trained and knowledgeable people for the analysis, development, implementation and use of the tools offered by the system. Working with project and area leaders who promote and encourage harmonious work among each of the project collaborators. Policies and regulations have been in line with the implementation and roll-out of the BESA system.
The state of Sonora has entered into a collaboration agreement with the SFP to implement the Electronic Procurement Tracking Logbook, to install a local version of the same; as an instrument for the regulation and oversight of acquisitions, leases and services carried out in the state government, it should be noted that the process of regulatory and computer transfer to the state of Sonora is underway.
The System is offered as an electronic tool with which the public administration can eliminate bad practices in federal government procurement and minimise the impact of corruption and impunity.
In the coming year, the system plans to be interoperable with governmental systems related to public sector procurement, leasing and services, in order to share information and eliminate errors, as the data contained in each of them will be used.
- Implementation - making the innovation happen
17 November 2023