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Candidate Details

Assessment – BSB51407 – Procurement

Please complete the following activities and hand in to your trainer for review. This forms part of your assessment.

Name: ______

Address:______

______

Email:______

Employer:______

Declaration

I declare that no part of this assessment has been copied from another person’s work with the exception of where I have listed or referenced documents or work and that no part of this assessment has been written for me by another person.

Signed:______

Date:______

If activities have been completed as part of a small group or in pairs, details of the learners involved should be provided below;

This activity workbook has been completed by the following persons and we acknowledge that it was a fair team effort where everyone contributed equally to the work completed. We declare that no part of this assessment has been copied from another person’s work with the exception of where we have listed or referenced documents or work and that no part of this assessment has been written for us by another person.

Learner 1:______

Signed:______

Learner 2:______

Signed:______

Learner 3:______

Signed:______

Competency Record to be completed by Assessor

Learner Name:______

Date of Assessment:______

The learner has been assessed as competent in the elements and performance criteria and the evidence has been presented as;

Assessor Initials
Authentic
Valid
Reliable
Current
Sufficient

Learner is deemed: COMPETENTNOT YET COMPETENT (Please circle)

If not yet competent, date for re-assessment:______

Comments from Trainer / Assessor:

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Assessor Signature: ______

Table of Contents

Candidate Details

Assessment – BSB51407 – Procurement

Competency Record to be completed by Assessor

Reflections

Reflection: How much to procure?

Reflection: Planning procurement

Reflection: Market analysis

Reflection: Planning to procure

Reflection: Contracting and procurement responsibilities

Reflection: Contract administration planning

Reflection: Planning for review

Reflection: Develop a contracting and procurement plan

Reflection: Establishing procurement processes

Reflection: Sourcing suppliers

Reflection: Evaluation criteria

Reflection: Selecting the best supplier

Reflection: Contracts

Reflection: Contract management

Reflection: Dispute resolution

Reflection: Reviewing contracting and procurement

Manage Project Procurement - Assessment Activities

Element 1

Assessment Activity: Policies and procedures

Assessment Activity: Planning procurement

Assessment Activity: Market analysis

Assessment Activity: Planning to procure

Assessment Activity: Contract administration planning

Element 2

Assessment Activity: Establishing procurement processes

Assessment Activity: Evaluation criteria

Element 3

Assessment Activity: Selecting the best supplier

Element 4

Assessment Activity: Contracts

Assessment Activity: Contract management

Assessment Activity: Dispute resolution

Element 5

Assessment Activity: Reviewing contracting and procurement

Attachments

Procurement Requirements Template

Contract Performance Report

Reflections

Reflection: How much to procure?

Imagine you are the procurement manager for the company which is developing the training materials for Case Study 2. You have to ensure that the training manuals can be printed in-house.

  • How would you determine how much paper you required to print off all of the training manuals?
  • What documents and records would you use to assist you in making the decision?
  • What else would you do to help you make the decision?
  • What would be the consequences if you ordered too little paper, ran out of toner? What about if you ordered too much?

Reflection: Planning procurement

  • How do you plan when to acquire products and services needed to complete project activities?
  • Who is involved in deciding when products and services are ordered?
  • What documents do you refer to when deciding on when to order products or services?
  • What are the effects of a product or service arriving early? What about if they arrive late?

Reflection: Market analysis

Delegate to a project team member responsibility for conducting a market analysis for a product or servicethat you need in a project you are currently working on. Ask them to conduct any necessary research and tosource at least three potential suppliers. After they have prevented you with a list of suppliers, conduct acritique of how well they performed this task.

List the product or service that was being sourced here.

  • How well did the project team member conduct the supplier analysis?
  • Were there any gaps in their analysis? If so, please list them below.
  • How could the project team member have performed the analysis better?

Reflection: Planning to procure

Describe the methods used to procure the products and services you acquired in a project you are currentlyworking on.

  • What documents did you prepare to distribute to prospective sellers?
  • What type of contract was selected?
  • Why was this type of contract selected?
  • What policies and procedures within your organization did you use to assist in planning how productsand services would be procured?

Reflection: Contracting and procurement responsibilities

For a project you are currently managing, make a list of your project team members and the responsibilitiesyou have allocated to them.

Project Team Member / Responsibilities

Are you happy with how you have allocated responsibilities within your team? If not, whatresponsibilities would you redistribute amongst the team?

Reflection: Contract administration planning

For a project you are currently managing, describe the steps you took to plan the contract administrationprocess.

  • What are the key performance indicators that your project team developed for the contract?
  • What process did you develop to review the contractor’s performance throughout the contract?
  • What types of reports are required in administering the contract?
  • Who was involved in the contract administration planning process from your project team?

