Standard Operating Procedures (SOP) for an eRFX

May 7th, 2015

What is your standard methodology for putting together and issuing an eRFI, eRFP or eRFQ?


Today’s post is from our archive at SafeSourcing.

Last week we covered the key components in setting up and running a pilot event for a new procurement process or with a 3rd party strategic sourcing partner.  Once you have completed your pilot and moved forward into a roll-out or contract situation the next key step is to develop a Standard Operating Procedure document and strategy so that events can begin with a similar structure each time and adjusted from there.  Today we will be taking a look at some of the pieces that you should consider when creating this document.

Process Overview – The foundation of the SOP document begins with an explanation of the process and why the company has chosen to make the changes supporting this document.  Frequently this will include some language form the executive team showing their support of the process.  In the overview you will want to define the main groups that will be involved and the level of sponsorship and management to be included in each project for its success.  Research, communication, project management and a subject matter expert will all be key pieces to consider.

Project checklist – The project checklist will be the basis from which the expectations of the projects will be tracked.  Key components need to include a detailed breakdown of each stage of the project.  Associated with each activity will be an owner of the step, an estimated duration for completion, and a begin and end date for the item.  Many companies will use a project planning software package to assist with this process or at least a spreadsheet which will track and project the timeline milestones.  The project checklist also provides departments new to the process a view of what they will be expected to be responsible for.  This allows them to budget their time and prevents tasks from slipping through the cracks.

Template Documents – When new processes get introduced to the rest of the company it is very important as stated above to provide departments with as much detail about the process upfront as possible.  While the event checklist will help, one of the other key components of this package is to provide the stakeholders with some template documents to start with.  These documents include suggested notifications to internal resources and external suppliers, RFx templates for goods, services and software, suggested scorecard templates and supplier presentation template agendas and scorecards if that step is one included in the project.  These documents provide value to your internal stakeholders because it does not require them to start from scratch and can shorten project timelines.

Whether you are just starting a new process or improving a procurement you have had in place for years, developing a Standard Operating Procedure package that can be shared with other departments can ensure success for future projects and increase the confidence they have with your procurement team.  For more information on how SafeSourcing can assist with structuring standard operating procedures for these projects or on our “Risk Free” trial program, please contact a SafeSourcing Customer Service Representative.  We have an entire customer services team waiting to assist you today.

We look forward to your comments

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