Power Procure

Inspiration

The procurement process requires the coordination of many stakeholders. Management of this process can be a challenge leading to it dragging on longer than it should. We believe that this process could be made more efficient with the use of Power Apps and Power Automate.

What it does

The Power Procure system was developed to automate the procurement process and address the challenges identified above. The system will allow for users to make requests for items to the relevant department using the Power App. Their requests will be submitted to their head of department for approval using a flow on Power Automate. Upon approval, the relevant department will receive the approved request and can view it using the Power App. If the item is out of stock, the head of department will send out a request for a quotation to the relevant group of suppliers in the form of an approval on Power Automate. The suppliers will either accept or decline the request. If they accept the request, they will receive an email prompting them to upload their quotation for review using a flow on Power Automate. The submitted quotations will then be reviewed by the head of department of the user making the request and the winning bidder will be approved on the Power App. Once approved, the winning bidder will receive an LPO for the requested product using a flow on Power Automate. Upon delivery of the the product, the requester will be informed and the process will be closed.

Justification

The system will have a great impact on the organization. Some of the benefits the organization will gain from implementing the system include:
a) Increased efficiency as the process will be streamlined reducing the effort and time taken to complete the procurement process.
b) Better transparency due to the increased visibility of the procurement process allowing different stakeholders to track the status of their procurement requests.
c) Enhanced supplier management as the procurement system will provide a centralized repository of supplier information.
d) Increased compliance as the system will ensure all the necessary steps are followed in chronological order during the procurement process.
e) Better collaboration among the different departments as the procurement process will be centralized within the procurement system