Project Management

4 Steps to Improve Your Project Procurements

We all need to acquire goods or services beyond what we already have. It’s the reason you go to a fast-food joint when hamburgers are missing at home. Project managers are likewise in the position to decide between sellers whose services will enable team success. In his post at the Project Risk Coach, Harry Hall gives some steps on how to improve project procurements:

  1. Develop a procurement management plan.
  2. Conduct the procurements.
  3. Control the procurements.
  4. Close the procurements.

The Practical Plan to Procurement Success

The first step of project procurement is to develop a solid procurement management plan. This is essentially outlining the parameters of the project, deciding how to evaluate sellers, and determining who is involved in purchasing decisions. This description of the approach you will be taking is essential to then conducting procurements.

When conducting the procurements, there should be special care taken to ensure that the right selections are made for the job. Hall gives the following as a process that can be used to select a vendor:

  1. Identify ten vendors
  2. Send a Request for Information (RFI) to the ten vendors
  3. Receive and analyze RFI responses using selection criteria
  4. Select the top three vendors
  5. Send a Request for Proposal (RFP) to the top three vendors
  6. Receive and analyze the RFP responses using selection criteria
  7. Have the top three vendors show demos of their applications to organizational stakeholders
  8. Select a vendor for a proof of concept
  9. Have the top vendor set up an environment where users could experiment with the applications
  10. If applications meet the business, user, and software requirements, award the contract to the vendor

After you’ve found your vendor, you need to control the procurements over time, so that you are not leaving the fulfillment of their contractual obligations to chance. But when all is said and done, you can move to closure of the procurements. By the end, all the necessary payments, notifications, and documents should be filled out to tie up the loose ends of the project.

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