Visual representation of the procurement process along with the activities to be conducted prior to procurement. The documents required for procurement. Also understanding stakeholders and stake holder management in procurement along with organization types and their impact on contract administration.

1. procurement
process
01
pre procurement
steps to be taken before
proceeding with procurement 02
know stakeholders
understanding concept and
importance of stakeholders
03
with stakeholders
tools and concepts to work with
and manage stakeholders 04
procurement process
flow of procurement process
with all different steps
05
contract administration
adhering to and enforcing the
terms of procurement contract 06
earned value
measuring progress and critical
indicators with EVM

2. preparing for
procurement
scope of supply
01
request for
information
02

3. preparing for
procurement
internal revision
03
indent
04

4. procurement
documents
request for proposal
concerns with price as well as qualitative information
invitation for bid
concerns with techno commercial details
request for quotation
mainly concerns with price

5. stakeholders

6. understanding
stakeholders
production government
management
finance supplier
stakeholders
people who are affected by or having the ability to affect the outcome

7. understanding
stakeholders
production government
management
finance supplier
internal or external
within functioning organization or
external parties like supplier
key stakeholder
stakeholders with decision authority
or influence to impact outcome

8. stakeholder
register
name
identification of stakeholder
contact
information to connect
power
decision authority within the
concerned procurement
designation
within the organization
location
internal or external – onsite or
offsite
type
negative – unaware – neutral –
supportive – cheerleading

9. organisation
type
projectized
project oriented organization
matrix (strong-mixed-weak)
department oriented organization with shifting power balance
functional
function oriented organization

10. organisation
type
projectized
construction and engineering
matrix (strong-mixed-weak)
engineering and consulting services
functional
manufacturing and production

11. working with stakeholders

12. classifying
stakeholders
Type /
Stakeholder
PM Jr Ar. COO CEO
Negative
Unaware
Neutral
Supportive
Cheerleading

13. authority of
stakeholders
TIME COST SCOPE DELIVERY
Procurement Manager
Project Manager
Functional Manager
Department Manager

14. engaging
stakeholders
keep
satisfied
keep
informed
manage
closely
monitor
interest
power

15. input
requirement
Type / Stakeholder PM CFO
Financial
Technical
Managerial
Other

16. RACI - RAM
matrices
Stakeholder Responsible Accountable Consult Inform
Procurement
Manager
Project
Manager

17. conducting
procurement
affix scope
01
identify scope
draft detailed
statement of work
and specifications
float IFB
notify suppliers about
the opportunity
RFP
RFQ - IFB
02

18. conducting
procurement
updates
04
scope is updated
based on inputs and
queries from suppliers
bidder conference
03
suppliers voice
concerns and queries
at a common platform
evaluation
05
submitted bids are
evaluated based on
specified parameters
suppliers are
shortlisted

19. conducting
procurement
negotiations
06
price and terms
are negotiated with
shortlisted supplier
award
07
contract is awarded
to selected supplier
✓ actual work begins!

20. organisational
process
contract administration
process of enforcing and abiding by the terms of contract
organization type
projectized & functional matrix affect the ownership of the process
decision authority
depends on the hierarchy in the matrix arrangement

21. organisational
process
contract administration
process of enforcing and abiding by the terms of contract
organization type
projectized & functional matrix affect the ownership of the process
decision authority
depends on the hierarchy in the matrix arrangement

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