Procurement Management Software

Generate and track Requests for Quote (RFQ) with system-enforced workflows for WBS, Supplier Data Requirement List (SDRL), requisition schedules, approvals, technical and commercial documentation, revision updates, status reports, etc.

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ProjecTools Procurement Software

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ProjecTools Procurement Software gives buyers and procurement managers an online system to centralize purchasing information and activities. The software takes away the pain of not being able to find standard terms and engineering data, endless waits on approvals, and wondering about progress and status.

Purchasing Setup

Smart procurement software offers flexibility to match your established, successful processes and the bulk of that flexibility is defined in Purchasing Setup. This area is where teams define processes and the process replicable with time-saving project templates for a consistent procurement framework. Procurement templates ensure purchases are compliant with procurement strategy and practice. Define and enforce procurement workflows to improve standardization, quality, and consistency. Also define approved supplier lists, default letters, terms, conditions, bid formats, PO and CO text, etc.

Customize purchasing setup by buyer, site, project and accounting company.

Requisition Manager

Buyers are tasked with uniting the needs of engineering with the needs of the business or project. Aligning technical and commercial endeavors with the wrong procurement software can be a losing battle. In Requisition Manager, buyers generate and track Requests for Quote (RFQ) with system-enforced workflows for WBS, Supplier Data Requirement List (SDRL), requisition schedules, approvals, technical and commercial documentation, revision updates, status reports, etc.

ProjecTools links information from related internal and external business units to streamline the procurement process.

With a few clicks of the mouse, select approved suppliers for the RFQ from lists defined according to rank, geographic region, country, services, commodity codes, and manufacturers. Import standard terms and conditions, standard line items and expected costs.

Send bid packages for online squad checks using the ProjecTools routing wizard.

Suppliers bid online using ProjecTools intuitive format. Uniform bid responses simplify buyer evaluations and comparisons with the ability to rate and rank all bids from a single screen.

Transition easily from RFQ to Request for Purchase Order (RFP), verify compliance with requirements, confirm delivery dates and schedules as well as specify milestone payments and warranty terms.

Purchase Order

Award purchase orders and electronically route them to suppliers.

Request, approve and manage change orders. ProjecTools integrated system updates information from purchase orders and change orders to related areas of ProjecTools to eliminating double entry and constant manual imports/exports.

Supplier Manager

Maintain a database of suppliers to score and track for Historically Underutilized Businesses (HUB). Easily add, organize, and find suppliers with defined manufacturers, commodity codes and geographic region.

Materials Manager

Quality procurement management software for construction projects isn’t enough if equipment isn’t on site when the construction team needs it. Manage logistics with Material Manager which integrates natively with ProjecTools Procurement. This means that all released purchase order and change order information is available to authorized logistics personnel anywhere in the world. Instant access to critical information allows easy coordination and tracking of expediting, shipping and receiving to ensure equipment and teams are on site at the right time.

Expediters develop and execute logistics strategies using real-time information. Schedule, assign, and log correspondence with suppliers. Monitor slippages and quality while documenting shipping releases and storage requirements.

ProjecTools user-friendly system links receiving data, site inspections, shortages, surplus and damage information to equipment managers. Construction Managers update equipment required dates with information linked directly to expediters. Linked communication between suppliers, subs, and team members facilitates effective team collaboration and accountability to protect the bottom line.

Quality Surveillance

Create Quality Surveillance Plans (QSPs) and manage budget information by job or PO. Build custom Inspection Test Plans (ITPs) and assign internal or external inspectors. Receive site visit reports and photos electronically directly from the field to immediately communicate progress.

FeatureBenefit
Standardized packagesPromotes consistency, efficiency and time-savings
Schedule planningFacilitates timely progress and reporting
TemplatesImproves information integrity, uniformity and efficiency
SaaS modelImproves collaboration among buyers, engineers, suppliers, and clients
Review & ApprovalsAutomates approval before key steps
Technical & Commercial QueriesDitches emails and marries queries to the PO
Online biddingSimplifies bidding, evaluation and award
Centralized systemAllows visibility into each procurement task and promotes accountability

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Standard Project Management Features

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Security and Reliability

September 1st, 2015|0 Comments

Users need a secure, reliable environment to access project information and perform work. All applications and client data resides in a private cloud network with data replication and failover to geographically diverse datacenter equipment. ProjecTools provides 99.5% Network Availability

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Document management is massively important for engineering and construction projects. Take the approach and use the tools that add the most value.

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Document Management Software ROI

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Document management is massively important for engineering and construction projects. Take the approach and use the tools that add the most value.

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Document Distribution and Access for EPC and Construction

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Global projects have global teams that need to be in the loop. Cloud technology takes the pain out of giving teams on demand access to project data.

Integrate Suppliers into Procurement and Document Management Processes

Integrating suppliers and vendors effectively is key for engineering, procurement, construction companies. With supplier involvement at key points in the procurement and document control processes companies can improve quality, schedule, and getting the most out of the supplier.

Integrate Suppliers into Procurement and Document Management Processes

Integrating suppliers and vendors effectively is key for engineering, procurement, construction companies. With supplier involvement at key points in the procurement and document control processes companies can improve quality, schedule, and getting the most out of the supplier.

On the flip side, if suppliers and vendors aren’t tightly integrated, horrible things can happen like building from the wrong revision, delays, or receiving equipment that doesn’t operate correctly.

