Characteristics of Good Policies and Procedures - 101.2

Goal

The overall goal for any policy or procedure document is for the design to be simple, concise, easy to use, and consistent.  There is an unlimited amount of "important" items that could be included in a procurement manual.  It is up to each department to determine what is most necessary and relevant for their individual purchasing program.

Degree of Detail

The degree of detail in the procurement manual is dictated by the nature of the individual department's purchasing authority.  Although SCM addresses specific policies and procedures, a department's procurement manual should be all encompassing.

Staff responsible for organizing or developing the procurement manual should obtain their department's most current purchasing authority approval document and review Section A of this chapter to determine what minimum requirements must be included in their department's procurement manual.

The SCM was written from the perspective that the procurement office performs most of the purchasing activity and is the main repository of all documentation impacting its purchasing authority program.  If that is not true of your department, it is expected that the department’s procurement manual will address in detail any and all exceptions.

Key Features

Key features of the department procurement manual can be located on the Policies and Procedures Manual Checklist.  Please contact the PAU for a copy of the Checklist.

Good Policies

The policy portion of a department's procurement manual should discuss the purposes and objectives of the department's purchasing authority program.  The policy section of the manual can take many forms dependent upon the size of the department.

A small department could include most of the significant policies that the department's buyers and users may need within a few pages, whereas a large department may already have an established administrative manual(s) that may include procurement policies.  In the latter case, the department has to determine how the applicable information will be made accessible to buyers and users.

Whatever the case may be, procurement manual developers should obtain and review their department format and style standards to ensure compliance with existing department requirements.

Please contact the PAU for a sample of the policy format.

Good Procedures

Good procedures establish and describe internal processes in sufficient detail to answer questions before they're asked.  Consider the Who, What, Where, How, and Why of writing theory.

Basically, a procedure section of a procurement manual prescribes all the step-by-step processes of each procurement approach within a given purchasing authority type from the origin of a user request (requisition) to the final conclusion of a project or disposition of an item.  This follows a natural sequence of events from requesting an action through any post award activities.  Internal procedures not only cover the procurement approach beginning to end, but also should include how to maintain ethical relationships with contractors.

Writing Style

Write procedures at a level of detail that is appropriate for the intended users.  Procedures should include detailed, step-by-step instructions for completing each purchasing activity phase, and simple enough for a new employee to understand.

The table below identifies some writing characteristics and considerations that should be taken into account when developing and writing procedures.

Writing Characteristic Considerations

Accuracy Is the data current, complete, correct, and relevant? Is fact separated from opinion?

Clarity Documents must be easy to read and understandable. Do not assume the reader knows something. What is the most systematic approach to achieve the procedures objectives? Is it assembled well? Will personnel misunderstand or misinterpret the procedure? What are the most common errors made or misunderstandings?

Complete Has assistance and input been obtained from all sources available? Will the procedure provide enough information to ensure understanding? If not, what further information is needed?

Concise What specifically is required? Be direct and to the point. Use active voice. Use short sentences and simple words. Check grammar and spelling.

Flowcharts and Checklist Flow charts and checklists can be handy tools to help get information organized. Assist in providing staff with a quick visual concept to the overall workflow. Tends to provide a general overview of touch points that a document or process may pass through. Does not replace a procedure but complements the details of the procedure.

Tips for a Useful Manual

Preparing the department's procurement manual is probably the most time-consuming portion of developing a quality purchasing authority program.  The design should be determined by the department's needs and organization.

Click here to access a list of tips for developing a procurement manual and the Procurement Policies and Procedures Manual Checklist used by PAU in reviewing department's policies and procedures.