Research consultancy

CHAPTER FOUR

DATA PRESENTATION AND ANALYSIS OF FINDINGS

4.0 Introduction

The study was set to examine the effects of procurement methods on the public programs / projects performance in Uganda a case of UNBS.  This chapter presents, analysis and interpretation of data collected from Uganda national bureau of standards, using methods explained in chapter three/methodology(above). It contains the response rate, demographic information of respondents, and findings according to objectives of the study and research hypotheses. Results on objectives and hypotheses are presented using descriptive and inferential statistics

4.1 Demographic Information of Respondents

The researcher sought out to collect demographic information about the respondents. This information was about Gender, age, department of employee, education level and duration one worked.

Table 2: Gender of respondents

Source: primary data

The findings in the study indicated that majority of the respondents in the study were male (53.5%) while only 46.5%. This finding therefore shows that majority of the employees of UNBS were female.

Table 3: Educational level of employees of UNBS

Source: primary data

According to the findings in the study majority of the respondent were degree holders (55.3%) while only 2.4% were diploma holders, this finding in the study showed that majority of the respondents were able to read and understand the questionnaires therefore the information given by the respondents could be relied upon.

4.1.3 Duration of employment

Table 4: Duration of employment

Source: Primary Data

According to the findings from the table majority 31.7% of the respondents stated that they had worked for 3-5 years. The table further shows that 30.9% of the respondents had worked for more than 6 years.

This results therefore indicated that the researcher was able to get information from respondents who are mature and have enough and reliable information regarding the topic under study.

4.1.4 Different procurement methods

Table 5: Different procurement methods

The findings from the table above shows that majority of the respondents stated that direct procurement, domestic competitive bidding and international biding are all procurement types and UNBS uses all these types of procurement in order to enable the organization chase for the procurement type.

4.1.5 Project Performance Measurement

Table 6: Project Performance Measurement

Source: Primary Data

The study results indicate that majority of the respondents’ state that performance of measurement include; quality, lead times, operating costs, administrative costs and interest rates.

4.1.4 Work station of employees

Table 7: Work station of employees

Source: Primary Data

The findings in the study showed that majority (72.4%) of the respondents from head office staff members, while 18.7% were from Katwe staff this finding therefore indicated that majority of the respondents had the knowledge regarding the topic under study and therefore the researcher got information from the people who were well informed about the subject topic. The results also further demonstrate that 4.1% were from Jinja department, and 4.9% were Mbarara division heads these results further shows that almost all categories of employees were fairly represented.

4.2 Findings influence of domestic competitive bidding on project performance

Source: Primary Data

In line to the results from the table above, indicated that the mean value 4.09 showed that majority of the respondents agreed that the Procurement process is used in understanding and controlling risk, this finding therefore shows that majority of the respondents hold the view that UNBS use procurement process for understanding controlling risks.

The findings in the study further demonstrated that the mean value 3.69 indicated that majority (37.4%) of the respondents strongly agreed this results further showed that most of the respondents hold the view that the use of competitive bidding enables realization of Huge cost savings in an organization. This finding further showed that when UNBS used competitive bidding its able to save costs during the procurement process.

The mean value 3.82 indicated that majority of the respondents agreed that Competitive bidding improves procurement Efficiency, the mean value of 3.8 showed that most of the respondents agreed with the fact.

These results further indicated that when organization like UNBS uses competitive bidding its able to save costs and improve on its procurement efficiency.

The findings in the study further showed the respondents that strongly disagreed with all bidders following the procurement law as indicated by the mean value of 3.16.

Majority 58 (47.2%) of the respondents strongly disagreed that All contract requirements were met/provided timely. This finding therefore indicates that contract requirements for UNBS are not met timely.

That 52 (42.3%) of the respondents strongly disagreed that Minimum quality standards were met by all services/products received. This results also indicated that the service providers do not meet the minimum quality standards.

This finding therefore showed that the procurement department of UNBS should ensure that they change the ways of dealing with the suppliers so that they are able to meet the minimum quality standards.

That 54(43.9%) of the respondents disagreed there is a person in charge to monitor service delivery for each contract. Thus showing that UNBS does not employ a person to monitor the quality of the good/service being offered by the service providers.

3.10 showed that the respondents disagreed that Services/Products are provided in accordance with the contract terms and conditions i.e. agreed price, quantities and some of the respondents were not sure.

