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During the course of execution delays in projects occur due to many reasons. And it is always endeavor of the Project Manager to make up or reduce the delays as much as he/she can. For this, there are instances that when pressure is exerted upon Procurement/Purchasing professionals to by-pass the standard and sometimes critical procurement procedures, which may be significant to ensure transparency and economy. This puts the Procurement Professionals in very difficult and risky situations. How to play intelligently and effectively in such circumstances?
Any verbal order in a highly regulated procurement process is suspect to say the least and should be handled by a simple IGNORE: To answer the specific question, it is project manager's responsibility to deliver the project and manage deadlines, including taking into account time and resources needed for procurement process. It is procurement manager's task to make sure procurement process is efficient and compliant and in line with time indicated in the planning phase. Time lost in other phases of the project should not be made up by cutting corners in procurement process, no matter the form of orders (verbal or written).
Don't Don't Don't Bypass the system....
No verbal orders pls
Anyways, it wouldn't take much time to give a written order
As a procurement professional, verbal orders from project manager should not be taken. However, an urgent e-mail communication / verbal message from project manager to start procurement process can be acted upon with complete detailed material requisition as per formatted procedures to be provided by project manager to procurement department soonest after. Such initial communication may help to start communication with supplier, even quotations from supplier prior to placement of purchase orders
It won't be wise to take any task based on verbal orders....It's the violation of standard procurement process
Verbal order for deviating from the procedures shall not be accepted. If it is for the business need that the same devaition shall be recorded and approved by the competent authority.
In a positive note, management should have hired a Project Manager after such a long process of hiring and have entrusted him with relevant powers and authority to make decision. Since he is responsible for meeting the deadlines, a minor deviation from the prescribed rules, without making prejudice, can be justified later unless the job is done.
Appreciate jasmina malnar Answer.
Never, Never Take or accept any Verbal Orders or Requests from whoever.
Also Requests has to be with enough details.
Regards
Thanks for the invitation. Follower -----------
We have to respect planning and deadlines yet we cannot accept any verbal orders to deviate procedures. If there is something that will go beyond the SOP's then their should be a waiver.
If this happened then it will be my mistake because I gave the authority to him to do that.
Project Manager mostly issue verbal orders, it is deviating from the process. When there is understanding between owner and constractor proejct managers then orders are signed after few days even the work is completed. However in some case if there is no trust between both parties then it be difficult to meet proejct deadlines. However it is always required to issue work order as soon as possible if it is really required in order to meet the deadlines.
