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Assessment Title Assignment 2 - Report

Programme Title: BILM

TL6302
Course No.:

Course Title: Intro to Supply Chain Operations & Procurement

Student Name: Shooq Ali

Student ID: 201600097

Tutor: Lorraine Cowley

Due Date: 13 Jan 2018 Date submitted:

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following:
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 Assignment Guidelines:

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 Assignment 2 – Report (Individual)

Marks available: 100 (Final mark awarded as %)

Course weighting: 40%

Learning outcomes assessed: 2. Demonstrate an understanding of commercial management in

procurement activities and practices

3. Analyse and evaluate the performance of supply chain and

procurement operations using relevant models

Submission deadline: Saturday 13th Jan 2018 @ 11.59pm (Moodle)

Word Count: 3500 word report (+/- 10%)

Assignment 1:

You are the procurement manager of a manufacturing facility and after a recent product recall you are
required to source new raw material suppliers of a similar product.

Since your company experienced quality issues with an existing supplier, you as the procurement manager
must now provide a report on how to source new suppliers for a similar product. The aim of this initiative
is to ensure quality in production and manage all the process of introducing a new supplier or supplier to
the company’s supply chain.

Management have now requested a full report outlining the company’s procurement strategy for this
specific project.

The strategy and report should include the following:

1. An overview on the role of procurement in the organisation and an explanation of the
procurement process your company will follow (20 Marks)
2. Identify the different sourcing strategies that can be used and explain the best strategy for your
company (20 Marks)
3. Evaluate what internal departments will be involved in decisions on new suppliers and explain why
this is necessary (20 Marks)
4. Explain why service level agreements (SLA’s) are used in commercial management and identify
specific key performance measurements for new suppliers (30 Marks)
5. Report is standardized format throughout, legible and referencing adheres to APA 6 (10 Marks)
 Met criteria to an
excellent standard
Part A:
Report Mark
Writing A B
(30 – 25.5)
(20 – 17)
(10 – 8.5)
Role of
Procurement in The role of procurement in
Org & the organization and
procurement process are
procurement
comprehensively and
process
explained in excellent
detail.
20 Marks
Comprehensive and
Identification of strong arguments are
sourcing presented on different
strategies and sourcing strategies and
the most appropriate
best one for the
strategy for the company
company
is provided
20 Marks
The departments and
Departments that
people that consult on new
need to be suppliers are explained in
consulted on excellent detail and
sourcing new specifically related to the
suppliers scope of the project.
20 Marks
The importance of SLA’s
are evaluated to a high
standard and is clearly
connected to the specific
Evaluate & project
importance of
KPI’s & SLAs Key performance
measurements for new
30 Marks raw material suppliers are
identified and evaluated to
an excellent standard.
The report format
complies with formal
Report layout and
report guidelines.
report
Information is excellently
presentation presented, flows
appropriately and can be
10 Marks clearly understood.
APA 6 referencing is
correct.
Met criteria to a Did not meet
Met criteria to a satisfactory criteria
very good standard standard
C F
(25.4 – 21) (20.9 – 18) (17.9 – 0)
(16.9 - 14) (13.9 – 12) (11.9 – 0)
(8.4 – 7.0) (6.9 – 6.0) (5.9 – 0)
The role of procurement The role of procurement The role of procurement in
in the organization and in the organization and the organization and
procurement process are procurement process procurement process are
explained to a very good are explained to a not explained in great detail.
standard. satisfactory standard.
Some good arguments A satisfactory Poor or no explanation is
are presented on explanation is presented presented on different
different sourcing on different sourcing sourcing strategies and
strategies and a strategies but the least strategy for the company
somewhat appropriate appropriate strategy for
strategy for the company the company is provided
is provided
The departments and A satisfactory The departments and
people that consult on explanation of the people that consult on new
new suppliers are departments and people suppliers are related to
relevant and are linked that consult on new scope of the project are not
to the scope of the suppliers is provided explained correctly or at all
project and includes only some
basic points related to
the scope of the project
The importance of SLA’s The importance of SLA’s The importance of SLA’s
evaluation are mostly evaluation are loosely support the earlier
connected to the specific connected to the specific evaluation are not
project project connected to the specific
project
Key performance Key performance
measurements for measurements for new Key performance
measurements for new raw material suppliers measurements for new raw
raw material suppliers are identified and material suppliers are not
are identified evaluated evaluated to a identified or are evaluated to
to a good standard. satisfactory standard. a poor standard.
The report format The report format The report format does not
complies with formal complies with only some comply with formal report
report guidelines. of the formal report guidelines. Information is
Information is presented guidelines. Information not presented adequately,
well and can be easily is reasonably well does not flow appropriately
understood. presented and can be and cannot be clearly
adequately understood. understood.
APA 6 referencing is
mostly correct. APA 6 referencing is APA 6 referencing is not
poor. correct or no reference
used.
Report (Assignment 2)

