1. Procurement Planning Presentation
Prepared by : Myat Matt (Team-4)

2. Procurement and Contacting
Two kind of Procurement Activities are……….
Procurement of Goods
Procurement of Services

3. What is Procurement?
The act of obtain or buying goods and services. The process includes preparation and processing of a demand as well as the end receipt and approval of payment. It often involves.
1. Purchase Planning
2. Standards determination
3. Specification development
4. Supplier research and selection
5. Value analysis
6. Financing
7. Price negotiation
8. Making the purchase
9. Supply control administration
10. Inventory control and stores, and
11. Disposals and other related functions

4. Purchase Planning
The requester by prepare of PR (Purchase Request) demand and to submit to procurement Department.
Prepare of PR(Purchase Request Form)
Request Date ( Exp; )
Required Date ( Exp; )

5. Standards Determination & Specification Development
Prepare of PR(Purchase Request Form)
Estimated Cost
Donor / Program / Account Code / Sub Code / Cost Center /
Location (Delivery to Place)
Description of item (Qty/ Quality ) Detail Specification (Technical)
Approval by Authorization Levels
Reviewed by Finance
(The completion request documentation submit Procurement Unit)

6. Supplier Research and Selection
RFQ (Request for Quotation )
Minimum of three quotation from supplier/ vendor
If need of additional documents attached are
EOI (Expression of Interest)
RFI ( Request for Information )
ITB (Invitation to Bid)
RFP ( Request for Proposal )

7. Value Analysis / Financing
Quotation Analysis (QA)
Supplier / Vendor accepted of minimum three quotation
SOW ( Statement of Work )
TOR (Terms of Reference ) blacklist
UNGM (United Nations Global Marketplace)
Attached files; Request of technician specification
Note: ( Goods / Services )
Justification noted prepare from Procurement unit for Services.

8. Price Negotiation & Marking the Purchase
PO ( Purchase Order )
Price Negotiation to supplier / vender.
Additional are SG(Services Agreement), SC (Services Contract) or GCC (General Conditions of Contract)
Supplier/ Vendor Control Administration
UNSPSC (United Nations Standard Products and Services Code)
UNCITRAL (United Nations Commission of International Trade Law)

9. Inventory Control & Stores, and
GRN (Good Received Noted )
Disposals and other related functions
Terms of Payment
After received of Physical Goods and Services
And Received of Invoice/ Received
PR (Purchase Record )

10. Goods Received Note (GRN) Request for Quotation (RFQ)
THE PROCUREMENT PROCESS
Request for Quotation
Purchase Request
(PR)
Quotation Analysis
and
Compliance Check (QA)
Purchase Order (PO)
Goods Received Note (GRN)
Purchase Record (PR)
Request for Quotation
Request for Quotation (RFQ)
Signatures
Authorize up to the level described in the Approval Authority Matrix
Procurement
PROCUREMENT
Quotation Analysis Committee
Procurement
Reviewed by Finance
Originated by PROGRAM or ADMIN
WAREHOUSE

11. To initiate the procurement process
Location Code will be entered front of the pre–printed serial number
PURPOSE:
Linked fields to complete
To initiate the procurement process
Using the same Project Title for separate activities will allow to filter data project by projects.
Originated staff
member
Approved by the appropriate manager
Estimated Value will determine the authorization and the bid collection process
REMEMBER TO UPDATE THE EXCHANGE RATE!!!
ALWAYS reviewed by Finance
Submit to Procurement both linked electronic and hard copies
Carbonized paper

12. Make sure that vendors will sign and stamp this form upon returning.
Make sure that vendors will sign and stamp this form upon returning.

13. Linked fields to complete
Linked from previous forms
Quotation Analysis Committee: Procurement, Program Mgr. and Head Of Office if necessary.

14. Location Code will be entered front of the pre–printed serial number
Linked from previous forms
Linked fields to complete
The vendor’s information will appear automatically from the completed Quotation Analysis.
Will be issued by Procurement, approved by the Head of Office ( or Country Director)
Red color will automatically indicate if the expected delivery date is over the required date. Procurement will notify the originator if this occurs.
The actual unit cost will have to be entered manually from the winning bid
The Vendor will acknowledge the order by signing it at the space below
Carbonized paper

15. Completed by the authorized receiving officer
The Location Code will appear front of the pre –printed serial number
The automated system has a capacity for up to five GRN-s per Purchase Order
Linked from previous forms
Linked fields to complete
Completed by the authorized receiving officer
(normally warehouse personnel)
Once all of the requested materials are received, the complete documentation will be submitted to Procurement
The Program Manager of the Originator’s department will have to inspect the delivery in 24 hours after receiving the goods.
In the Remarks section indicate broken items, or incomplete delivery
Carbonized paper

16. Linked from
previous form(s)
Linked fields
to complete
The complete compilation of all procurement data for each purchase The data can be uploaded to data management tables and databases.

17. COMPARISON CHART PROCUREMENT OF GOODS CONTRACTING OF SERVICES
Service Request
(on PR)
Purchase Request
Request for Quotation
Tender Documents
Quotation Analysis
Quotation Analysis
Purchase Order
Contract
Goods Received Note
Completion Report

18. Incoterms What is Incoterms ?
International Commercial Terms (Incoterms) are internationally recognized standard terms defining the obligations of both the buyer and seller during the transportation of goods. Incoterms were established by the International Chamber of Commerce (ICC).
All Modes of Transportation ( 7 – Terms )
Sea and Inland Waterway Transportation ( 4 – Terms )

19. 1; All modes of Transportation
EXW – EX Works (named place)
FCA – Free CArrier (named place)
CPT – Carriage Paid To (named place to destination)
CIP – Carriage and Insurance Paid (named place to destination)
DAT – Delivered At Terminal (named place)
DAP – Delivery At Place (named place)
DDP – Delivery Duty Paid (named place of destination)

20. EXW – EX Works

21. FCA – Free CArrier

22. CPT – Carriage Paid To

23. CIP – Carriage & Insurance Paid

24. DAT – Delivered At Terminal

25. DAP – Delivered At Place

26. DDP – Delivered Duty Paid

27. Sea and Inland Waterway Transportation
FAS – Free Alongside Ship (named port of shipment)
FOB – Free On Board (named port of shipment)
CFR – Cost and FReight (named port of destination)
CIF – Cost, Insurance and Freight (named port of destination)

28. FAS – Free Alongside Ship

29. FOB – Free On Board

30. CFR – Cost and FReight

31. Procurement Principles
Best Value for Money
Fairness, integrity and transparency;
Effective Competition;
The best interest of UN/INGOs and its partners.

32. What is Logistics Logistics:
The process of planning, implementing and controlling the efficient, cost-effective flow and storage of goods and related information from point of origin to point of consumption for the purpose of conforming to customer requirements.

33. Five Rights of Logistics
Items (needed for consumption)
Tim
Place
Condition
Cost

34. Procurement & Logistics Procedure base organization are (GFATM, USAD, UN & INGO)

35. “ Thanks for all ” Prepared By: Myat Thu @ Matt;
Contact;