Project Procurement Managementإدارة مشتريات المشروع
مقدمة الفصل
ماذا ستتعلم في هذا الفصل
- Understand the meaning of procurement and project procurement management.
- Describe the work involved in planning procurements: the proper type of contract, a procurement management plan, statement of work, source selection criteria, and make-or-buy analysis.
- Discuss conducting procurements: obtaining seller responses, selecting sellers, and awarding contracts.
- Understand administering procurements by managing procurement relationships and monitoring contract performance.
- Describe the process of closing procurements.
أقسام الفصل
- 1Procurement, outsourcing and contractsالمشتريات والاستعانة بمصادر خارجية والعقود
- 2Planning procurementsتخطيط المشتريات
- 3Procurement plan, SOW, procurement documents and selection criteriaخطة المشتريات وبيان العمل والوثائق ومعايير الاختيار
- 4Conducting, administering and closing procurementsتنفيذ المشتريات وإدارتها وإغلاقها
تلميح: استخدم أسهم لوحة المفاتيح للتنقل بين الشرائح.
What is procurement?ما المشتريات؟
Procurement, outsourcing and contracts
Acquiring goods and/or services from an outside source (outside of the project team). The term is widely used in government; many private companies use the terms purchasing and outsourcing.
Why outsource?
- To reduce both fixed and recurrent costs.
- To allow the client organization to focus on its core business.
- To access skills and technologies.
- To provide flexibility.
- To increase accountability.
Expenses that have to be paid by a company, independent of any business activity.
The costs of maintaining and operating a given program once the initial, one-off investment has been completed.
Contracts and the procurement processesالعقود وعمليات المشتريات
Procurement, outsourcing and contracts
A mutually binding agreement that obligates the seller to provide the specified products or services and obligates the buyer to pay for them.
Acquiring goods and services for a project from outside the performing organization.
| Processالعملية | Descriptionالوصف | Outputsالمخرجات |
|---|---|---|
| 1. Planning procurements | Determining what to procure, when, and how. |
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| 2. Conducting procurements | Obtaining seller responses, selecting sellers, and awarding contracts. |
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| 3. Administering procurements | Managing relationships with sellers, monitoring contract performance, and making changes as needed. |
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| 4. Closing procurements | Completing and settling contracts and resolving any open items. | لا تذكر الشرائح شيئًا هنا. |
Slide 13: if the answer to “Do we procure?” is no, schedule the work for your own team; if yes, finish the procurement process — conduct, administer and close procurements.
سؤال سريع
Procurement, outsourcing and contracts
1. Planning procurementsتخطيط المشتريات
- In procurement planning, one must decide what to outsource, determine the type of contract, and describe the work for potential sellers.
- Sellers are providers, contractors, or suppliers who provide goods and services to other organizations.
- It identifies which project needs can best be met by using products or services outside the organization: whether, how, what, how much, and when to procure.
- Important output: the make-or-buy decision.
- If there is no need to buy any products or services from outside the organization, there is no need to perform any of the other procurement management processes.
Types of contractsأنواع العقود
Planning procurements
| Typeالنوع | Descriptionالوصف | Slide 17 exampleمثال الشريحة 17 |
|---|---|---|
| Fixed price or lump sum | A fixed total price for a well-defined product or service. | Total cost of the project = SAR 1 million. |
| Cost reimbursable | Payment to the seller for direct and indirect costs. | The contractor develops the system first, calculates all costs, and asks for payment. |
| Time and material | A hybrid of both fixed price and cost reimbursable contracts, often used by consultants. | A combination of types 1 and 2. |
A single contract can actually include all three of these categories if it makes sense for that particular procurement.
Tools: make-or-buy analysis, expert judgment, market researchأدوات تخطيط المشتريات
Planning procurements
A general management technique used to determine whether an organization should make or perform a particular product or service inside the organization or buy from someone else. Often involves financial analysis.
المسألة
Lease an item for $800/day, or purchase it for $12,000 plus a daily operational cost of $400/day. How long until the purchase cost equals the lease cost?
خطوات الحل
- Let d be the number of days: $12,000 + $400d = $800d
- Subtract $400d from both sides: $12,000 = $400d
- Divide both sides by $400: d = 30
- Check for 40 days: 12,000 + 400(40) = 28,000 < 800(40) = 32,000
النتيجة
If you need the item for more than 30 days, it is more economical to purchase it.
Experts inside and outside the organization could provide excellent advice in planning purchases and acquisitions.
Many potential suppliers are available, so choose carefully; some organizations have a preferred vendor list; information is available online and at conferences.
