Manage Project Procurement: Criteria, Legal Obligations, and Procurement Management Plan

The project covers the key aspects related to John Readings' case study, including managing the project procurement plan, implementation of procurement process, and more. It explains the criteria for selecting vendors or suppliers, legal obligations of general supplier contracts, procurement management plan, and procurement processes and procedures at John Readings. The project also covers the project lifecycle and how it applies to project procurement.

MANAGE PROJECT
PROCUREMENT

SUMMARY
The project has been addressing the key aspects which have been related to the case study
of John Readings. There has been explanation of different tasks which have been analysed and
are incurred detailed discussion along with description of managing the project procurement plan
to be analysed and deliver the value of the project which has been undertaken. Implementation of
the project procurement process by drafting the emails, project status report, research for
proposal, research for providers within the report and for the case study. Managing the project
procurement processes have been explained for analysing and creating value within the project
by the analysis of the case study has been done appropriately.

TABLE OF CONTENTS
SUMMARY.....................................................................................................................................2
ASSESSMENT TASK 1 – WRITTEN REPORT...........................................................................6
1. Criteria that could be used to select vendors or suppliers.......................................................6
2. Detail apply to organisation.....................................................................................................6
3 Explain......................................................................................................................................7
4. Features of a procurement management plan..........................................................................7
5. Summary of the procurement processes and procedures which are in place at John Readings
.....................................................................................................................................................7
6. Overview of the project lifecycle and how it applied to project procurement........................8
ASSESSMENT TASK 2 – MANAGING PROJECT PROCUREMENT PROJECT 1..................8
1. Meeting agenda related to discussion of procurement management requirements for the
project..........................................................................................................................................8
2. Discussion of point to stakeholder in agenda........................................................................10
B) Case study.............................................................................................................................10
PART B IMPLEMENT PROJECT PROCUREMENT PROCESSES.........................................11
1. Request for proposal..............................................................................................................11
2. Research two suitable providers............................................................................................11
A) Information regarding the supplier and the services for landscaping...................................11
B) Screen shots of the supplier website.....................................................................................12
...................................................................................................................................................12
Version Control Table -.............................................................................................................13
Weighted Decision Matrix –......................................................................................................13
Selection Criteria Matrix –........................................................................................................14
3. Project Procurement Management Plan.................................................................................16
A) Procurement requirements for the project............................................................................16
B) Plan.......................................................................................................................................16
Summary of the project.............................................................................................................16
iii. Procurement process.............................................................................................................16
v. Change approval process involves –......................................................................................17
4. Email......................................................................................................................................18

5. Project Management Requirements.......................................................................................18
6. Email......................................................................................................................................18
7. Supplier Selection and outline the actions.............................................................................19
8. Email......................................................................................................................................19
9. Role play................................................................................................................................19
B) Case study.............................................................................................................................19
10. Draft an email......................................................................................................................19
11. Project status report.............................................................................................................20
PART C MANAGE PROJECT PROCUREMENT PROCESSES...............................................21
1. Email......................................................................................................................................21
2. Email......................................................................................................................................21
3. Project status report...............................................................................................................21
PART D WRITTEN REPORT......................................................................................................22
1. Vendor Procurement and Management.................................................................................22
2. Procurement Evaluation Report.............................................................................................22
Objectives of Evaluation Report —...........................................................................................22
Methodology –...........................................................................................................................23
Version Control Table -.............................................................................................................25
Weighted Decision Matrix –......................................................................................................26
Selection Criteria Matrix –........................................................................................................26
ASSESSMENT TASK 3 - MANAGING PROJECT PROCUREMENT PROJECT 2................28
PART A PLAN PROCUREMENT...............................................................................................28
1. Book an appointment with your Assessor.............................................................................28
PART — B....................................................................................................................................29
1.................................................................................................................................................29
Version Control Table -.............................................................................................................30
a. Summary of the project —.....................................................................................................31
b. Risk Register -.......................................................................................................................31
c. Procurement process —.........................................................................................................31
5.................................................................................................................................................33
6.................................................................................................................................................33

a. Payment process —................................................................................................................34
PART C MANAGE PROJECT PROCUREMENT PROCESSES...............................................36
1. Email......................................................................................................................................36
2. Project status..........................................................................................................................36
PART D WRITTEN REPORT......................................................................................................37
1. Vendor Procurement and Management.................................................................................37
A) Completing financial transactions........................................................................................37
2. Procurement Evaluation Report.............................................................................................38
3. Email to the Procurement Director........................................................................................40
Findings and Conclusion –........................................................................................................40
Recommendations –...................................................................................................................40
REFERENCES................................................................................................................................1