According to the findings in the study majority 86 (69.9%) of the respondents strongly disagreed that Stakeholders were involved in the contract management of their service provision. This results therefore indicated that stake holders were not involved in the contract management for their service provision.

86(69.9%) of the respondents strongly agree that Opening of the bid documents was done in line with procurement law while only 8 (6.5%) of the respondents strongly disagreed, these findings also supported with high mean value of 4.63 which indicates that majority of the respondents strongly agreed. These results also further shows that UNBS uses computers to manage the data of the organizations.

4.1.4 Correlation between procurement methods and project performance

Table 8: Correlation between procurement methods and project performance

Source: primary data

According to the results in the table above the findings shows that P-Value =.000 which is less than 0.05 this shows that there is a positive and significant relationship between procurement methods and project performance at UNBS. This finding therefore shows that the procurement methods have an influence on the performance of UNBS as an organization.

4.1.5 Regression analysis of the influence of procurement methods on performance

Table 9: Regression analysis of the influence of procurement methods on performance

According to the findings in the study above the results indicated that R square =0.115 this indicates that 11.5% of the changes in performance at UNBS is affected by procurement methods. This factor further showed that there are other factors that affect performance of UNBS and not only procurement methods.

4.1.6 Findings on the ANOVA

Table 10: Findings on the ANOVA

According to the table above the P-value=0.000 this showed that there is a strong and positive relationship between procurement method and performance of project at UNBS.

4.3 Findings on the response of international competitive bidding on project performance of UNBS

Table 11: International competitive bidding on project performance

Source: primary data

The findings in the study indicated that majority 62(50.4%) of the respondents stated that Advertisement is done in a way which can be accessed by the international contractors, while only 9 (7.3%) of the respondents disagreed and this is also supported by a High mean value of 4.23. Therefore, these findings showed that the majority of the respondents hold the view that UNBS does advertisement in a way that can be accessed by international contractors.

That majority of the respondents strongly agreed that 73(59.3%) of the respondents stated that International and local bidders are allowed to compete without favouritism, while 43(35.0%) of the respondents agreed, none of the respondents disagreed, this results was also supported by a mean value of 4.54, showing most of the respondents held the same view.

63(51.2%) of the respondents strongly agreed that UNBS designs a clear and comprehensive project specifications.

These findings therefore indicated that most of the UNBS taxes specification are designed well 32(26.0%) of the respondents agreed and only 10 (8.1%) disagreed and the remaining 2 (1.6%) strongly disagreed this was also supported by a mean value of 4.17 indicating that most of the respondents.

60(48.8%) of the respondents strongly disagreed with the fact that there is adequate supervision during service provision, 38(30.9%) of the respondents agreed and only 16(13.0%) of the respondents agreed. This finding was also supported by the mean value of 3.15.

Therefore, according to the results, there was inadequate supervision by UNBS during the executing of the project by the contractors.

51(41.5%) of the respondents held the view that Contractors win contracts because of their competence, 45(36.6%) of the respondents agreed and only 2 (1.6%) of the respondents disagreed. This finding was supported by the mean value of 4.16.

72 (58.5%) of the respondents stated that all the contracts committee members follow the procurement law during execution of their duties. This finding also indicated that UNBS uses computers to communicate and this was also supported by the mean value of 4.48.

67(54.5%) of the respondents strongly disagreed, 41(33.3%) disagreed and only 2(1.6%) strongly disagreed that all the Suppliers deliver products on time. Thus indicating that, the Suppliers of UNBS do not deliver products on time.

48(39.0%) of the respondents strongly agreed, 37(30.1%) of the respondents agreed that Multiple stakeholder requirements are burdensome to conform. This further showed that multiple stake holder requirements burden the contractors with a mean value of 3.82 indicating that majority of the respondents agreed while only 10 (8.1%) strongly disagreed and 12(9.8%) of the respondents disagreed.

70(56.9%) of the respondents strongly agreed that all the Long lead times for most consumables, 39(31.7%) of the respondents agreed while 2(1.6%) of the respondents strongly disagreed and only 3(2.4%) of the respondents disagreed. And this was also supported by a mean value of 4.40 indicating that majority of the respondents agreed.

4.3.2 Findings on the Influence of direct procurement on project performance.

Table 12:  Influence of direct procurement on project performance.

Source: Primary Data

The results in the study showed that majority of the respondents 58 (47.2%) strongly disagreed that the service providers have the capacity, 45 (36.6%) of the respondents disagreed while only 4 (3.3%) of the respondents strongly agreed this finding therefore showed that most of the respondents’ state that service providers do not have the capacity.

