Applying Strategic Sourcing Principles To Modern Procurement

7 step procurement process

Your business needs raw materials, components, finished goods, and services to produce the products and services you offer to your customers, as well as conduct daily business operations. The strategic sourcing process begins with a well-developed and properly implemented strategic sourcing plan. In the services industry, strategic sourcing refers to a service solution, sometimes called a strategic partnership, which is specifically customized to meet the client’s individual needs. In a production environment, it is often considered one component of supply chain management. Modern supply chain management professionals have placed emphasis on defining the distinct differences between strategic sourcing and procurement. Although most companies have similar steps as part of their procurement process, their level of engagement at each step could be different. For instance, companies that work on infrastructure projects may spend months at the vendor selection and negotiation stages due to the long-term nature of their work.

The onset of the procurement process begins when a business has a need for goods or services. These goods or services can be internal – meaning any materials required to run the business, or external – materials that the business will eventually sell. Let it be known that there is no one-size-fits-all procurement process. Some organizations require a formal process to suit their complex environment, which is often the case in government or education. Others, like enterprise businesses, require a few key steps in an effort to manage budgets more effectively. A good strategic sourcing strategy is to conduct multiple rounds of negotiations by a cross functional teams and then prepare the short list.

With accurate data, it’s easier to optimize inventory levels and immediately have a positive impact on the bottom line. More important, clean digital data opens the door to analytics, machine learning and a host of opportunity e.g. Tactical vs Strategic Procurement – Procurement has become a strategic area for the business rather than an operational one.

When the process for sourcing from a new supplier is in place, the supplier is integrated into the overall process of the organization. Any issues will be managed and tweaked to optimize the supply for maximum efficiency and value. The steps that are a part of a company’s procurement life cycle are usually tailored to the unique needs of the company. The steps in the procurement life cycle might be merged in some companies while others might have more sub-categorization of steps. In large organizations, there are many departments and divisions that may or may not be spread out across geographical boundaries. Procurement models can be classified based on where the control over the procurement process lies.

7 step procurement process

The order specifications need to be compared against the purchase requisition and supplier quote in order to avoid any errors or overlooks. Indirect procurement involves the purchase of input or services that are not directly related to the end product. Office supplies, maintenance service for equipment, utilities are examples of indirect procurement. Indirect procurement process flow takes care of day-to-day operations and focuses on short-term relationships with the vendor. The first-ever instance of procurement can be traced back to 3000 BC when Egyptians used scribes to manage the supply of materials for building pyramids. During the Industrial Revolution of the 1800s, the procurement function made significant contributions in acquiring goods for the railroad industry. From the 1960s to the 1980s, the focus of procurement shifted from material management to supplier competition.

It’s important to find vendors who not only deliver a high-quality product for a competitive price but also has a strong reputation. This is a key step in establishing the success of any strategic sourcing project. Technology solutions applied to the tracking of savings will identify when and where the supplier is adding value. Automated reporting provides quicker and more accurate feedback and simplifies supplier relationship management . The most common method in strategic sourcing is to use a Request for Proposal for soliciting bids, sometimes preceded by a Request for Information to pre-qualify suppliers. RFPs must clearly define the specifications, include the delivery and service requirements, legal terms and conditions, and any other specific requirements.

When the purchased items are received, the vendor’s invoice goes through a three-way matching verification. Three-way matching is the comparison and verification of the purchase order, vendor’s invoice, and the actual receipt of the goods. This step is to verify if indeed, the organization had placed the said order with the specified what are retained earnings vendor and if the vendor has supplied and invoiced the order as per the purchase order. This is then compared with the receipt of the goods to see if the order was received as requested and as invoiced. Once the three-way verification is complete, the vendor’s invoice is authorized and the payment made to the vendor.

