What is The Procurement Management Process?

Published on: 10 February 2020 Last Updated on: 13 September 2024
Procurement management

Procurement contracts can often be very overwhelming to create and manage. It involves a lot of different moving parts, from negotiating to price, setting out milestones, defining the scope of work and so much more. You want to ensure the top quality of work for your company without incurring too many extra costs. Learning about the procurement management process can help you navigate this journey with a bit more ease and confidence.

What is the procurement contract management process?

Having a procurement contract management process involves managing the ordering, receipt, and approval of materials from suppliers. It also deals with managing relations with suppliers and sellers. By having an established procurement contract management process, you can ensure that the materials and services provided meet your needs.

What does the procurement management process look like?

The process of procurement management will look different from any project, but loosely follows the following workflow:

Recognizing the need

 

Before you even think of procuring anything, your company will realize it needs a certain product or service. Maybe it is something as simple as new computer monitors for one department, or a much bigger project like the construction of a new building as your company expands.

Planning

planning

In this stage, your team will smooth out the details related to the project, determine the budget, and start to draft out a contract. You will begin to write SOW (statements of work) to serve as a document outlining the work being contracted, for all outsider contractors you work with. Check out a sample statement of work here.

Depending on the size of your company and who is in charge of purchasing, you may need to request approval from a higher-up at this point in the procurement management process. A senior manager may need to approve budgets and make amendments to the statement of work.

Requesting quotes

After approval is given, whether that is from a manager or from yourself, you can send out a request for quotations (RFQ) to various sellers. This is when different companies bid for your project. Depending on the risk involved, whether that be physical or financial, there may be more or fewer bidders.

Reviewing and finalizing proposals

This is the stage where your team selects the vendor you want to work with. Usually, teams will have a set of criteria that will use to determine which seller to go with. The reputation of the company and prior experience working with them may also come into play during decision-making.

Negotiation and signing

Negotiation

Once you’ve finalized your selection, your team will have to negotiate with them. After both the buyer and seller are happy with the procurement contract, they will sign the contract and purchase order (PO) will be sent to the seller to purchase materials. At this stage, the contract is active and the project is underway.

Managing and overseeing contractors

The procurement management process doesn’t quite end there. Having someone request frequent status updates and oversee the project will help you keep up-to-date. The progress can be tracked down and in this way you can prevent your company from getting blind-sided by huge issues late on. Monitoring and tracking their work will help you understand if the project is going as planned. If things aren’t going well, at least you can take action earlier in the project than react to it at the end.

Having a records management system in place will make things much easier at the end of the contract as you move closer to payment.

End of procurement contract

procurement contract

Once the contractor completes the work set out in the contract, the procurement management process has ended. This is when the contract formally releases liability and payment is processed. At this stage, invoices, records and other documents from both parties are matched and compared against to ensure that the fees are correct, this is usually achieved with the help of a purchase requisition platform like Coupa’s system.

Knowing what the procurement process is like is integral to any business. You may be on either end of the process, either buying or selling to someone. Governmental bodies often undergo procurement to take on projects like marketing or auditing.

Content Rally wrapped around an online publication where you can publish your own intellectuals. It is a publishing platform designed to make great stories by content creators. This is your era, your place to be online. So come forward share your views, thoughts and ideas via Content Rally.

View all posts

Leave a Reply

Your email address will not be published. Required fields are marked *

Related

Bitcoin

Does Bitcoin Harm the Environment?

