WORKFLOW CHART - PROCURE USING SEN FUND

WORKFLOW FOR USING SEN FUND TO PROCURE

PROCURING AT DEVICES / ASSESSMENT USING SEN FUND

•Get at least 3 quotes from vendors

1

•Get email approval from Ms Diana with all quotes, supporting
documents (SEN Fund Application, all quotations etc).
2 •Email template as seen below.

•Once M/SCR approves, proceed to liaise with vendor(s)
3

•WHEN ALL COMPLETED AND GOODS DELIVERED
•Generate PR and KRIS with all documents in Point 2
•Concurrently, do Goods Received (GR) – Email to ANDREW to

4 get GR#

•Submit details of purchase, e-invoice from vendor(s) - can get
from EasiShare e-invoice section, purchase order, delivery
order etc

•When PO processed, proceed to inform vendor to submit e-
invoice.

5 •Send ALL documents to Joanna
•Email to Joanna all the docs as listed in Point + GR# first.

•Get DOC# from her, write it on top right corner of hardcopies
and dispatch out to her.

WORKFLOW FOR USING SEN FUND TO PROCURE

SAMPLE EMAIL APPROVAL FOR PROCURING AT DEVICES / ASSESSMENT USING SEN FUND

Dear Ms Diana,

I am seeking your approval to proceed with the following items: Explore 8 Humanware for SEN Student with Visual Impairment in
FY22, from 4 April 2022 to 10 Jun 2022.

No. Name of Item(s) Quantity Estimated Cost (excluding Remarks
GST)

1. Explore 8 Humanware (Including Delivery 1 $1505.00 SAVH is chosen because of lowest quote as
Fees) compared pricing with the other two
international website.
2. Delivery Fees 1 $50.00
Immediate stocks available locally. Have also
tried to source for local company that carry
HumanWare product but to no avail as this is
a niche market.

Total $1555.00

The estimated expenditure for each student in application for the entire course duration is estimated at S$25,000 (FY21
– FY23). This estimated expenditure is within the cap per student. Please see details in the SEN Fund application and
PR Generated in easi-Share.

<NOTE: Do not attach forms here. To EasiShare the Full Set of SEN Fund Application & any supporting
documents>

The item(s) are budgeted for and fund is available in FY2022 Budget:

Fund Code ITE_DCG0001
Cost Centre ITE_CC0122
Spend Category 284104SC
Internal Order ITE_PR0425 (PI, Learning & Social) / ITE_PR0426 (VI & HI)

WORKFLOW FOR USING SEN FUND TO PROCURE

The mode of procurement for the above purchase will be through Small Value Purchase (SVP). An evaluation of 3 quotations as
attached below:

Organisation Unit Cost Delivery Total Cost Remarks
SGD Cost SGD
Singapore Association of The
Visually Handicapped (SAVH) SGD

Amazon.Sg (Online) Lowest Quote as compared pricing with the other two international website.
FishPond.com.sg (Online)
$1505.00 $50.00 $1555.00 Immediate stocks available locally.

HumanWare (Regional Sales New Zealand, Singapore, and South East Asia) affirms that SAVH is sole
distributor for HumanWare products in Singapore. See email attached

Have also tried to source for local company that carry HumanWare product but to no avail as this is a niche
market.

$1797.51 $30.42 $1827.93 Shipped by 19 - 27 July from US
https://www.amazon.sg/dp/B075X27K84/ref=cbw_us_sg_dp_ags?smid=ARPIJN329XQ0D

$2250.00 Free $2250.00 Shipped from UK
Worldwide
https://www.fishpond.com.sg/Health/HumanWare-explore-8-Handheld-Electronic-
Magnifier/9999853116875?utm_source=googleps&utm_medium=ps&utm_campaign=SG

For your approval, as AOA/AOR, to proceed with the above procurement, please.
Thank you.

WORKFLOW FOR USING SEN FUND TO PROCURE

FOR PROCURING NOTE TAKER / SIGN INTERPRETER USING SEN FUND

•Get email approval from M/SCR with SEN Fund Application, all
quotations and supporting emails / documents etc

1 •Sample email template seen below.

•Inform Selina / Insyirah to include in the SEN Fund books
2

•WHEN ALL COMPLETED
•FOR WTC (eg note taker) – only PR after vendor submitted

3 Tax invoice, verify with attendance sheet & all documents,

generate PR and KRIS it.
•Refer to WORKFLOW FOR SADEAF PAYMENT (Annex
A)

WORKFLOW FOR USING SEN FUND TO PROCURE

SAMPLE EMAIL APPROVAL FOR PROCURING NOTE TAKER / SIGN INTERPRETER USING SEN FUND

Dear Ms Diana,

I am seeking your approval to proceed with the following items: Note-Taking Services for SEN Student with Hearing Impairment in
FY 22, from 4 April 2022 to 10 Jun 2022.

No. Name of Item(s) Quantity Estimated Cost Remarks
1 (excluding GST)
1. Note-Taking Services for AABR 4 Apr 2022 to
(Txxxx928G) S$8400* 10 Jun 2022

The estimated expenditure for each student in application for the entire course duration is estimated at S$25,000 (FY21
– FY23). This estimated expenditure is within the cap per student. Please see details in the SEN Fund application in
easi-Share.

<NOTE: Do not attach forms here. To EasiShare the Full Set of SEN Fund Application & any supporting
documents>

The item(s) are budgeted for and fund is available in FY2022 Budget:

Fund Code ITE_DCG0001
Cost Centre ITE_CC0122
Spend Category 284104SC
Internal Order ITE_PR0425 (PI, Learning & Social) / ITE_PR0426 (VI & HI) *delete accordingly

The mode of procurement for the above purchase will be through Wide Term Contract (WTC). We are tapping on the WTC
Agreement Number 1960800003-1 (or) 1960800003-2 Service Provider for Sign Interpreting / Note Taking Services by
Singapore Association for the Deaf.

WORKFLOW FOR USING SEN FUND TO PROCURE

*The amount is derived from calculating the number of periods according to TT. Rate calculated based on the price
agreed in the WTC (as shown below). As XXX is severely hearing impaired, he needs the Note Taker for all core lessons.

THE SINGAPORE Sign language interpretation service for students with 40.00 (HOUR)

ASSOCIATION FOR THE DEAF hearing impairment (HI) - Year 1 & 2 and Year 3 & 4

THE SINGAPORE Real-time note-taking service for students with hearing 40.00 (HOUR)

ASSOCIATION FOR THE DEAF impairment (HI) - Year 1 & 2 and Year 3 & 4

For your approval, as AOA/AOR, to proceed with the above procurement, please.
Thank you.

ANNEX A

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WORKFLOW FOR SADEAF PAYMENT - KRIS & JOANNA.docx