Research Paper on SC Operations:

Please write your assignment here

Table of Contents

ROLE OF PROCUREMENT 6

PROCUREMENT PROCESS 7

SOURCING STRATEGIES AND RELATIONSHIPS 10

CHOOSING MATRIX ACCORDING TO THE PRODUCT 13

INTERNAL DEPARTMENTS AND DECISION MAKING 15

SLA AND KPI 18

REFERENCE LIST 21
Role of procurement

Procurement is known as the process of getting and purchasing the needed goods and services by the

organization from external sources. It is on the supply side of the supply chain. The main purpose of

procurement is to create a relationship between internal department needs and sourcing them from

external suppliers environments. Also, it grants value-for-money bargains while purchasing a specific

product or service (CILT, 2012a).

A long time ago, procurement was an individual-segregated activity in the supply chain operations. To be

competitive, many companies made their choice to place the procurement as a part of the overall supply

chain flow (CILT, 2012a).

Procurement process

The procurement process is a set of sub-procedures coordinated towards accomplishing an aimed

purchase. Generally, it includes the following activities:

Determining the need for a particular item or service:

In order to buy goods, the procurement must recognize the company’s requirements for the specific

product first (Telegraph Jobs, 2015). The needs might be raw materials or even a manufactured part that

can be used in the product itself. Also, it can be a part that is used in the process of producing the product.

In this case, the need is the plastic, as we cannot produce the plastic bowls without the plastic itself

(Kolenko, 2014).

Contributing to the development of the specification:

It is vital that the company details their specification in order to get a fixed plastic quality and price.

Acknowledging the supplier with all the details about the needs and requirements will reduce the rejects

number and will make it cost effective (Cips, 2017).

Selecting the most appropriate supplier:

Since the company faced failures with the previous supplier with the plastic quality, it is important to

choose a reliable supplier that would not let you down. The supplier must guarantee you the required

quality, as the higher quality the products were made from the more customers’ satisfaction you will get.

In addition, the supplier must be able to deliver the products to the company at the right time and place

and with the right quantity. Meeting the demand is also important, as the supplier must be flexible and

able to respond quickly to the changes in demand (Tolhurst, 2013).

Negotiating the best procurement deal:

When the company finished choosing the supplier, they must choose the preferable relationship and

discuss the best terms (Kolenko, 2014). The company might ask the supplier for a 60 or 90 days payment

method. Also, they can negotiate the delivery and the used Incoterms such as cost, insurance and freight

(CIF) and free on board (FOB) (Staff, n.d.).

Placing the order:

When both the supplier and the company agree on the main elements, the company will need to officially

confirm the order by raising a make a purchase order (PO). The PO will include all the agreed details such as

delivery timings, the quantity of goods and price (Telegraph Jobs, 2015). The Purchase order is important as

it specifies all the needs and requirements that shows the supplier what is expected without any doubt.

Also, they are useful for organizing the orders and inventory (Murphy, 2017).

Expediting:

It is known as assuring the product’s delivery time and quality. Also, It can be the speeding up of action. For

example, looking for the supplier to quicken the order completion progress. The company will have an

anticipated date for the plastic delivery. In case of any delays, the company will follow up with the supplier

to know the exact reason for being late and asking them to speed up their progress. The more suppliers

you deal with the more difficult expediting will be (CILT, 2012h).

