acquisition management
TRANSCRIPT
ACQUISITION MANAGEMENT STEP BY STEP IN CONSTRUCTION SECTOR
PROJECTS
IBEN ENGENHARIA LTDA.
IBEN ENGENHARIA LTDA.
THE ACQUISITION MANAGEMENT FOR A PROJECT INCLUDES THE PROCESSES NECESSARY TO
ACQUIRE PRODUCTS AND SERVICES FROM OUTSIDE THE ORGANIZATION. IT INCLUDES PLANNING,
REQUEST, QUOTATIONS, AND PROPOSALS, PERFORMANCE, ADMNISTRATION AND CLOSING OF
PURCHASES.
THE PLANNING PROCESS CREATED THE REFERENCES NECESSARY FOR THE PURCHASE TO
PERFORM ALL OTHER ACQUISITIONS PROCESS. THE PURCHASE REQUEST, ON THE OTHER HAND, IS
THE CONSUMPATION OF THE NEED TO PURCHASE SOMETHING THAT HAS BEEN PREDICTED OR NOT
DURING PLANNING. IT COMPLEMENTS PLANNING INFORMATION, INDICATING WHO REQUESTED IT, IN
WHAT QUANTITY, IN WHICH URGENCY, AND WITH WHAT IMPORTANCE. PROVIDING FURTHER
FUNDAMENTS FOR THE SUBSEQUENT PROCESSES.
PURCHASES REPRESENT ON AVERAGE 66% OF THE COSTS OF A CONSTRUCTION PROJECT. IN
HIGHLY OUTSOURCED PROJECTS, SUCH FIGURES CAN GO HIGHER THAN 90%, AND THE
PERFORMANCE OF SUCH PROCESS IS RELATED WITH OTHER SUCCESS PARAMETERS IN ADDITION
TO THE COST, SUCH AS TIME, QUALITY, RISKS, COMMUNICATION, SCOPE, INTEGRATION, AND HUMAN
RESOURCES, WHICH SHALL BE INCORPORATED TO THE ACQUISTION REQUIREMENTS.
HOW TO MANAGE ACQUISITIONS AND ESTABLISH METRICS TO MEASURE PERFORMANCE?
WE WILL ANSWER THIS QUESTION BY DESCRIBING STEP BY STEP THE MAJOR ROUTINES IN
ACQUISITION MANAGEMENT FOR CIVIL CONSTRUCTION SECTOR PROJECTS.
IBEN ENGENHARIA LTDA.
ACQUISITION PLANNING MUST SPECIFY THE DESCRIPTION OF WHAT MUST BE PURCHASED AND ITS
TARGETS. THE TOTAL SUM OF THE PURCHASES IS EQUAL TO THE VALUE CONSIDERED AS COST IN
THE BUDGET, WHEN THEIR PERFORMANCE IS EQUAL TO 100%.
LIST OF SERVICES OF THE PROJECT
WORK PACKAGES TARGET THE WORK PACKAGES DESCRIBED BELOW CORRESPOND TO THE ACTIVITIES, SERVICES OR DELIVERIES THAT SHALL BE PERFORMED FOR THE PROJECT TO INCLUDE ALL WORK NECESSARY FOR A SUCCESSFUL CONCLUSION. EAP’S DICTIONARY MAY BE REQUESTED TO PROVIDE FURTHER DETAILS ON EACH WORK PACKAGE
THESE COLUMNS CORRESPOND TO THE QUANTITIES AND VALUES SPECIFIED IN THE BUDGET SPREADSHEET THAT WERE USED AS THE BASIS FOR THE COMPOSTION OF THE OBJECTIVE COST OF THE PROJECT. ALL ACQUISITION THAR EXCEEDS SUCH LIMITS SHALL BE AUTHORIZED BY THEIR MANAGER.
