Procurement Questionnaire & Feedback

Before we start discussing the following questionnaire, let us please explain the current business processes. This is not exhaustive questionnaire. Major Topics Requisition Questions
Do you use an internal requisition system? Are requisitions automated or manual? Explain. Are requisitions entered in a central location or will they come from multiple locations? Can any employees potentially submit a requisition and/or PO? f not! what type of employees can? "hat percent of your employee base does this include? Do you automatically or manually #enerate requisition numbers? Are $endors and prices always entered on the requisition or are not required? Do you order some items frequently enou#h to %ustify usin# express requisitions? Do you import requisitions from outside systems? from a &'P? from an in$entory system? "hat is the appro$al process for requisitions? Can the requesters appro$e their own requisitions? "hat is the appro$al process for re%ected requisitions? "hat are the criteria for appro$al of requisitions? &oney! commodity! plant! bud#et! other? Are requisitions combined for purchase order creation? "hat is the a$era#e lead(time from requisition to deli$ery? )ow do you decide who to buy from? )ow many $endors do you ha$e? Do you ha$e a sin#le consolidated $endor list? Do you ha$e preferred $endors? )ow do you identify them? Are $endors cate#ori*ed for reportin# purposes? Are the non(payment $endor sites! not defined in

Comments/Conclusions Yes. PRN. Automated At stores

SDDL/GAP

Vendors

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Procurement Questionnaire & Feedback

Major Topics

Questions
Accounts Payable! that need to be defined for Purchasin#! +',- Only+ sites? Do you put employees as $endors? f not! how do you pay employee expenses? )ow do you handle $endor numberin#? )ow do you handle $endors with multiple addresses? Are statistics .ept on any purchasin#! $endors or receipt information? f yes! price? quality? deli$ery? what types? "hat do you do when you want to stop purchasin# from a particular $endor? "hat type of $endor analysis do you perform? "ho are your buyers? )ow many are there? "here are they located? Are your buyers assi#ned to certain $endors or items? )ow? Are buyers assi#ned by part! commodity! plant! randomly! other? )ow many expediters are there? Do you require ',-/s before you create a purchase order? Are your ',-/s associated with requisitions or PO/s? )ow? )ow are ',-s presently handled! with respect to creation! transmittal! and appro$al? )ow many ',-/s do you issue per month? )ow do you enter quotations and other information from your $endors? Are request for quotes automated? Do you obtain quotations from phone! catalo#s or by other means? )ow do you request for bids from your $endors? Do you maintain quotation history? )ow lon#? Do you want to be notified when a quotation is about to expire? Do you automatically or manually create purchase

Comments/Conclusions

SDDL/GAP

Bu ers

Quotes

Purc!ase "rders Page 2 of 4

Procurement Questionnaire & Feedback

Major Topics

Questions
order numbers? "hat types of purchase orders do you use? 0for example! 1tandard! 2lan.et! Contract and so on3 )ow do you define each purchase order type? )ow many purchase orders do you issue monthly? "ho has access to definin# each type of purchase order? Do you create purchase orders from on(line requisitions? Does the buyer mer#e requisitions to#ether for a sin#le order? Do you ta.e ad$anta#e of discounts or price brea.s? Do you use unit of measure con$ersion for PO4s? f so! which ones? Do you want to attach text to your purchase order? )ow much? Do you want to be able to o$erride the item description by document? Do you want to be able to update or chan#e the accountin# distribution information for line items in your purchase orders? Do you autorelease to suppliers based on &P1? s orderin# done by part number! $endor part number! part number re$ision le$el? description? other? s purchasin# centrali*ed or decentrali*ed in your or#ani*ation? "hat are the purchasin# limits for each buyer? "hat is the appro$al process for each buyer? Do you modify existin# purchase orders?. Can a buyer modify a PO or requisition without a correspondin# chan#e request / authori*ation from the requisitioner? )ow does a buyer communicate a modified PO or requisition if no chan#e request/authori*ation from the requisitioner is needed?

Comments/Conclusions

SDDL/GAP

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Procurement Questionnaire & Feedback

Major Topics

Questions
Do you want to control modifications to your purchase orders? Do you want to close purchase orders before they ha$e been truly recei$ed 5 in$oiced? Do you wish to pre$ent purchase orders bein# sent to 6endors that are on hold in Accounts Payable? Do you want to reser$e funds for your requisitions or purchase orders? Do you want to pre$ent someone from reser$in# funds if you do not ha$e enou#h funds a$ailable? )ow do you define your encumbrance types? Obtain a copy of each type of PO format "hat #oods or ser$ices do you order re#ularly? "hat percenta#e of purchased parts are intended for manufacturin# use? "hat percenta#e of purchased parts are intended for non(manufacturin# use? "ho recei$es a copy of the Procurement reports? Describe your reportin# hierarchies? Do you do any outside processin#? Do you ha$e sin#le or multiple bill to locations? Do you ha$e sin#le or multiple ship to locations? "hat types of security and controls are used re#ardin# .ey information? "hich operations/processes do you want to eliminate for Procurement? "hat .ind of ser$ices you a$ail from outside? "hat is 7O& for ser$ice items? )ow rate contracts are done for on#oin# ser$ices? "ho does the ne#otiation? Explain the process of quotation to PO for ser$ices. )ow payments are done for ser$ice PO

Comments/Conclusions

SDDL/GAP

General

Ser#ice Procurement

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