Understanding Projects | Zoho Creator Help

Understanding Projects

 1. What Does This Page Cover?  

Learn about the significance of Projects, why they are essential, and the impact they make in streamlining the procurement process.

Understand more about the procurement process in detail.

2. Overview  

The concept of Projects in the procurement process is crucial for providing structure, accountability, and a systematic approach to managing procurement activities. Project is ideally the starting step of a procurement process. All PRs have to be related to a project. Meaning, first a project has to be created with details like location, budget and any other relevant information and then users can use this project to raise new PRs. It helps organizations achieve their procurement goals, improve efficiency, and respond effectively to the ever-changing business environment.

3. Projects in Procurement by Zoho Creator

Projects provide a structured framework with well-defined objectives. In procurement, this can include goals such as cost reduction, supplier optimization, risk management, or process improvement.
 
To understand in detail about how a project is raised and managed, check this document.

3.1. Role of Projects in Finance Team

Projects also play a significant role in helping the finance team in the procurement process by providing structure, transparency, and control over financial aspects of procurement activities. 
 
Budgeting and Cost Control: Projects in procurement involve setting clear budgets for specific initiatives. This allows the finance team to allocate resources and monitor expenditures accurately. Through the monitoring of project costs, they can ensure adherence to budgetary limits in the procurement process and identify potential opportunities for cost-saving.
 
Financial Planning: Projects help the finance team plan for procurement-related expenditures more effectively. They can forecast cash flows, analyze financial requirements, and allocate funds strategically based on project priorities and timelines.
 
Cost Analysis: Procurement projects often include cost-benefit analysis and cost reduction objectives. The finance team can use project data to assess the financial impact of procurement initiatives, ensuring that they are aligned with the organization's cost management goals.
 
Financial Integration: Projects can be integrated with the organization's financial systems, allowing for seamless tracking and reporting of procurement-related financial data. This integration can streamline financial processes and enhance accuracy.

3.2. Advantages of Projects in Procurement Process 

Accountability: Projects assign responsibility to individuals or teams for specific procurement-related tasks or initiatives. This ensures accountability for achieving project milestones and objectives. Without Projects, it can be challenging to track progress and assign ownership for procurement-related activities.
 
Resource Allocation: Projects require the allocation of resources, including personnel, time, and budget. By treating procurement activities as Projects, organizations can allocate resources more effectively and ensure that the necessary support is provided to achieve the desired outcomes.
 
Project Management: The use of project management methodologies and tools in procurement Projects helps in planning, execution, monitoring, and controlling of activities. It promotes efficient resource utilization, risk management, and timely project completion.
 
Risk Management: Many procurement initiatives involve risks that need to be assessed and mitigated. When managed as Projects, risks can be identified, analyzed, and managed in a systematic manner. This proactive approach helps in minimizing potential disruptions and losses.
 
Continuous Improvement: By treating procurement activities as Projects, organizations can implement a structured approach to continuous improvement. Lessons learned from one project can be applied to subsequent initiatives, leading to a more efficient and effective procurement process.

4. Points to Note 

  1. Choosing a Project is mandatory with Zoho Creator Procurement.
  2. However, if your organization does not have a Project's concept, you can choose the Default Project and set value to be Unlimited during procurement requisition.  
  3. Changes made to the project budget can be viewed from the budget logs.
  4. Once a project is completed, any remaining amount can be transferred to another project if required.
  5. You can also transfer the amount between Projects if needed.
  6. During requisition if the project amount is not mentioned, procurement request will not be eligible for approval.
Add/Manage Projects

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