Analysis of Project Procurement Management at John Readings

This project procurement management report addresses key aspects related to the John Readings case study, explaining various tasks, detailed discussions, and the management of the project procurement plan to deliver value. It covers the implementation of the project procurement process through drafted emails, project status reports, requests for proposals, and research for providers. The report includes a meeting agenda, supplier selection criteria, a weighted decision matrix, and a procurement management plan outlining procurement requirements, processes, and change approval procedures. It also features vendor procurement and management strategies, procurement evaluation reports, and recommendations for improving procurement processes. The analysis extends to risk management, payment processes, and communication strategies, providing a comprehensive overview of managing project procurement within the context of the John Readings case.

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)