What is the Procurement Process?

The careful selection of goods and services has been the cornerstone of organisations success for centuries. It helps a business’ day-to-day operations to run as efficiently and effectively as possible while managing the bottom line.  

This is why the procurement process is so important, as it allows an organisation to source the best product or service from a vendor that will improve their business and help achieve their goals.

We’re here to help you understand why each step of the procurement process is crucial, providing a comprehensive overview of procurement, its key stage, challenges and best practices.

What is procurement?

Procurement refers to the process where organisations identify, evaluate and acquire goods, services or works from external vendors. The procurement process itself forms a structures approach to this, ensuring transparency and fairness for those vendors involved. 

Through procurement, an organisation will look at cost-effectiveness, quality and compliance with any regulations before selecting a vendor to fulfil any deliverables they’ve specified. Procurement can be divided into two main categories:

• Direct procurement: Acquiring goods and services that are essential to an organisation’s main operations (e.g. raw materials for manufacturing).
• Indirect procurement: Purchasing goods and services that support an organisation but aren’t directly tied to production (e.g. office supplies, IT services).

Why is the procurement process important?

By having a well-managed procurement process, you can derive maximum value from new business that benefits your organisation in a number of ways:

• Cost efficiency: Secure competitive pricing and value for money.
• Quality assurance: Find reliable vendors who deliver high-quality goods or services.
• Risk mitigation: Maintain adherence to compliance and due diligence standards.
• Operational continuity: Deliver essential goods and services promptly to schedule.

Key stages of the procurement process

Stage 1: Identifying needs

The process begins with the organisation identifying what goods or services they need, including the timeline they want to reach a verdict by. This involves:

• Assessing operational demands.
• Defining specifications for the required products or services.
• Estimating budgets and timelines.

Stage 2: Supplier research

They will then look at potential suppliers who can fulfil their needs, considering a range of vendors within the relevant industry. This could include suppliers they have worked with previously as well as entirely new vendors in order to identify those who would be a good fit. This stage may involve:

• Reviewing vendor credentials and experience.
• Evaluating their past performance and reputation.
• Shortlisting suppliers for further consideration.

Stage 3: Solicitation

This is followed by the organisation reaching out to issue procurement documents for vendors they feel meet the criteria. This allows them to gather further information and proposals from them. Depending on the need, this could include:

• Requests for information ( RFIs ): To gather preliminary details.
• Requests for proposals ( RFPs ): To evaluate detailed solutions and pricing.
• Requests for quotations (RFQs): To compare pricing for specific goods or services.

Stage 4: Evaluation and selection

Once responses have been received by the organisation, the will review each supplier response. This will be based on criteria such as cost, quality, experience, and compliance, depending on the type of request issued.

Stages 3 & 4 can be repeated depending on whether a follow-up request needs to be issued. For example, if an organisation leads with a request of information (RFI), they may then as vendors to complete a request for proposal (RFP). There may also be a need to cnduct due diligence, including financial and operational assessments, through a due diligence questionnaire (DDQ).

Stage 5: Contract negotiation and award

After a successful vendor has been chosen, the process continues to negotiate the contract terms. This enables both parties to have complete clarity on deliverables, responsibilities, timelines, and payment terms. 

Once all the terms have been agreed, which may require a few rounds, the contract is awarded to the selected supplier to begin the delivery.

Stage 6: Implementation and delivery

The organisation is likely to monitor the supplier’s on-going performance through the duration of the contract. This can be especially relevant in the early period of a contract to ensure all goods and services are being delivered as agreed. This may involve:

• Regular communication with the supplier.
• Addressing any issues or delays promptly.
• Conducting quality checks on delivered items or services.

Stage 7: Review and feedback

Although the procurement itself may have technically been complete, the process will still continue for some time. The organisation will likely conduct an evaluation of the procurement process and the supplier’s overall performance. 

This allows them to gather insights that will enable them to improve future procurement activities, such as adjusting criteria or refining internal procedures.

Common challenges in the procurement process

• Lack of clarity: Poorly defined requirements can lead to unsuitable vendor selection.
• Supplier risks: Issues such as financial instability or non-compliance can pose risks if not properly considered during procurement.
• Budget constraints: Balancing cost efficiency with quality requirements is one of the main factors within the evaluation and selection phase.
• Process inefficiencies: Manual workflows or lack of automation can slow down procurement, meaning deadlines are put at risk and decisions take longer.

Best practices for effective procurement

• Develop clear policies: Create detailed procurement policies to guide your team and keep all actions as efficient as possible.
• Ensure compliance: Regularly review procurement practices to ensure you’re adhering to any relevant regulations - there might have been updates.
• Focus on relationships: Build strong partnerships with suppliers to foster trust and collaboration, helping you get the best responses possible.
• Leverage technology: Use a procurement software to streamline workflows and improve accuracy, allowing you to focus your efforts where they’ll have the most value.

Key takeaways & Wrap up

A properly run procurement process helps ensure operational efficiency even when expanding operations to include new suppliers. 

It allows businesses to get the most value out of those new partnerships and make sure they making the right choice on who to work with - which can make or break an organisation’s growth. With a structured approach in place, businesses can minimise the risks associated with new business and secure high-quality goods and services to help fulfil their goals.

Key takeaways:

• Procurement involves multiple stages, from identifying needs to supplier evaluation and contract management.
• A well-executed procurement process improves cost efficiency, quality, and operational continuity.
• Leveraging technology and fostering supplier relationships can enhance procurement effectiveness.

By properly understanding and optimising your procurement process, you can provide significant benefits to your organisation, helping it stay competitive and resilient.

Procurement process - FAQs

What is the difference between procurement and purchasing?

Procurement is a strategic process that involves identifying needs, evaluating suppliers, and managing contracts, while purchasing is the transactional process of ordering and paying for goods or services.

How long does the procurement process take?

The timeline varies based on the complexity of the procurement need but typically ranges from weeks for simple purchases to months for large-scale projects.

What tools can help with procurement?

There are a number of tools you can consider to assist with procurement, with procurement management software being one of the most helpful. It can streamline tasks such as supplier evaluation, contract management and reporting, improving overall efficiency and saving you valuable resource.

How do you ensure compliance in procurement?

Compliance can be ensured by adhering to regulations, conducting due diligence, and maintaining transparency throughout the procurement process.

What role do RFIs, RFPs, and RFQs play in procurement?

These documents help organisations gather information (RFI), evaluate solutions (RFP), and compare pricing (RFQ) from potential suppliers, enabling informed decision-making at each stage of the procurement process.