Текст ВКР (Аутсорсинг в организации закупок), страница 9

ПРИЛОЖЕНИЕ 1

«АУТСОРСИНГ В ОРГАНИЗАЦИИ ЗАКУПОК»

Студент гр. Ц45 ______________________ В.В. Зливко

Старший

Преподаватель ______________________ Н.А. Чэ

1. THEORETICAL BASES of ORGANIZING the PROCUREMENT OUTSOURCING

1.1. Organizing purchase in a company

Procurement implies purchase of commodity from a supplier for the needs of commercial or governmental agencies. They cover any area of the enter prise activity. The main task of procurement is advantageous purchase of commodity to satisfy consumers’ demand. The Department that is responsible for procurement at the enter prise manages procurement activities. The subject of the procurement is the means of production and material resources consumed in the production process. They are subdivided into the subjects of labor (raw materials, fuel) and the means of labor (machines, mechanisms, and equipment). Procurement activities at the enter prise are the process of providing all kinds of logistical resources within the required time and in volumes required for implementation of industrial and economic activities.

The main task of the enterprise for organizing and managing procurement is timely and uninterrupted supply for production with all the necessary material resources for implementation of the production process in accordance with the approved planning jobs. The aim of procurement is the maximum provision with materials the structural subdivisions of the company which shall minimize the costs to increase and maintain supplies [13].

Managing the procurement process is the main stage of the activities of the organization subdivisions. Procurement logistics examines input material streams coming in from an external enterprise logistics system.

The procurement system functionally consists of three components:

-procurements, subdivisions which select and search for the Party, conclusion of a contract, and allocation of resources;

-financing, budgeting and approving the costs, drawing and confirming the plans for concluding the contracts;

Control: this function is controlled by the management of the customer.

Analyzing the procurement system, in decision-making, are involved:

-users

-initiators

-decision-makers

-buyers

The combination of three elements is required for effective procurement:

1. The rules of procurement process;

2. The qualified specialists who perform the work with contractors;

3. the body that make their objective choice.

Customer prepares the product requirements and agrees with the Procurement Department. Further, the Department attracts bids and Bidding Commission decides on the choice of the counterparty [2].

The documents required for implementing the procurement process:

- the Procurement Regulation;

- the Procurement process rules;

- the Bidding Commission Regulation;

- the Management Orders;

- the Bid Instruction Documentation

Purchases start with identifying the needs of the organization and each department. The choice of supplier is an important part of procurement, including search for the sources of guarantee and estimation of the supply and provision of necessary services for sales. Orders are usually placed as a result of the tender [6].

The stages of the procurement process are:

1. Demand analysis. To begin, we explore the need for material resources of the relevant units of the company.

2. Define and assess the requirements for the purchased material resources. The requirements for weight, size, and supply parameter are established.

3. “To produce or to purchase”. You need to answer the question: whether it is not more profitable to produce the necessary material resources by the company itself?

4. Market research into procurement. It starts with identifying the potential suppliers on markets and new markets. Next is the preliminary assessment of the possible sources of purchased material resources, and also an analysis of the risks associated with access to these markets.

5. Selection of suppliers: information collection on the suppliersis made; the vendor database is created; search for the optimal supplier; performance evaluation of the selected suppliers.

6. Procurement. Procurement procedure includes registration of the contract relations, transfer of ownership of material resources, payment, organizing transportation of material resources.

7. Monitoring of deliveries. Effective supply chain management is evaluated as a result of monitoring the implementation of contracts on the timing, price, quantity, quality and other aspects of supply and service.

8. Procurement budget preparation. The behavior of relevant economic calculations to identify precise procedures and operations costs.

9. Coordination and interrelation of the supply function with the other subdivisions of the company as well as establishing close relationships with suppliers [13].

10. Organizing the procurement activities, i.e. implementing a set of measures aimed at procurement planning and documenting product needs.

The factors having influence on the functions of the Procurement Division in the organizational structure of the company:

-the proportion of the costs of the purchased materials and external services for expenses (income) of the company;

-the essence of the purchased products or services;

-the situation on the market of products or services which are vital for the company;

-the capacity for performing this function

The procurement service in the company can be built centrally and decent rally [see p. 1]. If the company is suitable to process from a position of decentralization, clerks will undertake purchase, each for his Department. The procurement process for this approach can be implemented faster. For the centralized procurement, a certain individual is assignedor a division with the authority to make purchases for all divisions is set up [13].

