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Pre-Defined Processes & Activities

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Presentation on theme: "Pre-Defined Processes & Activities"— Presentation transcript:

1 Pre-Defined Processes & Activities
The following pages contain a set of pre-defined processes and activities, which can be used to create process maps. Preparation: Cut apart the shapes on each page, and put into piles or envelopes for each process (see titles of each page). Thus, there should be separate envelopes for: High-level processes Plan Requisition Purchase: Cash Purchase: 1-Quote Purchase: 4-Quote Tender Purchase: Contract / Pref. Sup. Purchase: Internal Receive Authorise Payment Dispatch Use / Distribute These pre-defined processes can also be printed onto card stock and laminated, so they can be reused (with dry erase markers).

2 Contract/ Preferred Supplier?
High-Level Processes Start: Needs Identified End: Goods Delivered to End Consumer In Stock? How: ________________________ Who: _________________ Yes  No  Request Who: ____________________________ Time: ____________________________ Frequency: _______________________ Details: __________________________ Contract/ Preferred Supplier? How: ________________________ Who: _________________ Yes  No  Purchase Against Contract Who: ____________________________ Time: ____________________________ Frequency: _______________________ Details: __________________________ Purchase Internationally? How: ________________________ Who: _________________ Yes  No  Internal Purchase Who: ____________________________ Time: ____________________________ Frequency: _______________________ Details: __________________________ Cash Purchase? How: ________________________ Who: _________________ Yes  No  Plan Who: ____________________________ Time: ____________________________ Frequency: _______________________ Details: __________________________

3 High-Level Processes (continued)
Est. Value Is _____________? How: ________________________ Who: _________________ Yes  No  Purchase with 1 Quote Who: ____________________________ Time: ____________________________ Frequency: _______________________ Details: __________________________ Est. Value Is _____________? How: ________________________ Who: _________________ Yes  No  Purchase with 4 Quotes Who: ____________________________ Time: ____________________________ Frequency: _______________________ Details: __________________________ Purchase with Float Who: ____________________________ Time: ____________________________ Frequency: _______________________ Details: __________________________ Tender Who: ____________________________ Time: ____________________________ Frequency: _______________________ Details: __________________________ Receive Who: ____________________________ Time: ____________________________ Frequency: _______________________ Details: __________________________ Dispatch Who: ____________________________ Time: ____________________________ Frequency: _______________________ Details: __________________________ Authorise Payment Who: ____________________________ Time: ____________________________ Frequency: _______________________ Details: __________________________ Use / Distribute Who: ____________________________ Time: ____________________________ Frequency: _______________________ Details: __________________________

4 Plan Discuss Needs with Logistics
Start:Project planning process End: Plan in place. Discuss Needs with Logistics Who: ____________________________ Details: __________________________ _________________________________ Generate Requisitions from Supply Plan Who: ____________________________ Details: __________________________ _________________________________ Carry Out Project Planning Process Who: ____________________________ Details: __________________________ _________________________________ Discuss and Approve Supply Plan Who: ____________________________ Details: __________________________ _________________________________ Create Supply Plan Who: ____________________________ Approvals: ________________________ Format: Helios / Excel / other ________ Details: ___________________________ Review and Update Supply Plan Each _____ Who: ____________________________ Approvals: ________________________ Details: ___________________________ _________________________________

5 Discuss Needs with Logistics
Requisition Start: Need identified for specific goods End: Completed requisition Discuss Needs with Logistics Who: ____________________________ Details: __________________________ _________________________________ Paper Requisition Who: ____________________________ Approvals: ________________________ Format: LEAD / other _______________ Details: ___________________________ Accept Requisition Who: ____________________________ Details: __________________________ _________________________________ Request Order in Helios Who: ____________________________ Approvals: ________________________ Details: ___________________________ _________________________________ Are Goods In Stock? How: _______________________ Who: _________________ Yes  No  Purchase Requisition in Helios Who: ____________________________ Approvals: ________________________ Details: ___________________________ _________________________________

6 Complete Float Request and Receive Cash
Purchase: Cash Start: Cash purchase allowed, or advance pay required End: Goods purchased and collected / shipped Complete Float Request and Receive Cash Who: ____________________________ Approvals: ________________________ Format: LEAD / Helios / other ________ Details: ___________________________ Request for Quotation Who: ____________________________ Approvals: ________________________ Format: LEAD / Helios / other ________ Details: ___________________________ Purchase Goods (Cash) and Collect Receipt Who: ____________________________ Details: __________________________ _________________________________ Send RFQ to ___ Suppliers Who: ____________________________ Details: __________________________ _________________________________ Paper Purchase Order Who: ____________________________ Approvals: ________________________ Format: LEAD / other _______________ Details: ___________________________ Receive Quote(s) and Record Bid(s) Who: ____________________________ Approvals: ________________________ Format: LEAD / Helios / other ________ Details: ___________________________ Purchase Order in Helios Who: ____________________________ Approvals: ________________________ Details: ___________________________ _________________________________ Analyse Bids, Select Winner, and Record Who: ____________________________ Approvals: ________________________ Format: LEAD / Helios / other ________ Details: ___________________________