51(41.5%) of the respondents strongly disagreed Procurement staff source products and services from capable service providers, 32 (26.0%) of the respondents strongly agreed indicating that majority of the respondents disagreed.  47 (38.2%) of the respondents strongly agreed that Assigning experienced staff to supervise the consultant and contractors for effective service delivery is key in ensuring better project performance 32 (26.0%) of the respondents agreed while 12 (9.8%) of the respondents disagreed and 8 (6.5%) of the respondents strongly agreed.

According to the table above the mean value 3.13 showed that most of the respondents stated that Intensify Monitoring of performance during service provision, 28(22.8%) of the respondent disagreed and 30(24.4%) of the respondents strongly disagreed.

The results in the study further showed that 36 (29.3%) of the disagreed, 28 (22.8%) of the respondents strongly disagreed these findings therefore indicated that most of the respondents held the view that UNBS does not keep Proper record of the suppliers is done by the organization this is also represented by a low mean value of 3.02 which shows that majority of the respondents disagreed with the findings.

The findings in the study indicated that majority 41 (33.3%) of the respondents disagreed that There is transparency during direct procurement   30 (24.4%) strongly disagreed while 26(21.1) of the respondents agreed. This result therefore showed that there is no transparency during the procurement process of UNBS.

The results in the study further showed that the mean value 2.95 indicated that most of the respondents disagreed to the fact that UNBS ensures timely payments to service providers for services rendered these findings therefore showed that timely payment to services rendered by contractors is usually delayed by UNBS.

That 32 (26.0%) of the respondents disagreed to the fact that Clearly defining roles and responsibilities of all key stakeholders IS involved in project management process this is further supported by a low mean value of 2.95. These results therefore showed that that UNBS does not clearly define roles and responsibilities of all key stake holders involved in the project management.

CHAPTER FIVE

DISCUSSION, CONCLUSION AND RECOMMENDATION OF FINDINGS

5.0 Introductions

This chapter discusses the findings in relation to study objectives which include;

5.1 Discussion of findings

This chapter presents the discussion of the study in relation to study objectives;

5.1.1 Influence of domestic competitive bidding on project performance

Findings from the study indicated that most of the respondents strongly agreed that UNBS uses procurement process for understanding and controlling risks this was also shared by Arrowsmith and Quinot (2013) who state that procurement procedures in an organization is to enable the organization reduce risks and of lack of supply by maintaining continuity in the supply chain.

Majority of the respondents in the study held the view that the use of competitive bidding enables realization of Huge cost savings in an organization. This study finding therefore showed that when UNBS uses competitive bidding its able to save costs during the procurement process, this view is also in line with Kinyua, (2015) who indicates that through competitive bidding the buyers are able to get the best value for money and thereby they realize huge cost saving.

According to the findings the results in the study indicated that Competitive bidding improves procurement Efficiency, this view therefore indicated that when an organization uses competitive bidding systems its able to save costs and improve on efficiency of the procurement system, this results further indicated that Muraguri (2013) who notes that the national open competitive tender practices are often preferred by diverse public entities and are often advocated for by procurement entities across the world because they lead to efficiency in the procurement process by enabling the organization source from the best supplier at a reduced cost.

According to the results the respondents indicated that bidders of UNBS do not follow the procurement law this finding therefore indicates that an organization like UNBS is bound to face challenges if bidders’ do not follow procurement challenges, this view was also shared by (Chan et al., 2004, Tang et al., 2006) who indicates that an increased understanding of how different procurement procedures affect different aspects of project performance in different types of projects is therefore vital. In spite of procurement procedures’ importance for project success organizations ought to ensure that they follow the procurement procedures in order to survive in this competitive world.

The study finding indicated that most of the respondents disagreed with the findings that all contract requirements are met/provided timely. This finding therefore indicates that contract requirements for UNBS are not met timely. From this result it is therefore imperative for the management of UNBS to ensure that the contractors meet the contract requirement timely, this results indicated that sometimes UNBS procurement department does not follow procurement guideline when a warding certain contracts, this view was also contradicting Cobra, (2010) who indicates that procurement department needs to stick appropriate policies to enable the organization realize value for money during the process.