ITEM CATEGORY DESCRIPTION OF THE SERVICE START CONCLUSION UNIT QTY $ UNIT. MATERIAL
$ UNIT. SALARIES
$ UNIT. CHARGES
$ UNIT. TOTAL
$ TOTAL
24,135,882.58
.001 A OPENING and preparation of a box with up to 40cm for paving 09/22/11 09/28/11 m² 3,215.98 2.88 4.34 0.35 7.56 24,323.68
.002 A COVER for trestle in brickwork, sizes 0.65x 0.85x0.30 m 09/15/11 09/16/11 un 1.00 404.29 56.67 66.44 527.40 527.40
.003 ACOVER for fire extinguisher in carbon steel plate, with hose with Ø 65 mm (2 1/2'') x 30 m 04/17/12 12/31/12 un 1.00 762.79 41.15 48.26 852.21 852.21
.004 APROVISORY COVER in woodwork performed at the work site for storage of materials and tools (including 4 times re-use) 06/03/09 04/27/12 m² 240.00 59.81 112.28 127.88 299.98 71,994.27
.005 A FINISHING of concrete surface with electrics mechanic trowel 08/14/12 12/31/12 m² 420.00 0.18 2.55 2,01 4.74 1,989.92
.006 A FINISHING of concrete surface “Burned”, 01/24/11 06/13/14 m² 534.48 1.21 2.35 2.76 6.32 3,378.08
.007 AWIRE FENCE for sport court , with galvanized or PVC wire, fixed in galvanized steel tube frames, height: 1m 08/14/12 12/31/12 m 32,00 118.54 6.29 7.38 132.21 4,230.72
.008 AWIRE FENCE for sport court , with galvanized or PVC wire, fixed in galvanized steel tube frames, height: 4m 08/14/12 12/31/12 m 70.00 211.08 15.10 17.70 243.88 17,071.50
IBEN ENGENHARIA LTDA.
ANOTHER IMPORTANT INFORMATION FOR THE PURCHASER IN THE PLANNING IS TO RANK PURCHASE
ITEMS IN ABC ORDER, ACCORDING WITH THE ECONOMICAL RELEVANCE, AND DETERMINE THE
QUANTITIES THAT SHALL BE CONSUMED IN THE TIMELINE, ACCORDING WITH PLANNING.
MATERIAL CHRONOLOGICAL ABC CURVE
MATERIALS TARGET THIS COLUMNS CORRESPOND TO THE QUANTITIES AND VALUES SPECIFIED IN THE BUDGET SPREADSHEET THAT WERE USED AS THE BASIS FOR THE COMPOSITION OF THE OBJECTIVE COST OF THE PROJECT. ALL ACQUISITION THAT EXCEEDS SUCH LIMITES SHALL BE AUTHORIZED BY ITS MANAGER.. jul/12 ago/12 set/12
ITEMCATEGORY
DESCRIPTION OF THE SERVICE UN. QTY $ UNIT. TOTAL
$ TOTAL 1st FORTNIGHT
2NDFORTNIGHT
1st FORTNIGHT
2nd FORTNIGHT
1st FORTNIGHT
2nd FORTNIGHT
.001 ACover for external fire extinguisher in carbon steel plate (width: 0.60 m / height: 0.90 m / depth: 0.17 m) un 1.00 157.48 157.48 0.058 0.062 0.058 0.062 0.058 0.058
.002 A Muriatic acid l 2.68 1.35 3,.1 0 0 0.038 0.306 0.287 0.287
.003 A Carbon steem-50 cmd thick gauge 12.5 to 25mm (1/2 to 1'' ) kg 5,065.75 2.58 13,069.64 0 0 0 0 0 0
.004 AAdapter for fire hose made of brass (storz side diameter: 2 1/2 '' / female side diameter: 2 1/2 '') un 58.00 33.47 1,941.26 0.116 0.124 0.116 0.124 1,116 0.116
.005 A Adhesive for PVC tubing kg 58.88 26.69 1,571.44 0.079 0.048 0.054 0.081 0.634 0.719
.006 A Hydrofuge additive l 502.39 2.48 1,245.93 6.75 7.2 17,904 8,174 6.86 6.86
.007 A Waterproofing and laminating additive in dust for mortars kg 1,754.05 6.56 11,506.54 2,314 2,468 32,815 53,897 27,642 71,982
.008 A Mineral fertilizer 10-10-10 NPK kg 359.50 1.44 517.68 0 0 5,054 40.43 37,903 37,903
IBEN ENGENHARIA LTDA.
THE PMO ROLE IS TO DETERMINE THE PLAN, ESTABLISH THE POLICIES OF PROCESSES FOR THE
PERFORMANCE OF PURCHASES, ESTABLISH METRICS FOR THE MONITORING AND CONTROL OF
ACQUISITIONS. WITH THAT PURPOSE, THE IDA (ACQUISITION PERFORMANCE INDEX) IS
FUNDAMENTAL, SINCE IT SHOWS THE DEVIATION IN THE PURCHASES PERFORMED, COMPARING THE
WAY THEY WERE PERFORMED WITH THE WAY THEY WERE PROGRAMMED.
IDA = SUCCESS PARAMETERS FOR THE PERFORMED PURCHASES / SUCCESS PARAMETERS FOR THE
PROGRAMMED PURCHASES.
