Process map for the procurement process flow with the addition of event tracking

Process map for the procurement process flow with the addition of event tracking:

1. Identify Procurement Need:
   • Identify the need for goods or services.
   • Determine the specifications, quantity, and quality requirements.
   • Obtain necessary approvals for procurement.
   • Track the initiation of the procurement request.
2. Supplier Selection and Evaluation:
   • Identify potential suppliers.
   • Evaluate suppliers based on criteria such as price, quality, delivery time, and reputation.
   • Conduct supplier interviews or site visits if necessary.
   • Select the most suitable supplier(s).
   • Track supplier selection and evaluation milestones.
3. Request for Quotation (RFQ) or Request for Proposal (RFP):
   • Prepare and send RFQ/RFP documents to selected suppliers.
   • Include detailed specifications and requirements.
   • Specify the deadline for submission of quotes or proposals.
   • Track RFQ/RFP issuance and receipt.
4. Receive and Evaluate Quotes/Proposals:
   • Receive quotes/proposals from suppliers.
   • Review and compare quotes/proposals.
   • Evaluate suppliers based on price, quality, terms, and other factors.
   • Select the supplier(s) that meet the requirements.
   • Track the receipt and evaluation of quotes/proposals.
5. Negotiation and Contracting:
   • Initiate negotiations with the selected supplier(s).
   • Discuss terms and conditions, pricing, delivery schedules, and other relevant details.
   • Reach an agreement on the terms.
   • Create and sign a contract or purchase order.
   • Track the negotiation and contracting process.
6. Purchase Order Processing:
   • Prepare and issue a purchase order based on the agreed terms.
   • Include details such as item descriptions, quantities, prices, delivery dates, and payment terms.
   • Send the purchase order to the supplier.
   • Track the issuance and transmission of the purchase order.
7. Order Fulfillment and Delivery:
   • Supplier acknowledges receipt of the purchase order.
   • Supplier prepares and packages the goods or services.
   • Arrange for shipping or delivery.
   • Monitor the delivery process and ensure timely arrival.
   • Track the status and progress of order fulfillment and delivery.
8. Goods/Services Receipt and Inspection:
   • Receive the goods or services from the supplier.
   • Inspect the goods or services for quality, quantity, and compliance with specifications.
   • Document any discrepancies or issues.
   • Track the receipt, inspection, and resolution of any discrepancies.
9. Invoice Processing and Payment:
   • Supplier submits an invoice.
   • Verify the invoice against the purchase order and delivery.
   • Process the invoice for payment.
   • Make the payment to the supplier within the agreed terms.
   • Track the invoice processing and payment milestones.
10. Supplier Performance Evaluation:
    • Evaluate the supplier’s performance based on factors such as quality, delivery, and responsiveness.
    • Keep records of supplier performance.
    • Provide feedback to the supplier if necessary.
    • Track the evaluation and feedback process.
11. Contract Renewal or Closure:
    • Review contract terms and conditions.
    • Decide whether to renew the contract or terminate it.
    • Initiate the contract renewal process or closure process accordingly.
    • Track the contract renewal or closure activities.
12. Event Tracking:
    • Capture and track important events and milestones throughout the procurement process.
    • Record dates and details of events such as procurement request initiation, supplier selection, RFQ/RFP issuance, quote/proposal receipt, negotiation and contracting milestones, purchase order issuance, goods/services receipt, invoice processing, payment, and supplier performance evaluation.
    • Use a tracking system or software to monitor and update event statuses.

Note: This updated process map incorporates event tracking to monitor