نظام متشريات شركة
The different departments of the company, the size of the activity of each department and the number of employees, requires some resources and devices to ensure the functioning of the work system, an example of this is the situation of the company today, where one person is assigned to supply the requirements after issuing the invoice or agreeing to purchase from all departments, and this situation caused some delay in requests
Feasibility study:
- operational feasibility:
The system goes through two states
– The first case if the requests are in the company. It goes through five stages:
1-Check the stock
2- Order from stock
3- Approval of the department manager
4- Hand over the employee
5-SAVE IN DEPARTMENT RECORDS
-The second case if the requests are not available in the company .It goes through ten stages:
1-Check the stock
2-Request
3-Searching for RFQ
4- Negotiation with VQ
5- Approval of the department manager
6- Accreditation
7- Bank transfer
8-Payment and purchase
9- Sending the receipt
10-Stock update
In the beginning, you must know the types of requests in purchases, as they are:
– There are purchases for the company
(foodstuffs – stationery – wiring devices – others)
– Procurement of departments and employees (hardware – software – others)
The first case:
Check the stock:
When any employee, whatever his position, wants to request anything (hardware – software), he sends an inquiry to it
Department and check whether it is available or not. The IT department responds, and sends it the result of availability on its request.
Order from stock:
The employee receives the response, And forward it to the department manager
Approval of the department manager:
The department manager receives the approval request and the requisition form, and if it is approved, it sends it to the stock to be handed over to the employee. If he does not agree, the request process will be cancelled.
Hand over the employee:
After approval, the employee receives a handover form. The employee information, department, and type of requests (programs – devices – other) are written.
SAVE IN DEPARTMENT RECORDS:
The forms are kept in the records of the concerned department in the stock.
The second case:
Check the stock:
Here, if the request is not available in the stock, the employee takes different steps than in the first case.
Request stage:
If the purchase requisition is for the company, the authorized employee fills out the purchase requisition form and the types of products required.
If the procurement request is for the department or the employee
The employee: fills in the purchase requisition form specifying the required product.
Department: fills out the purchase requisition form specifying the required product
Searching for RFQ
After the employee starts the request steps. It searches for the best three RFQs according to the required products.
Negotiation with VQ:
After searching for the RFQ, the employee or authorized purchaser starts negotiating with suppliers based on the RFQ to get the best deal.The VQ form is attached to the purchase order and sent to the department manager
Approval of the department manager:
The department manager receives the purchase request with the attachments. If the request is according to the available budget, it will be approved. But if the request is more than the budget, the request is returned to search for an RFQ and negotiations with another VQ.
Accreditation stage:
The Finance Department selects one of the RFQ’s
attached with the request. After that accreditation is done
Bank transfer stage:
After accerditatoon by the Finance Department, the application is returned to the department manager to fill in the transfer information, which includes:
The person responsible or authorized to purchase and the account number (if it is not in the database of the Finance Department) .Then the account transfer process
Payment stage:
After the transfer, the authorized person goes to purchase based on the chosen QV
Payment and purchase:
The purchase is made by the employee or the authorized person. And requests an invoice in the name of the company. And send a copy to the stock
Sending the receipt:
The invoice is sent to the stock and must be in the name of the company
Stock update:
The stock is updated automatically. All department operations are kept in records, whether from the stock or from outside the company
- Economic feasibility:
Goals:
- Organizing the progress of the procurement management process completely: at the right time and in the appropriate quantities when the employee or department needs it.
2- Managing the budget effectively and efficiently by estimating the price against quality according to the RFQ
Introduction to the product.
3-Automatic automation of the audit and inventory process for purchasing operations in the departments, the number of devices for each department and any special belongings in the audit and inventory process in the company, in order to save time and ensure accuracy.
4- Manage the money transfer process and verify the accounts, when authorizing a person to purchase.
- Managing relations with suppliers: creating cooperation between the company and the supplier and joint benefits, as an increase in the supplier’s sales in exchange for special offers for the company
6- Managing the database of the Archives Department, with regard to invoices and their preservation, and guarantees for purchases.
7- Expanding in the future to include all procurement operations in the company’s projects.
