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req:procurement_sub_module_specifications [2009/08/28 09:44]
michael 		req:procurement_sub_module_specifications [2010/12/18 17:35] (current)
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 ====== Procurement Sub Module ====== ====== Procurement Sub Module ======
-===== Terminology===== +Procurement is now a Module.\\ 
-|PR | Purchase Request | +This page has been moved to: [[procurement_specs | Procurement Specifications ]]
-|RFQ | Request for Quotation | +
-|BA | Bid Analysis | +
-|CBA| Comparative Bid Analysis | +
-|PO | Purchase Order| +
-|GRN| Goods Received Note | +
-|Open| Purchases which are still ongoing| +
-|Closed| Purchases which have been completed. (This may occur when the items are delivered, or paid for, depending on the organization)| +
-|Approved Vendor| A Vendor who has been verified, and who certain purchases may be made directly from, without the full bid process.| +
- +
-Note: This terminology may change between organizations, and may need to definable in configuration settings. +
- +
-===== Flow Chart ===== +
-{{:req:procurement_flow_chart.png|}} +
- +
-===== User Cases  ===== +
-These will describe the different tasks which the User (typically procurement staff within an organization) will have to perform in the software, and the data which they will have to enter. +
- +
-==== Enter New Purchase Request==== +
-**User:** Staff / Procurement Staff +
- +
-**Description:** Entering a request to purchase item(s) into the system. This will produce a physical PR, which will be signed by required staff for approval, according to the organizations policies. +
- +
-**Data:** +
-^ Data ^ Description ^ +
-| Date | | +
-| Date Received by Procurement | | +
-| Requisition Number | Auto. Generated Serial # | +
-| Purchase Description | | +
-| Requester Name | Person | +
-| Requester Position | | +
-| Requester Office | Site | +
-| Priority (Routine/Urgent) | | +
-| Date Required by | Date | +
-| Goods Delivered to | Site (Location/Telephone/Fax) | +
-| Delivery Contact | Person | +
-| Authorized by (1) | Person | +
-| Authorized by (2) | Person | +
-| Authorized by (3) | Person | +
-| Authorized by (4) | Person | +
-| Estimated Total Price | Calc. from Item(s) Data | +
- +
-Item(s) (each PR can contain any number of items: +
-^ Data ^ Description ^ +
-| Item | CatalogItem - Select existing or add new | +
-| Quantity | | +
-| Unit Type | From CatalogItem or Add New | +
-| Estimated Unit Price | Currency (Possible look up from historical data) | +
-| Amount (Quantity x Estimated Unit Price) | | +
-| Budget Restrictions (Donor Restrictions) | Text | +
-| Budget Codes | BudgetCode Table | +
-| For Distribution/Assets/Inventory | Person | +
-| Procurement Status | Set to "New" | +
- +
-**Notes:**  +
-  * The new PR may be entered by the person requesting the items, or if the deployment of Sahana is limited to only logistics staff, it may be entered by the procurement staff. +
-  * The PR may need to be approved before Procurement staff can action it. +
-  * There needs to be some sort of check against the Warehouse Ledger, to check that the requested items are not already in stock. +
- +
-==== Make Request for Quotation==== +
-**User:** Procurement Staff +
- +
-**Description:** Using the data from the PRs, the Procurement Staff will create RFQ which can be printed and sent to Vendors. +
- +
-**Notes:**  +
-  * A Single PR could be split into multiple quotes (If the items are going to be purchased from different vendors); A single quote could be split into multiple PRs. +
- +
-==== Enter Bids & Make Bid Analysis ==== +
-**User:** Procurement Staff +
- +
-**Description:** The Procurement staff will enter data from the Vendor's Bids (which are in response to specific RFQs). They will use this data to produce a BA. A Vendor (or in some cases vendors) is then selected by a committee, and this choice is recorded. This can then be used to make a PO. +
- +
-==== Make ==== +
-**User:** Procurement Staff +
- +
-**Description:** +
- +
-==== Make Purchase Order ==== +
-**User:** Procurement Staff +
- +
-**Description:** +
- +
-==== Enter Delivery Details ==== +
-**User:** Warehouse Staff / Procurement Staff +
- +
-**Description:** +
- +
-==== Enter Payment Details ==== +
-**User:** Finance Staff / Procurement Staff +
- +
-**Description:** +
- +
-===== Reports ===== +
- +
-==== Procurement Tracking Report ==== +
-**Description:** A list of all items which are currently being procured, or have recently been procured. +
- +
-==== Procurement Summary Report ==== +
-**Description:** A list of all items which have been procured (closed). +
- +
-==== Vendor List ==== +
-**Description:**A list of all Vendors in the system. Some of these vendors may be tagged as "Approved Vendors". +
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