Procurement planning

Procurement planning is where you build and run your annual procurement plan. Open it from Tools → Planning in the top bar. Each year has its own plan, made of plan lines: one line for each purchase you intend to make, with its value, CPV codes, planned period, owner, and procedure.

The module is shared by the whole organization. Only the agent runs cost credits; everything else is free.

Setting up planning

The first time anyone opens Planning, it shows a short buyer profile form:

• Registration number — your organization's number, used to find your own published notices and contracts.
• Jurisdiction — Latvia, Estonia, Lithuania, or EU directive only.
• Procurement regime — the law your purchases fall under. Latvia offers general public procurement, utilities, and defence and security; each of the other jurisdictions has one.
• Authority level — central government, or a municipality or other authority. Asked outside Latvia, because central government bodies have a lower EU threshold for supplies and services.

Click Activate planning to finish. The threshold bands and checks all depend on this profile.

Only an owner or admin can activate planning. Anyone else sees a note asking them to ask an owner or admin, and every other planning page leads back to this form until planning is activated. An owner or admin can correct the profile later with Planning settings.

The plan register

The register shows one plan year at a time. Switch years with the year buttons at the top, and between Register and Roadmap with the toggle next to them.

Five summary tiles sit above the table: the number of lines, their total value, the share planned for the first half of the year, the plan status (Draft or Approved), and the publication deadline.

Each line shows its title, CPV code, contract nature, value excluding VAT, threshold band, procedure, period, owner, status, and any checks it raised. Filter by status, quarter, contract nature, owner, band, tag, or CPV prefix, or search by text.

To change many lines at once, select them and use the bar above the table: Set owner, Set quarter, Set status, or Add tag.

Adding a plan line

Click New line. The form has these sections:

• What — title, description, scope or quantity, and CPV codes. Use Pick CPV codes to choose them; the first code is the main CPV.
• Money — the value of the whole contract excluding VAT, including options and extensions, and how you estimated it.
• When — plan year, planned publication by quarter or month, when the contract is needed, contract duration, and whether it is a recurring purchase.
• Who — owner, department, and tags.
• Procedure — the procedure you plan to use, or To be decided.

While you enter the value and contract nature, a hint below the value shows the threshold band and the suggested procedure for your jurisdiction and the selected plan year. Click Create line to save it.

Requests from colleagues

Colleagues who need something bought do not have to fill in the full form. Request a procurement asks only what is needed, why, by when, a rough value, and the department.

Requests appear in a Requests section above the register. Accept moves a request into the plan as a planned line; Decline removes it. Select several and use Accept selected or Decline selected to handle them together. Lines proposed by the agent appear in their own section and work the same way.

Working with a line

Open a line to see its details, its checks, findings from the latest plan check, comments for the team, and a history of every change.

From the line page you can:

• Postpone — move the line to a later plan year, or park it with No date.
• Mark completed or Cancel line.
• Edit or Delete the line. A line that already has a procurement cannot be deleted; cancel it instead.

Checks as you plan

The register checks every line as you work, at no cost. The Checks column flags, for example:

• a procedure below the line's value band, or a band that cannot be worked out
• missing fields the published plan needs, or a value without a basis
• a lead time below the benchmark, or a planned period that has already passed
• a recurring contract that should be valued over twelve months
• lines in the same CPV group that together reach a higher band
• a chance to shorten the tender period with a prior information notice

The first-half tile also warns when most lines are planned for the first half of the year.

Seeding and checking with the agent

Two agent runs go further than the built-in checks. Both cost credits, and only one can run at a time in your organization.

• Seed plan proposes lines for the year from your expiring contracts, your recurring purchases, and plan files you select from your Library. Only .xlsx tables are read row by row. Every line is a proposal: it waits in Proposed by the agent until you accept or decline it.
• Check plan reviews the year's register against the procurement rules: artificial splitting, threshold and procedure fit, lead times, prior information notices and market consultation, mandatory fields, and publication deadlines.

A check produces findings ranked Critical, Major, Minor, or Info, each with a recommendation, evidence, and links to the lines it concerns. Dismiss a finding that does not apply or Resolve it once fixed. The latest check and its open findings are shown under the summary tiles, and each line page lists the findings that name it.

The roadmap

Roadmap lays out the planned and started lines of the year in one column per quarter, with a line count, total value, and each owner's workload. Two extra columns collect Overdue lines, whose planned period has passed, and Unscheduled lines with no period yet. Use Move to on a card to move a line to another quarter.

Approving and publishing the plan

Owners and admins manage the plan itself in the Plan settings panel on the register:

• Budget approved on and Notes. For Latvia, the publication deadline is counted from the budget approval date.
• Approve plan approves the year and stamps every planned line as approved.
• Lines added or moved into the plan after approval are amendments. They show as Amendment, not yet approved until you use Approve amendments for all of them, or Approve amendment on a single line.
• Record publication, with the address where you published the plan, marks the approved lines as published. The Publication tile then counts any later changes, so you can tell when the published plan is out of date.

Exporting

Export downloads the plan as an Excel file in one of these layouts:

Tick Statutory lines only to leave out lines whose value is below the level at which they must appear in the published plan. The CVP IS summary always contains only these lines. The Latvian EIS layout leaves the value out unless you tick Include value.

From plan line to procurement

When a planned line is ready, Start procurement creates a procurement workspace from it, with the line's subject, scope, CPV, value, period, and procedure as the description. The line becomes Started, and the workspace links back to it. From there, continue with setting up the procurement.

Research the market opens a new market research run with the line's details as the brief. See Market research.

Who can do what

See Roles and permissions.

Credits

Seed plan and Check plan are charged by actual usage and appear in your credit history. Everything else in planning, including the built-in checks and exports, is free. See Credits and pricing.