A project can be anything from a commodity purchase to a long term supply of goods and services or construction project.
Closure is important; it is the foundation upon which future projects are built.
For your suppliers that did not get the contract from your last request, closure may come in the form of the de-briefing interview. I always do these verbally and preferably in person. I won’t reveal the contract price but I will state where that vendor ranked overall amongst the other respondents. I will share my interpretation of the strengths and weaknesses of their offer or proposal. I will not reveal confidential information. I want that vendor to bid on future projects and to know that their effort is valuable to my clients and have confidence that they were and will be treated fairly and with respect.
The buying organization will also want to square the circle of procurement. I suggest that a process to collect and retain for reference a written appraisal be implemented in every organization for every significant project. A check list could include: quality of product and service, depth of supplier’s knowledge and resources, and most importantly how problem situations were handled by both parties.
The responsibility for collecting and retrieving this information is often a part of the procurement function. The ability to access this information by those who need to know is as critical as its confidentiality may be. It is important that this information not leave the organization in the head of a retiring employee. The written record becomes the resource for institutional learning.
The bottom line: did the project and the process to procure it advance the organization’s strategic goals and how, or if not, why not? What improvement can be made for the next project?
When planning your next project look first to prior experience with similar projects.
Rusty James Joerin, SCMP is a Supply Chain Management Professional and accredited by the Purchasing Management Association of Canada. He offers procurement services primarily to public sector organizations that do not have a professional supply manager on staff and provides additional capacity to assist with project related supply for those organizations with purchasing specialists on staff.
Information about his experience and qualifications may be found at:www.woodsgift.com
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