The study results indicated that majority of the respondents stated that the Minimum quality standards are not met by all services/products received. This result also indicated that the service providers do not meet the minimum quality standards. From these results it is therefore imperative for the UNBS management and stake holders to ensure that the minimum quality standards are met timely by the organization.

The results indicated that majority of the respondents’ assert there is no person in charge to monitor service delivery for each contract. This results further showed that UNBS does not employ a person to monitor the quality of the good/service being offered by the service providers. This practice of not monitoring service providers therefore exposes UNBS to high risks of poor service delivery by the service providers.

The study results indicated that Services/Products are provided in accordance with the contract terms and conditions i.e. agreed price, quantities and some of the respondents were not sure this is also in line with Char et al, (2005) who asserts that professionals and researchers recognize the need for proper training and widening experience in providing proper services to the customers in a competitive business environment. On the same note Barthelemy and Geyer (2004) indicates that A successful contract quality assumption system needs an adequate supply of conscientious workers., observed than any out sourcing contract should include clause confining, dispute procedures; who has responsibility for write and the lines of reporting. When entering a contract there is need to ensure the parties interpret the contract in the same way to achieve the desired quality levels (Will cocks and lester 1997).

According to the study majority of the respondents strongly disagreed Stakeholders were involved in the contract management of their service provision, this results therefore indicates that stake holders are not involved in the contract management for their service provision.

The findings in the study further showed that majority of the respondents hold the view that Opening of the bid documents is done in line with procurement law. And showed that UNBS uses computers to manage the data of the organizations.

5.1.2 Findings on the response of international competitive bidding on project performance of UNBS

The study results indicated that advertisement is done in a way which can be accessed by the international contractors, this finding therefore indicated that UNBS does advertisement in a way that can be accessed by international contractors so as to encourage competition among the service providers and to enable the organization get the best deals, this is also in line with Jacob, (2010) who indicates that International Competitive Tender International Competitive Tendering can be used whenever open/competitive tendering is used and effective competition cannot be obtained unless foreign contractors are invited to tender as well as, when items to be procured are not available locally or cannot be provided on account of technical and other competencies together with financial constraint.

The results in the study indicates that majority of the respondents assert that International and local bidders are allowed to compete without favouritism, this results also indicates that UNBS gives both the local and international bidders an opportunity to compete without favoritism and also enables UNBS to get the best value for money this is also in line with (Rose-Ackerman & Palifka, 2016).

Who indicates that International competitive bidding (ICB) is the most appropriate method of procurement in most cases. This provides an executing agency with a wide choice in selecting the best bid from competing suppliers and contractors. It gives prospective bidders from eligible source countries equal opportunity to bid on goods and works that are being procured.

The results indicate that UNBS designs a clear and comprehensive project specifications the findings in the study therefore shows that this results therefore shows that UNBS design clear project specifications and yet it still get challenges in project performance this findings are also in line with Hensher and Stanley (2008) who indicates that specification development is vital in the procurement process since the organization uses this to enable it acquire the products that the user department needs.

The study results indicate that majority of the respondents disagreed that there is adequate supervision during service or contract provision this finding therefore shows that the level of supervision is low during contract provision. This could be the cause of poor project performance of most of the contracts.

In line to this objective majority of the respondents stated that disagreed that contractors win contracts because of their competence, this finding therefore shows that most of the contractors are given contracts by UNBS even if they are not competent this view therefore indicates that UNBS should ensure that contractors win contracts basing on their competence.

The results in the study further shows that majority of the respondents disagreed that all the contracts committee members follow the procurement law during execution of their duties. This finding also indicates contracts committee members do not follow procurement law during the execution of their duties.

The study findings indicate that majority of the respondents hold the view that multiple stakeholder requirements are burdensome to conform to. This therefore indicates that UNBS needs to relax some of its specification during the procurement process.

The results showed that during the procurement process there is Long lead times for most consumables during the procurement process this affects the procurement of most goods there by affecting the performance of projects at UNBS.

5.1.3 Direct procurement on projects performance

The study results indicated that majority of the respondents stated that the service providers do not have the capacity. This results showed that sometimes UNBS awards contracts to service providers who do not have the capacity and this affects the performance of the project this therefore explains why UNBS has been facing challenges in project performance.

Majority of the respondents strongly disagreed that Procurement staff source products and services from capable service providers, this finding further indicated that UNBS sometimes sources products and services from incapable service providers this is also in line with Adell, Esquerra and Estevan (2009) who indicated that needs assessment encourages innovation through procurement. They further found that need assessment provides transparency and clarity during procurement process and guarantee the product quality by the third-party certification.

