Needs; They may appear as goods, services or a combination of both. It is ideal to plan and manage these needs. However, there will be unplanned needs. For example, situations such as an unexpected work accident, an epidemic like we are experiencing today, power outages, supplier problem, shipment problem may bring unplanned needs to our front. As required by the law, it is important for companies to create an emergency plan for procurement problems, in order to keep their business running, just as they have an occupational health and safety emergency action plan.
Food, security, consultancy, transportation, services required for the operation of the company; Requirements such as raw materials, energy and consumables should be planned annually. In small organizations, material planning can be done by the unit and purchasing unit in need, while the planning unit will be needed to carry out these processes as the organizational structure grows. The planning unit should plan for the execution of purchasing operations with units that provide production or output, taking into account the inventory management. Annual purchasing plans are created within the framework of these studies. For each material item, information such as current stock, stock turnover, shelf life, procurement time, required amount, current orders, safety stock, unit price, total price are recorded in these plans. Plans can be detailed up to monthly, weekly or daily breakdowns according to the inventory turnover rate. With the developing technology, all these processes are carried out through ERP programs, which is the ideal. Thanks to Erp programs, human errors are minimized, safe and instant monitoring is performed. In addition, necessary reports are received instantly and with high accuracy.
According to the size of the company organization, staff should be assigned in the units for material management and these employees should monitor the material flow and provide data on their technical characteristics and uses. It is vital for those involved in the material supply process to gather at regular intervals and review the system in terms of production safety. This structuring is also beneficial for business development and material supply security. In addition, these employees will play an important role in the preparation of the specifications required for purchasing operations.
Material specifications include administrative and technical issues. Creating specification for each material will aid the procurement process. The specifications should describe the material exactly, but should not restrict technical development, equivalent product, cost reduction options. If necessary, they should be supported by technical drawings.
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