Business Process Engineering

Introduction to Project Procurement Management

The report herein is a case study of ABC university offering educational services for more than fifty years. It is currently extending its scope due to the increasing number of staff and students. Therefore, to ensure the university's education and quality staff support, university management has decided to adopt and emphasize Business Process Management (BPM). The Business Process Management will be material in improving the process infrastructure and giving a culture based on the process improvement. The report also covers the university's current processes, how they are coordinated, and persons responsible for each process. Again the report identifies the key issues and problems identified in the processes.

Organization Structure and Culture

ABC university id divided into two levels that is the top-level management and low-level management. Top-level management comprises the chancellor and the vice-chancellor. In contrast, the low-level control includes several departments, and departments have the academic department, finance department, procurement department, human resource department, and the public relations department. All these departments are headed by departmental managers and the other subordinate workers. For instance, procurement of goods and services is initiated by individual employees and passed to the procurement and finance departments for an acknowledgment before delivered to the purchasing clerk for requisition.

Culture is a very critical aspect of any organization. Organizational culture defines the collection of values, practices, and expectations that inform and guide all members involved in its daily operations (Erhardt, 2016). Therefore, organization culture is the collection of traits that make the organization what it is (Shao, 2019). The Centre defines the cultural aspects of ABC University for Cultural Diversity and Wellbeing (CCDW) that examine the connection between human well-being and cultural diversity. This university's culture is concerned with community resilience, diverse cultural perspectives, and their influence on social systems and structures. ABC culture is also obliged to strengthen the community belonging and cultural respect for generations to come in the future. The ABC culture examines how current technology promotes social connectedness and its effect on social divisions.

Issues in The Current Processes


ABC university processes have been lagging due to paperwork in documenting the processes and their requisitions. Sometimes it is tiresome to keep and manage documents manually in files and catalogues. For instance, after the concerned managers approve a requisition, the employees' purchase requisition issues have to come back to them for assembling. The assembling is essential because there are chances that the requisition can get lost. Therefore, all this shuffling of papers is unreliable and confusing. Paperwork is used broadly in ABC university but should be discouraged, and alternative modes of storing data, information, and communication should be adopted and embraced. Paperwork's drawbacks are that firebreak can damage and lose essential data, papers and files can be misplaced. The paperwork does not guarantee security and privacy, and it is hard to locate and sort data found in multiple files.

The Long Process of Procurement

In every organization, the rate of acquisition and delivery of goods and services depends on the procurement process's length and efficiency. Since ABC university requires a continuous supply of all materials needed for smooth rolling of education to the learners and the workers' easy delivery of services, the procurement process is a key element that determines the duo's success. Materials to be supplied to the university range from library materials, lab materials, office materials, teaching materials, among other key materials. Delay of one of the materials will negatively affect the delivery of services to the learners. Therefore, all activities running in the university significantly depend on the procurement process's effectiveness and efficiency (Fleming, 2019). Centrally, ABC university's current procurement processes are slow, inefficient, costly, and very long.

Although the employees require the university purchase equipment, services, and other materials on their behalf, they are first obliged to filling and signing papers with the adequate specification of the services and goods they require to purchase. After filling the papers, the employees have to pass them through a very long process for verification and signing before the goods and services are supplied. If one of the managers responsible for verification fails to acknowledge the employee, the entire procurement process also fails. After ordering the goods, employees have to follow up to confirm the status of their purchase order. In some cases, employees are allowed to collect goods only after the receipt clerk prepares the goods' receipt.

Management Structure and Composition

The efficiency and effectiveness of procurement processes are determined by the team responsible for handling the procurement activities. For a successful procurement process, the procurement team should be co-operative, and the entire process should be precise (Taghipour, 2020). In the case of ABC University, several people are held responsible for performing simple duties. For instance, after signing and filling the procurement forms, the employees have to both the Financial and Procurement Manager for approval. After approval, the filled forms have to go through numerous officers before the goods are delivered to the employee. The large of employees in the chain of procurement causes unnecessary deals, which result in procurement inconveniences. The inconveniences, in turn, slow delivery of services in the university.

Recommendations and Conclusion on Project Procurement Management

In conclusion, service delivery depends on the effectiveness and efficiency of the current organizational processes. Therefore, ABC university should consider adopting key methodologies to curb all the challenges explained in this report. Based on the issues and problems affecting goods and services acquisition in ABC University, this report recommends that the university adopt several methodologies to improve the quality of the processes. The recommended methodologies include centralized procurement, centralized decision making, adequate planning, and integration of current technology in all the procurement processes.

 Adopting centralized decision-making and procurement will help the university enhance the speed of requirement approval and improve on monitoring all the procurement activities. They should also consider reducing the individuals involved in the support and acquisition of goods and services. Adequate planning will include the extension of current technology in the procurement processes to eradicate paper use at the employee level. The technology will allow the employees to order the products online, and the responsible personnel to approve via the network. Finally, the employees will easily track their orders through the system without necessarily visiting the reception's clerk office.

References for Project Procurement Management

Erhardt, N., Martin-Rios, C., & Heckscher, C. (2016). Am I doing the right thing? Unpacking workplace rituals as mechanisms for strong organizational culture. International Journal of Hospitality Management59, 31-41.

Fleming, Q. W. (2019, January). Project procurement management: contracting, subcontracting, teaming. Project Management Institute.

Shao, Z. (2019). Interaction effect of strategic leadership behaviors and organizational culture on IS-Business strategic alignment and Enterprise Systems assimilation. International Journal of Information Management44, 96-108.

Taghipour, A., Hoang, P., & Cao, X. (2020). Just in Time/Lean Purchasing Approach: An Investigation for Research and Applications. Journal of Advanced Management Science Vol8(2).

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