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PURCHASING POLICY
AND PROCEDURES
CHAPTER OVERVIEW
• POLICY OVERVIEW
• POLICIES PROVIDE GUIDANCE AND DIRECTION:
• ROLE OF PURCHASING
• CONDUCT OF PURCHASING...
THE TERM “POLICY”
• REFERS TO THE SET OF PURPOSES, PRINCIPLES, AND RULES OF ACTION THAT
GUIDE AN ORGANIZATION
• STANDARD O...
ADVANTAGES OF USING POLICIES
• OPPORTUNITY TO DEFINE AND CLARIFY TOP MANAGEMENT
PERSPECTIVES
• MEANS FOR EXECUTIVES TO COM...
DISADVANTAGES OF USING POLICIES
• OFTEN DIFFICULT TO COMMUNICATE WITHIN LARGE ORGANIZATIONS
• MAY RESTRICT EMPLOYEE INNOVA...
EFFECTIVE POLICY CHARACTERISTICS
• ACTION-ORIENTED
• RELEVANT
• CONCISE
• UNAMBIGUOUS AND WELL-UNDERSTOOD
• TIMELY AND CUR...
POLICY CATEGORIES
• DEFINING THE ROLE OF PURCHASING
• DEFINING THE CONDUCT OF PURCHASING PERSONNEL
• DEFINING SOCIAL AND M...
PURCHASING AUTHORITY
• AUTHORITY TO CONDUCT BUSINESS AND TO REPRESENT
ORGANIZATIONAL INTERESTS
• CREATED BY EXECUTIVE COMM...
OBJECTIVES OF PURCHASING FUNCTION
• SELECT SUPPLIERS THAT MEET REQUIREMENTS
• PURCHASE MATERIALS AND SERVICES THAT COMPLY ...
CONDUCT OF PURCHASING PERSONNEL
• ETHICS POLICY
• RECIPROCITY POLICY
• CONTACTS AND VISITS TO SUPPLIERS
• FORMER EMPLOYEES...
AVOID THE APPEARANCE OF RECIPROCITY
• GIVING PREFERENCE TO SUPPLIERS THAT BUY FROM YOU
• EXPECTING SUPPLIERS TO PURCHASE Y...
EXAMPLES OF IRREGULAR DEALINGS
• ACCEPTING BRIBES OR KICKBACKS
• CRONYISM
• ACCEPTING LATE BIDS
• OWNING A STAKE IN A SUPP...
SOCIAL AND MINORITY BUSINESS
• SUPPORT MULTI-CULTURISM
• SUPPORT MINORITY BUSINESSES
• CHALLENGES
• LACK OF ACCESS TO CAPI...
ENVIRONMENTAL ISSUES
• NOW REQUIRED BY LAW AND/OR MAJOR CUSTOMERS
• USE OF RECYCLED MATERIALS
• STRICT COMPLIANCE WITH APP...
BUYER-SUPPLIER RELATIONS
• TREATING SUPPLIERS FAIRLY AND WITH INTEGRITY
• SUPPORTING AND DEVELOPING MOTIVATED SUPPLIERS
• ...
QUALIFICATION AND SELECTION
• PRICE/COST COMPETITIVENESS
• PRODUCT QUALITY
• DELIVERY
• FINANCIAL CONDITION
• ENGINEERING ...
HAZARDOUS WASTE CONTRACTORS
• EVIDENCE OF VALID PERMITS AND LICENSES
• SPECIFICATION OF TYPES OF SERVICES IT IS LICENSED T...
LEGAL CONTRACT PROCEDURES
• BASIC FEATURES OF THE STANDARD PURCHASE AGREEMENT
• BASIC CONTRACT PRINCIPLES
• EXECUTION AND ...
LEGAL CONTRACT PROCEDURES
• FORMAL COMPETITIVE CONTRACTING PROCEDURES
• CONTRACT DEVELOPMENT PROCESS
• EXAMPLES OF SAMPLE ...
PURCHASING FORMS
• DESCRIPTION OF PROPER USE
• DETAILED MEANING OF EACH INFORMATION FIELD
• DESCRIPTION OF PROPER HANDLING...
DEVELOPMENT OF LEGAL CONTRACTS
• BASIC FEATURES OF THE STANDARD PURCHASE CONTRACT
• BASIC CONTRACT PRINCIPLES
• EXECUTION ...
DEVELOPMENT OF LEGAL CONTRACTS
• FORMAL COMPETITIVE CONTRACTING PROCEDURES
• CONTRACT DEVELOPMENT PROCESS
• EXAMPLES OF SA...
OPERATIONAL PROCEDURES
• CONTROL OF MATERIAL PROVIDED TO SUPPLIER
• STORAGE OF PURCHASING DOCUMENTS
• SUPPLIER QUALIFICATI...
