This report presents the projects outcomes of a procurement plan whose ultimate aim was to demonstrate the effectiveness of procurement procedures. In any purchasing department of a given organization there has to be procurement procedures. They are a group of directives that detail what can and cannot be done while giving guidelines on how each activity must be undertaken. They are rules and regulations that keep purchasing legal and appropriate. These may include cost levels to ensure value for money, dictation of the ethical codes to be embraced and a fair tendering process amongst many. Every project offers the opportunity to achieve better outcomes if effectiveness is followed to the latter. Effectiveness ensures the end result is attained.
At the bottom line of the project, a good performance was recorded; improving the organization
s efficiency and profitability. The goals initially set were achieved even faster due to the efficacious mechanisms set at the commencement of the operation. The team made decisions based on what was considered essential after exploring the spend category hierarchy. The move enabled us to greatly identify spend leakage issues such as fragmented purchasing across vendors. In addition to that, we analyzed our expenditure at an item level. Since we had also identified us constrains earlier, we set realistic projections for our desired outcomes. Working collaboratively also proved to increase understanding between the organization and the involved suppliers. As elucidated, we were able to achieve our needs which in this case were; affordable goods and services to save on costs and delivery timelines that were in alignment with the company objectives. Few hitches were experienced concerning the quality of the products supplied but since the initial relationship built with the suppliers was favorable, the errors were minimalized. All in all, as a team we were able to acquire vital goods and services for the organization in a manageable fashion (Aaltola, 2017). LESSONS LEARNT The team learnt how to select and collect the best of quality available in the market while maximizing the benefit and minimizing the cost. Good quality ensured that the organization gained benefit over the life cycle of items supplied. We also learnt to standardize effective competition in bid to eliminate bias. It was observed that slackening competition would impact the organization negatively as it tries to obtain the best value for its purse. RECOMMENDED IMPROVEMENTS The team highly recommends the organization to be open to new and innovative ideas including E-procurement. This would go a long way in reaching a broader commercial acumen hence providing adequate information to the society. Its also advisable to equip the procurement officers with relevant additional skills to conduct the process specifically rather than generalizing. The organization should consider clearly defining guidelines of expectations between them and the suppliers in order to increase sustainability. This begins by consolidating the organization’s internal vision and aligning it with the suppliers. Lastly, all risks should be considered before the project begins and measures put in place should they occur. Risks include; underperformance or even project failure (Islam, 2020).
Aaltola, K. (2017). Project Management Handbook. Improving the Effectiveness of the EU Capabilities in conflict prevention.
Islam, s. (2020). Definition of Project Management: What Is Project.