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Improving Purchasing Efficiency: Challenges and Advantages of a Streamlined System

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This document explores the challenges faced by organizations using commercially available purchasing software, which is often designed for larger entities and comes with significant costs and learning curves. It emphasizes the advantages of improving communication through the requisition process, including email notifications for each phase, minimizing overhead, recording digital data, and better tracking of inventories and orders. The workflow includes roles for requestors, approvers, and purchasers to streamline the procurement process, ultimately ensuring better efficiency and transparency.

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Improving Purchasing Efficiency: Challenges and Advantages of a Streamlined System

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  1. GFD Purchasing System Richard Spackmann RichardSpackmann@greenfieldfd.org

  2. Why? • What is the status of my order? • When did it get ordered? • It’s delivered!? Why didn’t I know that? • How come its taking so long to get my order processed/approved? • etc….

  3. Challenges • Commercially available software made for large corporations or career large departments • Available software costs $$$ • Significant learning curve

  4. Advantages • Increase communication through requisition process • Email notifications of all phases of the requisition (approval, ordering, delivery) • Minimize process overhead • Digital data recorded in databases • Reporting • better tracking of inventories/orders ($$$)

  5. Workflow • Requestors • Create requisitions to procure services or purchase equipment • Approvers • Approve all requisitions submitted by a requestor • Purchasers • Purchase and deliver approved requisitions

  6. Demonstration

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