IFAD Project Procurement Plan Template Quick User Guide

Planning is a critical part of the procurement process, enabling the correct setting of objectives, priorities and management of allocated resources

The template provides excel worksheets for (i) Guidance,

Overview of the template
timelines and (ii) the actual Procurement Plan

Worksheets for the Procurement Plan Worksheets for Guidance and timelines
 Guidance: quick reference guidance on how
to use the template.
 Goods, Works, Consulting: used to enter procurement plan data.
Note: Non-consulting services should be inserted in any of the
 Time Estimation: estimated timelines by
categories for Goods, Works and Consulting depending on the
procurement methods, based on experience
nature of the services.
and guidance in the Procurement Handbook
 Summary: displays a summary of amounts by category, and where specified.
procurement thresholds.

The Summary worksheet displays basic information, total

Procurement Summary
amounts and procurement thresholds for the project.

Populating the Procurement Plan Summary

STEP 1: Enter the Country, Project Name, Project ID, Version,

Version Date and Name(s) of the person(s) preparing and/or
approving the Plan.

Managing versions, updates and upgrades

The Version of the Procurement Plan (and the version date) must
be updated for every Update and Upgrade to the Plan. This
version update shall be made to the summary sheet only. It will be
automatically populated to the other sheets. The first digit (1.0)
should be kept for the entire 18 or 12 months period that
represents the Plan's duration and changed in the next
period/year (for example, Year/Period 1: 1.0. Year/Period 2: 2.0).
The second digit represents updates and upgrades.
An Update is the filling in the All other changes are
contents of the Actual rows in Upgrades. For Prior Review,
the Procurement Plan upgrades require an IFAD NO

Do not populate this section. Total amounts are automatically

calculated from the Procurement Plan Sheets for each category.

Note: If currency is neither USD nor LOCAL

CURRENCY, modify the USD labels in the template
using the dropdowns where provided or typing
directly if required option is not available.

STEP 2: Enter the Prior Review Thresholds and Procurement

Method Thresholds for the project. These are defined in the
Letter to the Borrower.

Version: March 2021

 IFAD Project Procurement Plan Template Quick User Guide
Planning and Actual data on each procurement item is entered
Goods, Works and Consulting Worksheets in these worksheets, by category. All worksheets are generally
structured the same way.
For each worksheet, 3 rows (Plan,
Overall Structure of the Worksheets Actual and a blank row) are
provided at the to facilitate
copying/pasting of new items, or
retrieval of plan date formulas.
Do not edit/delete these rows.
The basic information is automatically
populated from the Summary table. Plan and Actual total amounts are calculated
automatically.

A Procurement item should be

expressed in a Planned Row and an
Actual Row, with a blank row at
the bottom.
Adding a New Procurement Item

STEP 1: To add a new procurement where rows are still available, fill out all the items in
the Plan until you get to the date.
This is the “Basic Data” section, and reference to the corresponding AWPB, Procurement No., Description, Funding, Number
of Lots, Project Area (where applicable), Procurement/selection methods and the Planned Amount in USD or Local Currency.
The date cells for Goods and Works start with the cell directly under Submission of PreQual docs, and for the Consulting
Services worksheet, the cell directly under Submission of REOI.

NEW! Select “Yes” for

You can only enter amounts in Grants and Non-consulting
STEP 2: Based on the selected criteria,
one currency for each activities if applicable.
you will be prompted to Enter the first
procurement item.
date of the process in the relevant field.

Planned dates are calculated using

formulas, from start to finish. Note:
If you enter a Procurement Method
that is not listed in the dropdown,
the formulas will not work, however
you may proceed with manual entry.

Planned dates provided by the formulas are not

Modifying Planned Dates prescriptive and may be modified as needed.

 Planning from Finish to Start: As long as no manual entries have been made to the planned dates and the
formulas are still in place, you can adjust the timeline based on an END DATE as follows:

STEP 1: Follow steps 1 and 2 in the previous section,

entering a start date. Once you have planned dates in the
cells based on the formulas, select the cell that contains
the last/finish date.

STEP 2: Click Data and select the dropdown menu on the

button called What-If Analysis. Select the Goal Seek
feature from the dropdown.

