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BAC (Bids and Awards Committee) Guide

As a BAC (Bids and Awards Committee) member, you play a crucial role in reviewing procurement-related disbursement vouchers. This guide explains the unique multi-reviewer process and how to complete your review responsibilities.

What You'll Learn​

  • Understanding BAC's role in the GSO workflow
  • How the multi-reviewer system works
  • Completing your three-stage review process
  • Tracking individual BAC member actions
  • Understanding when BAC review is complete

Prerequisites​

  • ✅ You have logged into the system
  • ✅ Your account has the BAC role
  • ✅ You understand procurement review requirements
  • ✅ A GSO voucher has been approved by the Mayor and is awaiting BAC review

Understanding BAC's Role​

Why BAC Review Exists​

The Bids and Awards Committee reviews procurement vouchers to ensure:

  • Proper procurement procedures were followed
  • Competitive bidding requirements are met
  • Best value for government funds
  • Compliance with procurement regulations

When BAC Review Happens​

BAC review occurs in the GSO workflow:

  1. GSO creates a procurement voucher
  2. Secretary reviews and forwards
  3. Mayor approves and forwards
  4. BAC reviews (multiple members)
  5. Budget reviews
  6. Accounting reviews
  7. Treasury processes payment
GSO Only

BAC review is only for vouchers created by GSO users. Regular office vouchers (from Requesters) and HR vouchers do not go through BAC review.

Multi-Reviewer System​

Understanding the Requirement​

The BAC review requires multiple members to review independently:

  • Default requirement: 3 BAC members must complete review
  • Configurable: System administrator can change this number
  • Individual tracking: Each BAC member has their own review process

How It Works​

  1. Multiple members review simultaneously: Each BAC member can review at their own pace
  2. Individual actions tracked: Each member's RECEIVED, REVIEWED, and FORWARDED actions are tracked separately
  3. Progress displayed: You can see how many members have completed each stage
  4. Completion requirement: All required members must complete review before the voucher moves to Budget

Viewing Required Approvals​

When you open a voucher requiring BAC review, you'll see:

  • "X out of Y approvers" status
  • Example: "2 out of 3 approvers" means 2 members have completed, 1 more is needed
  • Individual BAC member progress in the approval progress bar

Receiving Notifications​

When You Get Notified​

You'll receive a notification when:

  • A GSO voucher is approved by the Mayor and ready for BAC review
  • Another BAC member completes their review (for visibility)
  • The voucher moves to the next stage after all BAC reviews are complete

Checking Your Notifications​

  1. Look for the notification bell (🔔) in the top navigation
  2. Click it to see pending BAC reviews
  3. Click a notification to open the voucher

The Three-Stage Review Process​

As a BAC member, you follow the same three-stage process as other reviewers, but your actions are tracked individually.

Stage 1: RECEIVED​

What it means: You acknowledge receipt of the voucher for review

How to do it:

  1. Open the voucher that needs BAC review
  2. Review the voucher details, items, and supporting information
  3. Click the "Received" button
  4. Optionally add a comment: "Received for BAC review"
  5. Click "Confirm" or "Save"

What happens:

  • Your "Received" action is recorded with timestamp
  • The voucher shows you've received it
  • Other BAC members can see your action
  • The voucher remains available for other BAC members
Individual Tracking

Each BAC member's "Received" action is tracked separately. You don't need to wait for others—you can mark it as received whenever you're ready.

Stage 2: REVIEWED​

What it means: You've completed your review of the voucher

When to do it: After you've thoroughly reviewed:

  • All line items and quantities
  • Prices and calculations
  • Procurement documentation
  • Compliance with procurement rules

How to do it:

  1. Ensure you've reviewed all voucher details
  2. Click the "Reviewed" button
  3. Add review comments (recommended):
    • Note any findings
    • Document compliance verification
    • Add any concerns or observations
  4. Click "Confirm" or "Save"

What happens:

  • Your "Reviewed" action is recorded
  • Your comments are added to the activity log
  • Other BAC members can see your review completion
  • The voucher shows your review status
Review Thoroughly

Take time to review carefully. Your review ensures proper procurement procedures were followed.

Stage 3: FORWARDED​

What it means: You've completed your review and are forwarding it (conceptually, as part of the group decision)

When to do it: After you've:

  • Completed your review
  • Verified compliance
  • Added any necessary comments
  • Determined the voucher is ready to proceed

Important Note: The voucher only moves to Budget after all required BAC members have completed their three stages.