Receipt and inspection:

Firstly, the workers at the warehouse checks if they received the right quantity or not. Then, they found out

if there are any damaged boxes or packages. After that, they unpack the product and examine it wisely

(Warehouse and Storage Management, 2013). The plastic will be rejected if it was damaged or it did not

meet the required quality level (Kolenko, 2014).

Payment:

Once the plastic is checked and received, it must be similar to the three main documents that are the

purchase order (PO), the receiving document and the invoice. If the quantity or price is not matching in one

of these documents, this problem must be fixed before paying. Moreover, the company will not pay when

the plastic is delivered as the supplier agreed with the company for a 90 days payment method (Kolenko,

2014).
Sourcing strategies and relationships

There are many different sourcing strategies that a company can follow such as:

-Single sourcing: is when the company relies on only one supplier to get the needed goods. Having one

supplier brings benefit to the company as it reduces the costs. Also, single sourcing can be managed easily

as dealing with only one supplier is less complicated. Moreover, it can be followed up quickly (Dominick,

2007). Although single sourcing has many advantages, it also has some disadvantages. First, the company

must fully rely on one supplier. If the supplier did not provide the company with the right quantity and

quality of plastic, the production line will stop. Also, it is hard to get the best bargains according to the

price if you are dealing with one supplier only as there will be no competitors to them (Ford, Maughan and

Stevenson, 2011).

-Dual sourcing: is to rely on two suppliers to provide the company with the needed goods. Dual sourcing

can bring benefits to the company as it can be managed easily. Also, when one of the suppliers let you

down by providing you with faulty plastic or with less quantity the other supplier will be able to back you

up. In this case, the production line will not stop. In addition, you can get the best prices, as each one of the

suppliers will try to bring up the lowest price for the company. However, dual sourcing will raise the

liabilities (Smith, 2014).

-Multiple sourcing: is when the company relies on two suppliers or more to get the needed goods. Having

more suppliers will ensure you the best price bargains as all the suppliers will compete against each other

and try giving the company the best price. Also, the variety of choices will be available and the company

will be able to switch from a supplier to another easily. Moreover, multiple sourcing will provide to the

company more backup options that will be needed if the demand gets high suddenly and one of the

suppliers cannot meet the requirements. On the other hand, multiple sourcing is so complicated as you

must be able to follow up and administer more than two suppliers (Ford, Maughan and Stevenson, 2011).
-Global sourcing: Is when the company chooses to be supplied internationally. The reasons behind going

global are that the costs of the goods and labors are less in some countries. Also, dealing with international

suppliers can improve the company’s capabilities. However, global sourcing has some disadvantage as it

increases your shipping costs. In addition, there might be some difficulties in communicating with the other

supplier regarding the culture, language and time zones. Furthermore, it is hard to be tracked and

supervised (What is global sourcing, 2017).

The best sourcing strategy that the company can use for getting supplied with plastic is dual sourcing

strategy. The reasons behind choosing dual sourcing are that plastic is critical, without plastic the company

cannot produce the plastic bowls. Therefore, the company cannot take the risk with one supplier as there

must be a backup supplier that can respond quickly to the demand or when the other supplier has got

failures. Also, dual sourcing is cheaper and less complicated than global and multiple sourcing.

Each company has got a different type of relationship between them and their suppliers. The suitable

relationship will be figured out by knowing how critical the supplier and the product is, the used supplier

strategy and the purchase type (CILT, 2012a).

-Arm’s length:

It is a short-term relationship that keeps each company independent. It gives you a variety of supplier

choices that creates competitiveness between them (CILT, 2012a). Also, it is hard to get the best price

bargains as you might only deal with them once or twice. In addition, the amount of information shared

between the buyer and the supplier is minor. As a result, arm’s length relationship would not be able to

react quickly to the demand (Hyland, Ferrer and Bretherton, n.d.).

-Cooperative:

It is the relationship that ends when the contract of supplying you the goods is ended. This type of

relationship tries building a trust between the buyer and supplier to reach a long-term relationship. Also, it
makes the organization more likely to share their thoughts and beliefs with the supplier in order to

implement them. Although the risk sharing is moderated, the supplier might help the company to solve and

overcome the problems (Hyland, Ferrer and Bretherton, n.d.).