The specialists of the enterprise procurement department are responsible for the purchase of products in accordance with the specifications of domestic consumers. In compliance with the concept of logistics in the process of providing the enterprise with the subjects of labor, there should be the business activities on the implementation of a systemic approach to the management of material flows within the purchasing and store department [7].

In Figure 1, the version of the enter prise organizational structure with the distribution of the above tasks between different functional units is given. The decision on what to buy and how much to purchase is made by the Production Management. The work on storing the purchased items of labor is also performed here.

Figures1 - Implementation of the procurement function in the work process of different subdivisions of an enterprise.

The decision from whom and on what terms to purchase is made by the Procurement Management. Here is performed the listed procurement work, i.e. the contract sare signed and their execution is controlled, and the delivery of the purchased subjects of the labor is arranged. As a result, the function of managing the material flow in the process of supplying the enterprise with raw materials is shared between the different departments, and its effective implementation is difficult [6].

When you set up the Logistics Department at the enterprise, this Department takes on all the functions for delivery, warehousing, and inventory management of material resources at the enterprise. The basic types of organizational structures of the Purchasing and Store Department are: functional, marketable, market-based, and matrix.

1. The functional structure includes:

- Procurement Department;

-Transport Department;

-Warehousing;

-Planning & Dispatch Department;

-Group of customs registration of cargoes.

This structure is typical for medium-sized enterprises where there is no Department of Logistics. The Planning & Dispatch Department plans the purchase, regulates, monitors, and analyzes the implementation of the plan. Functional structure is the base, and its units are present in other types of organizational structures of the Purchasing and Store Department.

2. Marketable (Commodity). If your organization uses a wide range of material resources with large amounts of procurement, in the Purchasing and Store Department, the Marketable Subdivisions (groups) specializing in working with certain kinds of material resources can be founded. This structure is typical of large industrial and wholesale traders. Commodity groups do the operational functions of procurement and supply enterprises with necessary material resources. Planning & dispatch group plans, regulates, and supervises the execution of the plan. Customs clearance group provides customs clearance and passage of the purchased materials abroad through the customs border.

3. Market-based. If an enterprise buys the resources on different major markets or in different countries, in the Purchasing and Store Department founded regional offices that work with suppliers from those countries (markets).

4. Matrix. The matrix structure of the Purchasing and Store Department is generated when you run multiple projects at the enterprise or release different types of products. In this case, a procurement subdivision for each project or product is established [2].

Procurement for commercial enterprises is one of the areas of commercial activity which has the primary function of purchase and formation range, and organization of business relationships with suppliers. The main objective of the service is the procurement of goods, demand at the lowest cost. Supply service company carries out continuous monitoring of the market, is studying the conditions of supply and demand, it focuses information on new products and opportunities for their realization in the occupied sector of the market. The most important purpose of the purchasing departments of any company is purchasing the goods at a minimal cost. A large number of private organizations actively participate in tenders for the supply of goods or services. Some businessmen have no idea about such a procedure; they prefer to use tender outsourcing-special support of consulting and legal nature wherein the experts search for tenders, prepare documentation, and initiate a request. Outsourcing service is the perfect variant for those organizations that have been founded recently.

1.2. The procurement methods

Today to meet the challenges of the Procurement Department, there are many types of procurement procedures and additional ways. What does the way for purchasing mean? Clearly regulated in the regulation on the procedure for the debate is the procurement of goods, works, services, active in generating company procedure prescribed for the unconditional implementation of the procuring company. The basic ways of purchasing are auction and tender. Auction and tender are deal-making processes in compliance with the Civil Code of the Russian Federation. In addition to them, there are the other ways of procurement: request for quotation, request for proposals, the reverse auction, request for making offers, competitive negotiation, and others. To understand this diversity, let’s consider the particularities of most sought-after procedures.

While making large procurements, it is possible to obtain the best bidding after an open tender that is the means of issuing orders for the supply of goods, provision of service, or carrying out contract work based on the preannounced conditions in the tender documentation within a stipulated time frame on the principles of competitiveness, fairness, and efficiency. However, the procedure of the open tender is rather durable (not less than one month) and expensive (preparation of tender documents, evaluation of bids).

The other methods of procurements often turn out to be more effective (fig. 2). Depending on the object and purpose of the purchases, the following methods are used:

1. The auction:

- the direct (English)

- the first auction prices;

- the second auction prices;

- the reverse wholesale (Dutch);

- the reverse auction (reverse auction);

- the auction "all pay".

2. Tenders:

- closed competitive tender;

- selective tender;

- a two-phase tender;

3. Request for quotations;

4. Competitive negotiations;

5. Request for proposals;

6. Purchase from a single source;

7. Rebidding (discount auction).