PROCESS DEFINITION

TITLE: PROCUREMENT PROCESS

Approvals: (Signature and Date):

Head of Department Technical signatory Quality Assurance

Effective date: 28/03/2021 PR NO: 001 Revision: 01

1.0 SUMMARY
This document defines the procurement process in detail.
The relationship between this process and the other processes within the DCB management
system is illustrated in the process flow map included in the Quality Management System
Manual.

2.0 PROCESS DEFINITION

The purpose of the procurement is to define how DCB intends to purchase raw materials,
equipment and other consumables intended for use internally and for supply to achieve
conformity of products and services it offers to its customers.

3.0 PROCESS OBJECTIVES AND METRICS

Process objectives for this process are defined in records of management review; see the
documented procedure SOP 002 – Management review.
In addition, each objective has at least one metric (or KPI) with which management can
measure the effectiveness of the process. These are also defined in records of management
review.

4.0 PROCESS OWNERS AND RESPONSIBLE PARTIES

Reception and administration officer is responsible for the effectiveness of this process.
Managing director will ensure that adequate resources are provided for this process.
Sales and marketing coordinator and operational manager are also playing their minor roles
in this process.

5.0 TYPICAL PROCESS INPUTS

The typical required inputs for this process are:

Technical information needed:

 Raw material specifications

 Equipment specifications
 Consumable’s specifications
Resources needed:

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 PROCESS DEFINITION
TITLE: PROCUREMENT PROCESS
Approvals: (Signature and Date):

Head of Department Technical signatory Quality Assurance

Effective date: 28/03/2021 PR NO: 001 Revision: 01

 Adequate finance
 Licenced transportation
 Communication channels
Personnel needed:

 Licensed drivers
 Procurement department staff
Special training needed:

 No special training required

6.0 TYPICAL PROCESS STEPS

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 PROCESS DEFINITION
TITLE: PROCUREMENT PROCESS
Approvals: (Signature and Date):

Head of Department Technical signatory Quality Assurance

Effective date: 28/03/2021 PR NO: 001 Revision: 01

PRODUCT
DETAILS QUOTATIONS

SUPPLIER LIST ASSESSMENT

APPROVED NON-APPROVED
SUPPLIER SUPPLIER

PRODUCT ASSESSMENT FROM SUPPLIER

QUOTE FROM SUPPLIER IS SENT TO OPERATIONS MANAGER FOR REVIEW

ASSESS PRODUCT FROM ALTERNATIVE SUPPLIER

REQUEST FOR REQUOTE
PASSED?
OK?
NO

NO YES

YES

APPROVAL FOR PROCUREMENT TO CONTINUE AS APPROPRIATE APPROVAL OF QUOTE BY OPERATIONS MANAGER

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 PROCESS DEFINITION
TITLE: PROCUREMENT PROCESS
Approvals: (Signature and Date):

Head of Department Technical signatory Quality Assurance

Effective date: 28/03/2021 PR NO: 001 Revision: 01

7.0 TYPICAL PROCESS OUTPUTS

The typical results (outputs) of the process are as follows:

Product produced:

 Finished purchase order

Documents or technical information produced:

 Delivery note
 Invoices
Records produced:

 Purchase order details

 Receiving documents
 Contract
Services produced:

 Delivery

8.0 RELATED RISKS

Risks and opportunities related to this process are identified in the COTO Log and managed
per the procedure SOP 002 – Management review.

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