GHANA INSTITUTE OF MANAGEMENT AND PUBLIC ADMINISTRATION.

(GIMPA)

SUBJECT: SUPPLY CHAIN MANAGEMENT.

ADDO ASIWOME 223008826.
In my previous place of work, the procurement process involved several stages.

Stage 1: Planning

Planning and determining the company's needs were the first steps. This step was vital since
it ensured that the procurement procedure was in line with the goals and objectives of the
organization. The main problem at this point was a lack of effective planning, which could
result in irrational purchases and resource waste.

Stage 2: Sourcing

In the second stage, prospective suppliers were found and assessed. This phase was crucial
since it made sure the business got the best value for its money. The primary constraint at
this point was the small number of vendors that were available, which might result in few
options and high costs.

Stage 3: Negotiation

With the chosen suppliers, negotiations took place in the third phase. The main problem at
this point was that the negotiation process was not transparent, which could result in unjust
pricing and subpar goods or services.

Stage 4: Purchase

The actual purchase was made in the fourth step. The procurement process's delay, which
could cause delays in project completion and higher costs, was the main constraint at this
point.

Stage 5: Delivery and Inspection

The delivery of the goods or services and their examination to make sure they complied
with the necessary standards made up the last phase. The main problem at this point was
the improper examination, which could result in the acceptance of subpar goods or services.
To address the issues with the prevailing procurement process in our organization, I
recommend the following ideal procurement process:

1. Identification of needs and project planning: This phase entails determining the
necessity for a project, defining its precise scope, and setting a workable budget.
2. Market research and supplier identification: This stage entails finding possible
suppliers or contractors through market research and compiling a shortlist of eligible
sources.
3. Request for Proposal (RFP) and evaluation: During this phase, an RFP is sent to the
suppliers who made the short list, and the proposals are assessed using pre-
established standards. This makes sure that the best provider is chosen for the job.
4. Contract negotiation and award: In this stage, a contract is negotiated with the
chosen provider and then awarded in accordance with the terms reached.
5. Contract management: During this stage, the contract is managed throughout the
course of the project, including performance monitoring, change management, and
dispute resolution.

It is crucial to emphasize that this method addresses the main problems with the current
procurement process in order to justify it. For instance, we may boost competition and
promote innovation within the business by performing market research and compiling a
shortlist of capable vendors. rather than just selecting the lowest bidder, we can make sure
that the best qualified supplier is chosen for the project by analyzing proposals in
accordance with predefined criteria.
We can guarantee that the project is finished on schedule, on budget, and in accordance
with the necessary quality standards by managing the contract throughout the whole
project lifecycle. This lowers the possibility of delays and cost overruns and guarantees that
the project will satisfy the needs of all parties involved.
The ideal procurement procedure we suggest is open, responsible, and effective, and it will
enable us to address the major problems with the current procedure. We can provide better
projects for our organization and improve the results of our procurement by putting this
strategy into practice.