What are the best practices for identifying financial risks in procurement?

As well as the standard procurement items mentioned there is a need to better account for the implications on the overall business. Are key stakeholders aligned around these implications and committed to “doing their part”. For example, too many technology procurement initiatives fail due to a lack of business strategic and operational commitment to what they need to do to make the technology succeed eg business resourcing given competing other competing demands. Procurement should ensure this is in place at the outset.

When writing a specification for procurement, make sure to include only the essential requirements. Examine previous projects and identify those elements that are critical and not just nice to have. More often than not, I have seen specifications become longer and longer but never more efficient. They add superfluous quality and reporting that add cost but not real value. These numerous requirements cause important features to be considered less carefully. The minor details are then emphasized too heavily and an inferior or inexperienced supplier gets chosen, leading to costly problems.

As per my understanding, below can help to identify financial risks in procurement; 1. Scope Definition: Clearly outline the goods, services, or works required in the procurement program. 2. Specifications Clarity: Define detailed specifications to prevent ambiguity and misunderstandings. 3. Supplier Alignment: Ensure alignment between program needs and supplier deliverables. 4. Prevent Scope Creep: Establish a clear scope to reduce the risk of scope creep, change orders, and cost increases. 5. Efficient Procurement: Enhance efficiency by minimizing confusion and delays in procurement delivery.

Do not forget add regulatory requirements and potential changes on the horizon to your scope they will impact your procurement plans. Non-compliance of service or product you procured with regulations and standards can result in fines, legal issues, and additional costs. Analyze and implement continuous monitoring of financial risks throughout the procurement process. Project budgets should be reviewed regularly. Also monitor vendor performance, and follow any signs of financial stress in the supply chain.

An important step in defining requirements, is to understand the key challenges being experienced with the current process(es) and ensure that these are captured within requirements. It often helps to map out the business processes before hand if you don’t have them already. It makes the requirements definition much more efficient.

Conducting market research is crucial to understand the competitive landscape and determine the direction for your business. Identify customer complaints as opportunities for improvement, focusing on addressing weaknesses to enhance product or service offerings. Assess market demand, pricing, and the quality of existing goods, actively working to incorporate features that contribute to customer satisfaction.

Após definir o escopo e as especificações, é importante realizar uma análise de mercado para identificar fornecedores qualificados. A análise de mercado deve incluir a seguinte informação: Avaliação de fornecedores: Quais são os fornecedores qualificados para atender aos requisitos do projeto? Cotações de preços: Quais são os preços dos recursos e serviços oferecidos pelos fornecedores? Termos e condições: Quais são os termos e condições dos contratos de fornecimento?

Are you performing vendor due due diligence as well for potential vendors? Will you be ready to bear risks if your supplier is unique in the market, it will make them one of your stakeholders definitely. Assess their financial stability, success stories and reputation in the industry. A financially unstable vendor may risk your supply chain sustainability. Fluctuations in commodity prices, currency exchange rates, or geopolitical events mean financial uncertainties.

A critical step is conducting a comprehensive market analysis to grasp the availability, quality, and pricing of necessary items. Assessing supply and demand, competition, and legal frameworks informs the program about potential suppliers, their capabilities, and reputations. This analysis enables anticipation and mitigation of financial risks tied to market fluctuations, supplier performance, or contractual disputes, enhancing the overall resilience of the procurement process.

A narrow view of risk is one of the issues around procurement. There are two fundamental areas that need increased attention 1. Clarity of the uncertainties, how these are addressed in the contract and when are the review points 2. The assumptions underpinning scope, plan, resourcing and accountabilities. Too many times these are unrealistic at the outset and invalidate what is proposed. These aspect needs greater procurement attention. A quick test is what would happen to procurement is key uncertainties materialised and the key assumptions proved to be invalid.

Conducting a thorough risk assessment is essential in any market and business to gauge your operational limits, identify potential risks, and implement strategies for risk mitigation. It is crucial to pinpoint the sources and causes of these risks, allowing you to tailor your financial analysis accordingly

A análise de riscos é um processo de identificação e avaliação de riscos. Você deve considerar uma variedade de fatores, incluindo a natureza dos bens ou serviços a serem adquiridos, os fornecedores potenciais e as condições do mercado. Implementar controles de risco: Depois de identificar os riscos, você deve implementar controles de risco para mitigar esses riscos. Os controles de risco podem incluir procedimentos de aprovação, políticas de compras e cláusulas contratuais.

Com base na análise de mercado, é possível desenvolver uma estratégia de compras. A estratégia de compras deve incluir o seguinte: Objetivos de compras: Quais são os objetivos da estratégia de compras? Políticas de compras: Quais são as políticas que orientarão o processo de compras? Procedimentos de compras: Quais são os procedimentos que serão usados para realizar as compras?

Após desenvolver uma estratégia de compras, é importante monitorar e controlar as aquisições para garantir que os riscos financeiros sejam identificados e gerenciados. O monitoramento e o controle das aquisições devem incluir o seguinte: Revisões de contratos: As revisões de contratos devem ser realizadas regularmente para garantir que os contratos estejam sendo cumpridos. Análise de custos: A análise de custos deve ser realizada regularmente para identificar quaisquer desvios do orçamento. Gerenciamento de riscos: O gerenciamento de riscos deve ser realizado regularmente para identificar e mitigar quaisquer riscos financeiros.

Após concluir a aquisição, é importante fechar o processo de forma adequada. O fechamento da aquisição deve incluir o seguinte: Aprovação da aquisição: A aprovação da aquisição deve ser obtida das partes interessadas relevantes. Avaliação da aquisição: A avaliação da aquisição deve ser realizada para determinar se a aquisição foi bem-sucedida.

Considere o histórico de compras da sua empresa: O histórico de compras da sua empresa pode fornecer insights sobre os riscos que você enfrentou no passado. Faça uma pesquisa sobre os fornecedores potenciais: Você deve pesquisar os fornecedores potenciais para avaliar sua confiabilidade e histórico de desempenho. Use ferramentas e softwares de gerenciamento de riscos: Ferramentas e softwares de gerenciamento de riscos podem ajudá-lo a identificar e avaliar os riscos de forma mais eficaz.

Regular reviews and updates to risk management strategies are essential to adapt to changing market conditions and emerging risks.

To identify financial risks in procurement: 1. Supplier Financial Health: Regularly assess suppliers' financial stability through credit reports and financial statements. 2. Diversify Suppliers: Reduce risk by not relying on a single supplier. 3. Clear Contracts: Ensure contracts have clear terms for pricing, delivery, and penalties. 4. Cost Analysis: Conduct cost and price analyses to understand pricing and market trends. 5. Order Controls: Implement strict controls over purchase orders and budget adherence. 6. Audits and Compliance: Regularly audit procurement processes to detect irregularities. These practices help manage financial risks, ensuring a stable and resilient procurement process.