-Collaborative:

It is a good trust long-term relationship that shares all the internal information and detail about the buyer

company and the supplier company including their mission and vision. Because of the strong information

flow in this relationship, they can react faster to the customer’s demand (Hyland, Ferrer and Bretherton,

n.d.). In this relationship, the buyer and the supplier company are both connected and linked to each other

(CILT, 2012a).

-Partnership:

It is a long-term relationship that is built by the high trust. The information flow between the company and

the supplier is high (Hyland, Ferrer and Bretherton, n.d.). Also, they strongly depend on each other.

Moreover, they agree to have some advancement in both companies such as increasing the efficiency of

shipping and quality provided. Furthermore, they share the responsibilities together. However, a

partnership relationship can have a high-risk level, as the supplier will be able to share important

information about the company with the competitors (CILT, 2012a).

The suitable relationship that a company can have while dealing with a plastic supplier is a partnership

relationship. It is a long-term relationship that will assure the continuous availability of plastic, as the

company will not be able to produce plastic bowls if there is not enough plastic. Also, the company can get

the best prices, as the supplier will be more flexible. Moreover, having a partnership relationship will help

to overcome each company’s issues and enhance their businesses. Moreover, both companies will gain

more resources and will be able to expand their businesses in a successful way (Novello, 2017).
Choosing matrix according to the product

Boston Matrix is a tool that helps in evaluating the product’s portfolio. It classifies them into four groups

depending on the market growth and market share (Riley, n.d.). Also, it can be classified according to the

value and supply risk. The product can be:

Strategic:

They are the products that have high-value and high supply risk. Therefore, they are the products that need

greater concentration. Usually, the used relationship while supplying this type of product is partnership

relationship (CILT, 2012c).

Bottleneck:

They are the products that have low-profit and high supply risk. Usually, the used sourcing strategy while

supplying this type of product is single sourcing. The reason behind choosing single sourcing is that there

are no many suppliers that can provide the company with the needed product (CILT, 2012c).

Tactical/Leverage:

They are the products that have high-value and low supply risk. Usually, the used sourcing strategy while

supplying this type of product is dual sourcing. There are few suppliers that can assure the availability of

the product to the company (CILT, 2012c).

Routine:
They are the products that have low-value and low supply risk. Usually, the used sourcing strategy while

supplying this type of product is multi-sourcing, as there are many suppliers in the market that can supply

you with the needed product. Examples of routine products are perishable goods (CILT, 2012c).

The plastic is considered as a strategic product because there are few suppliers of plastic in Bahrain that

brings up a big risk while supplying. Also, it is a critical high-value product. If the plastic did not reach to the

company they would not be able to produce plastic bowls. The plastic would be a leveraged product if it

were in a country that produces plastic.

Internal departments and decision making

Procurement must have a direct connection with the internal departments in order to provide them with

the needed products or goods. In this case, they cannot take a decision on their own.

It is important to involve the internal departments in decision-making, as procurement does not have

plenty of needed information. Also, it helps in sharing experts between them (Procurement and Internal

Departments, n,d).

There are several internal departments that are involved in decision-making such as:

Logistics and transport department:

It is the physical movement of the products and goods in the supply chain operations (Sreenivas and

Srinivas, n.d.). Logistics and transport department role is to connect all the stages and activites in the

supply chain. Also, it takes care of arranging and managing all the transport activities to make it cost

effective but at the safe time assures the customer’s satisfaction 9Tseng, Yue and Taylor, 2005).

Involving transport and logistics departments in making a decision is essential; as they evaluate the

distribution, demand planning and storing needs. The logistics and transport department must provide the

procurement department with the used transport modes and Incoterms. For example, plastic can be

shipped using sea fright with the Free On Board (FOB) Incoterm. Also, it is essential to provide the

procurement department with the approximate lead-time in order to arrange for picking up the goods

(Procurement and Internal Departments, n,d).

