Logistics


Key items:
  • Purchasing
  • Inventory

Procurement:
With the self-service requisitioning, and automated workflows for approvals, the system helps streamline the purchasing operation and improve accuracy by drastically reducing transaction-processing costs, offering real time procurement tracking. Budget control functionality will also help in ensuring that procurement is only done if there are available funds. The system also supports business process of travel meaning travel requisition, approval and subsequent costs are captured in real-time.

Additional questions that will need to be addressed (based on Nairobi open day)

1. Who has access to the system to requisition information? Is it only limited to the requisitioners or can colleagues check on the status of requisitions raised by their peers?
2. When budget holders are away, is it possible to delegate the authority to someone else? Maybe automatically by linking this to leave authorization?
3. How do you know who to follow-up with on the status of purchase requests?
4. Is delegation a one off process or does one have to delegate every time they are away on leave? Is it connected to the leave module
5. Is there a list of what is to be ordered?
6. Are there prices available for all stores prices?
7. Does one have to go through the entire product list when trying to find what to order?
8. What happens when one orders more than what is available in stores?
9. Are internal estimates and BoQs for engineering works catered for?
10. How do I know that my request has been received in stores and who is working on it?
11. Is it possible to emphasis urgency in the system?
12. How will procurement communicate about quotations received after the requisitions have been received?
13. Does the system include online sending or POs to the suppliers?
14. How are prepayments catered for in the system? who’s role does expensing, and reconciliation falls in the system?
15. Is contract management covered in the logistics module?
16. Are there standard forms e.g. requisitions?
17. How can someone order for an item that is not in the product master file?
18. Does the system cover the current process of conferencing and hotel bookings that include the input of the Housing and conferencing Unit?
19. How is a commitment captured at requisition if the price of an item is not known at requisition stage?
20. Does the system provide an opportunity for returning stock items that have not been utilized? Can this be considered as an area for improvement?


1.
Who has access to the system to requisition information? Is it only limited to the requisitioners or can colleagues check on the status of requisitions raised by their peers?
2. When budget holders are away, is it possible to delegate the authority to someone else? Maybe automatically by linking this to leave authorization?
3. How do you know who to follow-up with on the status of purchase requests?
4. Is delegation a one off process or does one have to delegate every time they are away on leave? Is it connected to the leave module
5. Is there a list of what is to be ordered?
6. Are there prices available for all stores prices?
7. Does one have to go through the entire product list when trying to find what to order?
8. What happens when one orders more than what is available in stores?
9. Are internal estimates and BoQs for engineering works catered for?
10. How do I know that my request has been received in stores and who is working on it?
11. Is it possible to emphasis urgency in the system?
12. How will procurement communicate about quotations received after the requisitions have been received?
13. Does the system include online sending or POs to the suppliers?
14. How are prepayments catered for in the system? who’s role does expensing, and reconciliation falls in the system?
15. Is contract management covered in the logistics module?
16. Are there standard forms e.g. requisitions?
17. How can someone order for an item that is not in the product master file?
18. Does the system cover the current process of conferencing and hotel bookings that include the input of the Housing and conferencing Unit?
19. How is a commitment captured at requisition if the price of an item is not known at requisition stage?
20. Does the system provide an opportunity for returning stock items that have not been utilized? Can this be considered as an area for improvement?