Obviously, there is more to supplier management than we can talk about at once, but having the right skills to integrate suppliers using simple online tools can make all the difference.

Suppliers need the right data to be productive. Plain and simple. They also need to know how they plug into your procurement process. Seems reasonable. They need to know the right ways to interact with different stakeholders (clients, buyers, engineering, etc.). Also seems like a no-brainer. Why then, are so many companies neglecting these core principles of supplier management?

Let’s start with getting suppliers the right data. As I mentioned earlier, suppliers need the latest revision of engineering material to make accurate bids. If they are looking at the wrong drawings and specs – they are going to bid on the wrong design. To prevent this, there are many document management systems out there that send notifications to any stakeholder notifying them that a document has a new revision. The bare minimum here is having a system like that and hooking the supplier up with a license and the appropriate notifications. A better way is to deliver online bids from a procurement system that integrates with document control, so only the latest revisions are accessible. The best route is a combination of online bid forms that integrate with the document control application and email notifications. However you manage it – giving suppliers the latest data is going to improve quality, cost, and schedule.

Next is integrating suppliers into your procurement process. Integrating suppliers makes them feel like part of the team, making them more likely to work as cooperative team members than adversarial. Again, cooperative suppliers is going to improve quality, cost, and schedule in addition to making your buyer’s quality of life much better.

Integrating suppliers is pretty simple. Lay out the rules, provide a structured framework for them to participate, and enforce the rules you set. This can take some time as many suppliers are conditioned to take the adversarial stance once they have won the PO. A good way to start is to quit having phone conversations and using emails to communicate. Instead use an online system to solicit online bids, distribute documents, and manage communication. The right procurement system will lay out the rules, provide the framework, and enforce participation within the established boundaries.

Finally, suppliers need a better way to interact with stakeholders than email. If email is allowed, the supplier may not be able to resist the urge to exploit the inherent deficiencies of email communication. They may email the wrong person, send the wrong information, or use other shady tactics to their advantage. One way to fix this is to only allow a single point of contact and make sure each buyer and engineer refers the supplier back to the contact owner. However, the ideal way to fix this is to execute technical and commercial queries in your procurement system. I previously talked about having an online supplier portal where suppliers can receive documents, enter bids, submit bids, receive/manage POs. Another important piece to the supplier portal puzzle is giving suppliers the ability to initiate and respond to technical and commercial queries. These queries should be directed to buyers who can route the query to the appropriate authority (engineering, contracts, construction, logistics, etc.)

Taking the above (relatively simple) steps can align your suppliers with procurement and engineering which will improve cost, quality, and schedule for your procured goods and equipment.

ProjecTools Product Information

  • 817

ProjecTools Client Spotlight

September 24th, 2015|0 Comments

ProjecTools Client Spotlight "I don't see how companies can manage projects like [...]

  • 568

Standard Project Management Features

September 2nd, 2015|0 Comments

ProjecTools subscriptions provide valuable standard features that support projects. ProjecTools standard features are available to each user to complement core application functions and business processes. Utilize the modules below to increase top-down visibility, communication, accountability

  • 545

Security and Reliability

September 1st, 2015|0 Comments

Users need a secure, reliable environment to access project information and perform work. All applications and client data resides in a private cloud network with data replication and failover to geographically diverse datacenter equipment. ProjecTools provides 99.5% Network Availability

  • 492

Construction Project Management Services

August 31st, 2015|0 Comments

ProjecTeams is proven for flexible on-site or remote project deployments. Each ProjecTeam specialist has deep work history with a career of improving project execution, information management processes, with tools that make projects efficient, timely, and profitable.

ProjecTools Resources

  • 1872

Spreadsheets and Email as Project Management Tools

March 9th, 2017|0 Comments

Projects have too many moving parts and too many players to be trusting critical data to spreadsheets and emails. You need a spreadsheet reduction strategy.

  • 1811

Project Management Assessment

November 15th, 2016|0 Comments

Project Management Assessment Assess your project management practices against the best project execution teams in the Capital Construction, [...]

  • 1716
  • Review & Approvals

Document Management Software ROI

October 5th, 2016|0 Comments

Document management is massively important for engineering and construction projects. Take the approach and use the tools that add the most value.

  • 1357

Aligning Document Control and Cost Control

February 15th, 2016|0 Comments

Align Document Control with Cost Control and create seamless progress and earned value reports to stay on budget and improve cash flows.

ProjecTools Videos, Demos, and Webinars

  • 1519
  • Review and Approvals

Optimizing Review and Approval Processes for Engineering

October 14th, 2021|0 Comments

Let’s talk about review and approvals, and closed-loop systems, and how to execute the review and approval processes for engineering and commercial...

  • 1567
  • Document Management

The Keys to Successful Document Management

November 23rd, 2020|0 Comments

Let's talk specifically about document management software, and the key factors for clean and organized documentation, accessibility, finding a system...

  • 1716
  • Review & Approvals

Document Management Software ROI

October 5th, 2016|0 Comments

Document management is massively important for engineering and construction projects. Take the approach and use the tools that add the most value.

  • 1631

Document Distribution and Access for EPC and Construction

August 24th, 2016|0 Comments

Global projects have global teams that need to be in the loop. Cloud technology takes the pain out of giving teams on demand access to project data.