A procurement process is a Combination of decisions and tasks which are necessary to be able to perform a procurement activity. An example of a procedure is paying a provider. A flowchart is a diagrammatic representation of the activities and decisions which are necessary to carry out the procedure. As soon as you have drawn the flowchart you may begin to search for ways to enhance it. There are software tools Available for drawing flowcharts but should you not need to go to any cost you may use a pencil and paper. Frequently flowcharts are drawn on big pieces of brown paper that are then placed on the walls of a room so you catwalk other people throughout the process and obtain their perspectives on how it works.
Whichever way you decide to draw your procedure manually or with software there are numerous steps that you will need to go through.
- Decide what symbols you are going to use. Usually, you use a box with rounded corners to denote the beginning and end of a procedure; a rectangle for jobs; and a diamond shape for a decision that has to be made. You write within the symbol a concise description of what it signifies.
- Begin by drawing a box with rounded corners and write inside start.
- Now ask yourself what’s the first task. Draw a rectangle and write a brief description of this task inside it.
- If the next step in the procurement process is another job, draw another rectangle and write inside what that job is. Now draw an arrow in the last undertaking to this undertaking.
- Repeat steps 3 and 4 until all the tasks are finished.
- If a decision needs to be made after a job is finished but prior to the next task begins, draw a diamond shape and write within it the decision that has to be made or the question that has to be answered. Normally, there are two possible outcomes of the decision or question. You represent this by drawing one arrow in the face of the triangle to another task that happens if that decision or response is the outcome. Otherwise, draw an arrow in the base of the triangle to another job. Normally, you write the answers or the choices along the side of each arrow.