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How can you make procurement processes more efficient and cost-effective?

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Procurement processes are essential for facilities engineering projects, as they involve sourcing, selecting, and contracting suppliers, vendors, and contractors for various goods and services. However, procurement can also be time-consuming, complex, and costly, especially when dealing with multiple stakeholders, specifications, and regulations. How can you make procurement processes more efficient and cost-effective? Here are some tips to help you optimize your procurement strategy and performance.

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Samir I. Kazaure

Young Professional at NNPC Ltd
John Hargreaves

Well seasoned and Experienced Manager in the Engineering Space. Worked in Smelting, Ship Building, Timber, Transport,…
Sedick Toffa - Founder and Global Procurement Expert

Your Trusted Partner for MEP Procurement Excellence

1 Assess your needs

Before you start looking for potential suppliers or contractors, you need to have a clear understanding of your project objectives, scope, and budget. This will help you define your requirements, specifications, and criteria for evaluation. You should also conduct a market analysis to identify the availability, quality, and price of the goods and services you need. By assessing your needs, you can avoid over- or under-spending, reduce waste, and align your procurement decisions with your project goals.

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John Hargreaves

Well seasoned and Experienced Manager in the Engineering Space. Worked in Smelting, Ship Building, Timber, Transport, Pharma and food industries. Mentoring Style and I build teams
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Personally I prefer a good CMMS, it integrates with stores, helps with your budget control, records individual costs against individual assets as well as total systems using a parent child relationship tree. automatically and mostly that can talk directly to your ERP system

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Zeinabu Sulley CA, Bcom, HND

Accountant/Sustainable Business Consultant/Business Coach
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By Assessing your need on the project to be undertaking it reduces impulse buying which reduces waste and guide you towards the project goals.

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2 Streamline your processes

Procurement processes can involve many steps, such as solicitation, bidding, negotiation, contract management, and payment. To make them more efficient, you should streamline them as much as possible, using standard templates, forms, and procedures. You should also leverage technology, such as online platforms, software, and tools, to automate, digitize, and integrate your processes. This can help you reduce errors, delays, and paperwork, as well as improve transparency, communication, and collaboration among your team and stakeholders.

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Sedick Toffa - Founder and Global Procurement Expert

Your Trusted Partner for MEP Procurement Excellence
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Also consider Strategic Sourcing for your Capex items and high consumables. This will eliminate delays with regards to replacement of any needs on time with less stress

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3 Evaluate your options

One of the most important aspects of procurement is choosing the right suppliers or contractors for your project. To do this, you need to evaluate your options based on various factors, such as quality, reliability, reputation, experience, and compliance. You should also consider the value for money, which is not only the lowest price, but also the best combination of cost, quality, and performance. You can use different methods to evaluate your options, such as scoring, ranking, or weighting, depending on your criteria and preferences.

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4 Negotiate your terms

Once you have selected your preferred suppliers or contractors, you need to negotiate your terms and conditions with them. This can help you achieve better outcomes, such as lower costs, faster delivery, higher quality, or more flexibility. To negotiate effectively, you should prepare well, research the market, know your priorities, and be respectful and professional. You should also document your agreements and expectations clearly, and use contracts to protect your rights and obligations.

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5 Monitor your performance

After you have signed your contracts, you need to monitor your performance and that of your suppliers or contractors. This can help you ensure that the goods and services are delivered according to the specifications, schedule, and budget. You should also track and measure your performance indicators, such as cost savings, quality standards, customer satisfaction, and risk management. You should also provide feedback and support to your suppliers or contractors, and address any issues or disputes promptly and fairly.

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Sedick Toffa - Founder and Global Procurement Expert

Your Trusted Partner for MEP Procurement Excellence
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Very important to eliminate unnecessary or unwarranted excuses at time of delivery. Preempting potential delays due to human error or other

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6 Review your results

Finally, you should review your results and evaluate the effectiveness of your procurement processes. This can help you identify your strengths and weaknesses, as well as the opportunities and challenges for improvement. You should also collect and analyze data and feedback from your team and stakeholders, and use them to inform your future procurement decisions and actions. By reviewing your results, you can learn from your experiences, and continuously improve your procurement processes and performance.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Samir I. Kazaure

Young Professional at NNPC Ltd
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To enhance procurement efficiency and cost-effectiveness, it is crucial to consider implementing strategic sourcing methodologies, fostering supplier collaborations, embracing digital procurement tools for automation (such as SAP Ariba, Oracle Procurement Cloud, etc.), and continuously analyzing data and market intelligence for informed decision-making. Developing effective negotiation strategies can derive value by procuring at a competitive price. Additionally, adopting a transparent and agile procurement framework while promoting cross-functional communication can contribute to overall process optimization.

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Sudhin P.

Facilities Manager / FM HOD
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Automate routine tasks, implement e-procurement systems, negotiate bulk discounts, streamline supplier relationships, and utilize data analytics for demand forecasting. Embrace digital platforms to enhance communication, reduce paperwork, and expedite approvals, ultimately optimizing procurement timelines and minimizing costs.

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How can you make procurement processes more efficient and cost-effective?

1

2

3

4

5

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1 Assess your needs

2 Streamline your processes

3 Evaluate your options

4 Negotiate your terms

5 Monitor your performance

6 Review your results

7 Here’s what else to consider

Facilities Engineering

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How can you make procurement processes more efficient and cost-effective?

1

2

3

4

5

6

7

1 Assess your needs

2 Streamline your processes

3 Evaluate your options

4 Negotiate your terms

5 Monitor your performance

6 Review your results

7 Here’s what else to consider

Facilities Engineering

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