One of the biggest concerns surrounding cryptocurrency, in general, is the impact that they have on the environment. In a world that is already struggling to catch up with the expectations that previous generations set, how much of an impact does Bitcoin make in the long term? Bitcoin Mining and Energy Bitcoin mining involves using a high-powered computer to solve a huge amount of cryptographic puzzles and problems, awarding bitcoins to the miner who operates that computer. This is a core part of how Bitcoin works and is also used to keep the blockchain behind it functioning. However, since computers need to become stronger and stronger to satisfy these requirements, they also need more power. Dedicated ‘rigs’ have been built that are focused on nothing but mining bitcoin, which consumes even more power at a faster rate. Over the last two years, Bitcoin mining caused an extreme spike in emissions, producing more than some countries would in the same length of time. While this is not an acceptable level, it also is not impossible to fix, and many people are already working on solutions. Renewable Energy Bitcoin mining has already begun to switch to renewable energy, with around 40% already having changed over. This does not sound like much, but it means that 40% of Bitcoin miners are using energy that is not going to pump CO2 into the atmosphere. This switch has helped a lot, but there is still more progress to be made. Until a massive proportion of Bitcoin mining is done with renewable energy, it will keep contributing to pollution and climate change. Elon Musk and Bitcoin While many people associated Elon Musk with Bitcoin, part of his reason for distancing Tesla from the currency was the Bitcoin environmental impact. Bitcoin had begun to create so much pollution that Musk actively suspended purchases using it, moving on to other cryptocurrencies instead. Considering that this came only a few weeks after he had announced buying almost $2 billion of Bitcoin, it was a surprising change, but one that made sense. However, Tesla has been open about the fact that they will return to using Bitcoin once it is more sustainable. The Future of Bitcoin Many people who are new to crypto often assume that Bitcoin means 'cryptocurrency,' even though there are plenty of other crypto options out there. This has led a lot of people to assume that every kind of crypto is just as risky, even though some are purpose-made to use sustainable options. This even includes Bitcoin itself, in some cases. The president of El Salvador tweeted about the state-owned geothermal power company using volcanos to create clean mining energy shortly after accepting it as a legal tender. This is meant to help keep Bitcoin circulating without those downsides. Bitcoin is not going away any time soon, but it will not return to the same level of popularity until it is cleaned up a bit. However, this also means that the price is lower now – people who are adopting sustainable mining options ahead of time will have plenty of Bitcoin before the next big spike. Read Also: Everything You Must Know About Bitcoin Circuit: Legal or Scam The Profit Revolution: The Best Bitcoin Trading And Investing Platform Investing In Bitcoins: 5 Things You Need To Know