WHERE IDA > 100% =POSITIVE PERFORMANCE, AND IDA < 100% =NEGATIVE PERFORMANCE
PERFORMANCE INDICATORS
CURRENT INDICATORS
INDICATES THE PERFORMANCE OF THE ACQUISITIONS FOR THE PROJECT; IDA = 100% CORRESPONDS TO 100% OF
COMPLIANCE WITH THE GOALS AND OBJECTIVES ESTABLSISHED BY THE ORGANIZATION; DESIRED IDA > THAN100%
CATEGORY GOALBETTER
MEASUREMENT
CURRENT
MEASUREMENT
SERVICES 100.00% 103.00% 99.00%
MATERIALS 100.00% 112.00% 108.00%
GLOBAL IDA FOR THE PROJECT 100.00% 107.50% 103.50%
IBEN ENGENHARIA LTDA.
HOWEVER, THE PURCHASES ARE NOT RESTRICTED TO THE PLANNING AND THE INDEXES. THE
GOVERNANCE OF A PMO MUST BE CAPABLE NOT ONLY OF MEASURING PERFORMANCE, BUT ALSO
DISCIPLINE THE PROCESS BEHIND THE SUCCESS OF THE ACQUISTIONS.
PURCHASE MANAGEMENT MUST BE FOLLOWED UP DURING ITS ENTIRE LIFE CYCLE AND PRIORITIZED
IN ORDER TO PROVIDE GUIDANCE TO THE PURCHASER
THE 05 PROCESSES THAT DEFINE THE START AND THE CLOSING OF EACH PURCHASE ARE
SEQUENTIAL AND SHALL OBLIGATORILY GO THROUGH ALL THE FOLLOWING STAGES
IBEN ENGENHARIA LTDA.
PURCHASE REQUEST
BY DEFINITION, IT IS THE PROCEDURE FOR THE REQUEST OF A PURCHASE OF PRODUCTS AND SERVICES NECESSARY FORTHE PERFORMANCE OF THE WORK
THE MAIN EXIT FOR THIS PROCESS IS THE DETAILED SPECIFICATION OF EACH PURCHASE ITEM, INDICATING BRANDS ANDSUPPLIERS, IN ADDITION TO DETERMINING THE TECHNICAL RELEVANCE OF THE PRODUCT FOR THE “XYZ” CRITERIA, WHERE“Z” CORRESPONDS TO ITEMS OF HIGHER TECHNICAL RELEVANCE, CONSIDERED AS INDISPENSABLE FOR THE PERFORMANCEOF THE PROJECT, “Y” IS THE MEDIUM RELEVANCE, “X” LOWER RELEANCE, AND “ABC” ANALYSIS, WHERE “A”CORRESPONDSTO ITEM OF HIGHER ECONOMIC VALUE, “B” IS THE MEDIUM VALUE”, AND “C” IS THE LOWER VALUE,INDICATING THE IMPORTANCE OF A GIVEN PURCHASE.
THE DEADLINE FOR THE PURCHASE TO BE PERFORMED IN WEEKS SHALL INDICATE THE ACQUISITION. THE PRIORITIZING OFACQUISITIONS SHALL BE DONE WITH A URGENCY AND IMPORTANCE GRAPHIC.
IBEN ENGENHARIA LTDA.
PURCHASE REQUEST
TEMPLATE FOR URGENCY AND IMPORTANCE GRAPHIC.
IBEN ENGENHARIA LTDA.
PROPOSALS AND QUOTATIONS
BY DEFINITION IT IS THE PROCESS OF IDENTIFYING SUPPLIERS, REQUESTING AND COLLECTING PROPOSALS ANDQUOTATIONS FOR THE SUPPLYING OF PRODUCTS AND SERVICES SPECIFIED IN THE PURCHASE REQUEST.
THE MAIN EXIT FOR THIS PROCESS IS THE QUOTATION AND EQUALIZATION MAP FOR THE PROPOSALS OF SUPPLIERS.
PURCHASE PERFORMANCE
BY DEFINITION IT IS THE PROCESS OF ANALYZING QUOTATIONS AND PROPOSALS, NEGOTIATING REQUIREMENTS(DEADLINE, PRICE, QUALITY), TRANSFER OF RISKS TO THE SUPPLIERS AND ADJUDICATION OF DOCUMENT THATFORMALIZES THE COMMERCIAL AGREEMENT WITH THE SUPPLIER.
THIS PROCESS INVOLVES SPECIAL ATTENTION AND IS DIVIDED IN STEPS TO ILLUSTRATE SUB-PROCESSES NECESSARY FOR ITSPERFORMANCE.
IBEN ENGENHARIA LTDA.
