Resource Management: Procurement Planning

This page covers:

Procurement Planning

The Procurement Planning functionality in Amp Impact allows organizations to plan and track Goods and Services required to carry out project activities. Typically, resource managers create and manage a Catalog of Goods and Services generally required to implement projects while project managers create and manage Procurement Requests to successfully complete project activities.

Additionally, the Procurement Planning functionality can be extended through declarative or custom development to meet other use cases of procurement planning, including product supply and demand analysis or other management requirements. Alternatively, other platform tools such as the “Procurement” by Salesforce Labs, “Ascent ERP” or “Financial Proforce Procurement” can be used for advanced Procurement Planning processes.

Create & Manage a Catalog of Goods or Services 

The “Goods/Services” object allows resource managers to create and manage a catalog of Goods and Services that can be requested, planned, or tracked for Activities. Each Good/Service can have an expected cost, preferred procurement method, and other details.

1. To create a new Catalog Good/Service, navigate to the “Goods/Services” object tab and click “New”.

   

2. Enter the “Good/Service Name”, and “Category” of the “Good/Service” in order to save the record. Optionally, you can also add details like: 

   1. Description

   2. Expected Cost

   3. Procurement Method for Good/Service 

      

If you need to update the details like “Expected Cost” or “Procurement Methods” for a catalog Good/Service record, you access it in the List View by clicking on the Goods/Services tab. 

1. Locate the row of the Catalog Good/Service you would like to edit. 

2. Select the “Edit” option from the list by clicking on the dropdown menu on the row.

3. Edit the field that should be updated, and click on the “Save” button.

Create & Manage Procurement Requests

The “Procurement Requirements” object allows project managers to indicate the goods and services needed to implement or execute an Activity.

To create a new Procurement Requirement, follow these steps: 

1. Navigate to the Project record and click on the relevant “Implementation Plan”. 

2. Click on the “Activity” that needs requires the Good/Service and navigate to the Activity record's detail page.

3. Click on the “Related List” tab.

   

4. Locate the “Procurement Requirement” related list, and click on the “New” button.

   

5. For a new Procurement Requirement, the Procurement Requirement ID and the Activity field will auto-populate. 

6. To save a record, specify the Good/Service required. 

7. Once the Good/Service has been selected, the value of the “Planned Unit Cost” is automatically pulled from the “Expected Cost” of the related Good/Service record.

8. Optionally, you can also add:

   1. Number of Units Required and the Unit (of measurement)

   2. Due Date for the required Good/Service to be assigned to the related Activity

   3. Planned Unit Costs (if the value populated by default needs to be updated)

   4. Actual Unit Cost 

   5. Procurement Status to indicate whether the procurement of required Good/Service has been “Planned”, “Requested”, “Approved”, “Assigned”, or “Unassigned” (or another custom value). 

   6. Fulfillment Status to indicate whether fulfillment of the required Good/Service is “Pending”, “Partially Fulfilled”, or “Completely Fulfilled” (or another custom value).

9. Please note that “Planned Cost” and “Actual Cost” are formula fields that will auto-populate based on the following calculations:

   1. Planned Cost = (Planned Unit Cost * Number of Units)

   2. Actual Cost = (Actual Unit Cost * Number of Units)

Once a Procurement Requirement has been approved, its Procurement Status can be updated to “Approved” or “Denied” depending on the results of its approval.

Once a Good/Service has been procured, the following can be modified/updated:

1. “Actual Unit Cost”

2. “Procurement Status” can be updated to “Assigned”

3. “Fulfillment Status” can be updated to “Partially” or “Completely Fulfilled”. 

4. The project manager can edit the Procurement Requirement record and set the “Procurement Status” to “Unassigned” once the Activity does not require Goods/Services anymore.