Effective Procurement Planning On the Efficiency of the Procurement Function in Private Organisations. A Case Study of Phenix Logistics Uganda Limited

TABLE OF CONTENTS

Title page ................................................................................................................... i

TABLE OF CONTENTS ................................................................................................ ii

DECLARATION ......................................................................................................... vi

APPROVAL .............................................................................................................. vii

DEDICATION ......................................................................................................... viii

ACKNOWLEDGEMENT ............................................................................................... ix

LIST OF ABBREVIATIONS AND ACRONYMS; ............................................................... x

CHAPTER ONE ....................................................................................................... 1

1.0 INTRODUCTION ................................................................................................. 1

1.1 BACKGROUND OF THE STUDY ............................................................................ 1

1.2 STATEMENT OF THE PROBLEM ........................................................................... 4

1.3 PURPOSE OF THE STUDY .................................................................................... 4

1.4 OBJECTIVES OF THE STUDY ............................................................................... 4

1.5 RESEARCH QUESTIONS ...................................................................................... 5

1.6 SCOPE OF THE STUDY ........................................................................................ 5

1.7 SIGNIFICANCE OF THE STUDY ............................................................................ 6

1.8 JUSTIFICATION OF THE STUDY .......................................................................... 7

CHAPTER TWO ...................................................................................................... 9

LITERATURE REVIEW ............................................................................................... 9

2.1 INTRODUCTION ................................................................................................. 9

2.2 ACTORS OR PERSONS INVOLVED IN PROCUREMENT PLANNING AND THEIR

ROLES ..................................................................................................................... 9

2.3 EFFECTIVENESS OF PROCUREMENT PLANNING .................................................. 12

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2.4 IMPLEMENTATION OF PROCUREMENT PLANS ..................................................... 33

2.5 CHALLENGES IN IMPLEMENTING PROCUREMENT PLANS ..................................... 35

CHAPTER THREE .................................................................................................. 37

METHODOLOGY ...................................................................................................... 37

3.1 INTRODUCTION ................................................................................................ 37

3.2 RESEARCH DESIGN ........................................................................................... 37

3.3 GEOGRAPHICAL AREA OF STUDY ....................................................................... 37

3.4 STUDY POPULATION ......................................................................................... 37

3.5 SAMPLING TECHNIQUES AND PROCEDURES ....................................................... 38

3.6 DATA COLLECTION METHODS ........................................................................... 38

3.7. INVESTIGATIVE PROCEDURE ............................................................................ 39

3.8. DATA ANALYSIS TECHNIQUES, DATA PROCESSING AND PRESENTATION ........... 39

3.9 ETHICAL CONSIDERATIONS .............................................................................. 39

3.10. LIMITATION OF THE METHODOLOGY .............................................................. 40

CHAPTER FOUR ................................................................................................... .41

DATA PRESENTATION, ANALYSIS AND INTERPRITATION OF THE FINDINGS ............ .41

4.0 OVERVIEW ....................................................................................................... .41

4.1 ACTORS AND THEIR ROLES IN PROCUREMENT ................................................. .41

4:1:1 Department classification ............................................................................... .41

4:1:2 Training in procurement planning ................................................................... .42

4:1:3 Actors in procurement planning; .................................................................... .43

4:1:4 Roles of the Actors in procurement planning ................................................... .44

4.2 EFFECTIVESS OF PROCUREMENT PLANNING ..................................................... .45

4:2:1 Practice of procurement planning ................................................................... .45

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4:2:2 Times of practice ........................................................................................... .45

4:2:3 Rating of the procurement planning Activity ..................................................... 46

4:2:4.Reason for not practicing effective procurement planning activity ...................... 46

4:2:5.Reasons for fairly effective procurement planning activity ................................ .47

4:3 IMPLEMENTATION OF THE PROCUREMENT PLANS ............................................ .47

4:3:1 Effective implementation of procurement plans ............................................... .47

4:3:2 Reasons why procurement plans are not effectively implemented ...................... 48

4:3:3 Overall procurement planning ........................................................................ .48

4:3 :4 Allowance of sufficient time ........................................................................... .49

4.4 MAJOR CHALLENGES FACED BY THE PROCUREMENT PLANNING ......................... 50

4:4:1 Procurement plan consideration of Technical, Financial and implementation

constraints .............................................................................................................. 50

4:4:2 Early coordination of the technical, financial planning ....................................... 51

4:4:3 Contractual terms for product specifications ..................................................... 51

4:4:4 Challenges facing the implementers ofthe procurement plans .......................... 52

4.5 CONDUCTING MARKET SURVEYS ....................................................................... 52

4.6 INTERVIEW GUIDE RESPONSES ......................................................................... 53

CHAPTER FIVE ..................................................................................................... 54

DISCUSSION, SUMMARY, CONCLUSION, RECOMMENDATIONS AND SUGESTIONS ...... 54

5.0 INTRODUTION .......................................................................... , ....................... 54

5.1 DISCUSSION OF FINDIND AND SUMMARY ......................................................... ,54

5.1.1 Actors and their roles in procurement planning ................................................. 54

5.1.2 EFFECTIVENESS OF PROCUREMENT PLANNING ............................................... 55

5.1.3 IMPLEMENTATION OF PROCUREMENT PLANS .................................................. 56

5.1.4 CHALLENGES FACED BY IMPLEMETORS OF PROCUREMENT PLANS ................... 56

5.1.5 EFFICIENCY OF THE PROCUREMENT FUNCTIONS ............................................ 57

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5.2 CONCLUSIONS .................................................................................................. 58

5.3 RECOMMENDATIONS ........................................................................................ .59

5.4 AREAS FOR FURTHER RESEARCH ....................................................................... 59

APPENDICES ........................................................................................................ 60

APPENDIX A: THE WORK PLAN ................................................................................ 60

APPENDIX B: THE BUDGET ...................................................................................... 61

APPENDIX C: QUESTIONNAIRE ................................................................................ 62

APPENDIX D: RESEARCH MAP .................................................................................. 67

APPENDIX E: PICTURE ............................................................................................ 68

REFERENCES ....................................................................................................... .49