READ MOREDetails
Sweat Equity

Investing In Sweat Equity: Tamara Loehr’s Winning Model

The traditional investment model is a flawed system, an old dinosaur that needs to evolve. It’s time we reevaluate the conventional wisdom surrounding investments, which is overly fixated on businesses that are already successful and tragically shortsighted when it comes to companies teetering on the edge of growth. In traditional investing, there’s an unspoken rule: the golden ticket to getting funding isn’t innovation or potential but a proven track record of making at least $10 million. This is a narrow-minded approach that does nothing more than stifle the very heart of our economy—small businesses. Introducing sweat equity Eight-figure entrepreneur, growth mentor, and innovative investor Tamara Loehr (www.tamaraloehr.com) bring a breath of fresh air to the world of investing. She’s not your usual investor who waits for businesses to reach millions before swooping in. Instead, she actively seeks out businesses with potential and partners with them by investing her expertise and services to help them achieve growth and significant returns. She calls this sweat equity investment, a unique model that’s a game-changer for businesses. Tamara doesn’t merely provide financial backup; she rolls up her sleeves and brings a wealth of expertise, strategic vision, and creative solutions to the table. It’s a holistic approach that not only increases the likelihood of success for the businesses she invests in but also amplifies the potential returns for both the entrepreneur and herself. By focusing on small businesses and collaborating with them closely, Tamara is paving the way for a new era of investing that champions small businesses and fosters a more inclusive and dynamic business landscape. What is sweat equity? Sweat equity is a unique investment model where investors exchange their expertise, resources, and time for equity in a business. Tamara came up with this innovative approach to investing after seeing how traditional methods often left entrepreneurs struggling to repay loans or lose equity in their businesses. In this model, instead of investing cash, investors offer services to companies in exchange for a stake in their business. It's a win-win situation for both parties, as businesses receive the much-needed resources to grow, while investors gain a stake in a growing business. Why sweat equity works Sweat equity investment offers a unique and innovative approach to investing that can provide a range of benefits for both investors and entrepreneurs. If you're a creative investor looking to explore new investment opportunities, sweat equity investment is worth considering. Entrepreneurial access to expertise One of the key advantages of the sweat equity investment model is the access to expertise it provides to entrepreneurs. Founders have a strong vision and passion for their business but may lack skills or experience in areas such as finance, marketing, or operations. By partnering with a sweat equity investor with expertise in these areas, businesses can leverage this knowledge and experience so they can succeed faster. Sweat equity investors like Tamara are experienced business owners who have a track record of building and scaling successful companies. They are looking for new investment opportunities that align with their expertise and interests and are willing to offer their skills in exchange for equity. This type of partnership allows entrepreneurs to access the expertise they may not be able to afford to hire on their own. Entrepreneurs also gain access to an investor’s connections. These investors often have a vast network of contacts that can be beneficial to the business, including suppliers, customers, and other professionals in the industry. Sweat equity investors also have a vested interest in the success of their investments. They are not just passive investors but active partners who are invested in helping their partners achieve their goals. This means that they are likely to be more involved in the day-to-day operations of the business, offering guidance and advice as needed. Capital conservation Instead of pouring all their capital into hiring consultants or buying equipment, businesses exchange equity for the expertise and resources they need. This approach can be particularly useful for startups and small businesses that may have limited financial resources. When entrepreneurs team up with sweat equity investors, they’re essentially receiving support and guidance in exchange for equity. By doing so, they’re preserving capital and freeing up funds that can be reinvested in other areas of their business. This can be a game-changer, especially in the early stages of the business when cash flow is often a major challenge. The value of sweat equity extends far beyond the immediate financial gain. Entrepreneurs gain access to experts who are invested in the success of their business and who can help build and grow the company over time. By leveraging sweat equity, they’re setting themselves up for long-term success and sustainability. Risk mitigation When it comes to investing, risk is always a factor to consider. However, the risk can be mitigated with sweat equity investments. Investors and entrepreneurs share the risks of a sweat equity investment, thereby reducing the financial burden of starting, growing, and investing in a business. This shared-risk approach provides a safety net for entrepreneurs who may not have the financial resources to weather unexpected expenses or a downturn in the business. And because the investor is a partner and has a vested interest in the success of the business, they are more willing to provide support during difficult times. Overall, the risk-sharing associated with the sweat equity model can help entrepreneurs avoid bankruptcy or failure and increase their chances of success. Long-term commitment One of the most compelling reasons for exploring sweat equity investment is the long-term commitment it demands from both the entrepreneur and the investor. In a traditional investment model, investors are primarily focused on achieving financial returns and may not have a vested interest in the long-term success of the business. With sweat equity investment, both parties have a shared interest in the success of the business. The investor is contributing not just financial resources, but also expertise and guidance, which makes them invested in the company's future. This commitment from the investor can provide stability and security for the entrepreneur, who has a partner who is as committed to the business's success as they are. This shared commitment also means that both parties are willing to work together through challenges and changes, adapting and evolving as needed. In essence, sweat equity investment creates a partnership based on a mutual commitment to the business's long-term success. This long-term commitment is especially valuable for creative investors who are looking to invest in innovative, high-potential businesses. They have the opportunity to be part of something they believe in and help guide the company toward its full potential. Credibility booster Sweat equity investment is not just a way to conserve capital or mitigate risk, but also a chance to enhance an entrepreneur’s credibility. Customers and investors are more likely to do business with a company that has an experienced partner behind it. This type of partnership can lead to a reputation boost that ultimately results in more opportunities for growth and expansion. Aligned goals With sweat equity, the investor becomes a stakeholder in the business and has a personal interest in seeing it succeed. This shared interest ensures that both parties are working towards the same objectives and helps create a more collaborative and supportive relationship. When investors are only focused on financial returns, there can often be a misalignment of priorities with the entrepreneur. This misalignment can lead to conflict, mistrust, and a breakdown in the working relationship. With sweat equity, however, both parties have a vested interest in the success of the business. This shared interest can foster a strong sense of trust and cooperation between the two parties. Also, when the investor is invested in the long-term success of the business, they are more likely to stick around and provide ongoing support and guidance to the entrepreneur. This can help the entrepreneur navigate the challenges of growing a business and accelerate the path to success. Value-added mentorship One of the key benefits of the sweat equity investment model is the personalized mentorship that investors inevitably provide to entrepreneurs. For many entrepreneurs, starting a business can be overwhelming, and they may lack the necessary experience in certain areas of the business. This is where mentoring by a sweat equity investor becomes crucial. With their guidance and support, the entrepreneur can avoid costly mistakes and take the right steps to grow their business. The mentorship also provides entrepreneurs with an outside perspective and a fresh set of eyes. This can help identify areas of improvement and opportunities for growth that may have gone unnoticed. Through regular communication, investors can hold entrepreneurs accountable and help them stay on track with their goals. Ultimately, mentoring is a win-win situation for both parties. The entrepreneur gains valuable insights and guidance, while the investor can contribute to the growth and success of the business. With the right mentorship, entrepreneurs can take their businesses to the next level and achieve long-term success. Takeaway Sweat equity is a game-changing investment model that provides a host of benefits to both investors and entrepreneurs. Tamara’s approach, which focuses on creating a long-term relationship between the investor and the entrepreneur, allows for a unique level of collaboration and expertise-sharing that traditional investment models cannot provide. Not only does sweat equity offer a way for entrepreneurs to conserve capital and mitigate risk, but it also leads to an alignment of goals between business and investor. As an investor, it's essential to explore this innovative approach to investing and consider incorporating it into your investment strategy. By doing so, you’re not only investing in a business but in the potential growth and success of the entrepreneur themselves. Read Also: A Beginners Guide to Listed Investment Companies How to Successfully Turn Around Struggling Companies Is Investment Managers A Good Career Path In 2021?