Finance department:

It is the department that takes care of the organization’s cash in and out. Also, finance department gives

the procurement manager information that might help in making important choices (Smith, 2014). The

finance department will be responsible for the budgeting, as it will provide the procurement department

with the maximum amount of spending. Moreover, it will suggest the preferable paying terms that can be

cash on delivery, 30 days, 60 days, 90 days or 120 days (Procurement and Internal Departments, n,d).

Quality department:

The quality department will be involved to specify the exact quality needed and try assessing it by using the

suitable KPIs. The quality department focuses on qualified suppliers such as the suppliers that have an ISO

certificate. ISO 9000 is a group of guidelines that are used internationally to assure the quality. Mainly, it

aims to assist the progress of the worldwide business by providing these sets of guidelines that are agreed

on globally (CILT, 2012g).

IT department:

It is the department that is in charge of software, hardware and networking of all the electric devices in the

organization. Also, they take care of fixing any technical issue, programming and monitoring the company’s

website. Moreover, information technology department guarantees the accessibility to the required

computer systems by all the staff members (Kelchner, 2017).

IT department check if the supplier’s software is able to perform and be connected efficiently with the

company. As the company is having a partnership relationship with the supplier, it is important to have a

software connection between them to share information easily. Companies usually use Electronic Data

Interchange (EDI) to make the information sharing is much easier, speedily and accurately (Procurement

and Internal Departments, n,d).

Production department:

It is the department that takes care of the product itself generally. The production department is in charge

of transforming the raw materials to a product or service that can be used by the customers. Also, they

make sure that the products satisfy the customers with it best quality and cost. Moreover, Production

department tries reaching their goals by developing the effectiveness of their production line (Kossman,

2017). It is vital to include the production department in decision-making as they have the full knowledge

of the demand fluctuations. Also, they know exactly what the market wants and needs (Procurement and

Internal Departments, n,d).

Legal department:

It is the department that offers legal recommendations to the organization. The legal department makes

sure to educate the employees on how to follow the legal rules, regulations, and laws (Sherman, 2017).

When having a new supplier, it is necessary to show the supplier what is expected of them. The Legal

department makes sure to include all the rules and regulation in the contract. Also, the contracts must

include determinable KPIs and what actions will be taken if things go the other way round (Procurement

and Internal Departments, n,d).

Marketing department:

It is the department that takes care of promoting and branding your company. Also, the marketing

department is in charge of controlling the social media. Moreover, they carry out the market and customer

study (Fatteross, 2017). It is involved in some of the industries where they operate with the supplier to

bring up new business ideas and think of advertisement ways (Procurement and Internal Departments,

n,d).
SLA and KPI

SLA is an abbreviation of Service Level Agreement. It is a business-to-business (B2B) formal service

agreement that specifies the required service level from the service provider. SLA is not only a regular

contract; it is an addendum that is added to a contract to measure the service levels (CILT, 2012h).

SLA is so important as it contains the expectations and boundaries of the buyer and supplier. Setting the

predicted performance will help to avoid getting disappointed and creates a positive relationship. SLA

involves the required services levels. Also, it records the preferable payment terms. Moreover, it includes

the penalties that will be given if the buyer or supplier did not follow the contract as it might affect the

production line. In addition, SLA makes evaluating the service level less complicated (Microsystems, 2002)

Service Area Explanation Service level

Helpdesk Service Customer care 24/7

Resolution to problems 2-3 days

Finance Services Payment terms 90 days

Paying the full amount 100%

Quality Services Non defects 99%

Non damages 95%

Transport and logistics On Time Delivery (OTD) 97%

Services On Time In Full (OTIF) 97.5%

Lead Times (LT) 8 weeks / 97.5%

Incoterms FOB

Procurement Services Ordering time 48 h

This diagram shows the agreed performance levels.

After determining the specifications and requirements in the service level agreement (SLA), it must be

measured by the key performance indicator (KPI). The company cannot get key performance indicators

without the service level agreement, as the company must measure the supplier’s performance according

to the agreed details. KPI makes resolving and monitoring the problems speedily. Both the buyer and the

supplier must create KPI to make sure that they meet the requirements. KPI is an abbreviation of Key

Performance Indicator. They are the tools and guidelines that evaluate the performance of the company. It

can be used to measure the department’s performance or even the supplier’s efficiency (Jackson, 2017).

