Diagnose
A proposed workflow
The sequence below is a starting design, not a claim about the current operation.
- 01Capture required specification, supplier, value and codingDefine evidence and the exception path
- 02Validate policy and budget fieldsDefine evidence and the exception path
- 03Route by approved limit and categoryDefine evidence and the exception path
- 04Escalate overdue decisions without changing authorityDefine evidence and the exception path
- 05Hand approved request to the purchasing systemDefine evidence and the exception path
- 06Place rejected, changed, and mismatch cases in a visible queueConfirm ownership and handover
Design
Data inputs
Use the minimum information needed and define its source and retention.
| Reference | Input or decision to establish |
|---|---|
| 01 | Requester, category, supplier and specification |
| 02 | Amount, currency, cost centre and project |
| 03 | Approval matrix, delegation and budget owner |
| 04 | PO and receipt status |
Design
Human responsibilities
Automation routes information; accountable people retain operational decisions.
01Requester supplies a complete need
Use a representative example to confirm the cause, owner, decision rule, and exception path.
02Budget owner makes the commercial decision
Use a representative example to confirm the cause, owner, decision rule, and exception path.
03Procurement applies sourcing policy
Use a representative example to confirm the cause, owner, decision rule, and exception path.
04Finance owns coding and control requirements
Use a representative example to confirm the cause, owner, decision rule, and exception path.
Measure
Limitations
Automation should not bypass sourcing judgment, segregation of duties, budget authority, or controls for complex and high-risk purchases.