Procurement Plan

Phase: Planning | Audience: Internal | Project: WEB-2026-01 Corporate Website Development

Understand it first

In simple words: The Procurement Plan lists everything we need to buy (domain, hosting, licences, tools), from whom, in whose name, by when and at what cost.

Think of it like: A shopping list for a house move: boxes, van rental, new locks, with who pays, when you need them and whose name the rental is in.

When is it created?	Planning (9 Oct 2026)
Who prepares it?	Project Manager
Who approves or uses it?	PM for listed items; Delivery Head for anything else
What happens next?	Items are purchased and credentials stored safely

How it connects to other documents

Costs match non-labour items in the Budget.
Third-party items are priced at cost in the Commercial Proposal.
Renewal dates are passed on in the Handover Document.

The sample document

Below is the actual document for project WEB-2026-01. Read the purpose first, then go through each numbered section.

Issued by: [Your Company] Technologies Pvt. Ltd.

Purpose: Third-party items to buy, from whom, in whose name, when, and how they are approved.

Item	Detail
Document no.	WEB-2026-01/PP
Version	1.0
Date	9 Oct 2026
Owner	Project Manager
Audience	Internal
Phase	Planning

1. Procurement list

Item	Specification	Registered to	Needed by	Cost (₹)	Status
Domain name	.com, 1 year, auto-renew off	Client	Week 1	1,000	Purchased
Project tools	Figma and Jira seats, 3 months	Our company	Week 1	9,000	Purchased
Stock images and icons	1-month subscription, perpetual licence for downloads	Client	Week 2	8,000	Purchased
Premium theme and plugin licences	Page builder, SEO, forms; 1 year	Client	Week 4	12,000	Purchased
Cloud hosting	2 vCPU, 4 GB RAM, Mumbai region, 12 months	Client	Week 5	18,000	Pending
Transactional email service	Form email delivery, 12 months	Client	Week 7	3,000	Planned
SSL certificate	Let's Encrypt, auto-renewing	Client	Week 10	0	Planned

2. Rules

Items the client will own after handover are registered in the client's company name and email.
Purchases over ₹10,000 need a comparison of at least two options, recorded in the Decision Log.
The PM approves purchases listed here; anything not listed needs Delivery Head approval.
All credentials are stored in the password manager and handed over at closure.
Renewal dates are listed in the Handover Document so the client is not caught out.

Note: Hosting was planned for week 4 but moved to week 5 because staging ran on a temporary server. This is why actual non-labour spend at week 4 is lower than planned.

WEB-2026-01/PP · v1.0 · Internal. Bracketed items such as [Client Name] are placeholders.

Key takeaways

Buy items the client will own in the client's name.
Plan when each item is needed, not all on day one.
Record renewal dates so the client is not surprised later.

Common mistakes to avoid

Registering the client's domain in our company's name.
Losing track of passwords for purchased services.
Buying unlisted items without approval.

Next lesson: 23. Change Management Plan