Gap Assessment and Explanatory Analysis

• Conducted on

  Date

• Prepared by

• Location
  Address

• How does the current procurement policy align with the organization’s overall strategic objectives?

• Are there documented procedures that reflect the procurement policy?

• Review the procurement policy

• Is there a clear definition of roles and responsibilities within the procurement process?

  Yes

  No

  N/A

Compliance and Regulatory Requirements

• Are all procurement activities compliant with relevant laws, regulations, and organizations standards?

  Yes

  No

  N/A

• How often are compliance audits conducted, and what have been the findings from recent audits?

• Is there a current procurement compliance training program in place?

  Yes

  No

  N/A

• What are the detected gaps that could be addressed through training?

• Are there any gaps or weaknesses in the compliance program?

  Yes

  No

  N/A

Risk Identification

• What risk assessment processes are in place to identify potential risks associated with procurement activities?

• Are there any recent non-compliance incidents in the past 6 months?

  Yes

  No

  N/A

• How is risk mitigation integrated into the procurement planning process?

• How many compliance audits have been conducted in the last year?

Risk Mitigation Strategies

• Is there a developed action plan to address high-priority compliance risks?

  Yes

  No

  N/A

• Are there enough manpower to assign responsibilities for implementing mitigation measures?

  Yes

  No

  N/A

Stakeholder Engagement

• How are stakeholders (internal and external) involved in the procurement process?

• IS there feedback mechanisms exist for stakeholders to express concerns or suggestions regarding procurement practices?

  Yes

  No

  N/A

• Are there regular training sessions or workshops for stakeholders on procurement policies?

  Yes

  No

  N/A

Supplier Management

• Are there criteria for supplier selection, appraisal, and performance monitoring?

  Yes

  No

  N/A

• How often are suppliers assessed for compliance with contractual obligations?

• Is there a process for managing supplier relationships and resolving disputes?

Performance Measurement

• Does the organization employ key performance indicators (KPIs) to assess the efficacy of its procurement practices?

  Yes

  No

  N/A

• Is the organization's performance data regularly reviewed?

  Yes

  No

  N/A

• Are there benchmarks against which current performance can be compared?

  Yes

  No

  N/A

Technology Utilization

• Is the organization using technology platforms to support procurement activities?

  Yes

  No

  N/A

• Is there ongoing training provided to staff on using these technological tools effectively?

  Yes

  No

  N/A

Continuous Improvement

• Is there a formal process in place for reviewing and updating procurement policies regularly?

  Yes

  No

  N/A

• How does the organization capture lessons learned from past procurements to inform future practices?

• Are there initiatives aimed at fostering innovation within the procurement function?

  Yes

  No

  N/A

Current State Analysis

• Are there any existing logistics processes in place?

  Yes

  No

  N/A

• Is the existing sourcing strategy consistent with the overall business objectives?

  Yes

  No

  N/A

• Are there metrics used to assess the success of logistics and sourcing?

  Yes

  No

  N/A

• Are there documented standard operating procedures (SOPs) for logistics and sourcing activities?

  Yes

  No

  N/A

Supplier Evaluation

• Does the organization have identifiable suppliers?

  Yes

  No

  N/A

• What criteria were utilized to choose them?

• Are your organization suppliers reliable in terms of quality, delivery times, and pricing?

  Yes

  No

  N/A

• Are there alternative suppliers available that could provide better value or service?

  Yes

  No

  N/A

• What is the level of collaboration between your organization and your suppliers?

Inventory Management

• Do your organization have effective inventory management systems in place to optimize stock levels and avoid stockouts or excess inventory?

  Yes

  No

  N/A

• Are the forecasting methods accurate and reliable?

  Good

  Fair

  Poor

  N/A

• Are your organization utilizing demand planning tools to improve inventory visibility and control?

  Yes

  No

  N/A

Transportation Management

• Are your organization leveraging technology to optimize transportation planning, scheduling, and routing?

  Yes

  No

  N/A

• Is your organization negotiating favorable rates with carriers and maximizing freight consolidation opportunities?

  Yes

  No

  N/A

• Is your organization effectively managing transportation risks, such as delays, damage, and loss?

  Yes

  No

  N/A

Supplier Diversity

• Is your organization sourcing from a diverse group of suppliers to mitigate risks and support local economies?

  Yes

  No

  N/A

• Is your organization actively seeking opportunities to develop new supplier relationships and expand our sourcing base?

  Yes

  No

  N/A

Cost Management

• Is your organization effectively negotiating prices with suppliers and identifying cost-saving opportunities?

  Yes

  No

  N/A

• Is your organization implementing total cost of ownership (TCO) analysis to evaluate the true cost of sourcing decisions?

  Yes

  No

  N/A

• Is your organization exploring alternative sourcing options, such as near-shoring or reshoring, to reduce costs and improve supply chain resilience?

  Yes

  No

  N/A

Understanding Current Practices

• Are there existing procedures for preparing and submitting bids?

  Yes

  No

  N/A

• Is there a preferred list of stakeholders who will participate in the bidding process, and what roles do they play?

  Yes

  No

  N/A

• How is information about bidding opportunities communicated to potential bidders?

• Does the organization use tools or software to manage the bidding process?

  Yes

  No

  N/A

What are the current performance metrics?

• How does your organization measure supplier performance?

• Are there specific KPIs (Key Performance Indicators) in place, such as on-time delivery rates, quality defect rates, or cost efficiency?

• How often are these metrics reviewed and updated?

How well does the supplier understand our business needs?

• Does the supplier have a clear understanding of the organization’s product specifications and service requirements?

  Yes

  No

  N/A

• Have the organization provided adequate training or resources to help them meet organization expectations?

  Yes

  No

  N/A

• Explain about the trainings

• How often do we engage with suppliers to discuss changes in organization business strategy or needs?

• Does the organization effectively manage supplier relationships and ensure compliance with ethical standards?

  Yes

  No

  N/A

• Does the organization implement supplier performance measurement and improvement programs?

  Yes

  No

  N/A

What are the risks associated with this supplier relationship?

• Has the organization conducted a risk assessment related to this supplier?

  Yes

  No

  N/A

• What contingency plans are in place if the supplier fails to deliver as expected?

• Are there any financial, operational, or reputational risks involved?

  Yes

  No

  N/A

• Explain the risk and recommend solution

  Yes

  No

  N/A