PRACTICAL GUIDE / Procurement Scope Worksheet
Make included items and responsibilities visible.
Use this worksheet when several product categories or suppliers form one project package. It helps separate the goods, coordination tasks and commercial assumptions that need a clear owner.
STEP 01
List the scope item by item
- Use a distinct code for each product or service task.
- Record the quantity and specification reference for goods.
- Separate optional accessories, installation items, spare parts and coordination tasks rather than assuming they are included.
STEP 02
Assign the interfaces
- Identify who supplies the item and who provides the information needed to finalize it.
- Record the party confirming measurements, approving finishes and accepting substitutions.
- For adjacent products, name the interface that both sides must review.
STEP 03
Include the supply conditions
- Record sample, inspection, packing and labeling requirements for the actual items.
- Identify the agreed responsibilities for freight arrangements, shipment documents and site receipt.
- Keep production completion, dispatch and required site delivery as separate schedule fields.
STEP 04
Review the quotation against the matrix
- Mark included, excluded, optional and pending items.
- Ask for assumptions and proposed alternatives to be made explicit.
- Freeze the accepted matrix revision as part of the order-release file.
WORKED BRIEF EXAMPLE
Example: a bathroom package is more than four product names.
A wall panel, shower pan, glass door and faucet list still leaves drains, fixings, trim, sealants, drawings, packing and installation responsibilities open. The matrix should state which of these are included and who provides any excluded interface information.
Your project worksheet.
The CSV contains the fields below and blank cells for your project information. It can be opened in Excel or another spreadsheet editor.
Need to consolidate a mixed product package?
Our sourcing service uses an agreed item schedule to organize product questions and comparable quotation responses.
View the relevant service →LET’S BUILD THE RIGHT SUPPLY PLAN
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