Purchase Process

That’s why Harvard Business Review suggests taking a storytelling approach. Once you clearly understand the challenge you’re solving, it’s time to make a business case for investing in a solution. One of their local branches is running low on a particular type of tire. In this stage, they would determine the type of tire, how many tires they need, when they need them to arrive, and approximately how much they should cost. In any case, the following is representative of a typical procurement cycle from the perspective of the purchaser. Strategic partnerships established through advanced contract management to create long-term agreements that benefit both parties. Doing business in the modern world is both more rewarding and more risky than ever before.

7 step procurement process

Analyse key raw material prices and other cost elements such as labour and transportation and use these later to evaluate proposed bids. Do a deep dive into the external marketplace to look for potential new global and local suppliers and to identify both risks and opportunities.

While the details will change from vendor relationship to vendor relationship, the fundamentals of identifying requirements, finding suppliers, negotiating contract terms, and placing/receiving orders is fairly constant. Whether you’re initiating a new process from scratch, or you feel that you need to reassess existing procurement procedures, below are seven crucial steps in the procurement life cycle. It’s generally short — making it easy for vendors to respond — and doesn’t signify an imminent purchasing What is bookkeeping decision on your part. If you do know what type of solution you’re looking for, you’re probably ready for the more in-depth request for proposal . The RFP process will allow you to gather crucial information about vendors, which you can use to determine which one best addresses your needs. Automated vendor catalogues make searching for vendors far easier than scouring the web for hours on end. Purchasers are automatically linked to all vendors that have been selected previously company-wide.

Benefits Of Procurement Transformation

Your procurement process should start when you realise that you need to obtain goods or services from an outsourced company. With this in mind, your first step should be looking at the whole business and recognising the needs of each department. Although it’s true that every company’s procurement process is slightly different, ledger account there are several key steps that are used as building blocks to create and refine a company’s procurement strategy over time. Once the PRs go through the entire approval workflow, the finance team releases the PO to the supplier that documents information like the PO number, payment terms, supplier information, etc.

  • Referring to the previous point, the more standardized our products would be, the easier it is to switch suppliers.
  • Review them for inappropriate terms such as evergreen clauses that keep contracts renewing on an annual basis.
  • Official Forms for every activity document the steps taken in each stage, ensure compliance with procurement laws and administrative rules, and become the official record of all solicitations.
  • I work for manufacturing company for the oil and gas industry and I am directly at the center of the procurement and supply line.
  • This is because procurement starts from the moment a need is identified by the business and ends when the supplier has been paid for the delivery of goods.

Some of the top risks highlighted in the report include economic downturn, internal complexity , and managing risk with suppliers. The procurement process starts with the need to obtain goods or services from an outsourced company. This stage, therefore, involves assessing the needs of each department and setting a budget. Procurement managers are responsible for implementing the rules and procedures that ensure tasks and processes are performed successfully throughout the procurement process. But how a procurement process looks is entirely dependent on the size and type of business.

Proper Supply Chain Management

It does not involve complexities like procurement which is thorough in its function. Procurement involves first identifying the business requirement, then authorizing purchase request, approving the request, and then identifying vendors. Then making inquiries and finding out about the quotations specified by the supplier and negotiating. Procurement also involves selecting the supplier carefully and then receiving goods to ensure they are of the quality expected and storing invoices for future reference after three-way matching. The steps include PO acknowledgment, receiving goods and inspecting them, invoice storing, ensuring the invoice is legitimate and paying the supplier. Once it is determined that a specific item or service is to be bought, the procurement team has to then do the research required to determine the various sources that supply it.

An automated procurement management process flow enables businesses to save on cost and time. Understanding the requirements of the business is the first step in the procurement process. Recognizing the need for buying a new item or reordering an item that falls below the inventory threshold is done based on requirement analysis. All the stakeholders need to be consulted before placing the requisition for the input. As the name suggests, in a centralized procurement model, key decisions are taken by the central management. The approval process and the procurement rules are governed by the central leadership.