READ MOREDetails
Accounting Services

A Closer Look At The Common Types of Business Accounting Services

So, you have recently launched a business, and that is great. However, in order for it to succeed, and even though you are just starting, you need to know with the various kinds of accounting services available. Becoming familiar with these services will allow you to know what is to come and how to handle the situation. The ability to pinpoint the following will be a huge benefit to your business as you'll ultimately require a few pairs of hands in order for it to excel. Ensure that you do in-depth research or consult professionals for detailed information. That being said, here are the common types of business accounting services. A Closer Look At The Common Types of Business Accounting Services: Bookkeeping This is perhaps the most common type for companies that have just launched, up until the medium ones. Bookkeeping involves recording the daily activities that include your papers, files, and expenses. It is imperative to have everything in place as it is a common ground for new businesses. In this digital age, bookkeepers utilize accounting software like Knuula and Quickbooks to monitor financial information. Tax Accounting This is a form of tax income returns specialization. Professionals who specialize in this field are the best ones to consult when you are paying unnecessary taxes. They are ideally knowledgeable on the various tax fees that different areas have. Chartered Accounting Accounts under this field have their specialized field in the accounting domain. They are ideally part of the professional accountants that are skilled in an array of accounting range. Forensic Accounting Accountants in this fieldwork to figure out any tax discrepancies or possible tax fraud or evasion in the financial records. They can be able to identify any missing slots in detail, thus making them an ideal asset to law enforcement agents. Financial Controller Services This is a service that's known to be the head of accounting departments. Their role is to assign work for employees, hiring as well as both internal and external. They ideally speak to clients and ensure that your company is performing well. Public Accounting This is a form of accounting that varies with the field. It consists of accountants in the management accounting domain, financial analysis, and much more. Since it is a broad type of business accounting, it is sometimes referred to as 'assurance services.' Accounting Audit Accountants in this field are tasked with tracking down financial records, receipts, and statements to ensure all the information submitted is valid. With this, they're able to know the status of your company and how it is progressing, which is an important aspect of running any business. Management Accounting Professionals in this domain of accounting are able to see the company's financial data. Their role allows them to analyze your company's assets, and are able to manage them properly. Not only that, but the accountants are able to budget the business' allowance just in case you are planning to release a new service or product. Internal Auditing Accountants in this field look into your business' practices to ensure that you are doing everything right in the eyes of the law. Ideally, they check for any malpractices, fraud and anything else that involves going against the law financial wise. These are the most common types of business accounting. Read Also: Tips To Hiring Accounting Firms Rochester NY For Your Business 7 Advantages In Hiring A Third Party Company To Manage Your Accounting Needs

READ MOREDetails