7 Send RFQ to ___ Suppliers
Purchase: 1-Quote Start: Estimated Value is ________________________ End: Goods purchased and shipped Request for Quotation Who: ____________________________ Approvals: ________________________ Format: LEAD / Helios / other ________ Details: ___________________________ Phone Supplier to Confirm Purchase Who: ____________________________ Details: __________________________ _________________________________ Send RFQ to ___ Suppliers Who: ____________________________ Details: __________________________ _________________________________ Paper Purchase Order Who: ____________________________ Approvals: ________________________ Format: LEAD / other _______________ Details: ___________________________ Receive Quote(s) and Record Bid(s) Who: ____________________________ Approvals: ________________________ Format: LEAD / Helios / other ________ Details: ___________________________ Purchase Order in Helios Who: ____________________________ Approvals: ________________________ Details: ___________________________ _________________________________ Analyse Bids, Select Winner, and Record Who: ____________________________ Approvals: ________________________ Format: LEAD / Helios / other ________ Details: ___________________________ Send Purchase Order to Supplier Who: ____________________________ Details: __________________________ _________________________________

8 Purchase: 4-Quote Request for Quotation in Helios
Start: Estimated Value is ________________________ End: Goods purchased and shipped Request for Quotation in Helios Who: ____________________________ Approvals: ________________________ Details: ___________________________ _________________________________ Receive Quote(s) and Record Bid(s) in Helios Who: ____________________________ Approvals: ________________________ Details: ___________________________ _________________________________ Paper Request for Quotation Who: ____________________________ Approvals: ________________________ Format: LEAD / other _______________ Details: ___________________________ Analyse Bids, Select Winner, and Record Who: ____________________________ Approvals: ________________________ Format: LEAD / Helios / other ________ Details: ___________________________ Send RFQ to ___ Suppliers Who: ____________________________ Details: __________________________ _________________________________ Notify Unsuccessful Suppliers Who: ____________________________ Details: __________________________ _________________________________ Receive Quote(s) and Record Bid(s) on Paper Who: ____________________________ Approvals: ________________________ Format: LEAD / other _______________ Details: ___________________________ Update Supplier Database Who: ____________________________ Details: __________________________ _________________________________

9 Purchase: 4-Quote (continued)
Paper Purchase Order Who: ____________________________ Approvals: ________________________ Format: LEAD / other _______________ Details: ___________________________ Tender Waiver Who: ____________________________ Approvals: ________________________ Format: LEAD / Helios / other ________ Details: ___________________________ Purchase Order in Helios Who: ____________________________ Approvals: ________________________ Details: ___________________________ _________________________________ Send Purchase Order to Supplier Who: ____________________________ Details: __________________________ _________________________________

10 Authorisation to Communicate Oxfam Message
Purchase: Tender Start: Estimated Value is ________________________ End: Goods purchased and/or contract in place Authorisation to Communicate Oxfam Message Who: ____________________________ Approvals: ________________________ Format: LEAD / Helios / other ________ Details: ___________________________ Negotiate Terms with Supplier Who: ____________________________ Details: __________________________ _________________________________ Issue Invitation to Tender Who: ____________________________ Approvals: ________________________ Format: LEAD / Helios / other ________ Details: ___________________________ Select and Record Tender Winner Who: ____________________________ Approvals: ________________________ Format: LEAD / Helios / other ________ Details: ___________________________ Receive Bids, and Open Bids in Panel Who: ____________________________ Approvals: ________________________ Details: ___________________________ _________________________________ Debrief Unsuccessful Suppliers Who: ____________________________ Details: __________________________ _________________________________ Record Bids and Evaluations Who: ____________________________ Approvals: ________________________ Format: LEAD / Helios / other ________ Details: ___________________________ Complete Contract with Supplier Who: ____________________________ Approvals: ________________________ Format: LEAD / Helios / other ________ Details: ___________________________

11 Local Purchase: Contract / Pref. Sup.
Start: Contract or preferred supplier in place End: Goods purchased and shipped Paper Purchase Order Who: ____________________________ Approvals: ________________________ Format: LEAD / other _______________ Details: ___________________________ Purchase Order in Helios Who: ____________________________ Approvals: ________________________ Details: ___________________________ _________________________________ Send Purchase Order to Supplier Who: ____________________________ Details: __________________________ _________________________________

12 Start: Buy internally because ________________________
Purchase: Internal Start: Buy internally because ________________________ End: Goods ordered and shipped Internal Supply Order; send to __________ Who: ____________________________ Approvals: ________________________ Format: LEAD / Helios / other ________ Details: ___________________________