3-Technical feasibility:
Resources:
-Stock check form
-the order form from
-the requisition form
-handover form
–
– Budgets and powers form (especially for department managers)
2- Purchase order form
3- Transfer Information Form (to be filled out by the authorized person)
4- RFQ forms (depending on the product and the supplier company) & VQ form
5-Purchase requisition form
6- Employees information
-Budgets schedule
-Department records
-stoke database
The different departments of the company, the size of the activity of each department and the number of employees, requires some resources and devices to ensure the functioning of the work system, an example of this is the situation of the company today, where one person is assigned to supply the requirements after issuing the invoice or agreeing to purchase from all departments, and this situation caused some delay in requests
Feasibility study:
- operational feasibility:
The system goes through two states
– The first case if the requests are in the company. It goes through five stages:
1-Check the stock
2- Order from stock
3- Approval of the department manager
4- Hand over the employee
5-SAVE IN DEPARTMENT RECORDS
-The second case if the requests are not available in the company .It goes through ten stages:
1-Check the stock
2-Request
3-Searching for RFQ
4- Negotiation with VQ
5- Approval of the department manager
6- Accreditation
7- Bank transfer
8-Payment and purchase
9- Sending the receipt
10-Stock update
In the beginning, you must know the types of requests in purchases, as they are:
– There are purchases for the company
(foodstuffs – stationery – wiring devices – others)
– Procurement of departments and employees (hardware – software – others)
The first case:
Check the stock:
When any employee, whatever his position, wants to request anything (hardware – software), he sends an inquiry to it
Department and check whether it is available or not. The IT department responds, and sends it the result of availability on its request.
Order from stock:
The employee receives the response, And forward it to the department manager
Approval of the department manager:
The department manager receives the approval request and the requisition form, and if it is approved, it sends it to the stock to be handed over to the employee. If he does not agree, the request process will be cancelled.
Hand over the employee:
After approval, the employee receives a handover form. The employee information, department, and type of requests (programs – devices – other) are written.
SAVE IN DEPARTMENT RECORDS:
The forms are kept in the records of the concerned department in the stock.
The second case:
Check the stock:
Here, if the request is not available in the stock, the employee takes different steps than in the first case.
Request stage:
If the purchase requisition is for the company, the authorized employee fills out the purchase requisition form and the types of products required.
If the procurement request is for the department or the employee
The employee: fills in the purchase requisition form specifying the required product.
Department: fills out the purchase requisition form specifying the required product
Searching for RFQ
After the employee starts the request steps. It searches for the best three RFQs according to the required products.
Negotiation with VQ:
After searching for the RFQ, the employee or authorized purchaser starts negotiating with suppliers based on the RFQ to get the best deal.The VQ form is attached to the purchase order and sent to the department manager
Approval of the department manager:
The department manager receives the purchase request with the attachments. If the request is according to the available budget, it will be approved. But if the request is more than the budget, the request is returned to search for an RFQ and negotiations with another VQ.
Accreditation stage:
The Finance Department selects one of the RFQ’s
attached with the request. After that accreditation is done
Bank transfer stage:
After accerditatoon by the Finance Department, the application is returned to the department manager to fill in the transfer information, which includes:
The person responsible or authorized to purchase and the account number (if it is not in the database of the Finance Department) .Then the account transfer process
Payment stage:
After the transfer, the authorized person goes to purchase based on the chosen QV
Payment and purchase:
The purchase is made by the employee or the authorized person. And requests an invoice in the name of the company. And send a copy to the stock
Sending the receipt:
The invoice is sent to the stock and must be in the name of the company
Stock update:
The stock is updated automatically. All department operations are kept in records, whether from the stock or from outside the company
- Economic feasibility:
Goals:
- Organizing the progress of the procurement management process completely: at the right time and in the appropriate quantities when the employee or department needs it.
2- Managing the budget effectively and efficiently by estimating the price against quality according to the RFQ
Introduction to the product.
3-Automatic automation of the audit and inventory process for purchasing operations in the departments, the number of devices for each department and any special belongings in the audit and inventory process in the company, in order to save time and ensure accuracy.
4- Manage the money transfer process and verify the accounts, when authorizing a person to purchase.
- Managing relations with suppliers: creating cooperation between the company and the supplier and joint benefits, as an increase in the supplier’s sales in exchange for special offers for the company
6- Managing the database of the Archives Department, with regard to invoices and their preservation, and guarantees for purchases.
7- Expanding in the future to include all procurement operations in the company’s projects.
3-Technical feasibility:
Resources:
-Stock check form
-the order form from
-the requisition form
-handover form
–
– Budgets and powers form (especially for department managers)
2- Purchase order form
3- Transfer Information Form (to be filled out by the authorized person)
4- RFQ forms (depending on the product and the supplier company) & VQ form
5-Purchase requisition form
6- Employees information
-Budgets schedule
-Department records
-stoke database