ASSESSMENT TASK 1 – WRITTEN REPORT
1. Criteria that could be used to select vendors or suppliers
There are five criteria that must be utilised in case of selecting specific vendor or
suppliers in order to have sufficient resources to meet the end needs of the customers in most
effective manner. Such as price, Quality of Product or Service, Existing Relationships, its
services, Speed and flexibility and reliable are different criteria that must be utilised in above
project that can be explained in detailed as:
1. Price: First and foremost, assessment must be made pertaining to the price at which the
suppliers is ready to offer specific products and services. The vendors that offer products
at minimum or low price as compared to other must be selected to have necessary
material (Holzmann, Zitter and Peshkess, 2022).
2. Quality of products: Then steps will be encountered to check the quality of products that
are being offered by suppliers. The suppliers that offer better quality products at
minimum price will be selected.
3. Existing relationship: The third element that need to be considered is the credibility,
existing relationship with the suppliers. Likewise, company having strong relationship
with specific suppliers should be selected as it will offer good quality products at better
price.
4. Speed and flexibility: Furthermore, the speed at which the suppliers offer products, the
way they are effectively adapted as per the requirement of company. The supplier that
offers products quickly must be selected to have timely services (Foroutan Mirhosseini,
and et.al, 2022).
5. Reliable: The fifth criteria that must be considered is the suppliers must be credible or
reliable of offering good services to the customers.
2. Detail apply to organisation
A) Probity: The organisation while making contract with suppliers must follow strong moral
principles such as honesty and decency.
B) Project governance: John Readings should deal with proper responsibility and accountability
that surrounds the project and govern each and every step of project to gain fruitful outcome.

C). Conflict resolution and management: Company should also focus on resolving the conflict,
by identifying the associated issue, finding alternative method that could be used to manage the
conflict.
3 Explain
D) Two key legal obligations of general supplier contracts which must be met by all parties
1. First it is the legal obligation or duty of general suppliers’ contract to meet all due dates
specified in the Details or delivered products on specified date (Chan and Owusu, 2022).
2. Secondly supplier must ensure that all deliverables are of a high quality, meet
professional standard and as per the quality mentioned in the contract.
E) Two key legislations which need to be adhered to when managing project procurement
1. Commonwealth Procurement Rules is one of the legislations that outline the rules
surrounding procurement contracts for Australian Government agencies.
2. Suppliers’ diversity is also legislation must be followed by company in which it should
promote equal opportunity to all suppliers to offer products and services.
4. Features of a procurement management plan.
1. It defines Terms and obligation that must be performed by each party and actual cost at
which contract must be made.
2. Outline type of Agreement between the suppliers and client.
3. Moreover, the Contract must be Approved by both the parties.
4. Steps are being encountered to Identify and Mitigate Risks pertaining to procurement
management.
5. Summary of the procurement processes and procedures which are in place at John Readings
Summary of procurement process and procedure that are being followed at John reading
involves number of steps that is identifying the type of resources required related to the project,
sources of suppliers, company objective, then negotiation on the basis of cost and terms. Finally,
taking decision related to making purchase of products and services (Bajomo, Ogbeyemi and
Zhang, 2022).

6. Overview of the project lifecycle and how it applied to project procurement.
The project lifecycle involves five stages such as Initiation, Planning, Execution &
Control, and Closure. Such as in initiation- objective, scope of project is being decided, then plan
is made pertaining to human and financial resources requirement. Afterward it is executed,
control and final report is submitted to the company. It is applied to project procurement as on
the basis of planning and controlling, total number of resources required to complete project are
being determined (Dounavi and et.al, 2022).
Geographical Locations and Certifications – The geographical location for the project is
identified to be performed within UK. This is the geographical location which will be addressed
within the structure. The certifications which are required within the project are important to be
considered and analysed within the scale of how the John Readings case will be solved and what
are the required certificates within the organizations.
ASSESSMENT TASK 2 – MANAGING PROJECT PROCUREMENT
PROJECT 1
1. Meeting agenda related to discussion of procurement management requirements for the project
MEETING AGENDA
Date: 12 February, 2022
Location: United Kingdom
1. Open meeting
[All the Chairperson, suppliers and attendees are co-ordinately invited to provide
information related to the way procurement management can be done by company to stay ahead
in competition]
2. Apologies
[Apologies for not able to effectively manage procurement process that lead in delay of

completion]
3. Minutes from the previous meeting
[ In the previous meeting it was decide to monitor each and every stage of procurement
process to ensure products or services are being delivered as per set standard (Erne,
2022)]
4. Agenda item 1
[ To improve relationship with suppliers]
5. Agenda item 2
[To get more sources of gathering qualitative products and services]
6. Agenda item 3
[To get product or services at set deadline to meet client expectancy]
7. General business items
[ The general business issue is that company is unable to procure qualitative products
within specific time frame]
8. Close meeting
[At the end next meeting will be related to the way procurement process can be improved
or enhanced]
2. Discussion of point to stakeholder in agenda
B) Case study
A) Key procurement requirements for this project are planning the type of resource need, type of
suppliers available, vendor selection, then contract negotiation, purchase requisition, delivery
and receive of invoice. All these will helps in having sufficient resources to complete the project
in desired manner.

