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Procurement Planning

Procurement planning includes the planning and tracking of goods and services required to carry out implementation activities for the projects.  This is done to ensure good governance over project budgets and ensuring that goods/ services are available on time for the project activities to be implemented successfully. 

Procurement Planning functionality in Amp Impact allows resource managers to manage a catalog of Goods and Services generally required to implement Projects. It also enables project managers to indicate procurement requirements for implementation activities, so that the resource team can  procure them in time.

📋 Note: Procurement planning in Amp Impact can be extended to meet other use cases of procurement planning (like product demand and supply analysis, etc) using declarative or custom development to meet an organization’s specific use case

Alternatively, other platform tools such as Procurement by Salesforce Labs,Ascent ERP,Financial Proforce Procurement can be used for advanced workforce planning processes 

👷 Admin Note: Please note that Procurement Planning works with Implementation Plans and Activities. Please ensure that you have Implementation Plans and Activities set up in your Projects. Please refer to the Amp Impact Activities User Guide to learn how to create an Implementation Plan and add Activities to it.

Manage Catalog Goods/Services 

Create a new Good/Service

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

  1. 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 

Update a Good/Service Record 

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 Save button

Request Goods/ Services required to implement  Activities

Users can add Procurement Requirements to project Activities to indicate which Goods/Services are required to successfully implement them.

Create new Procurement Requirement(s)

To create a new Procurement Requirement, follow these steps: 

  1. Navigate to the Project record

  2. Click on the relevant Implementation Plan 

  3. Click on the Activity that needs requires the Good/Service and navigate to the Activity record’s detail page

  4. Click on the ‘Related List’ tab

  1. Locate the ‘Procurement Requirement’ related list, and click on the ‘New’ button

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

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

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

👷 Admin Note: 

The following Flows are responsible for pulling the default value into the fields mentioned above:

  • Good Service Trigger Cost Field Update

  • Populate Procurement Requirement Cost Field Trigger

  • Update Procurement Requirement Field  

These Flows are packaged as templates and can be deactivated / modified by System Administrators. 

If you want to edit it to meet your organization’s specific use case (e.g. remove default fields, add custom fields, etc.), you can clone the Flow , make the required changes in the cloned process, and activate the cloned Flow.

  1. 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. 

    6. Fulfillment Status to indicate whether fulfillment of the required Good/Service is Pending, Partially Fulfilled, or Completely Fulfilled.

  2. 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)

Update Procurement Requirement(s) for an Activity

  1. Once a Procurement Requirement has been approved , it’s Procurement Status can be updated to ‘Approved’ or ‘Denied’ depending on the results of it’s approval.

📋 Note: Please note that the Approval Process for a Procurement Requirement is not packaged in Amp Impact. It should be configured as per your organization’s use case.

  1. When the Good/Service has been procured:

  2. Actual Unit Cost can be updated 

  3. Procurement Status can be updated to Assigned 

  4. Fulfillment Status can be updated to Partially or Completely Fulfilled. 

  5. The Program Manager can edit the Procurement Requirement record and set the Procurement Status to 'Unassigned’  once the Activity does not require Goods/Services anymore.

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