Using the right KPI guides the company to achieve their aims. An efficient KPI must be measurable and

specified clearly. Also, they must be critical in order to accomplish the company’s aim (Jackson, 2017). The

plastic is a strategic product. In this case, there are different KPIs that can be used for measuring the

supplier’s performance such as quality of communication and problem solving (CILT, 2012g).

OTIF Week One Week Two Week Three Week Four

Actual Order 100 276 121 315

Delivered Order 98 206 111 300

OTIF % 98% 74.6% 91.7% 95.2%

The table above shows the supplier’s on time in full (OTIF) percentages in four weeks. On time in full means

getting the product in the right time with the right quantity as agreed on the purchase order (PO) (Eichen,

2010). The SLA shows a percentage of minimum 97.5% for on time in full .To measure the OTIF the

company must look into various things. First, if the product reached with the required quantity or not. For

example, if the company ordered 200 plastics then the supplier must deliver at least 195 plastics to be on

the safe side. Also, the company makes sure that the ordered plastics or any other goods must be available

on the exact date agreed on previously. On week one, the supplier’s performance was very good. Then, it

felt down to 74.7% on week two which is not acceptable. The average of the supplier’s OTIF was recorded

as 89.9%. There is a huge different when comparing the agreed percentage on the SLA and the supplier’s

performance. Informing the supplier with his performance level bring benefits to both the company and
the supplier. First, it will decrease and prevent the risk such as financial risks. Also, it will help the supplier

to develop by strengthening the weaknesses and operate efficiently (Gordon, 2006).

Key performance indicators does not only evaluate the supplier’s working level or efficiency, it also helps

the supplier in measuring our company’s service and performance level as well. For example, the supplier

can measure the company’s paying in full percentage. The SLA shows that the company must pay the

supplier in full 100%. Therefore, the supplier will expect the company to pay the full amount in the right

time (Jackson, 2017).

Reference list

CILT (2012a), TL6302 Introduction to Supply Chain Operations & Procurement, lecture 1, week 9:
Procurement Definition & Process [Lecture Notes]. Retrieved from:
https://moodle.polytechnic.bh/moodle/pluginfile.php/80114/mod_resource/content/2/Lesson%201%20%
202%20Procurement%20Definition%20and%20Process.pdf

CILT (2012c), TL6302 Introduction to Supply Chain Operations & Procurement, lecture 2, week 10:
Procurement Planning & Sourcing [Lecture Notes]. Retrieved from:
https://moodle.polytechnic.bh/moodle/pluginfile.php/80120/mod_resource/content/2/Lesson%204%20Pro
curement%20Planning%20and%20Sourcing.pdf

CILT (2012g), TL6302 Introduction to Supply Chain Operations & Procurement, lecture 1, week 16:
Performance Management in Procurement [Lecture Notes]. Retrieved from:
https://moodle.polytechnic.bh/moodle/pluginfile.php/80132/mod_resource/content/2/Lesson%2011%20P
erformance%20Management%20in%20Procurement.pdf

Cips (2017), Specification Development - The Chartered Institute of Procurement and Supply, [Online]
Retrieved from: https://www.cips.org/knowledge/procurement-topics-and-skills/understand-need---
market-and-options-assessment/setting-kpis/

Dominick, C, (2007), Benefits of Single Sourcing, [Online] NLPA, Retrieved from:

https://www.nextlevelpurchasing.com/blog/2007/11/benefits-of-single-sourcing.html

Eichen, R. (2010). On Time In Full – The Pulse of your business. [Online] Operations, Turnarounds, M&D,
Program Management, Retrieved from: https://growroe.wordpress.com/2010/10/04/on-time-in-full-–-the-
pulse-of-your-business/
Fatteross, J. (2017), The Role of a Marketing Department, [Online] Thehartford.com, Retrieved from:
https://www.thehartford.com/business-playbook/in-depth/marketing-department-role

Ford, C., Maughan, A. and Stevenson, S. (2011), Single and multi sourcing, [Online] Media2.mofo.com,
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