B) Information will be sourced from suppliers are finding reputable suppliers on the Thomas
network, getting detail related to their financial stability, checking their commitment to customer
service. Contract reference, their payment terms and agreement are some sources through which
information will be gathered (Lenderink and et.al, 2022).
C) Supplier selection process and criteria involves analysis or assessment of total amount of
material and resources need to complete the project, whether the contract is being made by
keeping in mind the client requirement and individual. Furthermore, speed, flexibility and quality
of material offered by suppliers also considered while selecting supplier.
D) Approval process for procurement activities will be based on checking whether the quality of
material is good, it has been sent as per the standard, in mentioned time as per the contract or not.
Hence, the approve process will be based on all benefits offered by specific suppliers to its
customers (Malacina, and et.al, 2022).
E) In the tender process, there are six stages that will be followed such as pre-tender stage, tender
advertisement stage, closing of tender, tender opening process, tender evaluation process and
tender award. All these will help in getting the right suppliers for the completion of project in
desired manner.
F) The procurement issues will be reported through making use of email as it is best useful
method that could be used to send information to suppliers about the issue in the procurement.
Thereby alternative method could be planned to overcome the same.
G) Yes, the assessor has states that appropriate language and context for a procurement meeting
with stakeholders has been used during the procurement process that has helped in getting
delivery of products as desire.
H) Effective communication skills have been applied that has lead in clear understanding of
terms and condition of agreement to maximum extend and avoiding conflict.
Meeting Minutes –
Date and Time of the Meeting – 12th February, 2022.
Name of the Participants – Chairpersons
Purpose of Meeting – Apologies to effectively manage the procurement process

Topic Discussed – Procurement process to be improved.
Action Items – Usage of emails.
Next Meeting Date and Place – In UK at date 28th June, 2022.
Documents to be included within Report – All the general documents.
PART B IMPLEMENT PROJECT PROCUREMENT PROCESSES
1. Request for proposal
This is request for procurement of landscaping around the external café and playground area for
store redevelopment and space requiring landscaping. The project requires supply of plants not to
exceed 2 metres in height and include low maintenance cost. At the same time, it must be
provided within 3 week of time frame.
2. Research two suitable providers
A) Information regarding the supplier and the services for landscaping
Supergardens and Skyline Landscape Services are two suppliers for landscaping, as Skyline
Landscape Services is providing quality, cost-effective services since 25 years to residential
estates, government departments and commercial properties. While Supergardens is supplier that
is Victoria’s leading Landscaping firm and agreed to delivered products within specific
timeframes (Moran, Odeh and Ashuri, 2022).

B) Screen shots of the supplier website
Figure 1: Supergardens,
(Source: Supergardens, 2021)
Figure 2: Skyline Landscape Services
(Source: Skyline Landscape Services, 2021)

Version Control Table -
Version Date Author Changes
0.1 01/12/17 M. Ken -
0.2 15/01/18 M. Ken Comments of
procurement plan
added.
0.3 11/03/18 J. Alex Change in procedure
plan.
1.0 27/04/18 A. Brad Final draft approved
by Committee
Version Date Author Revision Notes
1.0 September 2018 SRO First release
2.0 October 2022 SRO Second release
Weighted Decision Matrix –
OPTIONS
Criteria Weighting Option 1 Option 2
Score Total Score Total
Criteria 1 1 1 2 5 4
Criteria 2 2 2 5 4 10
Criteria 3 3 3 7 3 12
Criteria 4 4 4 15 2 10
Criteria 5 5 5 30 1 4

Selection Criteria Matrix –
Criteria Description
1. Technical Risk How difficult it is to design and implement the
procurement plan and is it within the scope and
abilities of the team?
2. Cost Is the design cheap to consider and is it within
the customer constraints?
3. Repeatability Are the movement each time same which are
being performed within the procurement plan?
4. Precision Can it meet the customer precision
requirements?
5. Speed Can it meet the customer speed requirements?
6. Acceleration Can it meet the customer specified acceleration
requirements?
7. Compatibility Does the procurement plan work with other
plans? Is it easy to use and understand?
8. Durability Is the plan prone to due to drops or
mishandling? Can it withstand bumps and the
concerns related to quality of the durability of
the procurement plan?
9. Reliability Do the components have long expected lives?
Does each of the system operates close to the
design limits or are well within the team
members?
10. Aesthetics Is the procurement plan looking good? Is it
meeting the customer constraints?
11. Memory Does the procurement management plan
enough memory to load commands for the
expected time?
12. Clock Speed Will it be able to send the commands in

effective manner?
13. Input Output Does it runs the correct amount of analysis
regarding the plan?
14. Expansion Is the plan able to procure effectively?
15. Ease of Programming Can the software be manipulated with ease?

