What are the best practices for mapping a procurement process?

1. Define problem & formulate a charter. 2. Gather a team with deep insight & knowledge of the current proces. 3. Map the current/ As Is process using BPMN tools. 4. Identify non value adding activities, 8 types of waste, and possible root causes from root cause analysis or 5 Whys. 5. Analyse and validate all possible causes to process inefficiencies. 6. Brainstorm & formulate new solutions to address As is process inefficiencies. 7. Map the new the future proces. 8. Identify possible risks in a future process, formulate controls and reaction plans to mitigate. 9. Monitor and sustain the future process.

1. Define Steps: Outline each stage, from need identification to payment. 2. Identify Stakeholders: Include everyone involved, like buyers and approvers. 3. Decision Points Matter: Highlight where approvals and key choices occur. 4. Swimlane It: Visually separate roles and responsibilities. 5. Transparency is Key: Ensure clarity and ease of understanding. 6. Standardize Symbols: Use consistent icons for different process elements. 7. Don't Forget Details: Include important notes and context where needed. 8. Collaboration is Key: Involve stakeholders in the mapping process. 9. Keep it Simple: Focus on clarity; avoid overloading with information. 10. Review and Refine: Regularly update the map to reflect changes and improvements.

In simple terms, the dream outcome to be achieved from the procurement process must be clearly identified. Do we want to reduce losses or price hikes? Do we want to reduce downtime due to delays in the procurement process? Do we want to reduce inventory due to complexities from procurement?? The big picture objective must be clearly stated. The business case must also be very clear. For instance if we reduce price hikes by 20%, we can safe over $20000 monthly

Antes de come?ar a mapear o processo, é crucial definir claramente o escopo do que será mapeado e os objetivos que se deseja alcan?ar com o mapeamento. Isso ajuda a garantir que o esfor?o de mapeamento seja direcionado e focado nos resultados desejados.

Defining the scope and objectives of the procurement process is crucial. This involves identifying the specific goals, stakeholders, and outcomes desired from the process.

In addition to choosing a) a process mapping method, and b) a digital tool that best suits your chosen method, it is important to consider the functionality of each. Consider who is going to review your work output (i.e. the process maps), the level of detail in each process step you are aiming to capture, and even the practical aspects of it: which digital tool is easiest for you to use, save and share online, convert to .VSDX and .PDF files. For those who do not have a Microsoft subscription or work with collaborators outside the Microsoft platform, Draw.io is a good, easy-to-use, free online diagram software to use as an alternative.

Existem várias abordagens e ferramentas disponíveis para mapear processos, como fluxogramas, diagramas de causa e efeito (Ishikawa), mapas de fluxo de valor, entre outros. Escolha o método e a ferramenta que melhor se adequem às necessidades e à complexidade do processo de compras em quest?o.

Für die Prozessmodellierung empfiehlt sich ein Ebenenmodell zu verwenden. Auf der obersten Ebene befindet sich die Prozesslandkarte, mit Pfeilen abgebildet (WKD - Wertsch?pfungskettendiagramm). Auf einer zweiten Ebene sind die Teilprozesse des Beschaffungsmanagements dargestellt. Auf einer dritten Ebene werden schlie?lich die Teilprozesse im Detail mittels der Notation BPMN 2.0 in Swimlane-Diagrammen modelliert. Bei der Wahl des Midelluerings-Tools ist darauf zu achten, dass es nicht nur die gegenw?rtigen Bedürfnisse erfüllt, sondern auch darauf, dass es bei Bedarf um weitere Funktionen erweitert werden kann.

Selecting the appropriate mapping method and tool is essential. Consider factors such as the complexity of the process, the level of detail required, and the resources available for mapping.

Picking the right tool is important. Especially in a world where the process design has to be actively governed and be machine consumable. One of the safes bets would be to build to BPMN standards, and of course use a tool that supports it. If you have an option to consider a new tool, I would strongly suggest you look at Signavio (I do not have any financial interest, just my 2cents as a practitioner). It is a full suite, enterprise grade process platform that can help you design, document, simulate, govern and eventually mine the process to see the difference between designed vs realized process.

Coletar dados relevantes sobre o processo de compras é essencial para entender como ele funciona na prática. Isso pode incluir entrevistas com stakeholders, análise de documentos e registros, observa??o direta do processo em a??o, entre outros métodos. A análise desses dados ajuda a identificar pontos de melhoria e oportunidades de otimiza??o.

Vorab sind s?mtliche Reports aus dem IT-System des derzeitigen Beschaffungsablaufs zu exportieren und zu analysieren. Historische Daten sind zu sammeln und Trends abzuleiten. Dies bestimmt die Definition den Beschaffungsprozesses ma?geblich mit. Dabei ist speziell auf bereits bekannte Problemfelder zu achten. Diese sind zu dokumentieren und, falls m?glich, sind Verbesserungsvorschl?ge zu formulieren. Als Benchmark eignen sich aktuelle Studien, brancheneinschl?gige Whitepaper oder Broschüren sowie Fachliteratur. Falls m?glich, bietet sich auch Besuch in einem Partnerunternehmen an.

Gather relevant data about the current procurement process. This includes information about stakeholders, timelines, costs, and any bottlenecks or inefficiencies in the process.

