TRUSSNET LIMITED procurement process

TRUSSNET LIMITED procurement process.

APPROVED budget ( numero uno ). Our budget is expected to be the total cost of implementation (ALL EXPENSES DIRECTLY ATTRIBUTED TO THE PROJECT OR PURCHASE ORDER) Float, Cost of Supervision, PR, Taxes, Cost of funds et al. The Budget must be detailed and it is expected to be approved by Management prior to Project Implementation. Requisition and Purchase Order shall be issued VERBATIM to the Approved Budget. The Budget shall originate from the PM, JOINTLY Approved by PD, Procurement, Finance, CTO and Finally MD. The Original signed copy shall be kept by Finance while others keep a scanned copy. This process is applicable to ALL PROJECTS and REGIONS. The PM shall do a scheduled presentation via zoom to the PD, Procurement, Finance, CTO and MD for review and Approval. The presentation shall be sent to the team at least 24 hours before the scheduled meeting. This is also a PRE-REQUISITE for REJECTION of Project/ P.O with poor margin from the client..

budget TEMPLATE. IT IS IMPERATIVE TO KNOW THAT FURTHER COST REDUCTION IS EXPECTED TO BE MADE ON AN APPROVED BUDGET..

Revised purchase order process. USER DEPT Raises Procurement Requisition (P.R ) according to the Approved Budget PROCUREMENT DEPT. MD Scrutinize the P.O and ensure it comply with the Approved budget before signing; Final Approval. MANAGEMENT APPROVED BUDGET P.M submits approved P.R by PD to Procurement Dept. Shall keep a record of all in house PR and Expenses requested/ received. Attach the PR , Approved Budget and other supporting Document for P.O signing Validate and ensure the PR is in conformity with the Approved Budget. Prepare the P.O in accordance with the Budget or contract / Price list. Send scanned copy of approved P.O to supplier, Finance and Requester.

PAYMENT PROCESS- VENDORS. PROCUREMENT Issues P.O to vendor/ Supplier Expedite all stakeholders in the payment process to Vendors/ Suppliers VENDOR/ SUPPLIER Submits corresponding invoice and JCC to Procurement JCC is applicable to all payment except Mobilization/ Advance payment FINANCE Receive invoice and supporting documents from Procurement and make payment timely PROJECT TEAM / CTO Procurement Shall forward the JCC to Project team confirmation and CTO’s final approval For Mobilization/ Advance payment : CTO can confirm payment via mail.

PAYMENT PROCESS- IN HOUSE. PROJECT TEAM PM shall request for payment in accordance with the approved budget. (Signed JCC is required for all payment except Mobilization / Adv. payment) Get Procurement Validation/ approval Get CTO’s approval Submit to Finance FINANCE Receive invoice and supporting documents from Project and make payment timely.

PRE-REQUISITE DOCUMENTS FOR PAYMENT PROCESSING. LOGISTICS SERVICE PROVIDER INSTALLATION AND ENGINEERING SERVICE VENDORS MATERIAL SUPPLIERS ORIGINAL WAYBILL SIGNED JCC by PM & CTO (Excluding Mobilization) ACKNOWLEDGED DELIVERY NOTE INVOICE INVOICE INVOICE.

Document approvers. Document Document Creator 1 st Approver 2 nd Approver 3 rd Approver 4 th Approver 5 th Approver Budget Project Manager Project Director Procurement Manager Finance Manager Chief Technical Officer Managing Director Requisition Project Admin. Project Manager Project Director Chief Technical Officer Purchase Order Procurement Officer Procurement Manager Chief Operating Officer Managing Director Payment Request Project Manager Project Director Project Director Procurement Manager Finance Manager Job Completion Certificate Vendor/ Project Manager Project Manager Project Director.

THANK YOU.