3. Project Procurement Management Plan
A) Procurement requirements for the project
There are range of material which are required to complete the project such as human
resources, financial and necessary raw material in order to schedule of store redevelopment and
space requiring landscaping. It should be procured within time frame of 3 weeks.
B) Plan
Summary of the project
The project is related to store redevelopment and space requiring landscaping which include
preparation of garden surfaces through planting in a tropical theme and removal of existing
concrete. It should be low in maintenance and plant not exceed 2 metre (Moran, Odeh and
Ashuri, 2022).
ii. Risk register
RISK
DESCRIPTION
IMPACT PRIORITY THE WAY IT CAN
BE MITIGATE
Schedule risk Medium 2 The project will be
continuously monitor
that it will complete in
desired time frame.
Financial risk High 1 Ensuring optimum
utilisation of invested
finance.
iii. Procurement process
 Identification of necessary resource required
 Assess and select vendors.
 Negotiate price and terms
 Purchase request.
 Approve the invoice and make payment.

 Receive and inspect the delivered goods.
iv. Procurement requirements including timing of requirements is that the material is being
received within time frame of three week.
v. Change approval process involves –
checking what change need to be made, how it can be made and it is best for the company
or any other option is being available.
vi. Vendor processes include key stages such as selecting vendors, contract negotiation, vendor
onboarding, monitoring vendor performance, monitoring and managing risk. And making final
payment.
vii. Review, monitor and evaluation strategies is being utilised to continuously monitor what all
provided by suppliers in terms of time, quality and other aspects. Standard has been set related to
the type of product must be received from suppliers (Yevu and et.al, 2022).
viii. There are range of roles and responsibilities being performed by procurement such as
Purchase supply of materials, determining lowest cost for products, Track and record orders,
Manage supply base. Source and interview vendors and negotiate with suppliers on the basis of
contracts and costs to get maximum results.
ix. Information on the type of contract that will be entered are offer, acceptance, and invitation.
As invitation involves inviting all the suppliers to provide detail of product they offer, its price,
quality and type of services. Offer and acceptance is information related to whether the contract
has offer by one and been accepted by both the party (Mirhosseini. and et.al, 2022).
x. Selection criteria for suppliers will be on the basis of price, quality and time frame in which
they are being delivering material. While, key performance indicators set are standard quality,
better supply and timeframe at which they arrive.
xi. Hence, price, quality and time frame are selection criteria and key performance indicators
which will be applied.

4. Email
To Procurement Director,
Subject: Approval for the procurement management plan
Respected sir,
This is email to seek approval for the procurement management plan and confirmation
related to delegated authority to establish and maintain the plan.
Thank you
5. Project Management Requirements
a. Ethical behaviours: The suppliers and company should ethically behave while making the
contract that is transparently share information, respect and recognised each other efforts and
many more.
b. Project governance constraints: The procurement process must be governed on the basis of
time, scope, and cost to ensure its effective accomplishment.
c. Limits of authority: The authority of decision-making pertaining to procurement must be
given to some of capable individual only that have knowledge related to the way procurement
process can be managed (Moran, Odeh and Ashuri, 2022).
d. Organisational policy and procedures: John Readings Pty. Ltd has make clear policies and
procedure related to the way procurement process must be completed.
e. Prescribed decision escalation: The company has continuous monitor its decision and action
on the basis of that make necessary changes, so that better outcome can be gained.
6. Email
To Supergardens, Skyline Landscape Services,
Subject: To inform that our company require necessary resources from you.
This is email to inform you that for the project of store redevelopment and space requiring
landscaping we will require different resources within 3 weeks. Also, we agree to all the terms
and condition, and want your response pertaining to our mail to make it valid contract.
Thank you

7. Supplier Selection and outline the actions
After receiving mail from suppliers, it can be stated that action has been taken to assess
the type of products or material offered by suppliers, its quality, time frame in which it can be
delivered and many more. Finally, selection of two main suppliers that is Supergardens, Skyline
Landscape Services for getting material.
8. Email
To: Project team
Subject: Providing detailed of suppliers, requirement of project, and approval of whether
suppliers are suitable or not.
Dear team member,
This is email to provide information about two suppliers that has been selected for procurement
such as Supergardens, Skyline Landscape Services that are offering qualitative services at
affordable price. They meet requirement as focus on quick delivery, quality and cost
effectiveness. Furthermore, it is mail to seek confirmation from you related to whether the
suppliers are suitable for project or not. At last, it is informed to you that all the supplier
procurement will proceed according to the John Readings (or your organisation) procedures only.
Thank you
9. Role play
B) Case study
a. Payment process: There are various steps will be followed in context of payment process
such as Payment Application, mentioning the due date of payment, amount of payment to be
made. As well as the payment will be made through online transferring to client bank account.
b. Supply of services: The raw material will be delivered to the John company in continuous
manner so that it can be effectively provided within set time frame and quality (Moran, Odeh and
Ashuri, 2022).
10. Draft an email
To Stakeholders
Subject: Seeking approval for procurement processes