Reflection: Planning for review

  • For a contract you are currently managing, what aspects of a contractor’s performance do you plan toreview after the contract is completed?
  • What records will you need to update at the completion of the project?
  • What documents will need to be signed before the project is concluded?

Reflection: Develop a contracting and procurement plan

You can see in Case Study 1 that Kevin has many things to consider in relation to planning contracting and procurement. He has a designer, but she may be too busy. Should he thencontract another designer? There may be others Kevin needs to contract for the provision of specific services, such as electricians, plumbers, plasterers, concreters and possibly tilers. It is alsopart of Kevin’s brief to obtain Council permission to construct the pergola and see that he meets local building regulations.Reports from engineers and surveyors may be necessary. What goods would he need? Timber, concrete, bricks, water fountains, fixtures and fittings and much more. Kevin is an experienced builder butwill he have the necessary tools and equipment to complete the job in accordance with his client’s timelines? Clearly a lot of thought needs to be given to this at the planning stage.

Using a project that you are or will be working on in the near future, answer the following questions regarding contracting and procurement for that project:

What goods /services will be required? / For which unit or team will they be needed? What requirements do they have? / Quantity or amount? / When will the goods/services be required? / Where will the goods/services be obtained? / How will the contract be managed? / How will the contract be finalised and reviewed?
  • Describe the risks that are or were associated with this procurement.
  • What contracts were, or will be required?
  • How will these contracts be managed and by whom?

Reflection: Establishing procurement processes

What documented procedures do you normally follow in your organisation for:

  • Going to the market with a request for tender?
  • Evaluating responses?
  • Selecting preferred contractors?
  • Developing key performance indicators for a contract?
  • Monitoring contractor performance?
  • Making changes to the procurement management plan?
  • Conducting reviews of procurement activities?
  • If your organisation does not have these documents, how does it affect the ease with which you conduct procurement in your organisation?

Reflection: Sourcing suppliers

Select a product or service you will be buying for a project you are currently managing. Delegate theresponsibility for sourcing suppliers to a member of the project team. After they have presented you withalternative suppliers analyse their performance using the tasks and questions listed below.

Describe the product or service you will be buying.

  • How did the project team member find the suppliers?
  • What documents did they use to assist them in sourcing suppliers?
  • Describe what you know about each supplier and any issues that arose during the sourcing process that may have improved or reduced their chances for selection.
  • How well did the project team member complete this task? What advice would you give to ensure improved outcomes next time?

Reflection: Evaluation criteria

Obtain a copy of the evaluation criteria used when you acquired a product or service for a projectyou are currently managing.

Describe the product or service you acquired.

  • List the evaluation criteria you used to select the successful contractor.
  • Comment on whether you found the criteria clear and useful and what improvements needed to be made.
  • Which members of the project team were involved in developing the evaluation criteria?
  • What documents did you refer to in formulating the evaluation criteria?

Reflection: Selecting the best supplier

Interview a senior project or program manager in your organisation and ask them to walk you through atender selection process. Ask the following questions:

  • What were the key stages or milestones and the timeframe for the tender?
  • Who was on the tender selection panel and why?
  • What documentation was involved in the process (documentation from both the organisation seeking tenders and the tenderers in their responses)?
  • What are the key things to remember when running a competitive tender?
  • What are the pitfalls that need to be avoided?

Reflection: Contracts

Based on your experience as a project manager, outline what you think are the most important characteristicsof a good contract.

  • What assistance do you normally seek or require when writing contracts?
  • What are some of the common problems you may experience or have experienced as a result of a poorly written contract?

Reflection: Contract management

Think back to a contract you managed in the past. Answer the following questions about how effective thecontract management process was:

  • What was the contract for? Were the key performance indicators for the contract?
  • What were the key performance indicators for the contract?
  • How did you monitor the contractor’s performance?
  • Who was involved form your project team in the contract management process?
  • How well did your project team members manage the contract?
  • What worked well?
  • What went wrong or could have worked better

Reflection: Dispute resolution

Think of a time when you found yourself in dispute with a contractor. Answer the following questions aboutthe dispute:

  • How did the dispute arise?
  • Who was involved?
  • How did you manage the dispute?
  • What policies and procedures were available to assist you in handling the dispute?
  • What was the outcome?
  • What actions did you ask your project team members to take to resolve the dispute?

Reflection: Reviewing contracting and procurement

  • Describe how you reviewed the contracting and procurement activities on a project you worked on previously.
  • Describe the type of project you worked on.
  • What methods did you use to review the contracting and procurement activities used in the project (e.g. procurement audits, review meetings, project team interviews etc.)?
  • How satisfactory was the contractor’s performance?
  • What issues, difficulties, or problems were identified in the review process?
  • Who was involved from your project team in the review?
  • What recommendations were made for future contracting and procurement activities as a result of your review?

