CIPS L2M4 Systems Technology Assignment Sample

CIPS L2M4 Systems Technology Assignment Sample UAE

The information age has revolutionized the way in which we do business. The impact of Internet based technologies and database systems is key to an organization’s ability to manage its expenditures for goods, services & manpower through increased efficiency! This module will cover procurement operations from both sides-the suppliers’ perspective as well as that of your company itself; Quality management Guidelines are also addressed throughout this coursework so you can succeed at finding new ways not only just today but going forward into tomorrow.


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Learners will be able to define the uses of, and identify advantages offered by systems technology in improving procurement and supply activity. They should also know how these advancements impact quality while maintaining it overall.

Assignment Activity 1: Explain how to use systems technology and databases to contribute to effective procurement and supply

Systems technology and databases can be used to identify potential suppliers, compare prices, track orders and delivery, and monitor product quality.

Procurement professionals use information technology tools to manage the spend of their organization. They need to find the best suppliers at the best prices, while ensuring that the products they receive are high quality and delivered on time. Databases can help them do all of this by providing a centralized source of information that is updated in real-time.

Technology can also help buyers manage their supplier relationships. Online tools can be used to create and track requests for proposals (RFPs), evaluate supplier responses, and make selections. E-mail and other messaging systems can be used to communicate with suppliers, and online collaboration tools can be used to share information and work on projects together.

Assignment Activity 2: Recognize how the use of the Internet, intranets and extranets leads to effective procurement and supply

The use of the Internet, intranets and extranets is a great way to find information quickly. The benefits are two-fold – not only can you access all sorts on data but it also increases exposure for your company in an increasingly competitive marketplace.

The use of the Internet and related technologies is not just for consumers – businesses are increasingly taking advantage of these tools to get ahead. The use of the web in particular can give businesses a competitive edge as they can quickly and easily find new customers, as well as research their competition.


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Intranets are private networks used by businesses that allow employees to securely access information. The idea behind the introduction of an intranet is that it helps improve communication, productivity and efficiency in a business.

Assignment Activity 3: Explain the role of e-sourcing and e-tendering systems in procurement and supply 

E-sourcing and e-tendering systems have a big role in today’s procurement and supply. With the use of technology, optimal outsourcing strategies can be achieved much easier which has been shown to provide an increase in efficiency, productivity and cost reduction. Additionally, with the use of sourcing technologies the competition thresholds are eliminated within certain marketplaces as well as always being offered a diverse list of suppliers to choose from. In order for this process to work efficiently there needs to be a high level of transparency that enables all participants to take utility from these technologies. The end goal is that all transactions should result in higher quality at lower levels of cost within shorter periods of time. These days it is very feasible for large companies to focus on their core competencies and outsource the rest, but in order for this to be successful a well-run e-sourcing and e-tendering system is essential.

When it comes to e-sourcing, buyers are now able to reach a larger number of suppliers around the world through a single portal which helps create competition and drives down costs. Furthermore, e-tendering systems allow buyers to better assess supplier performance and capabilities as well as reduce the administrative burden associated with the procurement process. This ultimately leads to a more seamless and faster procurement process for both buyers and suppliers alike.

Assignment Activity 4: Describe the use of electronic sourcing systems for supplier selection and profiling

Electronic sourcing systems allow buyers to identify potential suppliers, assess their capabilities, and make selections based on their ability to meet the buyer’s needs while maximizing profit.

Buyers can use these systems to connect with suppliers directly or through a third-party intermediary. They can also use them to submit requests for quotes (RFQs), compare supplier proposals, and make selections. The systems are designed to help buyers quickly identify the most qualified suppliers and award business contracts accordingly.

In addition to facilitating the selection process, electronic sourcing systems also help buyers manage supplier relationships. The systems allow buyers to track supplier performance, assess supplier capability, and identify areas for improvement. This information can be used to develop better supplier relationships and improve overall business performance.


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Overall, electronic sourcing systems provide a number of benefits for both buyers and suppliers. They streamline the sourcing process, increase efficiency, and reduce costs for all parties involved, including third-party intermediaries.

Assignment Activity 5: Identify systems used in procurement and supply

The three most common systems used in procurement and supply are the first-in, first-out (FIFO), last-in, first-out (LIFO), and inventory ABC. 

The FIFO system is based on the assumption that the earliest items in are also the first ones to be used. So under this system, the oldest items in stock are sold or used first. This system is typically used when there is a need to track specific items or when inventory needs to be matched with sales orders. 

Under the LIFO system, the newest items in stock are sold or used first. This system is typically used when inventory needs to be tracked for tax purposes because it allows companies to write off the newest inventory first. The downside to this system is that it can create a false sense of profitability if the prices of older items have risen more than the prices of newer items. 

The ABC system takes a different approach and sorts inventory based on how often they are used. Items that are used most frequently are considered high-priority and are given more attention. This system is often used in conjunction with the FIFO and LIFO systems to get a more complete picture of inventory.

No matter which system you use, it’s important to ensure that your inventory is accurate and up-to-date. By using a system that makes sense for your business, you can make sure that you have the supplies you need when you need them.

Assignment Activity 6: Identify the use of P2P (purchase to pay) systems for ordering from suppliers and payment to suppliers

A purchase-to-pay (P2P) system is an electronic system that enables companies to order goods and services from suppliers and to pay for those goods and services electronically.

The benefits of a P2P system include improved efficiency, reduced processing time, decreased paperwork, and improved visibility into the ordering and payment process. In addition, P2P systems can help companies reduce their Accounts Payable (AP) processing costs.

A P2P system usually involves the use of a purchase order (PO) to initiate and track procurement transactions between a company and its suppliers. Companies typically set up an electronic mailbox for each supplier, and communicate with suppliers via email using standard purchase/invoice messages or other industry-specific EDI message sets.

The receipt of a reply from a supplier usually triggers the release of payment. Electronic payment is often executed with the aid of a banking module, which debits funds from a buyer’s bank account and credits those funds to a selected supplier’s bank account.


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Assignment Activity 7: Identify components of quality management in procurement and supply

In order to ensure that quality management is in place for procurement and supply, it is important to identify the main components of quality management. The key components of quality management in this context include planning, procurement, inspection, and control.

Planning involves developing a plan for procuring goods and services that meet the organization’s needs. Procurement refers to the process of obtaining goods and services from suppliers. Inspection refers to the examination of goods and services upon receipt to ensure that they meet specified requirements. Control refers to taking action necessary to ensure that goods and services conform to specified requirements. By ensuring that these key components are in place, an organization can effectively manage the quality of its procurement and supply activities.

Assignment Activity 8: Identify the costs of quality

Quality costs include prevention costs, appraisal costs, internal and external costs of quality.

  1. Prevention costs are the resources used to prevent defects from occurring.
  2. Appraisal costs are the resources used to evaluate quality and determine whether it meets certain standards.
  3. Internal costs of quality are the expenses incurred by the organization to ensure that its own products and services meet quality standards.
  4. External costs of quality are the expenses incurred by individuals or organizations outside of the organization

Assignment Activity 9: Identify techniques associated with quality assurance and quality management

There are a variety of techniques that are associated with quality assurance and quality management. Some of these techniques include statistical process control, total quality management, and six sigma.

Statistical process control is a tool that can be used to measure and improve the quality of a process. Total quality management is a holistic approach to managing the quality of a product or service. Six sigma is a data-driven methodology for improving the quality of processes.

All of these techniques have their own strengths and weaknesses. It is important to select the right technique for the task at hand. For example, statistical process control may be the best tool for improving the quality of a manufacturing process, while total quality management may be the best approach for improving the quality of a product or service.


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