The system was jointly developed by CPECC and New Zhong Da Engineering Management Technology Company, and has been successfully put into operation for two years. Using this system, Chinese and foreign contractors have managed the procurement of WOPP projects, and achieved remarkable management effects and economic benefits.
First, establish a whole-process management process that conforms to the international management environment.
The procurement business processes managed during the construction of the WOPP project involve ER (Engineering Requirements) formulation, RBL (Recommended Bidder List) formulation, RFQ (Bidding) issuance, bid opening, bid evaluation, clarification, award, contract signing, drawing submission, manufacturing inspection, expediting, transportation, insurance, customs clearance, inland transportation, receiving inspection, warehousing, maintenance and warehousing. Therefore, the system must consider the characteristics of procurement business in line with the international management environment and carry out the process architecture of the whole process management of the system.
1. First, formulate ER documents and purchase them after approval by relevant departments; The purchasing department formulates corresponding RFQ documents according to ER documents, RBL documents and business documents. Send a letter to the supplier specified in the RBL document to invite bids.
2. Suppliers decide whether to participate in bidding activities according to their own actual conditions, and the project department registers the suppliers participating in bidding according to the information fed back by suppliers.
3. On the specified bid opening date, organize relevant departments to conduct bid opening and bid evaluation on the technical and commercial bidding behaviors of relevant bidders. In the process of bid evaluation, the bidder's relevant bid terms will be clarified through a clarification letter to ensure the consistency of understanding of the bid documents by both parties.
4. After the bid evaluation results are submitted to the relevant departments for examination and approval, a bid-winning notice will be issued to the winning bidder, and the other party will reply according to whether or not to accept the bid-winning results. After receiving the letter that the supplier decided to accept the bidding result, he signed a draft purchase order with the supplier and submitted it to the relevant departments for approval. Formally sign the purchase order as the basis for the subsequent operation process.
5. After signing the purchase order with the project, the supplier will design the relevant project drawings, project data and other information according to the competitive project for approval. According to the relevant provisions of the purchase order, the quality plan will be revised and submitted for approval.
6. After the bidding project is put into production, the supplier will, in combination with the actual production situation of the supplier, conduct corresponding inspection on the supplier's production process by sending personnel to the factory for inspection, third-party inspection, patrol inspection, etc. to determine whether the other party's production process meets the relevant requirements.
7. After the supplier completes the production process of related items, it will conduct ex-factory inspection on the packaging of the items and the supplier's inspection documents to ensure that the supplier's production meets the requirements, and submit the inspection results to QA (Quality Assessment) /QC Quality Control Department for approval.
8. Before all items are transported, shipment acceptance must be conducted to determine whether the relevant documents and labels are complete; When transporting goods, it is necessary to formulate insurance documents, proforma invoices, packing lists and other documents corresponding to relevant waybills.
9. After the imported goods arrive in the country where the project is located, the customs will clear the goods according to the tax exemption certificate.
10. After the goods arrive at the relevant destination, the relevant departments will organize relevant departments to carry out unloading inspection, mainly to check the average of the goods and the number of boxes. (by sea and air); If the goods are transported by sea or air, the goods will be transported in the country where the project is located after unloading inspection, and the related goods will be delivered to the relevant warehouses of the project.
1 1. After the goods arrive at the relevant warehouse, they will organize receiving and unpacking inspection to determine whether the goods are qualified.
12. Items need maintenance when they are in the warehouse. Ensure that the goods have suitable storage conditions.
13. According to the construction progress, formulate the corresponding material requisition, report it to the relevant departments for approval, and then deliver the materials according to the material requisition.
The above-mentioned process, that is, the whole procurement process from the formulation to delivery of ER documents, has been successfully verified in practical application. Fully in line with international procurement management practices.
Two, procurement business management to ensure the progress of the project as the goal.
The main purpose of the procurement monitoring system is to provide a basis for the control of the whole project schedule and plan, intuitively reflect the relevant state of the corresponding items, and give an alarm to the items that do not meet the construction schedule.
The monitoring point information corresponding to the system includes: ER formulation time, RBL formulation time, RFQ formulation time, bid opening time, tender comparison time, bid evaluation result approval time, LOA (agreement) time, PO signing time, DRAWING (drawing) time, manufacturing start time, factory acceptance time, delivery time and ETA (estimated arrival time in Hong Kong) time. In the process of monitoring, the time information of a certain period of time may be copied. For example, after er development, RBL and RFQ documents will be developed simultaneously. When the related items correspond to multiple time points, the nearest time point is taken. For example, when an ER material corresponds to different versions of ER preparation time, the latest ER preparation time is taken.
The alarm of the system is mainly divided into two situations: the alarm that does not meet the construction progress and the purchase alarm. Non-compliance with the construction progress alarm means that the delivery date specified by PO is later than the construction progress, and the purchase alarm means that the actual delivery time of the supplier is later than that specified by PO.
The schedule control of the system includes the acceleration of the whole procurement process. The expediting management is responsible for expediting the supplier's related behaviors, ensuring the normal operation of the procurement business and recording the corresponding expediting behaviors. Public information for delivery reminder, including supplier information, relevant information for delivery reminder and delivery reminder report.
Third, the whole process control of procurement cost
The system tracks the cost of the procurement project in the whole process, and its control contents include:
1. Total price, FOB price, CFR price, spare parts quotation, quotation ceiling, currency, etc. In the process of bid opening and evaluation.
2. For multi-currency maintenance in purchase orders, the purchase order price will be read from the price information of the winning supplier. The actual price is the purchase order price minus the discount stock price, and the discount factor is considered. The corresponding purchase order payment point information needs to be maintained in the purchase order to monitor the purchase order payment.
3. The insured amount of the insurance policy.
4. The amount and currency of the insurance policy, proforma invoice and proforma invoice involved in the waybill.
5. Duty-free amount and currency at customs clearance.
6. The report of shortage, overflow and damage issued according to the acceptance results during unloading acceptance.
7. Shortage, leakage and damage report issued by warehouse personnel when the goods are found to be inconsistent with the waybill items.
8. After the warehouse confirms that the goods inventory can't meet the requirements of the purchase requisition, it prepares the inventory filling report.
9. When counting inventory, the system generates corresponding inventory gain and inventory loss documents.
10. The purchase requisition is incorrect during the construction period or redundant items are returned during the construction period.
Based on the above control contents, the system generates the planned and actual cost analysis of the corresponding month by comparing the planned price with the actual price and combining with the corresponding time schedule, so as to realize the real-time cost control of materials in online form.
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