Manage Project Procurement - Assessment Activities

The following Assessment activities must be completed, saved and submitted to your Assessor as part of your final assessment for the course.

Element 1

Assessment Activity: Policies and procedures

Locate the policies and procedures that are relevant to planning procurement in your organisation. Make a list of these documents. Are there any policy gaps you have identified?

If so, what action do you plan to take to fill these gaps?

Assessment Activity: Planning procurement

How do you plan when to acquire products and services needed to complete project activities?

Who is involved in deciding when products and services are ordered?

What documents do you refer to when deciding on when to order products or services?

What are the effects of a product or service arriving early? What about if they arrive late?

Assessment Activity: Market analysis

Delegate to a project team member responsibility for conducting a market analysis for a product or service that you need in a project you are currently working on. Ask them to conduct any necessary research and to source at least three potential suppliers. After they have presented you with a list of suppliers, conduct a critique of how well they performed this task.

List the product or service that was being sourced here.

How well did the project team member conduct the supplier analysis?

Were there any gaps in their analysis? If so, please list them below.

How could the project team member have performed the analysis better?

Assessment Activity: Planning to procure

Describe the methods used to procure the products and services for a project you are working on.

What documents did you prepare to distribute to prospective sellers?

What type of contract was selected? Why was this type of contract selected?

What policies and procedures within your organization did you use to assist in planninghow products and services would be procured?

Assessment Activity: Contract administration planning

For a project you are currently managing, describe the steps you took to plan the contractadministration process.

What are the key performance indicators that your project team developed for the contract?

What process did you develop to review the contractor’s performance throughout the contract?

What types of reports are required in administering the contract?

Who was involved in the contract administration planning process from your project team?

Element 2

Assessment Activity: Establishing procurement processes

What documented procedures do you normally follow in your organisation for:

  • Going to the market with a request for tender?
  • Evaluating responses?
  • Selecting preferred contractors?
  • Developing key performance indicators for a contract?
  • Monitoring contractor performance?
  • Making changes to the procurement management plan?
  • Conducting reviews of procurement activities?
  • If your organisation does not have these documents, how does it affect the ease with which you conduct procurement in your organisation?

Assessment Activity: Evaluation criteria

  • Obtain a copy of the evaluation criteria used when you acquired a product or service for a project you are currently managing.
  • Describe the product or service you acquired.
  • What were the evaluation criteria you used to select the successful contractor? List them below.
  • Comment on whether you found the criteria clear and useful or whether improvements needed to be made.
  • Which members of the project team were involved in developing the evaluation criteria?
  • What documents did you refer to in formulating the evaluation criteria?

Element 3

Assessment Activity: Selecting the best supplier

  • Interview a senior project or program manager in your organisation and ask them to walk you through a tender selection process. Ask the following questions:
  • What were the key stages or milestones and the timeframe for the tender?
  • Who was on the tender selection panel and why?
  • What documentation was involved in the process (documentation from both the organisation seeking tenders and the tenderers in their responses)?
  • What are the key things to remember when running a competitive tender?
  • What are the pitfalls that need to be avoided?

Element 4

Assessment Activity: Contracts

  • Based on your experience as a project manager, outline what you think are the most important characteristics of a good contract.
  • What assistance do you normally seek or require when writing contracts?
  • What are some of the common problems you may experience or have experienced as a result of a poorly written contract?

Assessment Activity: Contract management

  • Think back to a contract you managed in the past. Answer the following questions about how effective the contract management process was:
  • What was the contract for?
  • What were the key performance indicators for the contract?
  • How did you monitor the contractor’s performance?
  • Who was involved from your project team in the contract management process?
  • How well did your project team members manage the contract?
  • What worked well? What went wrong or could have worked better?

Assessment Activity: Dispute resolution

  • Think of a time when you found yourself in dispute with a contractor.Answer the following questions about the dispute:
  • How did the dispute arise? Who was involved?
  • How did you manage the dispute?
  • What policies and procedures were available to assist you in handling the dispute?
  • What was the outcome?
  • What actions did you ask your project team members to take to resolve the dispute?

Element 5

Assessment Activity: Reviewing contracting and procurement

  • Describe how you reviewed the contracting and procurement activities on a project you worked on previously.
  • Describe the type of project you worked on.
  • What methods did you use to review the contracting and procurement activities used in the project (e.g. procurement audits, review meetings, project team interviews etc.)?
  • How satisfactory was the contractor’s performance?
  • What issues, difficulties, or problems were identified in the review process?
  • Who was involved from your project team in the review?
  • What recommendations were made for future contracting and procurement activities as a result of your review?

Attachments

Please insert or attach the following completed templates: