Your procurement better and faster

A company purchases products and services that:

  • are directly related to the products and services to be sold (We are talking about purchases or weft. Purchases are made frequently and usually form a fixed percentage of the turnover); and
  • are related to the business (eg housing, selling costs or general costs. A company sporadically purchases these products and services.).

When purchasing, it is not only about agreeing the lowest price for the products and services, but also:

  • ensure that it continues to stimulate purchases and sales to customers;
  • providing appropriate functionalities and qualities for the effective organization of business activities;
  • ensuring continuity of on-time delivery; and
  • ensure that employees can work with the products and services.

Buying an effective organization of business activity results in the purchase of products and services that allow other business activities to be organized effectively. To properly fulfill its role, Procurement liaises with its internal customers regarding changes in business activities, performance of suppliers and innovations of products and services by its own and potential suppliers.

Procurement pays special attention to awareness and training programs for management and employees involved in managing business processes, formulating functional and non-functional requirements for, and implementing and managing products and services.

How can we help you?

Please feel free to contact us to discuss your question or requirement.

Knowing the points for improvement of the existing organization of business activities (by, for example, performing a Zero Baseline Measurement) and the generally accepted functional and qualitative requirements for products and services is half the battle of a purchasing process (I know where I am and where I am) want to go).

The process follows logical steps: selection – buy – manage.

We are familiar with the special phenomenon of progressive insight in a purchasing process. As more employees are involved in the content of the “user stories”, better functional and qualitative specifications are created. At a certain point, management determines, in collaboration with management, the scope and scope of the products and services to be purchased.

Knowledge and change management, focused on the purchasing process and purchases of company-critical products and services, is necessary for an effective company-specific approach. The company manages the knowledge and change processes with the help of – specifically designed – awareness and training programmes.

A purchasing process starts with formulating the requirements for products or services. These usually concern “user stories” in which the ultimate users indicate why the products and services are needed, which current problems are being solved, how the employees wish to use the products and services and which properties are necessary and desired. The (implicit) knowledge of relevant employees is necessary for a supported “user story”. Based on the “user stories”, the company systematically formulates the functional and qualitative requirements (functional & non-functional requirements) for the products and services. It is essential that the user stories and the functional and qualitative requirements have the explicit approval of the department management and the employees who have to work with the products and services, especially those who control the business processes.

Adequately formulating the “user stories” is the Achilles heel of purchasing. If the purchasing process takes place in great haste and carelessly, there is a good chance that the objectives of the purchases will not be achieved or legal problems will arise. Both contract partners do not really know what the parties expect from each other. Such signals should encourage the purchasing partner to clarify the “user stories” for its partners and involved employees.

Finding suitable products and services

Knowing what we want does not mean that we can find the right products and services. During the process of formulating the “user stories”, the employees look for possible products and services that match the “user stories”. As long as there is no “tunnel vision”, the search process provides new insights and the “user stories” improve (new insights arise as a result of advancing insight).
It is valuable for someone to look early in the specification process for products and services that can effectively organize business activities.

Purchasing agrees on the information and selection process with the management and employees concerned, depending on the nature and size of the products and services that match the “user stories”. Such a process could look like this.

Draw up the “user story” and specification from left to right. Don’t forget to name the value propositions and business case. Then go through the information, purchasing and selection process. Do not forget to make agreements with the suppliers about the rules of the selection process. Contract with the chosen supplier, deposit the products and services with the internal organization and set up the contract management process. It is important that a company uses a purchasing and selection process and that management and employees understand why the process steps have been chosen.

Contracting and contract management

The management makes agreements with the supplier about deliveries and payments of products and services.

As part of the legal and compliance operations, we can source and effectively organize your business activity. This also applies to the business activities that use the purchased products and services. The nature and size of the purchases determine the size of the value proposition and the relevance of our professional services.

Policy and strategy

On the basis of an annual plan, we deduce the organization of the corporate legal and compliance function in collaboration with management. What are the goals? Is there acceptance among management and employees? Who organizes the purchases and what professional support is needed. By answering the questions, a strategy, intended value propositions and business plans are created.

Contract Library

A large part of the purchases can be carried out by the employees in the organization themselves. We are thinking of sales-related purchases (impact) and frequently recurring purchases. Sporadic purchases may require professional support.

Procure a company-specific contract library with a set of contract and scripts, provide support with management and employees when its procurement processes start. Only if professional support is required, the Business Coordinators of purchasing processes can call in the help of professionals. The support can be of a commercial or legal nature.
Management wants a company-specific contract library that the company establishes and maintains in conjunction with Duthler Associates.

On-demand support

By using the trust network and the smart contracting application with a company-specific contract library, an effectively organized business activity is created. With the help of smart compliance, the company effectively organizes the selection of suppliers, formulating requirements for functionality and non-functionality and contract management.
We maintain an extensive knowledge base, organize webinars and offer awareness and training programs. MYOBI provides a service desk.
With all these processes, which include control measures, we expect that professional support on call will only be used sporadically. The appreciation of this professional service by users of smart contracting and smart compliance is high because the ability of professionals to fall back gives a lot of comfort.

Involving professionals can:

  • on demand in purchasing processes;
  • on a temporary basis if internal capacity is insufficient; and
  • structural for certain purchase types.

Do you have questions or need an appointment?

Feel free to contact us via +31 (0) 70 392 22 09 or info@duthler.nl.