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Procurement Management Plan

Version <1.0>


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<Project Name> Project Charter Version: <1.0> <Draft>


<Insert appropriate disclaimer(s)>

Revision Date: Error! Unknown document property name.Page 2 of 21



[Provide information on how the development and distribution of the Procurement Management Plan was controlled and tracked. Use the table below to provide the version number, the author implementing the version, the date of the version, the name of the person approving the version, the date that particular version was approved, and a brief description of the reason for creating the revised version.]

Version #ImplementedByRevisionDateApprovedByApprovalDateReason
1.0<Author name><mm/dd/yy><name><mm/dd/yy><reason>

<Project Name>

Page2 of 14

Georgia Technology Authority, Enterprise Portfolio Management Office

Page2 of 9

Georgia Technology Authority, Enterprise Portfolio Management Office


This document is a template of a Procurement Management Plan document for a project. The template includes instructions, boilerplate text, and fields that should be replaced with the values specific to the project.

· Blue italicized text enclosed in square brackets ([text]) provides instructions or describes the intent, assumptions and context for content included in this section.

· Blue italicized text enclosed in angle brackets (<text>) indicates a field that should be replaced with information specific to a particular project.

· Text and tables in black are provided as boilerplate examples of wording and formats that may be used or modified as appropriate to a specific project. These are offered only as suggestions to assist in developing the procurement Management Plan; they are not mandatory formats.

When using this template for your Procurement Management Plan document, it is recommended that you follow these steps:

1. Replace all text enclosed in angle brackets (e.g., <Project Name>) with the correct field values. These angle brackets appear in both the body of the document and in headers and footers. Modify boilerplate text as appropriate to the specific project.

2. To add any new sections to the document, ensure that the appropriate header and body text styles are maintained. Styles used for the Section Headings are Heading 1, Heading 2 and Heading 3. Style used for boilerplate text is Body Text.

3. To update the Table of Contents, right-click and select “Update field” and choose the option- “Update entire table”

4.Before submitting the assignment – the completed document, delete this “Notes to the Author” page and all instructions to the author, which appear throughout the document as blue italicized text enclosed in square brackets.]


INTRODUCTION 6PROCUREMENT MANAGEMENT APPROACH 6PROCUREMENT DEFINITION 6TYPE OF CONTRACT TO BE USED 7PROCUREMENT RISKS 7PROCUREMENT RISK MANAGEMENT 7COST DETERMINATION 7STANDARDIZED PROCUREMENT DOCUMENTATION 8PROCUREMENT CONSTRAINTS 810 CONTRACT APPROVAL PROCESS 811 DECISION CRITERIA 812 VENDOR MANAGEMENT 813 PERFORMANCE METRICS FOR PROCUREMENT ACTIVITIES 914 SPONSOR ACCEPTANCE 9INTRODUCTION[The purpose of the Procurement Management Plan is to define the procurement requirements for the project and how it will be managed from developing procurement documentation through contract closure]Procurement Management Approach[The Procurement Management Plan should be defined enough to clearly identify the necessary steps and responsibilities for procurement from the beginning to the end of a project. The project manager must ensure that the plan facilitates the successful completion of the project and does not become an overwhelming task in itself to manage.]Procurement Definition[The purpose of procurement definition is to describe, in specific terms, what items will be procured and under what conditions. This section is where these items must be listed, justified, and the conditions must be set. Any important technical information should also be included. Individuals may also be listed with authority to approve purchases in addition to or in the absence of the project manager.]Item/ServiceJustificationNeeded ByItem AItem BItem CType of Contract to be used[The purpose of this section is to describe the type of contract to be used so the contracts and purchasing department can proceed accordingly. There are many different types of contracts like firm-fixed price, time and materials (T&M), cost-reimbursable, and others.]Procurement Risks[The purpose of this section is to identify any potential risks associated with procurement for the project. Depending on the contract type, items or services being purchased, vendor history, or uncertainties in the project’s scope, schedule, or budget, potential risks may require more detailed planning and mitigation strategies.]Procurement Risk Management[The purpose of this section is to describe how risks related specifically to procurement activities will be managed. All projects should have an independent and thorough risk management plan. However, much like there are risks which pertain only to procurement, there are risk management considerations which may also be unique and apply only to procurement.]Cost Determination[The purpose of this section is to describe how costs will be determined and if/how they will be used as part of the selection criteria. For procurements seeking goods and/or services from an outside vendor, costs are usually provided in response to a Request for Quote (RFQ), Request for Proposal (RFP) or a Request for Bid (RFB).]Standardized Procurement Documentation[The purpose of this section is to describe what standard procurement documentation will be used as part of the procurement. When organizations utilize standard forms, templates, and formats, there is commonality across different projects as well as different groups within the organization.]Procurement Constraints[The purpose of this section is to describe any constraints which must be considered as part of the project’s procurement management process. These constraints may be related to schedule, cost, and scope, resources, technology, or buyer/seller relationships.]10 Contract Approval Process[The purpose of this section is to define the process through which contracts must be approved. This section should clearly identify the rules for all procurements within your organization.]11 Decision Criteria[The purpose of this section is to define the criteria used by the contract review board to decide on what contract(s) to award. Again, these criteria may vary between organizations but must be defined as part of the Procurement Management Plan.]12 Vendor Management[The purpose of this section is to describe the roles and actions the project team and purchasing and contracts department will take to ensure that the selected vendors provide all of the products/services agreed upon and that the appropriate levels of quality are maintained.]13 Performance Metrics for Procurement Activities[This section describes the metrics to be used for procurement activities associated with the project. These metrics may be used to ensure the project stays on schedule regarding procurement activities. They may also be used to compile data on the performance of various vendors in order to assist with future procurement activities’ vendor selection criteria.]VendorProduct QualityOn Time DeliveryDocumentation QualityDevelopment CostsDevelopment TimeCost per UnitTransactional EfficiencyVendor #1Vendor #21 – Unsatisfactory2 – Acceptable3 – Exceptional14 Sponsor Acceptance[The undersigned acknowledge they have reviewed and approve the procurement management plan for the Sample Project. Changes to this procurement management plan will be coordinated with and approved by the undersigned or their designated representatives].Signature:Date:Print Name:Title:Role:Signature:Date:Print Name:Title:Role:

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