Dear sir,
This is email to all stakeholders related to seeking approval for procurement processes so that all
the step can be completed and sufficient resources can be accumulated to complete project on
time.
11. Project status report
Status report – Project
Item Work
completed
to-date
Milestone
date
Revised/
actual date
Budgeted
cost
Revised/
actual cost
Responsible
Hobart –
8 square
meters
22 feb
2022
14
feb 2022
25 feb
2022
10000 12500 Project
manager
Adelaide
– 12
square
meters
25
feb 2022
18
feb 2022
22
feb
2022
7500 8000 Project
manager
Geelong
– 13
square
meters
23
feb 2022
20
feb 2022
28
feb 2022
5200 6250 Project
manager
Ballarat –
15 square
meters
20
feb 2022
15
feb 2022
1
march
feb 2022
4563 5486 Project
manager
Byron
Bay – 21
square
meters
18 feb
2022
16 feb
2022
12
March 2022
9582 10564 Project
manager
Project Title: procurement process Project Client: John Date:
Version: 13 March 2022
Project Sponsor: A Project Manager: B File Name: XYZ Page x of y

PART C MANAGE PROJECT PROCUREMENT PROCESSES
1. Email
TO: Procurement Director,
Dear sir,
This is email to provide outline of Procurement processes required such as the sufficient human
and financial resources are required for assessing if sufficient stock is present to meet order. At
the same time, remedial actions is that continuous monitoring of each stage will be done and
complete record will be maintained related to the order received. Action is ensured that sufficient
stock is available.
Thank you
2. Email
TO: Procurement Director,
Dear sir,
This is email related to procurement process that required detailed of issue that with suppliers
that one playground has been shipped to Tasmania without informing. Hence, it must be
reshipped or any other piece must be shipped to Launceston store in limited time frame.
Moreover, action will be taken to ensure that materials are shipped at desired location.
Thank you
3. Project status report
Status report – Project
Item Work
complete
d to-date
Milestone
date
Revised/
actual date
Budgeted
cost
Revised/
actual cost
Responsible
Arrangemen
t of resource
10
feb 2022
11 feb
2022
22 feb 2022 8563 7856 Project manager

Shipping of
playground
installation
13
feb 2022
15
feb 2022
25
feb 2022
4562 6537 Project
manager
Finally
installed
26
feb 2022
21
feb 2022
26 feb
2022
4152 5436 Project
manager
Project Title: Procurement process Project Client: John Date:
Version: 13 March 2022
Project Sponsor: A Project Manager: B File Name: XYZ Page x of y
PART D WRITTEN REPORT
1. Vendor Procurement and Management
A)1) Completing financial transactions
For making 106 per square meter at cost of 160 pre meter total expense of 16640.
2) Consolidating and storing all project data
2. Procurement Evaluation Report
Objectives of Evaluation Report —
There are some major objectives which are to be addressed within the procurement
evaluation report and this will help in analysing objectives such as -
 To ensure timely delivery of the project material to clients.
 To act according to probity and project governance.
 To negotiate with suppliers on the basis of services they render.

 To monitor and review the procurement process.
 To recommend processes for further analysis and interpretation for the understanding of
the project.
Methodology –
The methodology will include the aspects as to how effectively the project has been
undertaken and this will address the key measures as to how the project is being made
understandable. The information needed for the report has been addressed and this is including
the concerns of how effectively the project procurement plan has been analysed in detail. There
are certain specific resources which will be provided within the project which will help in
delivering the information within the project with the help of emails, and framing of procurement
plan etc. The information should be collected regularly or on daily basis which will help in
analysing the aspects of growth and development within the project which has been framed.
During the collection of information, there are many challenges which have been faced
and this will help in identifying the concerns related to the project framework at large scale. The
challenges which are faced are – lack of information which is used within the report, lack of
appropriate data and different tools which are to be used within the report. These challenges will
be tackled by analysing and identifying the measures and creating ways within the report. With
the help of proper investigation, information and documenting will be analysed and creating
ways within the report to be more specific and will be able to generalize and evaluate measures
within the report to be included at large scale.
A) Project procurement requirements are identified on the basis of set objective.
B) Internet, contact reference are various sources of obtain information from suppliers capable of
fulfilling procurement requirements.
C) Lot many steps are involved in selection and transparently communicating to suppliers such
as assessment of services rendered by suppliers, then final select. As well as communicate to
them transparently through writing email with proper language and necessary detail to avoid
confusion in future scenario (Yevu and et.al, 2022).
D) Obtain relevant approvals for procurement processes is being used to make further changes
and improvement in procurement process to achieve the set objective.

