Example of Procurement Management Plan Template

A Procurement Management Plan is part of the project management activities. This part of the procurement planning is performed in the early stages of the project.

In this article, I share a sample Procurement Management Plan that you can use for your projects after modification.

Procurement Management Plan Example

Evaluation of material suppliers, or the presence of markers for product quality.

Certification involves a process of validating information. The Supplier and its products and services will be evaluated through this process to ensure that it can provide its services under the Project. Reference: “Procurement Management Plan template with real example data“, https://wikipedia-lab.org/procurement-management-plan-template-with-real-example-data/

All suppliers must complete the Preliminary Evaluation Form of the Supplier before starting to work on the Project.

The Technical Procurement Department will approve or reject the supplier, following the information and documentation received. Approved suppliers will be included in the database.

Criteria for evaluating suppliers

Suppliers with a quality system certified by an Official National or International Certification Body responsible for a product or service: a copy of the updated certification documents shall be submitted to the Project.

Non-ISO certified suppliers: The Quality Management Project Department will create a file for approved subcontractors and will request the following information, depending on the type of supply:

Subcontracted processes: rules applicable to these processes or an obligation to comply with the prescriptions of the competent authorities set by the Project for the site.

Delivery of materials: Acceptance of product specifications and the visit by the Quality Management Department to assess the quality of the supplier’s processes based on the forms approved by the General Quality Plan.

Sub-contracted operations: Preliminary acceptance of the following documents:

  • Development plan.
  • Quality plan.
  • Structure Management Plan.
  • Testing plan.

Assessment of the subcontractor’s capacity to carry out the submitted plans and assessment of the quality of the supplier’s processes based on the forms approved by the Master Plan of the Project.

Provisionally Certified Suppliers will be identified as suppliers who have mentioned in the Prequalification Form that they have a quality system in place in their company, although they have not certified it with an official certificate from a national or international body.

The evaluation and certification of subcontractors are carried out according to the General Procedure (PRG-IDR-123) and suppliers classified as subcontractors will be informed of the results.

Criteria for Technical Samples, Acceptance, and Rejection

The provider will be subject to constant evaluation of the quality of services during the reception/inspection or provision of the service.

These assessments will be taken into account, including all incidents related to the quality of its products and services and those related to delivery conditions.

The data will be recorded in the system and monthly reports on the results will be prepared. Similarly, the evaluation takes into account other positive aspects, such as improving initial expectations. Reference: “Procurement management plan example template for project managers“, https://securityinformationeventmanagement.com/procurement-management-plan-example-template-for-project-managers/

Inspection and testing operations will be carried out during the relevant phases of the work process and will be specifically identified in the inspection program.

Inspections and tests will be carried out on 100% of the manufactured products unless otherwise specified in the Quality Plan, the applicable test procedure, or with specific inspection instructions.

The production quality department will perform an acceptance inspection of all received products.

To do this, he will check the compliance of the products with the requirements set out in the purchase order (plans, specifications, PPP, etc.), taking into account the guidelines set out in the applicable documents.

When we do not have the resources needed to verify the product obtained (human, material, or economic), the necessary support from the Project Organization will be required.

Similarly, the Project Organization will be required to clarify some areas where control requirements are inconsistent, and not clear enough, with description problems or other deficiencies identified for proper verification.

In these cases, the products will be retained until the verified requirements are clarified and the inspection is completed. Read also: Procurement Management Plan in project management practices, https://stc-montreal.org/procurement-management-plan-in-project-management-practices/

Products awaiting acceptance will be made available for immediate use when approved by the Quality Engineer. To do this, they must be adequately controlled and identified (the product and the place where it is installed) so that the product can be immediately restored and replaced in case of non-conformity.

Where the supplier is entrusted with inspection activities, this condition will be recorded in the documents specified for these activities.

Sample plan

The standard for each attribute to be checked will be UNE 66020-1. The size of the inspected sample will be specified in the statistical sampling plan for each case (Quality Plan, Special Instruction, etc.).

Criteria for Technical Samples, Acceptance, and Rejection

The provider will be subject to constant evaluation of the quality of services during the reception/inspection or provision of the service.

These assessments will be taken into account, including all incidents related to the quality of its products and services and those related to delivery conditions.

The data will be recorded in the system and monthly reports on the results will be prepared. Similarly, the evaluation takes into account other positive aspects, such as improving initial expectations.

Inspection and testing operations will be carried out during the relevant phases of the work process and will be specifically identified in the inspection program.

Inspections and tests will be carried out on 100% of the manufactured products unless otherwise specified in the Quality Plan, the applicable test procedure, or with specific inspection instructions.

The production quality department will perform an acceptance inspection of all received products. To do this, he will check the compliance of the products with the requirements set out in the purchase order (plans, specifications, PPP, etc.), taking into account the guidelines set out in the applicable documents.

When we do not have the resources needed to verify the product obtained (human, material, or economic), the necessary support from the Project Organization will be required. Similarly, the Project Organization will be required to clarify some areas where control requirements are inconsistent, and not clear enough, with description problems or other deficiencies identified for proper verification. In these cases, the products will be retained until the verified requirements are clarified and the inspection is completed.

Products awaiting acceptance will be made available for immediate use when approved by the Quality Engineer. To do this, they must be adequately controlled and identified (the product and the place where it is installed) so that the product can be immediately restored and replaced in case of non-conformity.

Where the supplier is entrusted with inspection activities, this condition will be recorded in the documents specified for these activities.

Sample plan

The standard for each attribute to be checked will be UNE 66020-1. The size of the inspected sample will be specified in the statistical sampling plan for each case (Quality Plan, Special Instruction, etc.).

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