Process Flow — ProcureFlow

Procurement Process Flow (BPM) {{-- Legend --}}

System-driven Automated or triggered by system with no manual action required

Staff + System Staff action supported by system records, notifications or locks

Staff-driven Manual staff action; system records but does not enforce

@php $stages = [ [ 'num' => 1, 'label' => 'Needs Assessment & Planning', 'color' => '#14532d', 'steps' => [ ['ref'=>'1.1','desc'=>'Identify and document the procurement need','resp'=>'Requisitioner','input'=>'Department workplan / budget','output'=>'Requisition form','role'=>'staff','dur'=>'1–2 days'], ['ref'=>'1.2','desc'=>'Budget verification & commitment check','resp'=>'Budget Officer','input'=>'Requisition + budget lines','output'=>'Budget confirmation','role'=>'hybrid','dur'=>'1 day'], ['ref'=>'1.3','desc'=>'Procurement plan submission & approval','resp'=>'Head of Procurement','input'=>'Budget confirmation','output'=>'Approved plan entry','role'=>'hybrid','dur'=>'1–2 days'], ], ], [ 'num' => 2, 'label' => 'Market Survey & Method Selection', 'color' => '#14532d', 'steps' => [ ['ref'=>'2.1','desc'=>'Conduct market survey & estimate contract value (ECV)','resp'=>'Procurement Officer','input'=>'Market price data','output'=>'ECV memo','role'=>'staff','dur'=>'1–2 days'], ['ref'=>'2.2','desc'=>'Select procurement method based on value thresholds','resp'=>'Head of Procurement','input'=>'ECV memo + procurement policy','output'=>'Method decision','role'=>'system','dur'=>'1 day'], ], ], [ 'num' => 3, 'label' => 'Document Preparation & Publication', 'color' => '#14532d', 'steps' => [ ['ref'=>'3.1','desc'=>'Prepare solicitation documents (RFQ / RFP / IFT / ICB)','resp'=>'Procurement Officer','input'=>'Method decision','output'=>'Draft solicitation documents','role'=>'hybrid','dur'=>'2–5 days'], ['ref'=>'3.2','desc'=>'Internal review and legal / finance sign-off','resp'=>'Legal + Finance','input'=>'Draft documents','output'=>'Approved documents','role'=>'staff','dur'=>'1–3 days'], ['ref'=>'3.3','desc'=>'Issue or publish solicitation to vendors','resp'=>'Procurement Officer','input'=>'Approved documents','output'=>'Solicitation issued','role'=>'system','dur'=>'1 day'], ], ], [ 'num' => 4, 'label' => 'Bidding / Quotation Period', 'color' => '#14532d', 'steps' => [ ['ref'=>'4.1','desc'=>'Vendor bid / quotation submission period open','resp'=>'Vendors','input'=>'Solicitation package','output'=>'Submitted bids','role'=>'system','dur'=>'7–30 days'], ['ref'=>'4.2','desc'=>'Bid opening ceremony & bid register preparation','resp'=>'Procurement Officer','input'=>'Submitted bids','output'=>'Bid register','role'=>'hybrid','dur'=>'1 day'], ], ], [ 'num' => 5, 'label' => 'Evaluation & Scoring (VC-1)', 'color' => '#6d28d9', 'steps' => [ ['ref'=>'5.1','desc'=>'Technical evaluation by appointed committee','resp'=>'Evaluation Committee','input'=>'Bid register','output'=>'Technical scores','role'=>'hybrid','dur'=>'3–7 days'], ['ref'=>'5.2','desc'=>'Financial evaluation & ranking','resp'=>'Evaluation Committee','input'=>'Technical scores','output'=>'Ranked evaluation list','role'=>'hybrid','dur'=>'1–2 days'], ['ref'=>'5.3','desc'=>'Evaluation report sign-off & VC-1 lock','resp'=>'Head of Procurement','input'=>'Ranked list','output'=>'Signed evaluation report','role'=>'hybrid','dur'=>'1 day'], ], ], [ 'num' => 6, 'label' => 'Approval & Award', 'color' => '#6d28d9', 'steps' => [ ['ref'=>'6.1','desc'=>'Approval committee review & decision','resp'=>'Approval Committee','input'=>'Signed evaluation report','output'=>'Approval decision','role'=>'system','dur'=>'2–5 days'], ['ref'=>'6.2','desc'=>'Award notification to winning vendor','resp'=>'Procurement Officer','input'=>'Approval decision','output'=>'Award letter / email','role'=>'hybrid','dur'=>'1 day'], ['ref'=>'6.3','desc'=>'Standstill / grievance period','resp'=>'Compliance Officer','input'=>'Award letter','output'=>'Clearance to proceed','role'=>'staff','dur'=>'3–14 days'], ], ], [ 'num' => 7, 'label' => 'Contracting & Signing', 'color' => '#065f46', 'steps' => [ ['ref'=>'7.1','desc'=>'Draft & review contract or LPO','resp'=>'Legal + Procurement','input'=>'Clearance to proceed','output'=>'Draft contract / LPO','role'=>'hybrid','dur'=>'2–3 days'], ['ref'=>'7.2','desc'=>'Contract signing & commencement order','resp'=>'Both Parties','input'=>'Draft contract / LPO','output'=>'Signed contract + commencement','role'=>'hybrid','dur'=>'1–2 days'], ], ], [ 'num' => 8, 'label' => 'Delivery, Inspection & Closeout', 'color' => '#065f46', 'steps' => [ ['ref'=>'8.1','desc'=>'Goods / services delivery and inspection','resp'=>'Warehouse + Technical','input'=>'Signed contract','output'=>'Delivery & inspection note','role'=>'hybrid','dur'=>'Variable'], ['ref'=>'8.2','desc'=>'Invoice receipt, verification & payment','resp'=>'Finance','input'=>'Delivery note','output'=>'Payment voucher','role'=>'hybrid','dur'=>'3–5 days'], ['ref'=>'8.3','desc'=>'Budget actual recording, archiving & closeout','resp'=>'Procurement Officer','input'=>'Payment voucher','output'=>'Closed procurement record','role'=>'system','dur'=>'1 day'], ], ], ]; $roleMeta = [ 'system' => ['label' => 'System-driven', 'bg' => '#f0fdf4', 'color' => '#166534', 'border' => '#86efac'], 'hybrid' => ['label' => 'Staff + System', 'bg' => '#fef9c3', 'color' => '#c9940a', 'border' => '#fde68a'], 'staff' => ['label' => 'Staff-driven', 'bg' => '#f9fafb', 'color' => '#374151', 'border' => '#d1d5db'], ]; @endphp @foreach($stages as $stage)

Stage {{ $stage['num'] }}: {{ $stage['label'] }}

{{ count($stage['steps']) }} steps

@foreach($stage['steps'] as $step) @php $rm = $roleMeta[$step['role']]; @endphp @endforeach

#	Step Description	Responsible Party	Input	Output	System Role	Est. Duration
{{ $step['ref'] }}	{{ $step['desc'] }}	{{ $step['resp'] }}	{{ $step['input'] }}	{{ $step['output'] }}	{{ $rm['label'] }}	{{ $step['dur'] }}

@endforeach