Resource Management, Purchasing Policy - Assignment Example

Assessment 2 Name Institution Name Date Part A –Written &oral questions 1. When making purchase for your organization what purchasing strategies would be adhered to? An organization usually has strategies but the important ones include price, quality and additional benefits such as warranties 2. What limitation may be placed on purchase you making on behalf of the organization? Who may you have to consult with in regards to this and the whole purchasing and receiving process? The quality of the products and previous transaction with the supplier. The procurement department and CEO can be engaged 3. What purchasing method would be most appropriate if purchasing paper on behalf of your organization? Purchasing order 4. What is your preferred method to receive the goods? I want for the delivery from the supplier 5. Upon receipt how would you check the goods comply with was ordered? I will check to ensure it complies with the order 6. What would you do if they didn’t? I will engage with the supplier and communicate about the problem 7. What records could be used to account for these purchases? Order form, stock list and inventories list 8. How do the following impact upon the purchases of goods: a. codes of ethics and conduct Underhand deals and strategies that are illegal are not acceptable. It ensures goods are purchased based on laid down procedures b. consumer protection legislation The goods acquired should not harm or cause harm to the customer on any way c. Contract law Agreements arrived between the different stakeholders should be adhered since without following the requirements, it may result in litigation d. Sales of goods legislation Some goods are illegal and the procurement should ensure the goods are legal and follows legislations that exist e. Trade practices Act Each trade has its own approaches to acquire a product. The Act should be followed in acquiring the goods 9. Define the following purchasing and procurement principles: a. Accountability – is the liability, blameworthiness, answerability and the requirement of account giving. It is also being responsible b. Probity & transparency – all the things associated with purchasing and operating the business should be open without hiding some of the important information c. Risk Management – it is the systematic process in which risks are understood, evaluated and addressed d. Value for money – it is determination of whether purchase fulfills the requirements of the organization; it determines the beneficial nature of goods to an organization. Assessment 2 Part B-project Devise a purchasing policy for your company. Ensure you include: This Purchasing Policy is applicable to employees, managers and directors of the organization who are involved in purchasing process. The individuals can be negotiators, purchasers, specifiers, requisitoners or individual required to authorize payment. The purchasing includes hiring, leasing and may include other activities that relates to goods such as service contracts until the disposal of the acquired goods. It is the responsibility of the organization and individuals to adhere to the regulations of the purchasing policy. Unauthorized departure of breach of the policy may result in disciplinary action. Communication methods to liaise with supplies Any individual should understand the components of the purchasing policy. Any communication with suppliers should be in written form and authorized by the right persons. No single communication can be made without discussing with persons involved in the process. The communication can be done through email and letters to ensure evidence is kept for future references. Purchasing strategies The first suppliers to be contacted are those supplying the organization. They will be required to provide their prices and state the quality of the products. Other suppliers are also requested to bid for the supplies and through reviewing the available documentation, decisions are made regarding the supplier to supply the goods or services. How to document purchases All purchases should come with official receipts. The receipts including the warranties should be filed accordingly. In addition, copies should be made and provided to the storekeeper or kept by the person in charge of inventories. Records that need to be kept and the software used to maintain them The records that should be kept include the date of purchase and methods used to transport the goods. In addition, other information such as use guide, warranties and receipts should be kept. The purchase software and inventories software will be used to store some of the information such as the quantity of the goods and inform on when new orders have to be processed. Standard contracting arrangements The contracts should be adhered with. The rules and regulations should be clear and match with the requirements of the organization. The contracting requirements should be followed and clarification sought when some issues are misunderstood. Product knowledge requirements The information regarding the products should be clear. The information such as date of expiry, usage of the goods, maintenance and the prices should be clear. In addition, additional information that is unique to a product should be made clear in advance before acquiring the goods. Receiving of goods The purpose who ordered the goods should receive the goods and determine whether it complies with the order. The individual will be required to update the departments that are responsible such as the finance and the department that required the goods. Clear documentation of the entire process should be done and approved by an authorized person. Allocation of goods The departments that requested the goods should be allowed to use the goods. Furthermore, additional departments may request for the goods through use of requisition forms Part c You are planning on opening up a new restaurant on the water’s edge in your city of study .You are intent on limiting the impact as much as possible 1. What environmental regulations may apply to the enterprise? Some of the regulations include use of water, waste management, noise and light pollution and use of renewable energy 2. How would you ensure you are complying with these regulations? Having an environmental sustainability policy and program based on the regulations ensures adherence to the regulations 3. What environmental &resource efficiency system and procedures could be utilized? The use of renewable energy, managing water usage and having well defined resource utilization and waste management 4. What purchasing strategies could be employed to reduce resource use? The goods that are required within a specific period are bought at that time rather than purchasing in bulk. It ensures the goods are not spoilt. In addition, quality assurance reduces disposal of the resources. Furthermore, introduction of energy and water management measures reduces wastage. 5. Who could you seek input from regards to improving your sustainable works practices, and other associated decision? The government usually has environmental management bodies who usually advice on the appropriate measures to sustain the business in terms of environmental awareness 6. List three efficiency targets for a restaurant i. Reduction of water waste ii. Reduction of energy use iii. Reduction of ingredients wastage because of poor preservation strategies 7. What techniques and tools could assist you in achieving these targets? Reviewing the use of resources through checking the utility bills and amount of wastages. The shortcomings are checked and measures introduced to address the complications of wastage and misuse 8. What environmental and resource efficiency improvement plans would be suitable for a restaurant? Use of natural light and determining the appropriate method to make purchases 9. How would you support fellow team members in this process? Gathering of information and data, and analyzing the information ensures appropriate decisions are made. Moreover, researching on environmental sustainability measures ensure proven methods have been employed in making decisions 10. How would you evaluate and monitor your program? Determining the amount of wastage materials disposed. In addition, I will use the utility bills to determine energy use and water consumption 11. What methods will you use to document and communicate outcome to stakeholders? Reports and posters are important and will be commonly used to communicate with the stakeholders 12. What options should be considered if you program was unsuccessful? Redefining the goals and seeking for alternative measures to address the problem 13. Name a Quality Assurance system that could be utilized by the restaurant? Satisfaction from the customers and this can be received either by the waiters or the manager while engaging with the customers Read More