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Purchasing Policy and Procedures | Policies provide guidance and direction | Purchasing procedures

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Purchasing Policy and Procedures | Policies provide guidance and direction | Role of purchasing
Conduct of purchasing personnel
Social and minority business objectives
Buyer-supplier relationships
Operational issues
| Purchasing procedures |

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Purchasing Policy and Procedures | Policies provide guidance and direction | Purchasing procedures

  1. 1. PURCHASING POLICY AND PROCEDURES
  2. 2. CHAPTER OVERVIEW • POLICY OVERVIEW • POLICIES PROVIDE GUIDANCE AND DIRECTION: • ROLE OF PURCHASING • CONDUCT OF PURCHASING PERSONNEL • SOCIAL AND MINORITY BUSINESS OBJECTIVES • BUYER-SUPPLIER RELATIONSHIPS • OPERATIONAL ISSUES • PURCHASING PROCEDURES Purchasing & Supply Chain Management, 4e 2
  3. 3. THE TERM “POLICY” • REFERS TO THE SET OF PURPOSES, PRINCIPLES, AND RULES OF ACTION THAT GUIDE AN ORGANIZATION • STANDARD OPERATING PROCEDURES • RULES AND REGULATIONS • FORMAL VS. INFORMAL POLICIES • PART OF ORGANIZATIONAL CULTURE Purchasing & Supply Chain Management, 4e 3
  4. 4. ADVANTAGES OF USING POLICIES • OPPORTUNITY TO DEFINE AND CLARIFY TOP MANAGEMENT PERSPECTIVES • MEANS FOR EXECUTIVES TO COMMUNICATE ITS LEADERSHIP VIEWS AND BELIEFS • PROVIDES A FRAMEWORK FOR CONSISTENT DECISION-MAKING AND ACTION • DEFINES RULES AND PROCEDURES FOR ALL EMPLOYEES Purchasing & Supply Chain Management, 4e 4
  5. 5. DISADVANTAGES OF USING POLICIES • OFTEN DIFFICULT TO COMMUNICATE WITHIN LARGE ORGANIZATIONS • MAY RESTRICT EMPLOYEE INNOVATION AND FLEXIBILITY Purchasing & Supply Chain Management, 4e 5
  6. 6. EFFECTIVE POLICY CHARACTERISTICS • ACTION-ORIENTED • RELEVANT • CONCISE • UNAMBIGUOUS AND WELL-UNDERSTOOD • TIMELY AND CURRENT • GUIDES PROBLEM-SOLVING AND BEHAVIOR Purchasing & Supply Chain Management, 4e 6
  7. 7. POLICY CATEGORIES • DEFINING THE ROLE OF PURCHASING • DEFINING THE CONDUCT OF PURCHASING PERSONNEL • DEFINING SOCIAL AND MINORITY BUSINESS OBJECTIVES • DEFINING BUYER-SUPPLIER RELATIONSHIPS • DEFINING OPERATIONAL ISSUES Purchasing & Supply Chain Management, 4e 7
  8. 8. PURCHASING AUTHORITY • AUTHORITY TO CONDUCT BUSINESS AND TO REPRESENT ORGANIZATIONAL INTERESTS • CREATED BY EXECUTIVE COMMITTEE • AUTHORITY TO DELEGATE TO OTHER FUNCTIONAL AREAS • DESCRIBES SCOPE OF AND LIMITS TO AUTHORITY Purchasing & Supply Chain Management, 4e 8
  9. 9. OBJECTIVES OF PURCHASING FUNCTION • SELECT SUPPLIERS THAT MEET REQUIREMENTS • PURCHASE MATERIALS AND SERVICES THAT COMPLY WITH APPROPRIATE STANDARDS • PROMOTE BUYER-SUPPLIER RELATIONS AND TO ENCOURAGE SUPPLIER CONTRIBUTION • TREAT ALL SUPPLIERS FAIRLY AND ETHICALLY Purchasing & Supply Chain Management, 4e 9
  10. 10. CONDUCT OF PURCHASING PERSONNEL • ETHICS POLICY • RECIPROCITY POLICY • CONTACTS AND VISITS TO SUPPLIERS • FORMER EMPLOYEES REPRESENTING SUPPLIERS • REPORTING OF IRREGULAR BUSINESS DEALINGS WITH SUPPLIERS Purchasing & Supply Chain Management, 4e 10
  11. 11. AVOID THE APPEARANCE OF RECIPROCITY • GIVING PREFERENCE TO SUPPLIERS THAT BUY FROM YOU • EXPECTING SUPPLIERS TO PURCHASE YOUR PRODUCTS AS A CONDITION FOR SECURING A PURCHASE CONTRACT • LOOKING FAVORABLY ON COMPETITIVE BIDS BY SUPPLIERS WHO BUY FROM YOU Purchasing & Supply Chain Management, 4e 11
