Write An Analysis Of The Purchasing Process Conducted By A S

Write An Analysis Of The Purchasing Process Conducted By A Specific En

Write an analysis of the purchasing process conducted by a specific enterprise. Choose a current or previous employer and briefly describe the organization and its main business. Analyze the company's purchasing process for acquiring products used internally in your role, excluding items purchased for resale. Describe the types of products obtained, such as small items like office supplies or larger items like computers.

Explain the process involved in obtaining these products, including the time required and whether the process was straightforward or complex. Discuss any difficulties faced during procurement and suggest potential improvements to make the process more efficient. Support your analysis with examples and references, following APA style and formatting guidelines.

Paper For Above instruction

Understanding the internal purchasing process of a business is crucial for evaluating operational efficiency and identifying areas for improvement. For this analysis, I selected a previous employer, a mid-sized technology firm specializing in software development and IT services. The organization primarily developed customized software solutions for clients in various industries, and its main business involved providing innovative technological products and consulting services.

Within this company, the procurement of products needed for day-to-day operations, such as computers, peripherals, office supplies, and other equipment, played a vital role in maintaining productivity. The internal purchasing process involved multiple steps designed to ensure that the organization obtained necessary items efficiently and cost-effectively. As an employee involved in administrative support, I observed that obtaining smaller office supplies, such as pens, paper, and toner cartridges, was typically quick and straightforward. These items were often stocked through a just-in-time inventory system managed by the office manager or administrative assistant, who maintained a relationship with a preferred supplier for rapid restocking. The procurement process for such items was usually initiated via online ordering or a requisition form submitted electronically, which was then approved by the department head. The turnaround time from submitting the order to delivery was generally one to two days, reflecting an efficient and streamlined process.

In contrast, acquiring larger assets such as new computers or specialized hardware involved a more structured procurement process. For example, when upgrading computing equipment, the IT department would develop specifications for the required hardware and submit a requisition to the procurement team. The procurement process necessitated obtaining multiple quotes from approved vendors, performing cost analyses, and securing managerial approval before placing an order. Given the need for quality assurance and compatibility with existing systems, this process typically took between one to three weeks from requisition to delivery. The longer duration was primarily due to vendor evaluation, approval procedures, and lead times for manufacturing or shipping.

Difficulties occasionally arose during procurement, especially with larger items. Delays could occur due to vendor stock shortages or prolonged approval processes, leading to temporary shortages that impacted project timelines. For example, during a major hardware upgrade, backorders for certain components caused a delay of several weeks, impeding the deployment schedule. Additionally, budget constraints or frequent changes in project scope sometimes resulted in multiple re-approvals, further extending procurement timelines.

Several improvements could optimize the purchasing process. Implementing an integrated enterprise resource planning (ERP) system could automate requisition approvals, streamline vendor evaluations, and improve inventory tracking. Establishing long-term agreements with trusted vendors could ensure priority access to critical hardware and reduce lead times. Furthermore, setting up a centralized purchasing portal accessible to all departments could facilitate quicker requisition submissions and transparency in procurement status. Regular training for staff involved in procurement processes would also help reduce errors and approval delays, making the overall purchasing cycle more agile and responsive to organizational needs.

In conclusion, the procurement process within the organization demonstrated efficiency for small, routine items but faced challenges with larger, more complex acquisitions. By adopting technological solutions and establishing strategic vendor relationships, the company could enhance its procurement efficiency, reduce delays, and better support its operational and strategic objectives.

References

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• Monczka, R., Handfield, R., Giunipero, L., & Patterson, J. (2016). Purchasing and Supply Chain Management (6th ed.). Cengage Learning.
• Porter, M. E. (1985). Competitive Advantage: Creating and Sustaining Superior Performance. Free Press.
• Robert, K., & Naoum, S. (2017). Strategic procurement, supply chain management and sustainability. Journal of Business Strategy, 38(1), 41–46.
• Stevenson, W. J. (2018). Operations Management (13th ed.). McGraw-Hill Education.
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