PAL Centre
and the KPI framework that runs the whole operation.
PAL CentreFrom paper trail to controlled, measurable workflow
- Fragmented today — requests, approvals, POs, deliveries and payments tracked across paper, email and spreadsheets.
- No single status — nobody can say where a request is or who is holding it.
- No turnaround visibility — delays are invisible until someone chases.
- Hard to govern — signatures, thresholds and audit trail not enforced.
One Spine
Every request is a single record with one status driving all six stages.
Role-gated
Seven roles, each only sees and acts on what is theirs.
Audited
Every step is time-stamped — who, what, when, why.
Measured
Turnaround & KPIs computed automatically from the trail.
PAL CentreOne workflow, six stages, twenty-five steps
Workflow stages from requisition to close
Audited steps, each logged automatically
Roles: Station, Area, PAL, Procurement, Supplier, Finance, Admin
Target end-to-end cycle (submit → close)
Acts for suppliers
Suppliers don't need a login — PAL operates on their behalf and shares POs by signed link, WhatsApp or email.
Governed money
Dual signatures, a configurable PAL/Procurement signing threshold, and reconciled PO pricing.
Supplier management
Supplier register, CRM follow-ups, SLA timelines and a "doing business with the JCF" survey.
PAL CentreEnd-to-end process flow
PAL CentreWho does what — and whose turn it is
| Role | Owns | Key actions |
|---|---|---|
| Station / End User | The need | Raise & correct requisitions, inspect deliveries |
| Area | Stage 1 approval | Review, sign, approve or return to station |
| PAL | Stages 2, 4, 5, 6 | Validate, source quotes, dispatch PO, receive & inspect, collect invoice, close |
| Procurement | Stage 3 | Approve, dual-sign & issue PO, dispatch to Budget |
| Supplier | Fulfilment | Acknowledge PO, deliver, invoice (run by PAL on their behalf) |
| Budget / Finance | Payment | Process & confirm payment |
| Administrator | Governance | Users, offices, end-users, SLA targets, oversight |
PAL CentreService-level target per stage
| # | Stage | Owner | Clock starts | Clock stops | Target TAT |
|---|---|---|---|---|---|
| 1 | Requisition & Approval | Station → Area | Submitted | Area approved | 3 days |
| 2 | PAL Validation & Sourcing | PAL | PAL received | Submitted to Procurement | 5 days |
| 3 | Procurement & PO | Procurement → PAL | Submitted to Procurement | PO issued / sent | 5 days |
| 4 | Supplier & Delivery | Supplier / PAL | PO sent | Delivery confirmed | 14 days |
| 5 | Invoice & Payment | PAL → Finance | With Finance | Payment confirmed | 30 days |
| 6 | Close & Review | PAL | Delivery confirmed | Closed | 2 days |
| TARGET END-TO-END CYCLE (Submit → Close) | 45 days | ||||
Targets are configurable by an administrator (SLA Targets screen). The clock for each stage is read automatically from the workflow audit log — no manual timing.
PAL CentreEvery request carries its own SLA clock
- Each of the 25 steps writes a time-stamped audit row (who · what · when).
- The SLA engine reads the milestone timestamps and computes elapsed days per stage.
- Each stage is rated On time In progress Breached against its target.
- A request showing any breach is flagged on its own page and in the reports.
- No stopwatch, no spreadsheet — the trail is the measurement.
SLA Timeline (per requisition)
| Submission → Area Approval | On time · 2d |
| Submitted → PO Issued | On time · 4d |
| PO Sent → Delivery Confirmed | In progress · 9d |
| With Finance → Payment | Pending |
| Total Cycle | On track |
Illustrative — shown live on each requisition.
PAL CentreFive lenses on the whole operation
Speed & flow
Cycle time, stage TAT adherence, SLA on-time %, throughput, work-in-progress & aging.
Right first time
First-pass yield, return-for-correction rate, delivery accuracy, invoice match rate.
Spend control
Total spend, spend by category / supplier / station, estimate-vs-quote savings, average PO value.
Relationship
Satisfaction, star rating, on-time delivery, SLA breaches, CRM follow-up closure.
Governance
Dual-signature compliance, threshold adherence, audit completeness, cancellation rate.