Cont’d

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 IFAD Project Procurement Plan Template Quick User Guide

STEP 3: Fill in the popup box as indicated below:

 Set cell: this is already selected from step 1. If not, click
the field and select the cell containing the last/finish
date.
 To value: enter the target finish date for the
procurement.
 By changing cell: click the field and select the cell
containing the first/start date.
 Click OK, and then click OK again on the following
popup.

The timeline will be adjusted, with a new calculated start date.

 Modifying the number of days in the timeline: This can be done in two ways:
o Using the Time Estimation worksheet: Modifying the approximate (Approx) number of days for specific
processes (by procurement methods) within the Time Estimation worksheet. Note: this timeline applies
to all items in the procurement worksheet using that method.
o Directly modifying planned dates for a procurement item within the procurement plan worksheet.
Note: modifying dates in the worksheets should be done from earliest to latest date, to ensure
remaining dates are adjusted accordingly by the formulas.

Using the Time Estimation Sheet to modify timelines by procurement method

This spreadsheet provides estimated timelines by procurement methods, for each step of the procurement
process based on experience and guidance in the Procurement Handbook where specified.

ACTION: Identify the Approx cell value for the

step in the process, and procurement method
for which you wish to modify the timeline, and
change the number of days.
Note: Cells will be highlighted for your attention
if the value entered is below the Minimum
number of days (as shown in this example).

Zero indicates steps that are not applicable to

the method, and are indicated as N/A in the
Formulas.

Directly modifying planned dates

ACTION: Simply enter new dates manually.

Note: Start editing from earliest to latest to ensure that the following dates are adjusted by the formulas.

Note: If you need to restore one or more

planned date formulas, you can do so by
copying and pasting the corresponding cell
(in the same column) from the upper most
row in the worksheet.

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 IFAD Project Procurement Plan Template Quick User Guide

Entering Actual Dates and Information

Note: Enter the Actual

Amount at the end of the
worksheet.

ACTION: As the procurement processes are implemented, update the

Actual Rows for the Basic Data, Actual Dates and finally, the Actual
Amount at the end of the worksheet. NEW! Columns have been added
for Contract No., Vendor Name/ID, Contract Completion and Remarks

NEW! Total values are included for Non-

NEW! Select “Yes” Non-
Consulting activities on each worksheet and
consulting activities
in the summary worksheet.

Entering Actual Data and Information for Multiple LOTS

In cases of multiple LOTS, insert a new Actual Row for each LOT. The Actual Dates will likely be the same until the
Submission of Technical Evaluation Report.

STEP 1: Select and Copy the Actual Row (Row 2) from the STEP 2: In the Lot No./Description section of the
top section of the worksheet, and insert the copied row in Planned Row, indicate the number of LOTS in the Plan
your worksheet to create another Actual row as shown in row, and individual lots in each Actual row. Fill in the
the screenshot below. information as shown in the example below.

NOTE: The Amount entered on the Plan row is the total amount for all the lots, while the amount entered
in the Actual row reflects the amount for each lot.
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 IFAD Project Procurement Plan Template Quick User Guide

Adding Rows for New Procurement Items

For all worksheets (Goods, Works, Consulting), 3 rows (Planned row, Actual
row, and the blank row) are provided at the top of the worksheet, before the
start of the Procurement Plan.

Do not modify or delete these rows. They are not

part of the Plan and serve only to create new
procurement items or retrieve formulas if needed.

To add rows for a new procurement item

Scroll to the top of the worksheet and select the first 3 rows. Copy the selected rows
Quick tip:
Right click anywhere within the selected
Hover the mouse over the first row
area and select Copy on the dropdown
number until you see a small black
menu.
arrow, then click and drag down to OR press CTRL + C on the keyboard.
the 3rd row.

Paste the rows at the end of the Plan

Click OK on the following popup.

Select the first cell right

underneath the last row in the
worksheet, and press CTRL + V

Adding columns to the worksheets

Things to Note:

 Do not insert or delete a column in the Time Estimation worksheet;

 Users are advised against inserting and/or deleting columns in the worksheets for Goods, Works, Consulting. Note
however, that columns can be added to the Basic Data section without affecting the formulas;
 Do not copy rows and columns from other Plan worksheets to paste in a worksheet;
 Users of the Plan are advised not to change any of the formulas in the document, with the exception of changing dates
(a copy of the formulas is provided at the top of every worksheet for new rows or inadvertent deletions).

If needed, columns can be inserted to the Basic Data section with no

impediments to the formulas.