A designated group of people should be responsible for this and should know the system. That group should be able to process purchase orders for work even if that work will be paid for by the head companies and not the alliance.

For example, I needed to get some external design work done. I had an external person who could do a set of designs for a set price. Yet it took ten weeks to actually make the purchase order so that work could start, including 10 hours of my time in going backwards and forwards trying to sort the system out.

The process included these steps:

1. Try to find out which head company was paying
2. Get the correct forms for the purchase
3. Find the sub consultant agreement forms
4. Wait until the head company could send me the right forms
5. Fill these out and sending them to the head office accounts department
6. Get them returned to me saying they were wrong and a different form should be used (different people thought different forms should be used)
7. Send the agreement forms to the sub contractor to agree to.
8. Get them back with alterations.
9. Send them to the head office corporate solicitor to check and advise.
10. Get a new form recommended and send them again to the sub consultant for agreement.
11. Get agreement and then get signatures from alliance managers.
12. Send the signed form to the head company for signatures.
13. After agreements are all signed, give these and sub consultant details to accounts department for a purchase order to be made.
14. Get this purchase order signed by alliance managers
15. Get the purchase order signed by head company.
16. Alter purchase order and agreement because different designs are now required (because of the time delay some internal staff had done some designs themselves as they were needed urgently)
17. Get signatures again (alliance, head company, sub consultant.
18. Send purchase order and agreement to sub consultant for work to be commenced.

Many of these steps took one or two weeks for review and responses. It would have been cheaper, quicker, and easier to get these designs done internally and pay overtime to get them done.

Management cost to get these processed $2000

Cost of designs $8000

These costs do not include all the purchasing and accounts department time and costs, only the direct design management costs (my time and my manager’s time).

If there was a division in the alliance office who could do all this, I could have taken the sub consultant details and price to them and they could have done this whole process in less than one hour, at a cost of perhaps $50.

• They would need all the correct forms and agreements from the head companies.
• They would need to know who authorises these forms and have easy access to these people.
• They should know what forms and agreements are used for each purpose.

Related Posts

1. Authorization System
2. Get a Signed Contract Before Starting Work
3. Sub Consultant Agreement with Tender

Steps that may be common are:

• Fill out a form for authorization.
• Give it to admin. 1 day.
• Admin then sends it to appropriate department. 1 day.
• Department admin receives it and puts it in managers in box. 1 day
• Manager sorts through and signs it. 1 day up to 5 or more days.
• Form is given to admin.
• Admin enters form into system, or transmits it to appropriate department (e.g. purchasing). 1-2 days
• Acknowledgement is sent to you. 1 day
• If problems arise, form is sent back to you and process begins again.

This process could take as little as 1 or 2 days, but up to weeks if there are many levels.

As a general rule, this problem doesn’t usually happen in a small company. You would simply walk the form to the correct person yourself. Get them to sign it, and then take it yourself to the right place to be processed (e.g. purchasing).

A large company with a good system in place can reduce this time a lot, but it is rarely quicker than when you can do it yourself.

Remember this when you are dealing with a supplier, contractor, or client. They may have similar processes in their organisation. You need to allow time for this in your planning.

Are your experiences in this different?

Related Posts

1. Authorization System
2. Estimating Design Time
3. Tight Schedules