سؤال سريع
Planning procurements
The procurement management planخطة إدارة المشتريات
Procurement plan, SOW, procurement documents and selection criteria
Describes how the procurement processes will be managed, from developing documentation for making outside purchases or acquisitions to contract closure.
It can include:
- Guidelines for types of contracts to be used in different situations.
- Standard procurement documents or templates to be used, if applicable.
- Guidelines for creating contract work breakdown structures, statements of work, and other procurement documents.
- Roles and responsibilities of the project team and related departments, such as purchasing or legal.
- Guidelines for using independent estimates to evaluate sellers.
- Suggestions for managing multiple providers.
- Processes for coordinating procurement decisions with other project areas, such as scheduling and performance reporting.
- Constraints and assumptions related to purchases and acquisitions.
- Lead times for purchases and acquisitions.
- Risk mitigation strategies, such as insurance contracts and bonds.
- Guidelines for identifying prequalified sellers and organizational lists of preferred sellers.
- Procurement metrics to assist in evaluating sellers and managing contracts.
Statement of work and procurement documentsبيان العمل ووثائق المشتريات
Procurement plan, SOW, procurement documents and selection criteria
A description of the work required for the procurement. Used as part of a contract for only that contract's work, it is a contract statement of work. A SOW is a type of scope statement; a good SOW gives bidders a better understanding of the buyer's expectations.
أقسام بيان العمل (الشريحة 30)
- Scope of work
- Location of work
- Period of performance
- Deliverables schedule
- Applicable standards
- Acceptance criteria
- Special requirements
Request for proposals (RFP)طلب تقديم عروض
- Used to solicit proposals from prospective suppliers/sellers.
- A proposal is prepared by a seller when there are different approaches for meeting buyer needs.
Request for quotes (RFQ)طلب عروض أسعار
- Used to solicit quotes or bids from prospective suppliers/sellers.
- A bid (tender or quote) is prepared by sellers providing pricing for standard items clearly defined by the buyer.
Source selection criteriaمعايير اختيار المصدر
Procurement plan, SOW, procurement documents and selection criteria
- Prepare some form of evaluation criteria for source selection, preferably before issuing a formal RFP.
- Beware of proposals that look good on paper; evaluate factors such as technical approach, past performance, price and management approach.
| Criteria | Weight |
|---|---|
| Technical approach | 30% |
| Management approach | 30% |
| Past performance | 20% |
| Price | 20% |
| Total score | 100% |
سؤال سريع
Procurement plan, SOW, procurement documents and selection criteria
2. Conducting procurementsتنفيذ المشتريات
Conducting, administering and closing procurements
Conducting procurements (slide 35)
- 1
Deciding whom to ask to do the work.
- 2
Sending appropriate documentation to potential sellers.
- 3
Obtaining proposals or bids.
- 4
Selecting a seller (source selection).
- 5
Awarding a contract.
Ways to advertise:
- Approaching the preferred vendor.
- Approaching several potential vendors.
- Advertising to anyone interested.
- A bidders' conference can help clarify the buyer's expectations.
Source selection:
- Evaluating proposals or bids, choosing the best one, negotiating and awarding the contract.
- An initial evaluation produces a short list; short-listed sellers often prepare a best and final offer (BAFO).
- Final output: a contract signed by the buyer and the selected seller.
3. Administering and 4. closing procurementsإدارة المشتريات وإغلاقها
Conducting, administering and closing procurements
Ensures that the seller's performance meets contractual requirements. Contracts are legal relationships, so legal and contracting professionals should be involved in writing and administering them.
Oral or written acts or omissions by someone with actual or apparent authority that can be construed to have the same effect as a written change order. Project managers and team members must watch for them.
Completing and settling contracts and resolving any open items. The team determines if all work was completed correctly and satisfactorily, updates records to reflect final results, and archives information for future use. The contract should include requirements for formal acceptance and closure.
| Toolالأداة | Purposeالغرض |
|---|---|
| Procurement audits | Identify lessons learned in the procurement process. |
| Negotiated settlements | Help close contracts more smoothly. |
| Records management system | Easily organize, find, and archive procurement-related documents. |
سؤال سريع
Conducting, administering and closing procurements
الخلاصة
أنهيت الدرس
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ما راجعته في هذا الدرس
- Procurement, outsourcing and contractsالمشتريات والاستعانة بمصادر خارجية والعقود
- Planning procurementsتخطيط المشتريات
- Procurement plan, SOW, procurement documents and selection criteriaخطة المشتريات وبيان العمل والوثائق ومعايير الاختيار
- Conducting, administering and closing procurementsتنفيذ المشتريات وإدارتها وإغلاقها