How to do it:

  1. Ensure you've completed RECEIVED and REVIEWED stages
  2. Click the "Forwarded" button
  3. Optionally add final comments
  4. Click "Confirm" or "Save"

What happens:

  • Your "Forwarded" action is recorded
  • The system tracks: "X out of Y BAC members have forwarded"
  • When all required members forward, the voucher automatically moves to Budget
  • You'll see a notification when BAC review is complete

Understanding Button States​

When Buttons Are Enabled​

  • Received: Always available when voucher is at BAC stage
  • Reviewed: Available after you've marked as Received
  • Forwarded: Available after you've marked as Reviewed

When Buttons Are Disabled​

  • If you haven't completed the previous stage
  • If the voucher has moved past BAC stage
  • If the voucher is cancelled

"Awaiting Previous Review" Message​

If you see this message, it means:

  • The voucher hasn't reached BAC stage yet
  • Wait for Mayor approval to complete
  • Check the approval progress to see current stage

Viewing Other BAC Members' Progress​

In the Approval Progress Bar​

The progress bar shows:

  • Each BAC member individually
  • Their current stage (Received, Reviewed, Forwarded)
  • Timestamps for each action
  • Overall BAC completion status

In the Activity Log​

The activity log shows:

  • All BAC member actions
  • Who performed each action
  • When it happened
  • Comments added by each member

Understanding Individual vs. Department Completion​

Important distinction:

  • Individual completion: You complete your own RECEIVED → REVIEWED → FORWARDED
  • Department completion: All required BAC members must complete before the voucher moves forward

You can complete your review even if others haven't started. The system tracks everyone individually.

Adding Review Comments​

Why Comments Matter​

Comments help:

  • Document your review findings
  • Explain any concerns or observations
  • Provide context for other reviewers
  • Create a complete audit trail

How to Add Comments​

  1. When clicking Reviewed or Forwarded, you'll see a comment field
  2. Enter your comments:
    • "Verified procurement procedures followed"
    • "All items comply with bidding requirements"
    • "No issues found, ready to proceed"
  3. Comments are saved to the activity log

Best Practices for Comments​

✅ Be specific: "Verified three bids received as required" ✅ Be professional: Use formal language appropriate for official records ✅ Be clear: Explain your findings or decisions ❌ Don't be vague: Avoid "OK" or "Looks good" without context

Understanding Completion Status​

"X out of Y Approvers" Display​

This shows:

  • X: Number of BAC members who have completed all three stages
  • Y: Total number of BAC members required
  • Example: "2 out of 3 approvers" means 2 have completed, 1 more needed

When BAC Review is Complete​

BAC review is complete when:

  • All required BAC members (default: 3) have completed RECEIVED → REVIEWED → FORWARDED
  • The voucher automatically moves to Budget stage
  • You'll see a notification
  • The approval progress bar shows BAC as 100% complete

What Happens Next​

After BAC review completes:

  1. Budget office receives notification
  2. Budget review begins
  3. Voucher continues through remaining workflow stages

Common Scenarios​

Scenario 1: You're the First BAC Member to Review​

  1. You receive notification
  2. You mark as Received
  3. You complete Reviewed
  4. You mark as Forwarded
  5. Status shows "1 out of 3 approvers"
  6. Other members can now see your progress

Scenario 2: Other Members Have Already Started​

  1. You receive notification
  2. You see "1 out of 3 approvers" in status
  3. You can view other members' actions in activity log
  4. You complete your own three stages
  5. Status updates to "2 out of 3 approvers"

Scenario 3: All Members Complete Review​

  1. Final member completes their review
  2. Status changes to "3 out of 3 approvers"
  3. Voucher automatically moves to Budget
  4. All BAC members receive notification
  5. Budget office receives notification

Tips for Effective BAC Review​

  1. Review Promptly: Don't delay—other members may be waiting
  2. Be Thorough: Check all items, prices, and documentation
  3. Document Findings: Add comments explaining your review
  4. Coordinate if Needed: Communicate with other BAC members outside the system if needed
  5. Follow Procedures: Ensure compliance with procurement regulations

Common Mistakes to Avoid​

❌ Skipping stages: Always complete RECEIVED → REVIEWED → FORWARDED in order ❌ Not adding comments: Document your review findings ❌ Waiting for others: You can review independently—don't wait ❌ Rushing review: Take time to verify compliance ❌ Not checking all items: Review every line item carefully

Troubleshooting​

"I don't see any vouchers to review"​

Possible reasons:

  • No GSO vouchers are currently at BAC stage
  • Vouchers may still be with Mayor
  • Check your notifications for updates

"Button is disabled"​

Possible reasons:

  • You haven't completed the previous stage
  • Voucher has moved past BAC stage
  • Voucher may be cancelled

"I can't see other members' progress"​

Check:

  • Approval progress bar (shows individual BAC members)
  • Activity log (shows all actions with timestamps)
  • Refresh the page if needed

What's Next?​

Now that you understand BAC review:

  1. GSO Workflow Guide - See the complete GSO workflow
  2. Approval Progress Guide - Understand progress tracking
  3. Activity Log Guide - Learn about audit trails
  4. Quick Start: Reviewer - Quick reference
Practice

When you receive your first BAC review notification, take time to explore the voucher details, progress bar, and activity log to familiarize yourself with the interface.

Questions?
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