PURCHASE PERFORMANCE
THE AUTHORIZATION MUST BE APPLIED ON A POLICY OF MAXIMAL VALUES FOR DIRECT PURCHASES AND WITHOUT NEEDOF AUTHORIZATION.
IT IS NECESSARY TO DEVELOP AN EXCLUSIVE PRESENTATION TO DISCUSS IN DEPTH THE THEME “NEGOTIATION”. LET’S LIMITOURSELVES TO REMEMBER THAT, IN ADDITION TO THE COSTS, THE TRANSFER OF RISKS, DEADLINES, QUALITYREQUIREMENTS, AND ACCEPTANCE CRITERIA ARE SOME OF THE MAJOR POINTS TO BE NEGOTIATED.
LASTLY, THE CONTRACT DOCUMENT IS A SUMMARY OF THE PREVIOUSPROCESSES, THEIR CLAUSES DESCRIBE ALL NEGOTIATED REQUIREMENTS AND THESPECIFICATION FOR THE PURCHASE.
THIS DOCUMENT SHALL ACCOMPANY THE PURCHASE UNTIL ITS CLOSING(CONCLUSION), SERVING AS COMPLIANCE PARAMETER FOR ALL OTHERPROCESSES.
FOR CONFLICT RESOLUTION, THE CONSTRACT IS THE MAJOR REFERENCE, EITHERFOR AMICALBE RESOLUTIONS OR LEGAL ACTIONS.
IBEN ENGENHARIA LTDA.
PURCHASE ADMINISTRATION
BY DEFINITION IT IS THE PROCESS THAT ACCOMPANIES THE PURCHASE FROM THE RECEIPT TO THE ACCEPTANCE OF THESERVICES OR PRODUCTS.
THE MAJOR TOOL FOR THIS PROCESS IS THE ANALYSIS OF COMPLIANCE BETWEEN: TAX RECEIPT X PURCHASE ORDERS XACTUAL DELIVERY. ALL THREE MUST BE IN COMPLIANCE FOR THE RECEIPT TO BE CONCLUDED.
PURCHASE CLOSING
IT IS THE CONCLUSION OF THE SUPPLIER COMMITMENT IN DELIVERING THE PRODUCT OR SERVICE CONTRACTED, AND CONCLUSION OF COMPANY COMMITMENT IN PAYING ACCORDING TO THE CONTRACT.
IBEN ENGENHARIA LTDA.
PMBOK®
PMBOK® 4th EDITION WAS UDED AS REFERENCE FOR THE CREATION OF THESE PROCESSES, THE
PURCHASE REQUEST PROCESSES, AND THE COLLECTING OF PROPOSALS AND QUOTATIONS WAS
INCLUDED TO CONTEXTUALIZE THE VITAL IMPORTANCE OF SUCH STEPS FOR THE PERFORMANCE OF
AN ACQUISITION.
IN PRACTICAL TERMS, WE KNOW THAT THE PURCHASES GET “STUCK” BASICALLY IN THESE
PROCESSES FOR SIMILAR REASONS, DURING THE REQUEST, DUE TO THE LACK OF DETAILED
SPECIFICATION, DOES NOT ALLOW THE PROCESS OF COLLECTING PROPOSALS OR QUOTATIONS TO
CONITNUE.
IN THE SAME WAY THAT THE QUOTATIONS THAT ARE NOT EQUALIZED DO NOT ENABLE THE
COMPARISON OF PROPOSALS AND THE PERFORMANCE OF THE PURCHASE.
IT IS NECESSARY TO ESTABLISH THE GOVERNANCE OVER SUCH PROCESSES, AND A PLANNING LIKE
THE ONE INITIALLY SHOWN IN THIS PRESENTATION TO ALLOW THE PURCHASE TO FLOW IN THE PACE
OF THE BUSINESS NEEDS.
THE LESSONS LEARNED ARE RELATED WITH THE ONGOING IMPROVEMENT OF THE TEMPLATE FOR
PURCHASE REQUESTS, CONTRACT MINUTES THAT PREVENT THE ORGANIZATION, THE SCORING OF
SUPPLIERS, AND THE INCREASE OF THE RELATIONSHIP NETWORK.
THE TENDENCY WILL BE FOR US TO OBSERVE PURCHASE PERFORMANCE INDEXES THAT GETBETTER AS THE ORGANIZATION GROWS MORE MATURE.
IBEN ENGENHARIA LTDA.
WRITTEN BY
EDUARDO MILITÃO ELIAS, MBA / PMP®
ID 1396759
SPONSORED BY
CONSTRUTORA IBEN LTDA., RCP PMI®
ID 1463462