13 Create GRN, Supplier Signs Create/Update Bin Card
Receive Start: Goods arrived End: Goods booked in and requester notified Receive PO from Procurement Who: ____________________________ Details: __________________________ _________________________________ GRN in Helios Who: ____________________________ Approvals: ________________________ Details: ___________________________ _________________________________ Receive and Unload Goods Who: ____________________________ Details: __________________________ _________________________________ Create Put Away Plan Who: ____________________________ Approvals: ________________________ Format: Helios / Excel / other :________ Details: ___________________________ Check Goods Received Against PO Who: ____________________________ Details: __________________________ _________________________________ Put Away Stock Who: ____________________________ Details: __________________________ _________________________________ Create GRN, Supplier Signs Who: ____________________________ Approvals: ________________________ Format: LEAD / Helios / other ________ Details: ___________________________ Create/Update Bin Card Who: ____________________________ Approvals: ________________________ Format: Helios / Excel / other :________ Details: ___________________________

14 Notify Requester that Goods Have Arrived
Receive (Continued) Update Stock Report Who: ____________________________ Approvals: ________________________ Format: Paper / Excel / other :________ Details: ___________________________ Notify Requester that Goods Have Arrived Who: ____________________________ Details: __________________________ _________________________________

15 Receive GRN / Supporting Documents
Authorise Payment Start: Goods received End: Invoice paid or float closed Receive GRN / Supporting Documents Who: ____________________________ Details: __________________________ _________________________________ Pay Invoice and Record Invoice Paid Who: ____________________________ Approvals: ________________________ Format: Paper / Helios / other :_______ Details: ___________________________ Receive Invoice from Supplier Who: ____________________________ Details: __________________________ _________________________________ Close PO in Helios Who: ____________________________ Approvals: ________________________ Details: ___________________________ _________________________________ Compile Payment Request for Finance Who: ____________________________ Approvals: ________________________ Format: Paper / Helios / other :_______ Details: ___________________________ Compile Float Report for Finance Who: ____________________________ Approvals: ________________________ Format: Paper / Helios / other :_______ Details: ___________________________ Purchase Invoice in Helios Who: ____________________________ Approvals: ________________________ Details: ___________________________ _________________________________ Record Float Closed Who: ____________________________ Approvals: ________________________ Format: Paper / Helios / other :_______ Details: ___________________________

16 Start: Goods booked in and requester notified
Dispatch Start: Goods booked in and requester notified End: Goods dispatched to destination Paper Stock Request Who: ____________________________ Approvals: ________________________ Format: LEAD / other _______________ Details: ___________________________ Procure Transport Who: ____________________________ Approvals: ________________________ Details: ___________________________ _________________________________ Stock Request in Helios Who: ____________________________ Approvals: ________________________ Details: ___________________________ _________________________________ Create Pick Plan Who: ____________________________ Approvals: ________________________ Format: LEAD / Helios / other ________ Details: ___________________________ Arrange Transport and Labour Who: ____________________________ Details: __________________________ _________________________________ Pick, Pack, and Load Goods Who: ____________________________ Details: __________________________ _________________________________ Requisition for Transport Who: ____________________________ Approvals: ________________________ Format: LEAD / Helios / other ________ Details: ___________________________ Create Waybill Who: ____________________________ Approvals: ________________________ Format: LEAD / Helios / other ________ Details: ___________________________

17 Create/Update Bin Card
Dispatch (Continued) Create/Update Bin Card Who: ____________________________ Approvals: ________________________ Format: Helios / Excel / other :________ Details: ___________________________ Receive Return WB; Match to Outgoing WB Who: ____________________________ Details: __________________________ _________________________________ Update Stock Report Who: ____________________________ Approvals: ________________________ Format: Paper / Excel / other :________ Details: ___________________________ Notify Requester that Goods Have Arrived Who: ____________________________ Details: __________________________ _________________________________ Transport Goods to Destination Who: ____________________________ Details: __________________________ _________________________________ Sign and Return Waybill Who: ____________________________ Details: __________________________ _________________________________

18 Start: Goods received at destination
Use/Distribute Start: Goods received at destination End: Goods distributed to beneficiaries and/or used in project (e.g. construction) Send Distribution Plan to Logistics Who: ____________________________ Details: __________________________ _________________________________ Calculate Consumption Who: ____________________________ Details: __________________________ _________________________________ Send Signed Distribution Schedule to Logistics Who: ____________________________ Details: __________________________ _________________________________ Report Consumption Who: ____________________________ Details: __________________________ _________________________________ Distribute / Use Goods Who: ____________________________ Details: __________________________ _________________________________ Stock Request Who: ____________________________ Approvals: ________________________ Format: LEAD / Helios / other ________ Details: ___________________________ Reconcile Dist. Schedule with Stock Issued Who: ____________________________ Approvals: ________________________ Format: Paper / Excel / other :________ Details: ___________________________

19 Blanks Start: . End: . Who: ____________________________
Details: __________________________ _________________________________ Who: ____________________________ Details: __________________________ _________________________________ Who: ____________________________ Details: __________________________ _________________________________ Who: ____________________________ Details: __________________________ _________________________________ Who: ____________________________ Approvals: ________________________ Format: Helios / Excel / other ________ Details: ___________________________ Who: ____________________________ Approvals: ________________________ Format: Helios / Excel / other ________ Details: ___________________________ Who: ____________________________ Approvals: ________________________ Format: Helios / Excel / other ________ Details: ___________________________ Who: ____________________________ Approvals: ________________________ Format: Helios / Excel / other ________ Details: ___________________________

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