Procurement like many other enterprise process areas, has a significant footprint in a typical enterprise. There are too many variables that drive different processes - direct vs indirect, products vs services, commodities vs special order and so on and forth. In addition to that, a typical enterprise has large transaction volume as well. Overall the size and scale of the "data" means that a methodical approach is needed rather than just relying on workshops and interviews. Process and task mining provide that ideal methodical approach, they are data led, help break-down the problem and drive root cause analysis and eventually can be used to monitor the performance of new process design as well.

Com base nos dados coletados, desenhe o mapa do processo de compras. Certifique-se de incluir todos os passos envolvidos, as intera??es entre os diferentes stakeholders e as decis?es-chave tomadas ao longo do processo. é importante validar o mapa com as partes interessadas para garantir sua precis?o e relevancia.

Wie eingangs beschrieben, empfiehlt es sich ein Ebenenmodell für die Prozessmodellierung zu verwenden. In diesem Fall werden die erste Ebene (Prozesslandkarte) und die zweite Ebene (Teilprozesse) mit Pfeilen (WKD - Wertsch?pfungskettendiagramm) dargestellt. Dabei wird der Beschaffungsprozess als ein Pfeil abgebildet. S?mtliche Details sind in den Teilprozessen zu erfassen. Hier sind s?mtliche T?tigkeiten in logische Bl?cke zusammenzufassen. Diese bilden dann jeweils einen Teilprozess.

Create a visual representation of the procurement process. Ensure that the map accurately reflects the steps involved and that stakeholders validate its accuracy.

For this phase, follow these steps: - Do a draft about the actual process, it is possible to do this with a simple tool that uses BPMN; - Schedule a meeting with the main stakeholders of the process and do the first review of the process diagram. The purpose here is for everyone to be updated with the process; - Now that you have the process "as is", look for gaps and opportunities for improvement and schedule another meeting to make and validate the final process diagram that will be the process "to be". - With this document approved by the stakeholders, the process design phase is complete and ready to be implemented.

A few things that you would want to consider: 1. Leverage a process mapping tool that allows you to capture more than a few attributes. While a Visio/PPT flow with a SIPOC narrative is ok, the real solution will be to leverage a BPMN tool that lets you add attributes to make the process flow more meaningful. 2. Shift the validation left by using simulation. Once designed don't wait for user feedback on performance post deployment, use simulation to see how your process fares under various load conditions for cost and cycle times. Modern process design tools offer this functionality....use it. 3. Think about governance and stewardship. And enable the culture and infrastructure to ensure process design is kept up to date.

If you have a process mining capabilities at your disposal, use those to identify constraints and actively elevate those. Many process and task mining tools would draw a split screen of processes designed and realized. Ensure your governance and stewardship function is built to proactively review this and build a continuous improvement backlog.

Uma vez validado, utilize o mapa de processos como uma ferramenta para identificar áreas de melhoria no processo de compras. Isso pode incluir identificar gargalos, eliminar atividades redundantes, simplificar fluxos de trabalho e introduzir automa??o, entre outras iniciativas de melhoria contínua.

Die Prozesslandkarte beinhaltet s?mtliche Prozesse des Unternehmens. Für eine gezielte Kommunikation ist daher die zweite Prozessebene mit allen Teilprozessen des Beschaffungsmanagements heranzuziehen. Für eine Analyse der einzelnen Beschaffungsorozesse ist deren Modellierung auf der dritten Ebene heranzuziehen. Hier k?nnen beispielsweise Abweichungen vom Standardablauf geziel analysiert werden. Zudem k?nnen Messpunkte für Kennzahlen festgelegt werden.

Utilize the process map to identify areas for improvement. This may involve streamlining processes, reducing costs, or improving transparency and communication.

Os processos de compras est?o sujeitos a mudan?as ao longo do tempo devido a fatores como mudan?as na legisla??o, novas tecnologias, evolu??o das necessidades organizacionais, entre outros. Por isso, é importante revisar e atualizar regularmente o mapa de processos para garantir que ele permane?a relevante e útil.

Além das etapas mencionadas, é importante considerar também a documenta??o de políticas e procedimentos relacionados ao processo de compras, a comunica??o eficaz com os stakeholders envolvidos e o monitoramento contínuo do desempenho do processo para garantir que ele atenda aos objetivos estabelecidos.

All these steps are good steps, but what is almost more critical is involving the right team members. At times, this may include external team members (such as suppliers and supplier's suppliers) in order to capture the entire in-scope process and to hear from anyone who owns a piece of it.

Um processo de compras já pode estar estabelecido e funcionando dentro de uma empresa. No entanto, se come?armos mapeando o processo a partir da prática AS-IS, entrevistando e observando colaboradores, por exemplo, podem escapar itens que, apesar de estarem descritos na Política de Compras da empresa, podem n?o estar sendo seguidos. Ent?o, eu recomendaria fazer uma revis?o geral dos termos da Política de Compras da empresa, fazendo um "comparativo" com o que está sendo executado. Só ent?o nós, como profissionais de processos, teremos certeza de que n?o estamos deixando escapar nada. Resumindo: tente come?ar pela Política de Compras.

One thing I have found helpful is to draw inspiration from functional programming when mapping real-world processes. For example, if the exception approval process remains the same for five procurement processes, it's beneficial to create a separate exception approval process and invoke it whenever handling an exception.