1. Needs Assessment

Identify the need for goods or services.

Gather input from relevant stakeholders.

Define specifications and requirements.

2. Budget Approval

Determine the budget for the procurement.

Obtain necessary approvals from financial authorities.

Document budget constraints and considerations.

3. Supplier Research

Identify potential suppliers or vendors.

Check supplier qualifications and experience.

Review supplier reputation and references.

4. Request for Proposal (RFP) Preparation

Draft the RFP document outlining requirements.

Specify evaluation criteria and submission guidelines.

Set a timeline for the RFP process.

5. RFP Distribution

Distribute the RFP to selected suppliers.

Ensure all suppliers receive the same information.

Confirm receipt of RFP by suppliers.

6. Proposal Evaluation

Collect and review submitted proposals.

Score proposals against established criteria.

Shortlist suppliers for further consideration.

7. Supplier Interviews/Presentations

Schedule interviews or presentations with shortlisted suppliers.

Prepare questions to assess supplier capabilities.

Evaluate suppliers based on performance during interviews.

8. Final Selection

Make a final decision on supplier selection.

Conduct reference checks if necessary.

Obtain approval from stakeholders on the chosen supplier.

9. Contract Negotiation

Negotiate terms and conditions of the contract.

Ensure compliance with legal and regulatory requirements.

Finalize and sign the contract.

10. Purchase Order Issuance

Create and issue a purchase order to the selected supplier.

Confirm order details, including quantities and delivery dates.

Ensure all relevant parties receive copies of the purchase order.

11. Delivery and Inspection

Coordinate delivery schedule with the supplier.

Inspect received goods or services for compliance with specifications.

Document any discrepancies or issues.

12. Payment Processing

Review and approve invoices for payment.

Ensure payments adhere to agreed terms.

Maintain records of all transactions for auditing purposes.

13. Supplier Performance Review

Evaluate supplier performance against contract terms.

Gather feedback from stakeholders on supplier experience.

Document findings and address any issues with the supplier.

14. Continuous Improvement

Review procurement process for efficiency and effectiveness.

Identify areas for improvement and implement changes.

Share best practices with the procurement team.