It is important that all the stakeholders be consulted at this stage to prevent issues later on in the procurement process. If multiple departments have the same need, procurement will consolidate their requirements to lower costs and increase visibility. The most effective, efficient procurement processes are built with control and visibility in mind. Repetitive tasks are automated, accountability is established at every touchpoint in the workflow, and relevant information is available to all stakeholders. You don’t necessarily have to have a specific procurement department to streamline your procurement management process.

This next step essentially boils down to getting the go-ahead from the entity that will pay for the purchased items. It could again be very straightforward or may involve significant back-and-forth. In some cases, purchasers may choose to completely skip contracting relying instead on a legally binding purchase order. Sales or Work Order – while this is not directly part of procurement, it’s closely related. Suppliers send sales orders to the buyer for situations where the order is fulfilled in stages. The idea is to respect your partners, establish collaborative relationships, and look out for mutual wins rather than one-sided engagements.

Step 2

Resolving disputes depends on the terms and conditions mentioned in the contract. Gather feedback from all stakeholders for continuous improvement of the process. Follow-up on the timely delivery of goods is required to avoid any unforeseen delays. Creating a timeline that factors in any unforeseen delays ensures that delivery schedules are met.

Steps In The Procurement Process

The entire procurement cycle needs to be documented for auditing and taxation purposes. Once documentation is complete, appropriate authorities must review the process to identify any disputes and resolve them. The entire procurement management system can be tricky, but we’re here to help. We’ll define what the procurement process is and help you develop your own procurement process flow so that everyone in your organization has visibility into the agreed-upon process. With the help of visualization, a typically complicated system can become efficient and painless. Procurement KPIs or key performance indicators help gauge the efficiency, effectiveness and standard of performance of a procurement strategy and process.

One of the key challenges during the negotiation process is to form the best possible team. Such a team should consist of a negotiator and an expert that knows the product/service that we are going to purchase and the key processes involve in either manufacturing of product or delivery of service. Study the cost elements that make up the product or service, also called cost drivers.

Impatient stakeholders – In most cases, when people want to procure something, they need it yesterday. A project is behind schedule or they are facing pressure to deliver products. Inefficient procurement processes cause critical slowdowns, missed project deadlines and stunt growth. Yet, too often, procurement is managed using a hodgepodge of solutions without a serious digital procurement strategy. Finally, it’s just good business practice to store all documents from the original requisition through invoices in a single centralized location. The supplier will send an invoice with a list of the ordered items along with prices and payment due dates.

At this stage, it’s a good idea to consult all business departments affected by the purchasing decision to ensure the procured items accurately reflect the needs of each department. Generally, the terms supply chain management, purchase, and procurement are used interchangeably. The procurement cycle is the first step in the supply chain, while a purchase is a step in the procurement process. Vendor selection in the procurement process may be done through bidding or tenders or direct purchase. The buyer must ensure high ethical standards and follow a transparent vendor selection process so that the quality and value of the purchase are maintained. Post negotiation and finalization of the purchase order, a purchase requisition for the vendor is raised and submitted for approval. Upon approval by an appropriate authority, a purchase order containing complete details of the order, including quantity, price, time and date of delivery, and terms and conditions is generated.

The 7 Step Strategic Procurement Model

We should use Porter’s method to think about and understand these competing forces every time we are preparing a strategy to use with our key suppliers. Need to study thecost components of the product or service, and 7 step procurement process analyse the suppliers’ marketplace for risks and opportunities. Key raw material prices and other variables such as labour and transportation must be priced and calculations done of the suppliers’ cost elements.

Companies having a diverse network of suppliers from different geographies were better enabled to quickly leverage access to alternate suppliers. This crisis has illustrated the importance of planning and implementing proper supplier risk management policies. Agile and responsive procurement systems are better equipped to mitigate the fallout from such disasters. The digital transformation of procurement has made it easier to make and implement emergency sourcing decisions. A procurement model is a series of steps that an organization or business follows in order to procure items or services.

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