E) The one problem that is solved during project management activities is timely delivery of
material to client. Brainstorming and team working are the method that are being utilised to solve
problem in which suggestion of each member is being taken to solve relevant issue.
F) Acted according to probity and project governance constraints through abiding to all the
rules, regulation and transparently communicating as well as monitoring each of the stage
present in the project (Soosaimuthu, 2022).
G) Through making use of proper language, full sentence, with taking feedback of receiver
communication pertaining to proposal has been made in order to ensure clarity of understanding
of project objectives.
H) The solicited vendor responses according to proposal requirements through understanding
their language, perception and the way they could delivered good services to client.
I) Responses and selected preferred vendors have been evaluated on the basis of whether they
have act legally, ethically and transparently while providing its services.
J) Negotiation with suppliers have been done on basis of services they render, brand image of
company and scope of project so that it agrees on terms and conditions of supply.
K) On 10 February, 2022, the changes have been made in procurement plan in which digital
technology has been used to effectively communicate with suppliers to get timely services in
effective manner.
L) Monitoring and review of the procurement process is done through setting key performance
indicators that has helped in finding mistake, as well as alternative method that could be used to
overcome issue.
M) For example: through taking feedback from team member, identified and reported
procurement management issues, thereby necessary action has been taken to receive the services
in set time frame.
N) Reviewed project outcomes through monitoring and analysing whether the material has been
received in set standard quality, time frame and many more that is as per the requirement of the
project (Mirhosseini and et.al, 2022).

O) The over rates of Supergardens vary from $110-160 per square metre and Skyline Landscape
Services is $160 per square metre. So as per the square meter that need to be made in
redevelopment around 16640 costs has to be incurred.
P) Two lessons learned is procurement management is length process that involves monitoring
each stage to get delivery of material as required. Secondly, feedback of team are necessary to
make improvement or changes. Recommendation for further improvement is that strong
relationship and contact must be made with suppliers to have necessary material.
Version Control Table -
Version Date Author Changes
0.1 01/12/17 M. Stokes -
0.2 15/01/18 M. Stokes Comments of
procurement plan
added.
0.3 11/03/18 J. Aden Change in procedure

plan.
1.0 27/04/18 A. Warner Final draft approved
by Committee
Version Date Author Revision Notes
1.0 April 2018 SRO First release
2.0 May 2022 SRO Second release
Weighted Decision Matrix –
OPTIONS
Criteria Weighting Option 1 Option 2
Score Total Score Total
Criteria 1 1 1 2 5 4
Criteria 2 2 2 5 4 10
Criteria 3 3 3 7 3 12
Criteria 4 4 4 15 2 10
Criteria 5 5 5 30 1 4
Selection Criteria Matrix –
Criteria Description
1. Technical Risk How difficult it is to design and implement the
procurement plan and is it within the scope and
abilities of the team?
2. Cost Is the design cheap to consider and is it within

the customer constraints?
3. Repeatability Are the movement each time same which are
being performed within the procurement plan?
4. Precision Can it meet the customer precision
requirements?
5. Speed Can it meet the customer speed requirements?
6. Acceleration Can it meet the customer specified acceleration
requirements?
7. Compatibility Does the procurement plan work with other
plans? Is it easy to use and understand?
8. Durability Is the plan prone to due to drops or
mishandling? Can it withstand bumps and the
concerns related to quality of the durability of
the procurement plan?
9. Reliability Do the components have long expected lives?
Does each of the system operates close to the
design limits or are well within the team
members?
10. Aesthetics Is the procurement plan looking good? Is it
meeting the customer constraints?
11. Memory Does the procurement management plan
enough memory to load commands for the
expected time?
12. Clock Speed Will it be able to send the commands in
effective manner?
13. Input Output Does it runs the correct amount of analysis
regarding the plan?
14. Expansion Is the plan able to procure effectively?
15. Ease of Programming Can the software be manipulated with ease?

ASSESSMENT TASK 3 - MANAGING PROJECT PROCUREMENT
PROJECT 2
PART A PLAN PROCUREMENT
1. Book an appointment with your Assessor
A) Key procurement requirements for this project are access to a room, computers, software and
templates, paper and telecommunications so that appropriate communication can be maintained
between the company and its suppliers.
B) The way that used to have information from suppliers to determine the appropriate suppliers
is contact reference, their official website, brand image and many more.
C) Supplier selection process and criteria that has been utilised by the John Readings Pty Ltd is
price, quality, adaptability, flexibility, suitability and their brand image or reputation in external
environment.

D) Approval process for procurement activities is assessment and record of necessary supplier of
products, alternative options available, best suppliers selected on the basis of price and type of
services offered. Finally, the suppliers that meet the project objective is being selected.
E) Negotiated Tendering method will be selected because it is most suitable or common method
that is being utilised to negotiate with the suppliers and have qualitative services (Lenderink and
et.al, 2022).
F) Email will be the sources that would be utilised to inform about procurement issues to the top
head for making necessary changes.
G) Assessor has observed that English language has been used as well as all the content were
effectively included that are meeting the procurement requirement as per the stakeholders.
H) Yes, effective communication skill was utilised as both providing information and listening to
their feedback has been done by the procurement manager to promote smooth operation of
project.
PART — B
1.
For the knowledge management requirements including the statement of work for the system to
be installed and tested can be done with the help of having frame of effective timeline and terms
and conditions of supply which the John Readings is taking concern of (Levy, Hadar and et.al.,
2019). There are certain knowledge management requirements which should be scalable,
extensible, secure etc. The terms and conditions of supply which should be adhered to the
employees and followed by them.
2.
b. Detailed information regarding the supplier and the services for landscaping which have been
obtained are — The services which are being rendered by the John Readings to the customers are
books at large scale in the market. The suppliers are the John Readings to the customers
supplying the book (Morgan, Richey Jr and et.al., 2018).
c. Screenshot of the supplier website to confirm that the research is being conducted.

