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Procurement Process Flow Overview

The document summarizes the procurement process flow at an organization. It begins with defining procurement and purchasing. It then outlines the key steps in the procurement process flow, including preparation of a procurement plan, request for quotation, awarding of contracts, purchase order preparation, and delivery. It estimates the total procurement lead time to be 32 calendar days. Finally, it discusses some updates, issues, and concerns related to enhancing controls and the procurement system.

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lairah.manan
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536 views11 pages

Procurement Process Flow Overview

The document summarizes the procurement process flow at an organization. It begins with defining procurement and purchasing. It then outlines the key steps in the procurement process flow, including preparation of a procurement plan, request for quotation, awarding of contracts, purchase order preparation, and delivery. It estimates the total procurement lead time to be 32 calendar days. Finally, it discusses some updates, issues, and concerns related to enhancing controls and the procurement system.

Uploaded by

lairah.manan
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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Procurement

Process
Flow
Procurement Service Division
1:00 P.M., Mini-Theatre
Reactions
Conclusion
What is Procurement?
The process of selecting vendors, establishing
payment terms, strategic vetting, selection, the
negotiation of contracts and actual purchasing
of goods.

Purchasing is a subset of procurement.


Purchasing generally refers simply to buying
goods or services.
..to procure
Procurement Process Flow
Responsibility Procurement
BAC-Secretariat
Center Service Division With DV
WFP/ APR RFQ APR
Stock ObR/BUR
PPMP APP (common (PhilGEPS/
? (maximum
LIB supplies)
(PS-DBM) 5 days)
PR/ Supplier)

JOR No procurement shall be undertaken unless it BAC-Sec, PSD, BMO, Acctg.,


is in accordance with an approved APP. Cashiers Office, OC/OVCs

BAC-Secretariat BAC Procurement Service


SPMD
Abstract Awards/evaluates
Division
Awarding
Opening of Bid (Common and signs the Serves RFQ
Canvass PO
of BIDS approved
Supplies) Abstract Recanvass Deliveries
PO (PhilGEPS/
Supplier)
Awarding of chemicals ,
laboratory and other highly
technical equipment For obligation
End User
BMO, Accounting Office, OC/OVCs
Estimated Procurement Lead-Time
From PSDs Receipt of Approved Requests to Suppliers Delivery
Procurement W
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16, 17, 18, 19, 20, Days
Activities 21, 22, 23, 24, 25 Total
Preparation/Appro
1
val of PRs, JORs,
1
day
1
APRs, APPs
Preparation of
2
RFQ, Posting at
10
days
10
PhilGeps, Serving
of RFQs, Opening
of Bids
Preparation of 2
3
Abstract of Bid days 2
Canvass (ABC)
Signatures of BAC 5
4
Members to days 5
Approve ABC
Preparation of P.O.
5
1
day
1
Funding, 3
6
Obligation, days 3
Approval of P.O.
From Serving of 5days
7
Approved P.O. to 5
Delivery of Items

Delivery Term minimum of 30 calendar days


Total Lead-Time (working days) from preparation of Purchase Request until Delivery of Ordered Items by Supplier = 27 d
Add: The number of non-working days (Saturdays, Sundays, Holidays) 20 working days estimated = 5 d
TOTAL ESTIMATED LEAD-TIME (calendar days) = 32 d
It is informed that the development and outcome of work process in Item Nos. 1, 3, 4, 6 & 7 approximately 75% of the total
procurement lead-time is beyond the control of the Procurement Service Division
REALITY CHECK
a. Preparation of Request for Quotation (RFQ)
b. Canvassing

c. Preparation of Purchase Order (PO)


Updates:
1. Clean-up of PPMP Database (Internal Control)

2. Enhancement of FMIS Procurement

3. Proposal: Module for preparation of Purchase Request


to finish.
Issues
and
Concern

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