Creating a process map for a Procurement Tracker Management System can be complex, as it involves numerous steps and interactions. Below, I’ll provide a simplified process map that outlines the key stages and interactions involved in the procurement process. Please note that in a real-world scenario, there may be more detailed sub-processes, decision points, and variations.
Here’s a high-level process map for a procurement tracker management system:
Process Steps:
- Ticket Initiation: The procurement process begins when a ticket is initiated. This ticket includes information such as the Ticket No and Description.
- Request Processed and Checked by ICT: The ticket is processed and checked by the Information and Communication Technology (ICT) department to ensure technical feasibility and compliance with IT requirements.
- Threshold Check: A check is performed to determine if the procurement request exceeds a predefined threshold. If it does, the process proceeds to the next step; otherwise, it skips to Step 5.
- Procurement Informed: If the procurement request is above the threshold, the procurement department is informed to proceed with procurement activities.
- Finance Informed: Regardless of the threshold, the finance department is informed about the procurement request for budget allocation and financial tracking.
- Requisition Raise: A formal requisition is raised based on the procurement request, specifying the required items or services.
- Authorization for Requisition: The requisition goes through an authorization process, where it is reviewed and approved by designated approvers.
- Authorization to Procure: After receiving authorization for the requisition, the procurement department proceeds with procurement activities, including creating purchase orders (POs).
- PO Raised: Purchase orders are raised to initiate the procurement process with suppliers.
- Oracle Action (Status): The status of the procurement process is updated in the Oracle system, indicating the progress and current stage.
- Next Action: Based on the Oracle status, the next action is determined, whether it’s waiting for delivery, inspection, or other steps.
- Asset Received: Upon delivery of the procured items or services, the assets are received and checked for quality and compliance.
- Received By and Tagged By: The individuals responsible for receiving and tagging the assets are recorded.
- Receipting in Oracle: The asset receipt is updated in the Oracle system for accurate inventory tracking.
- Invoicing Received: Invoices from suppliers are received and checked for accuracy.
- Invoiced Paid: The invoices are processed for payment, and payments are made to suppliers by the finance department.
- Invoice Paid By: The individual or department responsible for processing invoice payments is recorded.
- Status Update: The status of the procurement request is updated to reflect successful completion and payment.
- Next Action: Any follow-up actions, such as documentation or archiving, are determined based on the procurement’s final status.
This simplified process map provides an overview of the key steps and interactions in a procurement tracker management system. In practice, each step may involve more detailed sub-processes, documentation, and communication. Additionally, decision points and conditions may lead to different paths within the process.