Planning the procurement of goods is one of the most important stages in the activities of any modern institution or enterprise. It is intended for the formation of preparatory documentation if necessary to purchase a product, order work, services. The most relevant area for municipalities, state-owned companies. Several planning methods have been developed that are considered as part of specialized educational courses. Of course, theoretical calculations are applicable in practice, the scope of their application is extremely wide. This is largely due to the requirements of the current legislation on the justification of acquisitions of municipalities and government agencies.
A start without mistakes is the key to success
At present, procurement planning in accordance with Federal Law 44 is being practiced. This document has declared at the federal level how important the procedure for drawing up a plan is. The requirements for drafting acquisitions first appeared in 2013, and since then the situation has definitely not become easier for individual institutions to implement. Legal standards that are relevant for our days require you to plan acquisitions in strict accordance with the laws, carefully documenting every step, any operation.
Organization of procurement, drawing up a plan are tasks that, with the invariability of the law, are being solved in our time using more modern methods. This allows for increased economic efficiency of the result to adhere to established standards. The procurement planning system is the key to a positive result of the whole event. Needs are important to analyze, given the amount of funds allocated to the enterprise. Of course, the best option is to allocate the financial masses in the amounts required by a particular institution to implement all planned transactions, but budgetary constraints rarely allow to realize 100%.
Do it right
Incidentally, the relevance and complexity of the issue of planning procurement plans, drafting projects is already visible from the abundance of specialized publications that have been recently released, revealing various subtle aspects and nuances of the issue. Much is due to the difficult economic situation in the country, on the basis of which the requirements of the law are being tightened, as well as the monitoring of their compliance. There is a positive side: it is possible to effectively prevent abuse, the corruption component, and the inefficient waste of budgetary savings.
Yearly procurement planning is the most common option. It will not be superfluous to draw up plans for a long period of time (five-year plan), but they are formed only in general terms. There are short-term plans (for example, for a month), but these reflect only the current needs of the enterprise. An annual plan is not just a list of necessary acquisitions, but also a document demonstrating the prospects of the institution, its development strategy, and the improvement of the work process. Often an explanatory note is attached to the plan, justifying the need for each of the items listed. This helps to prevent suspicion of abuse and prove the need for allocation of funds.
Main objectives: parsing procurement examples
Planning, procurement may be the area of responsibility that the company neglects.In such a situation, the quality of the service provided as a result of the work of the institution of the product will be quite low, and the terms will be prolonged. If it was not possible to work out the price of the contract correctly, plan the acquisition, there is a possibility of inefficient spending of funds, which can be regarded as an offense with the ensuing consequences.
Municipal procurement planning helps prevent unforeseen cancellations. The initiator of the transaction block can be the controlling authority, contractor or the institution itself, which suddenly found a mistake and, therefore, was forced to urgently terminate cooperation by agreement. This leads to temporary losses, financial. A customer who has incorrectly completed the procurement process may face penalties. In particular, it follows from existing laws that an official who irresponsibly incorrectly selected the procurement method is forced to answer: the punishment reaches 50,000 rubles.
One by one
At modern enterprises, procurement planning is carried out through a systematic approach to the issue using effective electronic, computing, and software systems. This minimizes the likelihood of human error. The sequence of operations is the formation of the plan, its coordination with higher authorities, the implementation of the plan. Already at the preparatory stage, it is necessary to justify all planned operations, verify compliance with the goals set for the institution, and normalize the procurement. The latter involves quality control of the purchased product, the ordered service with respect to current requirements, expected consumer qualities. At the stage of the plan, the required quantity of the product and the marginal price at which it can be purchased are analyzed.
Procurement planning management includes organizing a public discussion of the event. This is especially true for a number of transactions for which publicity is stipulated in the laws. There are such events that it is simply impossible to implement without preliminary public research with an assessment of the results. Currently, the most modern means and methods of communication, technical solutions, and information technologies are actively used to organize such a step.
There is no end to papers!
