Scenario: John Readings Pty. Ltd. Re-design Bookstore Caf

The Procurement Director has asked you to assist with the tendering process to source an appropriate supplier for a Knowledge Information Management system to be implemented. You need to ensure that the supplies understand the needs of John Readings which is to ensure that the legal and ethical information, documentation, policies, and procedures are all easily accessible. It is also important that the system allows for changes to be made by the assigned and authorised personnel. There must be an option to allocate the level of access across the organisation.

Written Report

1. With the project completed you need to finalise all activities to ensure vendor deliverables have met the contracted requirements. The Procurement Director has asked you to provide a report detailing the measures you have taken to complete the stage of the procurement process.

For this task do a Word document titled: Vendor Procurement and Management and address the points below in detail:

NOTE: For each of the points below you must provide a screen shot or copy to confirm you have undertaken each task.

Outline the steps you have taken to finalise the following:

a. Completing financial transactions (select and provide at least 2 of the following - copies of completed financial reports, screenshots of financial transactions or final payments to suppliers etc)

b. Consolidating and storing all project data (provide screenshots of the information system where all project data is stored).

2. To finalise the procurement process for the organisation you have been asked to provide an evaluation report.

Do a Word document titled: Procurement Evaluation Report and provide a written on how you planned, prepared, conducted, and followed up on your project procurement activities.

Your report must include an evaluation of the effectiveness of the following:

Determine and establish procurement processes:

a. How did you identify project procurement requirements?

b. How did you obtain information from suppliers capable of fulfilling procurement requirements?

c. What process did you use to determine or adopt established selection processes and selection criteria, and communicate to vendors to ensure transparency?

d. How did you obtain relevant approvals for procurement processes to be used?

Conduct procurement activities:

e. Describe at least one problem that had to be solved during your project procurement activities, the problem-solving technique you used and why, and how this technique assisted you in solving the problem. For more information about problem solving techniques click here

f. Discuss how you identified and acted according to probity and project governance constraints

g. Discuss how you communicated agreed proposals and/or specifications to prospective vendors to ensure clarity of understanding of project objectives

h. Discuss how you solicited vendor responses according to proposal requirements

i. Explain how you evaluated responses and selected preferred vendors according to current legal requirements and agreed selection criteria

j. Discuss how you have negotiated with preferred contractors or suppliers, to agree on terms and conditions of supply

k. Explain how and when you would make modifications to the procurement management plan.

Provide an example. Monitoring and evaluating procurement:

l. Explain how you have monitored and reviewed the procurement process to ensure plans and processes were current, timelines were met, and problems were resolved

m. Discuss how you have identified and reported procurement management issues and implemented agreed remedial actions to ensure project objectives are met. Provide examples

n. Outline how you have reviewed project outcomes to determine effectiveness of procurement management processes and procedures

o. Explain the finalisation activities you have undertaken to ensure vendor deliverables meet contracted requirements. Provide evidence (screenshots, emails, completed documents) demonstrating that you have completed financial transactions and filed procurement records, (you can use those from question 1)

p. Identify and document at least two lessons learned and recommend improvements for application in future projects.

3. Draft an email to the Procurement Director and attach the reports prepared in question 1 and 2 requesting they review the reports and provide feedback so that any additional improvements can be documented for future projects.