The Process of Procurement Management

The Process Of Procurement Management

The process of procurement is an essential component of finance and budget control management. All businesses must acquire materials and supplies from outside sources to complete projects and enable their various departments to function efficiently. The skills of a highly trained procurement manager benefit every sector of the business. Contract negotiation skills, along with detailed market research, and solid verification of vendor reliability are crucial proficiencies required of the person holding this position. The owner of a small business must develop the indispensable skills to successfully negotiate and create contracts with vendors and suppliers.

Procurement Strategy

Development of the procurement strategy must be regulated by the scope of the project. Defining the project is also necessary to determine the best solution. There are occasions when, after thorough research is conducted, the conclusion is reached that outsourcing the project provides the greatest financial benefit to the company and a rapid project completion. Equipment rental rather than purchase is a practical solution when the project has a limited scale and time requirement. Numerous vendors can handle materials and supplies for small-scale projects, however comprehensive research is mandatory for large ongoing projects where long-term inventory availability is critical.

Aspects Of Procurement

Procurement encompasses a broad scope of essential business activities, including renting and purchasing of equipment, the acquisition of technology software contracts, and the purchase of supplies and services. Some projects require the acquisition of additional manpower for a period of time. Accurate projection of the specific requirements for a particular project is a critical element in staying within budget restraints.

Selecting A Vendor

The vendor selection process can be time-consuming. It not only involves the invitation of bids, but also extensive research on the business practices, past performance, and the financial stability of the companies to be included on the list of bid invitees. It could be disastrous if you were dependent on a vendor for critical supplies and the vendor files for bankruptcy before completion of your project.

Vendor Negotiations

Negotiations assist you in arriving at the final details of each aspect of buying. The total cost of ownership of each item must be determined. A low price product can become a high price product quickly if the associated shipping charges undermine its profitability. The maintenance of the product, if applicable, must also be negotiated. Additionally, the method of ordering, delivering, returning, and terms of payment must be agreed upon. No order or acceptance or product must occur prior to signing the contract.

Vendor Relationship

Developing a strong relationship with your chosen suppliers is a vital necessity. All proposals should contain language that makes it clear that both your company and the vendor will benefit from working together. Solid business relationships contribute mightily to the viability of your company. Keep in touch with the vendor throughout the acquisition process. Let your willingness to help be evident in any correspondence or phone calls. Implementing a formal procurement process is wise for several reasons. It is a time saving technique that will ensure you are not missing vital procedural steps that can come back to haunt you later.