3.
Version Control Table -
Version Date Author Changes
0.1 01/12/17 M. Waren -
0.2 17/01/18 M. John Comments of
procurement plan
added.
0.3 15/03/18 J. Waren Change in procedure
plan.
1.0 26/04/18 A. Eden Final draft approved
by Committee

Version Date Author Revision Notes
1.0 June 2018 SRO First release
2.0 July 2022 SRO Second release
a. Summary of the project —
The project is being undertaken for knowing that how effectively the procedures
and policies are being undertaken in the John Readings Pvt Ltd.
b. Risk Register -
c. Procurement process —
The process of procurement helps in identifying that what were the key raw materials and
the resources which were taken while framing the plan.
d. Procurement requirements including the timing of requirements — The timings are set
according to the plan which has been framed for completing the project. The timeline is
formulated according to the activities which are planned in step wise manner (Hong, Lee and
et.al., 2018).
e. The approval process which has been changed helps in creating vale for the process and
systems which are being changed and the modifications which are done in the project.
f. Vendor processes consists of what are the items which are to be delivered to the customers.

g. The monitoring and evaluation strategies are the systems and the process which helps in
knowing that the project is being undergoing in appropriate manner.
h. Procurement roles and responsibilities helps in ensuring that the raw materials are being
procured from the suppliers and the services are being provided to the customers.
i. The contract will enter into fixed price of the procurement (Nicoletti, 2018).
j. Key performance indicators are — estimation of the project completion, current development
backlog, project schedule.
k. The key performance indicators which are mentioned above will be applied and entered for the
selection.
4.
To,
Mr Daniel
Procurement Director
John Readings Bookstore
Subject: To seek approval for the procurement management plan
Dear Sir,
Please find the attached report which explain the various aspects of the details of organization.
This is to bring into your kind notice that a procurement management plan is needed to be
framed by the organization so that the plan can be managed appropriately. Kindly approve for
the request being made.
Thanks and regards,
Mr Joseph
John Readings Bookstore

5.
To,
Mr Daniel
John Readings Bookstore
Subject: Request for proposal
Dear Sir,
It is to bring to your kind notice that the selection process for the criteria for procurement is to
be conduced. The two potential suppliers are Abbey's Bookshop and Fullers Bookshop Kindly,
accept the request in providing the criteria for procurement.
Thanks and regards,
Mr Grey
John Readings Bookstore
6.
To,
Mr Green
Project Team
John Readings Bookstore
Subject: To seek confirmation from the project team that the suppliers are suitable
Dear Sir,
It is to bring to your kind notice that the two suppliers which have been selected help in the
procurement management plan. Kindly, confirm that the supplier procurement helps in
providing the details of the plan.
Thanks and regards,
Mr Joseph
John Readings Bookstore

7.
To,
Stakeholders and IT
John Readings Bookstore
Subject: To confirm the suppliers and to obtain the approval for the procurement processes to be
undertaken.
Dear Sir,
Please find the attached report which explain the various aspects of the organization. Under the
report, it has been confirmed that the suppliers are being correctly mentioned and taken under
the procurement plan. Kindly confirm to proceed further with the procurement plan to take
place significantly.
Thanks and regards,
John Readings Bookstore
a. Payment process —
The payment process will be done through net banking as it will help in securely and safely
transferring the money to the account.
b. Supply of services including agreed objectives for the project — The supply of services are
being taken into account so that the project is being undertaken by delivering all details and
information in an appropriate form (Al-Qawasmi and Al-Mousa, 2021).
c. Terms and Conditions with the supplier – The terms and conditions are -
 This project will be based on the contract terms.
 The delivery of set products and services should be undertaken effectively.
9.

Status Update Report
Status report
– Project
Item Work
completed
to-date
Milestone
date
Revised/
actual date
Budgeted
cost
Revised/
actual cost
Responsible
Books 2 February,
2022
10 February,
2022
14 February,
2022
1578 3456 Human Resource
Computer 10 February,
2022
15 February,
2022
14 February,
2022
1459 2899 Human Resource
Human
resource
11 February,
2022
16 February,
2022
14 February,
2022
7593 8799 Human Resource
Project Title: Project Management Procurement
Plan
Project
Client:John
Readings Pvt.
Ltd.
Date:25th
February,
2022
Project Sponsor:John
Readings Pvt. Ltd.
Project Manager:Mr.
Joseph
File Name:BSBPMG537
Manage project procurement
Page x of y

