Procurement teams spend a lot of time managing documentation, and for good reason. A misplaced file or incorrect specification could mean weeks of delays for a procurement project. This makes the navigation of complex documentation critical to successful project management. The question now is, how do you improve the methodology of your procurement team to set them up for success? Being able to traverse a complex world of documentation is a critical first step. 

Through our customer engagement, we found that clients were not supported by their previous procurement system in organizing, communicating, and tracking the documentation requirements that are part and parcel of complex technical procurement. In the engineering procurement and construction management (EPCM) space, this documentation effort is at times herculean. There can be hundreds of different documents required in the purchasing process of a single Engineering project. And as your projects get bigger these documentation pressures will only increase. 

Our focus groups were undertaking a massive manual effort per purchase order to define document requirements, transpose these requirements onto the purchase order, and then create the complex custom spreadsheets required to track submissions. All this manual input to ensure applicable specifications, standard drawings and document requirements were communicated and collected on time.  

As we dove further, we found opportunities to streamline many of these activities. By bringing the data into the purchasing system directly we could improve quality, reduce total effort, and bring visibility to all stakeholders. This idea of aggregating and simplifying these drawn-out processes was the foundation for the documentation module. 

Documentation Module - Features 

The functionality of this module is massive, so let’s hit on the high points: 

Specification and Standard Drawings: 

This is where your team can create the specifications and standards for the project. Unlike your classic spreadsheets, these specs and standards can be replicated, moved to different projects, and updated for your team in real time: 

• Define the organization’s (or client’s) Specifications and Standard Drawings within the application. 
• Define standard templates. For example, a “Pump Template” might define several applicable specifications and standards, removing the guesswork out of the process. 
• Define Project Level Specifications and Standard Drawings 

Document Requirements: 

This is where procurement teams can create document requirements and track documents at multiple stages of completion. If an action requires the authorization of a team lead, you can set that authorization per document submission and project: 

• Define the required documents for the overall Purchase Order, or at the individual line level, including the format of submission, dynamic due date (for example, document is required ten days before shipment) 
• Template groups of document requirements (for example when we purchase a Pump, these 18 documents are required at varying stages of the purchase). 

Dashboard / Reporting: 

This dashboard provides a way for you to quickly understand the status of your documents and act when documentation starts to fall behind schedule. You can download reports for circulation and keep track of all aspects of your project: 

• Built for purpose document expediting dashboard allows project managers, and document controls to understand the status of each document requirement. 
• A suite of reporting to support statusing, exceptions, and comparisons. 

Comparisons: 

With comparisons you can quickly collate different aspects of your project to measure differences in metrics and specifications to maintain project visibility and find efficiency gains: 

• Easily compare transactions to understand deviations from a requirement, or specifications perspective. 
• Import requirements definitions from previous transactions. 

Check out our Documentation Page for more information:  

How Current SCM Does Procurement 

Current SCM is a supply chain management software that empowers your team to procure better. Manage your projects and regain control of your organization's project management with detailed reporting, purchase orders, materials management, workflows, and more. Our team is dedicated to making integration and implementation of Current SCM seamless. We work with you to understand your business needs and set you up for success. 

Get in touch for a virtual demo with a member of our team to find out if Current SCM is the right software for you.