All from one source
Every KPI is computed from the same audited workflow data — filterable by day, month or year.
PAL CentreEfficiency & Quality
| KPI | Definition / formula | Target |
|---|---|---|
| End-to-end cycle time | Avg days from Submit → Close | ≤ 45 d |
| SLA on-time rate | Closed within total target ÷ all closed | ≥ 85% |
| Stage TAT adherence | Stages completed within target ÷ all stages (per stage) | ≥ 90% |
| Throughput | Requisitions completed per day / month / year | Trend ↑ |
| Work-in-progress & aging | Open requisitions, days in current stage | No item > SLA |
| First-pass yield | Requisitions with no return/query ÷ all | ≥ 80% |
| Return-for-correction rate | Requisitions returned ÷ all submitted | ≤ 15% |
| Delivery accuracy | Lines delivered in full & accepted ÷ ordered lines | ≥ 95% |
| Invoice 3-way match rate | Invoices matched first pass ÷ all invoices | ≥ 95% |
PAL CentreCost, Supplier & Compliance
| KPI | Definition / formula | Target |
|---|---|---|
| Total procurement spend | Σ PO value in period | Budget ✓ |
| Spend concentration | Spend by category · supplier · station | Monitor |
| Estimate-to-quote saving | (Estimate − awarded quote) ÷ estimate | ≥ 0% |
| Average PO value | Σ PO value ÷ PO count | Trend |
| Supplier satisfaction | 👍 responses ÷ all survey responses | ≥ 80% |
| Supplier rating | Avg of 5-star service ratings | ≥ 4.0 |
| On-time delivery (per supplier) | Deliveries confirmed within SLA ÷ all | ≥ 90% |
| Dual-signature compliance | POs with both required signatures ÷ all POs | 100% |
| Cancellation / void rate | Cancelled requisitions ÷ all | ≤ 5% |
PAL CentreThe operation on one screen
Requisitions
Volume by status, day / month / year
Total Value
Spend totals with period trend bars
Completion
Completed ÷ total in the window
SLA On-Time
Share closed within target cycle
Avg Cycle
Mean days submit → close
Satisfaction
Supplier survey thumbs-up rate
Top Products
Items by requisitions, qty & value
Spend by Supplier
Orders & value ranked by supplier
All cards filterable by date range and grouped by day, month or year — drill from headline numbers down to the product and its detail.
PAL CentreRelationship, service levels & voice of the supplier
Supplier register
Central database of suppliers — contacts, TRN, terms, status — with optional TRN login.
CRM follow-ups
Log, assign & track supplier follow-ups with priority and due dates; open / overdue / done.
SLA timelines
Configurable service-level targets, breaches surfaced per request & in reports.
“Doing business with the JCF” survey
On invoice receipt: thumbs up/down + 5-star + comment, with an insights report.
Supplier scorecard
Running star rating feeds each supplier's profile and the management report.
Payment transparency
PO shared by signed link / WhatsApp / email; payment receipt updatable as the supplier confirms.
PAL CentreSpend that is signed, reconciled and auditable
- Dual signatures on every PO — preparer and authoriser.
- Configurable threshold — at/below it PAL prepares & Procurement authorises; above it Procurement does both.
- Reconciled PO pricing — line totals always sum to the agreed quote total.
- Partial-delivery control — outstanding balances tracked; orders stay open until met.
- Return for correction — any level, with a logged reason; superseded POs are voided cleanly.
- Full audit trail — every one of the 25 steps recorded.
Signatures required per PO
Steps captured in the audit log
Match: PO · delivery · invoice
Letterhead PO with JCF crest & watermark
PAL CentreDelivered & operating
Workflow
All 6 stages / 25 steps live and role-gated, end to end.
Dashboards
Role work-queues + management report with KPIs & SLA.
Suppliers
Register, CRM, SLA targets, surveys & scorecards.
Documents
Letterhead PO, delivery sheet, approval document — print / PDF.
Governance
Dual-sign, threshold, reconciliation, returns, audit trail.
Quality
100+ automated tests guarding the workflow.
Next horizon
PAL Centre
One workflow.
Measured end to end.
Procurement, Assets & Logistics
PAL Centre