PART C MANAGE PROJECT PROCUREMENT PROCESSES
1. Email
To: Procurement Director
Subject: Issue related to current computer systems at John Readings are not able to manage the
new software
Dear sir,
Kindly note that the issue related to the case is the computer system is not able to manage new
software. As well as to upgrade the system, at least $10,000.00 cost must be incurred, without
which it cannot be operated. Procurement processes required is assessment of suppliers, making
contract and finally purchasing the same. Remedial actions is that arranging sufficient fund in
order to upgrade the knowledge management system. Hence, the action plan to remedy the issue
is upgrading the system for benefits of organisation.
2. Project status
Status report – Project
Item Work
complete
d to-date
Milestone
date
Revised/
actual date
Budgeted
cost
Revised/
actual cost
Responsible
access to a
room
12 march
2022
11 April
2022
26 August
2022
4789 5463 Project manager
Improve
Sales and
Customer
Service Staff
2 August
2022
19
march 2022
16
September
2022
7896 4526 Project
manager
Finally
improving
services as
per
customers
requirement
28
October
2022
21
June 2022
16 July
2022
5637 7489 Project
manager

Project Title: Procurement process Project Client: John Date:
Version: 13 March 2022
Project Sponsor: A Project Manager: B File Name: XYZ Page x of y
PART D WRITTEN REPORT
1. Vendor Procurement and Management
A) Completing financial transactions
Around $ 1 million is the overall financial payment that has been made to the suppliers of the
John to accomplish the project in desired manner.
B) Consolidating and storing all project data

2. Procurement Evaluation Report
A) Identify project procurement requirements is that improving sales and customers services
staff as they are working under stress and have lack of time to complete various activities. At the
same time, there are many customers that feel discriminated while they are being offered
services by staff. So necessary procurement requirement is to have new technology, highly
skilled and knowledgeable employees that are capable of completing task in effective manner.
B) The ways that are being utilised obtains information from suppliers capable of fulfilling
procurement requirements is checking their credibility and reliability to offer products or
services, time frame in which they delivered and quality of services they have which helps in
meeting project objective (Erne, 2022).
C) Process that has been used to determine selection process and criteria is objective of project,
the necessary improvement that need to be made or issue, the available resources and ensure
transparency through offering all necessary information.
D) Through sending email to directors, interested stakeholders’ relevant approvals for
procurement processes has been taken.
E) For example: during the process we have face challenges of reducing employees stress,
getting alternative idea, but through encouraging team so share their creative and innovative
ideas to solve problem. A common solution has been drawn for effective outcome.
F) By ensuring following of ethical principle, integrity and taking steps to ensure that all task are
completed as set standard have identified and acts in accordance to probity and project
governance constraints.
G) Communicated agreed proposals has been effectively shared through making use of proper
language, simple words that could be easily understand by other. Furthermore it feedback has
been taken to ensure its clarity.
H) Solicited vendor responses according to proposal requirement through explaining in detailed
about the requirement of project, key issue and alternative method that can be used to improve
the same.
I) Through checking those responses and selected preferred vendors are abiding to all legal
requirement and being selected as per the criteria that is offering qualitative services, timely and
cost effective (Chan and Owusu, 2022).

J) Email is used to negotiated with preferred contractors or suppliers and written that bulk of
material is required by John company to complete the project. So, offer at reasonable price and
good quality.
K) For example, on 13 February, modification has been made related to first checking the
reliability of the suppliers and its existing relationship or reputation in the market. On the basis
of that only procurement of resource is being made.
L) Timeline has been set, feedback from team member and record of procure material is made to
ensure that all plan and procedure are being completed as desired.
M) Through monitoring and analysing issue in effective procurement of resources, issue has
been identified and remove. Such as, it has been find that the sales staff was rude so their attitude
has been improve to meet the end objective.
N) Reviewed project outcomes by comparing it with key performance indicators that is profit,
relationship with suppliers and procure material (Holzmann, Zitter and Peshkess, 2022).
O)

Around $ 1 million is the overall financial payment that has been made to the suppliers of the
John to accomplish the project in desired manner.
P) Two lessons learned is the way feedback of team member is important to make changes and
procurement involves evaluating different type of suppliers to have right one. Recommendation
is in future, modification in procurement plan must be made at time of identified issue for better
outcome.
3. Email to the Procurement Director
To Procurement Director
Subject: Necessary improvement in plan
Dear sir,
This is email that have attached both documents related to financial payment made to the
suppliers and Procurement Evaluation Report. On the basis of that provide necessary feedback
comment that could be used to make modification in both for better outcome.
Thank you
Findings and Conclusion –
It is concluded from the above report that the report has presented the major aspects
through which all the essential information has been made available and this has helped in
analysing and depicting the that all the details and information has been presented within the
report. The details consisting different tasks has been presented which have enabled the
processing of procurement planning in appropriate manner.
Recommendations –
There are major recommendations which are addressed and as –
 The information regarding the John Readings case study should be provided in specific
manner.
 The procurement plan should be gathered to analyse the basic information which is
required within the project to be addressed appropriately.
These are the major recommendations which should be kept in mind and should be provided
while addressing to such detail analysis in appropriate manner.

REFERENCES
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