1. Understand Your Current Procurement Framework
- Review your vendor list, purchase procedures, approval hierarchy, and existing ERP configuration.
- Understand the material categories (critical/regular/emergency) and supplier dependencies.
2. Evaluate and Shortlist Reliable Vendors
- Classify vendors based on delivery performance, price competitiveness, payment terms, and compliance.
- Identify backup vendors for critical items to reduce dependency risks.
3. Streamline Purchase Request & PO Process
- Standardize PR-to-PO conversion timelines.
- Minimize internal delays by aligning with project, finance, and technical teams.
4. Improve Cost Control
- Initiate rate contracts or long-term agreements for bulk/regular items.
- Introduce cost comparison sheets and maintain vendor negotiation records.
5. Implement or Upgrade ERP Usage
- Ensure purchase orders, GRNs, and invoices are tracked digitally.
- Train procurement staff on full ERP utilization for better transparency.
6. Improve Communication & Documentation
- Ensure all vendor communications are documented (email/ERP notes).
- Maintain purchase logs with status, lead times, and next action steps.
7. Manage Import and Local Compliance
- Handle import documentation, customs, and payment coordination.
- Ensure GST compliance and track records for audits.
8. Handle Emergency & Spot Purchases Responsibly
- Maintain a fast-track procurement path for emergency needs, with control and traceability.
9. Track KPIs and Reporting
- Monitor procurement KPIs: Lead time, purchase variance, vendor performance.
- Submit weekly/monthly reports to management for transparency.
10. Support Interdepartmental Collaboration
- Coordinate closely with project sites, warehouse, accounts, and logistics teams to ensure smooth workflow.