The results in the study indicated that Assigning experienced staff to supervise the consultant and contractors for effective service delivery is key in ensuring better project performance, this finding therefore indicates that UNBS has to assign experience staff to monitor contractors during the execution of the project this view was also in line with (Emmert and Crocker 2008; Baily et al 2005; Burt et al., 2006) who indicated that the foremost thing for consideration during the procurement process is identifying the specific needs, how to pay for these needs and a review of the whole output, with this in mind the organization is now able to analyze the available suppliers and get the right supplier to supply its needs.

The study findings showed that majority of the respondents agreed that it’s imperative to Intensify Monitoring of performance during service provision, this results further indicates that UNBS should intensify monitoring of performance during service provision.

In the study the results indicated that UNBS does not keep Proper records of the suppliers this finding therefore showed that UNBS faces challenges in keeping the supplier list to enhance constant quality supply. This may affect the ability of the organization to be in position to improve on its ability to deliver on its goals and objectives.

In line to the study results, majority of the respondents indicated that UNBS does not ensure timely payments to service providers for services rendered. This finding therefore means that UNBS is not able to maintain competent suppliers because of poor payments this has led to poor project performance hence falling UNBS in achieving its targets.

5.2 Conclusion of the study

According to the results in the table above the findings shows that P-Value =.000 which is less than 0.05 shows that there is a appositive and significant relationship between procurement methods and project performance at UNBS. This finding therefore shows that the procurement methods have an influence on the performance of UNBS as an organization.

According to the findings in the study above the results indicates that R square =0.115 this indicates that 11.5% of the changes in performance at UNBS is affected by procurement methods. This factor further shows that there are other factors that affect performance of UNBS and not only procurement methods.

According to the table above the P-value=0.000 this shows that there is a strong and positive relationship between procurement method and performance of project at UNBS, this results therefore indicates that UNBS has to choose the procurement process during any procurement method.

The results concludes that UNBS should select a better Procurement process to enable in understanding and controlling risk this will help the organization to have a better and improved performance and more to that the results further concludes that UNBS should always use competitive bidding enables realization of Huge cost savings in an organization.

The procurement department of UNBS should always follow the procurement law to help in the elimination of gaps in the system and stake holders of an organization should ensure that there is supervision of the contractors during the procurement process.

The study concludes that UNBS stake holders should ensure that there is adequate supervision during the contract supervision this is in order to help in the enhancement of the quality of the product during the contract management process.

The study concludes that contracts are awarded at UNBS without considering the ability of the supplier, such factors has affected the organization to face challenges during the contract awarding process.

The results in the study further shows that majority of the respondents disagreed that all the contracts committee members follow the procurement law during execution of their duties. This findings also indicates contracts committee members do not follow procurement law during the execution of their duties.

UNBS procures most of the services from service providers who do not have the capacity, this results therefore indicates that UNBS should consider capacity of the service providers during the procurement process and in addition to that UNBS should Assign an experienced staff to supervise the consultant and contractors for effective service delivery which is key in ensuring better project performance.

The study findings shows that majority of the respondents agreed that it’s imperative to Intensify Monitoring of performance during service provision, this results further indicates that UNBS should intensify monitoring of performance during service provision.

The study indicates that UNBS does not keep Proper record of the suppliers this finding therefore shows that UNBS does not keep proper records of its suppliers. This may affect the ability of the organization to be in position to improve on its ability to deliver on its goals and objectives.

5.3 Recommendations

The study recommends that UNBS should ensure that it chooses appropriate procurement method to help in the management of a given procurement process this will enable the organization in achieving value for  money to enable the organization get better value for money.

The study recommends that UNBS should ensure that there is adequate supervision during the procurement process. This will help the organization in achieving value and improving on the performance of the organization.

The study further recommends that UNBS should consider the capacity of the suppliers before awarding contracts this will enable the organization in saving costs to enable it in achieving better performance and improving on their ability to get value for money in a specific project.

The study further recommends that UNBS should intensify monitoring of goods and services so that they are able to perform well. This will enable the organization in enhancing better performance and achieving their target in time.

5.5 Areas of further study

The study recommends that future scholars should also study the following areas;

• The influence of contract monitoring on service quality.
• Relationship between contract monitoring and improved performance of the organization.

Techniques of enhancing better organizational performance.