  12. 12. EXAMPLES OF IRREGULAR DEALINGS • ACCEPTING BRIBES OR KICKBACKS • CRONYISM • ACCEPTING LATE BIDS • OWNING A STAKE IN A SUPPLIER’S COMPANY • OTHER BEHAVIOR NOT CONSIDERED PART OF THE “NORMAL” COURSE OF DOING BUSINESS Purchasing & Supply Chain Management, 4e 12
  13. 13. SOCIAL AND MINORITY BUSINESS • SUPPORT MULTI-CULTURISM • SUPPORT MINORITY BUSINESSES • CHALLENGES • LACK OF ACCESS TO CAPITAL • SUPPLY BASE OPTIMIZATION • LACK OF ADEQUATE MANAGERIAL AND TECHNICAL BASE • RELATIVELY SMALL SIZE Purchasing & Supply Chain Management, 4e 13
  14. 14. ENVIRONMENTAL ISSUES • NOW REQUIRED BY LAW AND/OR MAJOR CUSTOMERS • USE OF RECYCLED MATERIALS • STRICT COMPLIANCE WITH APPLICABLE LAWS • PROPER DISPOSAL OF WASTE MATERIALS • HEALTH AND SAFETY ISSUES Purchasing & Supply Chain Management, 4e 14
  15. 15. BUYER-SUPPLIER RELATIONS • TREATING SUPPLIERS FAIRLY AND WITH INTEGRITY • SUPPORTING AND DEVELOPING MOTIVATED SUPPLIERS • PROVIDING PROMPT PAYMENT ON INVOICES • ENCOURAGING SUPPLIERS TO SUBMIT INNOVATIVE IDEAS AND JOINTLY SHARING BENEFITS Purchasing & Supply Chain Management, 4e 15
  16. 16. QUALIFICATION AND SELECTION • PRICE/COST COMPETITIVENESS • PRODUCT QUALITY • DELIVERY • FINANCIAL CONDITION • ENGINEERING AND MANUFACTURING TECHNICAL COMPETENCE • MANAGEMENT OF ITS OWN SUPPLY BASE • MANAGEMENT CAPABILITY • ABILITY TO WORK WITH BUYING ORGANIZATION • POTENTIAL FOR INNOVATION Purchasing & Supply Chain Management, 4e 16
  17. 17. HAZARDOUS WASTE CONTRACTORS • EVIDENCE OF VALID PERMITS AND LICENSES • SPECIFICATION OF TYPES OF SERVICES IT IS LICENSED TO PERFORM • EVIDENCE OF SAFEGUARDS TO PREVENT ACCIDENTS • EVIDENCE OF CONTINGENCY PLAN IN CASE OF ACCIDENTAL RELEASE OF MATERIALS Purchasing & Supply Chain Management, 4e 17
  18. 18. LEGAL CONTRACT PROCEDURES • BASIC FEATURES OF THE STANDARD PURCHASE AGREEMENT • BASIC CONTRACT PRINCIPLES • EXECUTION AND ADMINISTRATION OF AGREEMENTS • ESSENTIAL CLAUSES OF THE CONTRACT • COMPLIANCE WITH CONTRACT TERMS AND PERFORMANCE ASSESSMENT Purchasing & Supply Chain Management, 4e 18
  19. 19. LEGAL CONTRACT PROCEDURES • FORMAL COMPETITIVE CONTRACTING PROCEDURES • CONTRACT DEVELOPMENT PROCESS • EXAMPLES OF SAMPLE AGREEMENTS • LEGAL DEFINITIONS • USE OF FORMAL CONTRACT CLAUSES Purchasing & Supply Chain Management, 4e 19
  20. 20. PURCHASING FORMS • DESCRIPTION OF PROPER USE • DETAILED MEANING OF EACH INFORMATION FIELD • DESCRIPTION OF PROPER HANDLING AND STORAGE • WHERE? • HOW LONG? • APPROVAL PROCESS Purchasing & Supply Chain Management, 4e 20
  21. 21. DEVELOPMENT OF LEGAL CONTRACTS • BASIC FEATURES OF THE STANDARD PURCHASE CONTRACT • BASIC CONTRACT PRINCIPLES • EXECUTION AND ADMINISTRATION OF AGREEMENTS • ESSENTIAL ELEMENTS OF THE CONTRACT • CONTRACT COMPLIANCE AND PERFORMANCE ASSESSMENT Purchasing & Supply Chain Management, 4e 21
  22. 22. DEVELOPMENT OF LEGAL CONTRACTS • FORMAL COMPETITIVE CONTRACTING PROCEDURES • CONTRACT DEVELOPMENT PROCESS • EXAMPLES OF SAMPLE AGREEMENTS • LEGAL DEFINITIONS • USE OF FORMAL CONTRACT CLAUSES Purchasing & Supply Chain Management, 4e 22
  23. 23. OPERATIONAL PROCEDURES • CONTROL OF MATERIAL PROVIDED TO SUPPLIER • STORAGE OF PURCHASING DOCUMENTS • SUPPLIER QUALIFICATION PROCESS • USE OF COMPUTERIZED SYSTEMS • ANALYSIS OF COMPETITIVE QUOTATIONS • USE OF SINGLE SOURCE SELECTION • REQUIREMENTS FOR PRICE ANALYSIS Purchasing & Supply Chain Management, 4e 23

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