Planning for state and municipal procurement involves the formation of a schedule, a procurement plan. The second type of documentation was introduced in 2016. The first was practiced before, its form has remained unchanged for several years. The schedule is formed for the year. The procurement plan is drawn up for an average term and includes all the names of products needed by the institution and purchased from the supplier. Normally, such a document covers a three-year time period, since it is for this period that a budget is formed.
Public procurement planning is a particularly difficult issue. It is necessary to focus on the Federal Law adopted in 2011 under number 223. He declared the possibilities of drawing up a flexible plan covering a twelve-month period. Some purchases need not be justified. This applies to the list that falls under the standards of the second part of the fifteenth article of the previously mentioned 44th Federal Law. Public sector employees have the right to adjust plans in accordance with the need. There is no time limit or reason.
All according to plan
Procurement in budget planning in a graph format involves the use of documentation developed over a three-year period and describing the basic needs of the institution as a foundation.Not every legal entity from the first time can successfully form such a procurement plan that can be translated into reality, therefore, the law stipulates the possibility of making adjustments to those documents that are already published through a specialized information system.
Often, changes need to be made as the needs for goods are discovered that could not be identified earlier. Through the electronic budget, procurement planning is a fairly flexible process, you can add new items, especially if the financial opportunities for their implementation are due to savings in tenders that have already passed by the time of adjustment. Changes can be made when it is stimulated by the results of public discussion, if it was organized as meeting the requirements of laws.
Procurement logistics
To ensure that procurement planning (the electronic budget, conducted through modern software products, provides significant assistance to specialists) is as effective as possible, organize events, taking into account the requirements of logistics. When drawing up the plan, you need to be guided by the needs of the enterprise, the costs associated with work processes, storage spaces available for use. The role and amount of material needed for the production process, the timing in which it should be delivered play a role. To succeed, you need to take into account the resources of suppliers, the ability to organize your own production of some consumables applicable for the manufacture of the final product, the provision of services.
The formation, taking into account the entire specified procurement plan in budget planning in relation to state and private companies, allows you to establish a work process without downtime and financial losses due to surplus acquisition, damage to consumables. To identify how much material is needed (namely, this indicator is the basis for calculating most of the others), it is necessary to master several standard methods of calculation. To apply them to a specific company, you first need to collect the most complete information base on the use of similar raw materials in industry earlier.
How much do you need?
One of the methods of procurement planning is the assessment of the volume of products that need to be produced, based on the customer's need for it. Knowing how significant the demand for the product is at the moment, one can reasonably calculate how much raw material will be needed. To simplify the calculations form lists with products, materials, take into account the time required to supply different items, the duration of storage. If some consumables can be made on their own, you need to calculate in advance how great the time costs are.
Knowing the time intervals, they estimate the gross need of the positions received from the supplier, manufactured on their own. Based on it, the net demand is determined by analyzing existing stocks, placed orders and planned production volumes. Among the orders may be those that were made earlier for the previous series of goods. When planning a new production cycle, they do not need to be taken into account.
Fluctuations in demand
This method of planning purchases is relevant when the consumer’s interest can be described by a wave chart with repeating elements. To achieve smoothing, it is necessary to assess how large the actual consumption of the product over the past time period is, to identify the ratio with the previously calculated indicators for it. For a new period, the forecast is an indicator calculated for the previous time period, to which the corrective value is added - the quantity of goods multiplied by the significance coefficient.
Alternative option
Another method of procurement planning is deterministic.They resort to this when it is known for how long it takes to execute an order, how much material is required for it, in what time consumables will be delivered.
Sometimes the stochastic approach is most applicable in practice. The basis for the calculations are the methods of statistics, mathematics. Using specialized formulas, you can evaluate what the need for a product is expected, and based on this plan the purchase of consumables.
Using the accumulated experience of the staff, you can implement a heuristic approach to procurement planning.
