The effectiveness of e-procurement systems in Zambia: A case study of Ministry of Health Lusaka province

E-procurement is a dynamic process that involves the seamless integration of various online activities, such as order creation, supplier selection, contract signing, and product delivery, all facilitated by the Internet. Governments worldwide are increasingly emphasizing the importance of effective electronic procurement systems in promoting transparency, accountability, and efficiency in public procurement processes, where taxpayer funds are utilized. In Zambia, despite significant efforts by the government to promote the adoption of electronic procurement systems, such as e-procurement, challenges persist in ensuring their effectiveness. The failure to address the effectiveness of e-procurement within the Ministry of Health could have severe consequences. Inadequate adherence to procurement laws and regulations, as evidenced by the ZPPA report, may lead to inefficiencies, delays in procurement processes, and mis-allocation of resources. These inefficiencies can ultimately compromise the quality and availability of healthcare services, negatively impacting patient outcomes and public health. Additionally, the inability to harness the potential benefits of e-procurement, such as cost savings and streamlined processes, may perpetuate resource wastage and hinder efforts to improve healthcare delivery in Zambia. The main objective of this study was to assess the effectiveness of E-procurement systems at the Ministry of Health. The research philosophy for this study adopted a Quantitative approach that emphasized the practical utility of research methods in addressing the research problem. The findings of the study showed that the evaluation of the e-procurement system within the Ministry yielded a comprehensive understanding of its current performance and highlighted areas needing improvement. The e-procurement system has generally been well-received by the majority of respondents, reflecting its positive impact on procurement processes. Users have rated the system as effective in streamlining operations, enhancing procurement efficiency, and being user-friendly. Based on the comprehensive analysis and findings of the study, the following recommendations were proposed to enhance the effectiveness of the e-procurement system within the Ministry: Enhance Communication, Boost Supplier Participation, Improve Supplier Responsiveness, Strengthen Data Security and Privacy Controls and Increase Transparency. By addressing these recommendations, the Ministry can significantly improve the effectiveness of its e-procurement system, leading to more efficient procurement processes, greater satisfaction among stakeholders, and a more streamlined and secure procurement environment. In practice, the study offered actionable insights for healthcare practitioners and industry professionals involved in supply chain management. From a policy perspective, the study informed the development of evidence-based policies within the Ministry of Health and other relevant governmental bodies Key Words:Electronic Procurement System (E-Procurement), Supply Chain Management, Effectiveness, Health, Zambia