Managing Your Transparency Portal
How to set up and maintain your public-facing procurement data disclosure portal.
Overview
The Transparency Portal provides a public-facing view of your organisation's procurement data, supporting open governance and accountability. It publishes tender opportunities, award outcomes, contract values, and expenditure summaries as required by national transparency frameworks. This guide covers setup, publishing configuration, and ongoing maintenance.
Step-by-Step Guide
Step 1: Configure Which Data to Publish
Navigate to the Transparency Portal settings under "Administration." Select which data categories to publish — options include active tenders, award notices, contract values, supplier names, expenditure summaries, and performance ratings. Configure data masking rules for sensitive information such as banking details or proprietary pricing. Each data category can be set to publish automatically or require manual approval.
Step 2: Set Publishing Rules and Timing
Define when and how data is published. For tenders, configure automatic publication upon tender release. For awards, set a delay to respect the standstill period before publishing results. For expenditure data, schedule periodic bulk uploads (monthly or quarterly). Configure which data fields are visible at each stage and set retention periods for archived data.
Step 3: Review Before Publication
Enable the review workflow for sensitive publications. The procurement officer prepares the publication, which routes to a designated reviewer. The reviewer verifies data accuracy, confirms no confidential information is exposed, and approves publication. The system records who published what and when in the Audit Vault.
Step 4: Monitor Public Engagement
Track how external users interact with your Transparency Portal. The analytics dashboard shows page views, data downloads, and search queries. Monitor for unusual access patterns that may indicate media or activist interest. Use engagement data to identify which information is most accessed and ensure it remains current and accurate.
Tips & Best Practices
- Publish tender opportunities and award results promptly — delayed publication undermines transparency and may breach regulatory requirements.
- Verify data accuracy before every publication cycle; errors on a public portal can damage organisational credibility and trigger audit findings.
- Review the portal periodically for completeness — ensure all required disclosures are current and no sections contain stale data.
- Use the data masking rules to protect commercially sensitive information while still meeting transparency obligations.
Related Features
Transparency Portal — Features page →