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Introduction


- Control Procurements, part of Monitoring and Controlling process group, is concerned with managing the procurement relationship , measuring performance and doing corrective actions if performance is not up to the mark.
- Controlling Procurement is sensitive because it has legal implications so it is necessary to have a good understanding of the contractual obligations at both the ends.
- Due to this reason, Contract administration is usually a separate function in an organization and the Procurement Administrator reports to a manager in that department and plays a consulting role to the project team
- Whenever the project team lacks the competency to deliver a particular function, the function is procured externally. Due to this reason, procurement can get integrated with any of the project management processes. For instance, the deliverables, part of Direct and Manage Project Work might be procured externally. Similarly, Control risks process of the performing organization should take main care of the procurement relationship.
- Control Procurements has a financial component, mostly attached to the performance of the seller. So, constant checks in the procurement process are inevitable.
- The performance is recorded so that it is useful in future project procurements and any corrective actions in the ongoing procurement , if need be.
- The recording of procurement performance is also useful to facilitate smooth closure.
- Changes to agreements are possible anytime until the contract is open.

Inputs


- Project Management Plan: The master plan with link to other subsidiary plans is very useful input for both planning as well as monitoring and controlling processes in order to check if the work meets the baseline to record and control performance, if need be.
- Procurement documents: Any supporting documents apart from the contract given by the buyer or prepared by the seller during contract initiation, like SoW, which acts the guiding document for the contract work.
- Agreements: Agreements contain the inclusions decided during project initiation. This acts as the guideline for both the buyer and the seller for smooth procurement process.
- Approved Change Requests: Approved Change requests are generally an important input for monitoring and controlling processes because of the "control" aspect, in order to implement the corrective action.
- Work Performance reports: The summarized report of current project health to check if the procurement process is as such doing fine.
- Work Performance Data: The raw data coming from the project team confirming the project health.

Tools & Techniques


- Contract Change Control System: Since procurement is done externally from a team outside the project team, a need for a separate change control system, in case of contract is needed. This will have different levels of escalations and project actions.
- Procurement Performance reviews: These are review cycles specific to procurement involving probably senior management or the concerned legal department that handles procurement to ensure that everything is monitored and controlled according to the contract and everything is accounted for.
- Inspections and audits: As with all monitoring and controlling processes, inspections and audits are random checks to ensure that the procurement results meet what was agreed upon and taking corrective actions then and there, if need be.
- Performance reporting: How is the procurement performing? - in the format that is agreed, assigning appropriate responsibilities to the right owners, status communication and also any actions.
- Payment Systems: What was agreed to be paid at what point and what are the implications of not meeting certain aspects of the contract.
- Claims Administration: Workflow for processing payments and dispute resolution.
- Records management system: How records would be managed and what lifecycle they will follow until contract closure. They are also useful for smooth closure of the contract because they provide reasons for certain actions taken.

Outputs


- Work Performance Information: As part of project monitoring process, any data collected as part of project execution is processed and stored as information in performance reports for future reference.
- Change Requests: As part of project monitoring process, any new changes identified become documented as change requests to be passed onto the change control board.
- Project Management Plan Updates: Project Management Plan can get updated as part of controlling process in case of approved changes.
- Project Document Updates: Risk register updates are classic example of project document updates.
- Organizational Process Assets Updates: New records or documents as part of procurement management process get updated to organizational process assets for future reference.

Match the Following


1. Input - a. Records Management System
2. Tool - b. Work Performance Data
3. Technique - c. Change Requests
4. Output - d. Performance Reporting

Match the Following (Answers)


1. Input - b. Work Performance Data
2. Tool - a. Records Management System
3. Technique - d. Performance Reporting
4. Output - c. Change Requests