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ERP-Procurement Process Flow Chart

The document outlines an ERP-driven procurement process flow chart and a detailed roadmap for implementation. It includes seven phases: Initiation & Planning, Process Mapping & Gap Analysis, ERP Configuration & Customization, Data Preparation & Migration, Testing & Training, Pilot Rollout, and Full Rollout & Optimization, each with specific deliverables. The overall goal is to streamline procurement workflows and integrate them with an ERP system.

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Anu Sethi
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242 views3 pages

ERP-Procurement Process Flow Chart

The document outlines an ERP-driven procurement process flow chart and a detailed roadmap for implementation. It includes seven phases: Initiation & Planning, Process Mapping & Gap Analysis, ERP Configuration & Customization, Data Preparation & Migration, Testing & Training, Pilot Rollout, and Full Rollout & Optimization, each with specific deliverables. The overall goal is to streamline procurement workflows and integrate them with an ERP system.

Uploaded by

Anu Sethi
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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ERP-driven Procurement Process Flow Chart

Identify Need

Create Purchase Requisition

Requisition Approval

Source Suppliers / RFQ

Evaluate Quotes & Select Supplier

Create Purchase Order (PO)

PO Approval & Send to Supplier

Order Acknowledgment

Receive Goods / Services

Inspect & Verify Items (QC & GRN)

Match Invoice with PO & Delivery


(3-way matching)

Process Supplier Payment

Record Keeping & Reporting


Roadmap
Phase 1: Initiation & Planning (Weeks 1–4)

 Define goals and success metrics

 Appoint project team (Project Manager, Procurement Lead, IT Lead)

 Identify key stakeholders and users

 Finalize budget and timeline

 Select ERP system or finalize configuration if in house

Deliverables:
✔ Project Charter
✔ Implementation Plan
✔ Stakeholder Map

Phase 2: Process Mapping & Gap Analysis (Weeks 5–8)

 Document current procurement workflows

 Design future workflows using ERP capabilities

 Identify gaps in current process vs. best practices

 Define approval workflows, exception handling, and reporting needs

Deliverables:
✔ TO-BE Process Maps
✔ Gap Analysis Report
✔ Role & Permission Matrix

Phase 3: ERP Configuration & Customization (Weeks 9–14)

 Configure procurement module (PR, PO, GRN, Invoicing, Vendor Mgmt.)

 Define business rules, approval hierarchies

 Integrate with finance, inventory, and budget modules

 Customize dashboards, alerts, and forms (if needed)

Deliverables:
✔ Configured ERP System (Test Environment)
✔ Integration Blueprints
✔ Initial Workflows Setup

Phase 4: Data Preparation & Migration (Weeks 15–18)

 Clean and validate supplier master data

 Migrate product catalogues and Past transactions

 Tag categories and standard codes (HSN or custom)

 Prepare templates for PR/PO/invoice formats


Deliverables:
✔ Cleaned Supplier & Item Masters
✔ Data Migration Reports
✔ Category & Code Maps

Phase 5: Testing & Training (Weeks 19–22)

 Conduct User Acceptance Testing (UAT)

 Simulate full procurement lifecycle (PR to Payment)

 Provide hands-on training for all user roles

 Refine SOPs and user guides

Deliverables:
✔ UAT Sign-Off
✔ Training Completion Report
✔ User Manuals & SOPs

Phase 6: Pilot Rollout (Weeks 23–26)

 Go live with one department or business unit

 Monitor system usage, bug reports, feedback

 Fine-tune configurations based on pilot results

Deliverables:
✔ Pilot Go-Live
✔ Pilot Feedback Report
✔ Issue Log

Phase 7: Full Rollout & Optimization (Weeks 27–36)

 Roll out across entire organization

 Activate procurement analytics dashboards

 Conduct post-implementation review and optimization

Deliverables:
✔ Full Go-Live
✔ KPI Tracking Dashboard
✔ Optimization Plan

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