Procurement process mapping

visualize the steps of the procurement process and document them in a structured way

The first step in procurement process mapping is to identify the major activities or stages involved in the procurement process. This may include activities such as identifying the need for goods or services, sourcing suppliers, negotiating contracts, placing orders, receiving goods or services, and processing payments.

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The first step in procurement process mapping is to identify the major activities or stages involved in the procurement process. This may include activities such as identifying the need for goods or services, sourcing suppliers, negotiating contracts, placing orders, receiving goods or services, and processing payments.
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Once the major activities have been identified, the next step is to break them down into sub-activities or steps. For example, the "sourcing suppliers" activity might be broken down into sub-activities such as identifying potential suppliers, evaluating supplier proposals, and negotiating with selected suppliers.
Once the major activities have been identified, the next step is to break them down into sub-activities or steps. For example, the "sourcing suppliers" activity might be broken down into sub-activities such as identifying potential suppliers, evaluating supplier proposals, and negotiating with selected suppliers.
Once the activities and sub-activities have been identified, the next step is to document the process using a visual representation, such as a flowchart or process map. The process map should clearly show the sequence of activities and the relationships between them, as well as any decision points, loops, or feedback loops in the process.
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Once the activities and sub-activities have been identified, the next step is to document the process using a visual representation, such as a flowchart or process map. The process map should clearly show the sequence of activities and the relationships between them, as well as any decision points, loops, or feedback loops in the process.
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Task Section Division

Dividing procurement processes into task sections offers several benefits for businesses. It helps to break down complex processes into smaller, more manageable tasks, which improves clarity and reduces the risk of errors. Task section division also makes it easier to assign tasks to specific stakeholders, track progress, and ensure that tasks are completed on time. In addition, the task section division helps businesses to identify bottlenecks in the procurement process and improve overall efficiency.

In a procurement process, certain tasks may depend on other tasks' completion. For example, creating a purchase order may depend on vendor selection completion. To ensure that procurement processes run smoothly, it is important to identify and manage dependencies between task sections. This may involve setting up a workflow in a tool like Jira to automatically route tasks based on their dependencies.

Key benefits of using Atlassian Tools for procurement

Atlassian Tools can be beneficial for managing procurement processes by providing a centralized platform for collaboration, task management, and reporting.

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Improved collaboration

Atlassian Tools such as Jira and Confluence provide a centralized platform for stakeholders to collaborate on procurement tasks. This improves communication, reduces errors, and ensures that everyone is working towards the same goals.

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Streamlined procurement processes

By using Atlassian Tools to manage procurement tasks, businesses can streamline their procurement processes, reduce cycle time, and increase efficiency.


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Better visibility

Atlassian Tools provide real-time visibility into procurement activities, allowing businesses to track the progress of procurement tasks, identify bottlenecks, and make data-driven decisions.

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Enhanced reporting

Atlassian Tools provide powerful reporting and analytics capabilities, allowing businesses to generate custom reports and dashboards that provide insights into procurement performance.

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Customizable workflows

Atlassian Tools such as Jira allow businesses to create customizable workflows that align with their specific procurement processes. This ensures that procurement tasks are completed consistently and efficiently.

Procurement template

Track all purchases from request to receipt
 

Customized request creation: Tailor your procurement workflow to reflect your team’s unique purchase process.

Built-in purchase tracking: Add quotes, proposals, and due dates to every order to simplify procurement management and filter for issues.

Powerful reporting: Use a range of reports that identify trends on specific people, projects, versions, or issues.

Metrics and KPIs are important for measuring the effectiveness of procurement processes

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Cycle time

the time it takes to complete a procurement process from start to finish

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Cost savings

the amount of money saved by optimizing procurement processes

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Quality of goods or services procured

the percentage of goods or services that meet quality standards


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Contract compliance

the percentage of contracts that are adhered to by both the business and the supplier

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Stakeholder satisfaction

the satisfaction levels of stakeholders with the procurement process and its outcomes.

Your point of contact:

 
Janine Sauer

Atlassian Consultant

Janine Sauer
Specialization: 
Jira, Confluence, Bitbucket
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