Planning for any
activity is one of the starting points. It may not be visible
for easy and routine kind of activities but where an activity
depends upon many other activities complexity increases and thus
planning becomes all pervasive.
These are the components of a good procurement project plan:
1. Scope. The scope is the goal of
the procurement. Sometimes, you can use the description from
your RFP, RFI, or RFQ for your scope. But the big secret is that
it has to be very specific and document every assumption that
has been made.
2. Schedule. The schedule includes
a work breakdown structure - the specific steps that are
required to complete the procurement. You break down each
activity into its smallest task. Then you can assign a specific
amount of time it is going to take to do each one of those
3. Budget :The budget can mean different things to
different companies. In some companies, if you're
billing your time to specific internal projects or
the business unit, the budget does
become important. The easiest way to create a budget is to tie it
to the schedule, multiplying the number of hours of work
by the pro-rated salaries (perhaps including benefits) of
4. Quality Plan. The quality plan lays out how
you're going to maintain the standards and requirements
for a good procurement, adding examples of ensuring that
competition is fair and that suppliers are qualified
5. Human Resources Plan. The human resources plan
describes the qualifications of the personnel that you
need on your team. Usually, you can get the people you
want if you can justify exactly why you need them.
What is it that they know or do that you need?
Remember to document it if you aren't allowed to
use the people that you asked
That can help you in explaining why your project is
not doing as well as you thought it ought to do.
6. Communications Plan. The
communications plan clearly describes who is on the team, who
the end users are, and anyone else affected by the procurement.