Everything has its time
Planning for public procurement, private involves the availability of the most complete information base regarding the production process and the result of its application. It is necessary to provide analysts with access to accurate information about the movement of consumables, components, spare parts. There should be data on all stages from the moment of research of the procurement market to the receipt of the purchased at the warehouse.
For the logistics procurement system to work well, you need to know what materials are used in the production process. The formation of the procurement plan involves the coordinated interaction of different people employed at the enterprise. Public procurement planning (and equally in private companies) forces to establish mutual relations between different departments, divisions, branches of a legal entity. Only carefully organized interaction allows us to guarantee the correctness of calculations, analysis, and the choice in favor of the optimal method of procurement formation. Joint work allows you to decide in favor of the best pricing policy, conclude a profitable contract with the supplier, and track the amount of incoming, available, expended raw materials. Logistics includes control over the timing of deliveries, the placement of raw materials within the warehouse territories.
Nothing extra
By organizing procurement logistics, you can achieve a minimum inventory in the warehouse with an uninterrupted supply of consumables for the production process. In order for planning to be effective, it is necessary to precisely formulate which particular positions are required and to what extent, in what time period they should be exactly at the disposal of the workshops, and how great are the possibilities of well-known suppliers. Logisticians evaluate the current capabilities of the warehouse, work out ways to organize the production process of consumables using their own capacities.
We buy wisely
In many ways, procurement planning is closely related to the choice of a specific format for cooperation with suppliers. Recently, the most widespread option is the execution of a tender. It is equally applicable to state enterprises, institutions, and when searching for a supplier by a private trader. The concept of tender came into the economy for a long time. Organization of bidding is the responsibility of the customer, announcing the competitive conditions for the supply of the product, the provision of services. As part of the auction, those who wish can enter into competition for the right to conclude an agreement with the customer on pre-announced conditions. The rules to which cooperation will be subordinated must be formulated, published in advance. For this, a full package of tender documentation is filled out, indicating the terms of all stages of mutual work. The names of products, services, prices that suit the customer are listed.
The classic tender is a procedure involving an abundance of competitors. Winning the right to conclude a contract is not easy, but the process itself is cost-effective, fair. Its organization is assigned to the heads of the enterprise, acting as a customer. The company collects a procurement commission, the composition of which is approved by the commanding staff.These specialists prepare a package of documents, draw up everything necessary to set the conditions for public viewing. It is necessary to remember the current regulatory and legal acts governing tenders and auctions.
Carefully and thoroughly
All bids submitted within the limited time frame must be analyzed by the participants of the procurement commission. Regarding each of the options, a general decision is formulated: accept the proposal, appoint a potential person as a contractor or reject the option. Determining in favor of a specific outcome, you need to check the conditions of the competition, analyze the features of all the proposals received. The ideal outcome of the procedure is an agreement at the lowest possible price, subject to all requirements and conditions of the customer. Impartiality, openness, transparency are the main advantages of such a procedure.
In formulating requirements for performers, one must be guided not only by one’s own interests, but also by average market offers. If the customer sets deliberately unfavorable conditions, there are hardly any people who want to sign up for such cooperation; as a result of the tender, not a single application will appear. In order not to be in such an unpleasant situation, leading to a disruption in the delivery time, it is necessary to formulate adequate proposals. One of the ways that have been resorted to more and more recently is setting the conditions that are maximum possible for the customer. Each potential contractor offers its own options, corresponding in price or more affordable, and based on an analysis of all the applications received, you can choose the most successful way of cooperation.
How to spend?
When planning purchases in the form of a tender, it is first necessary to analyze the market’s price offers, compile a summary quotation base, comparing different suppliers, and then proceed directly to the organization of the tender. In the accompanying documentation indicate the requirements for the price of the contract, the timing of its execution, qualification level and quality of the product. Each of the participants according to the results of the tender receives an individual number, the first is intended for the winner. If one refuses to conclude an agreement, the second on the list and so on will have priority. In the course of the tender, contact of the commission members and representatives of interested potential contractors is prohibited.