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The purchasing and supply manager's guide to the C.P.M. exam
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The Purchasing and
Supply Manager’s Guide
to the C.P.M. Exam
Fred Sollish
John Semanik
HARBOR LIGHT PRESS®
The Purchasing and
Supply Manager’s Guide
to the C.P.M. Exam
4365.book Page i Tuesday, February 22, 2005 3:40 PM
4365.book Page ii Tuesday, February 22, 2005 3:40 PM
San Francisco • London
The Purchasing and
Supply Manager’s Guide
to the C.P.M. Exam
Fred Sollish, C.P.M.
John Semanik, C.P.M.
4365.book Page iii Tuesday, February 22, 2005 3:40 PM
Publisher: Neil Edde
Acquisitions Editor: Heather O’Connor
Developmental Editors: Heather O’Connor, Sally Engelfried
Production Editor: Elizabeth Campbell
Technical Editors: Elizabeth Mortarotti, Mohan Menon
Copyeditor: Sally Engelfried
Compositor: Happenstance Type-O-Rama
Graphic Illustrator: Happenstance Type-O-Rama
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Proofreaders: Nancy Riddiough, Jim Brook, Ian Golder, Katherine Perry, Amy Rasmussen, Candace English
Indexer: Ted Laux
Book Designer: Judy Fung
Cover Designer: Richard Miller, Calyx Design
Cover Photograph: Kim Steele, Photodisc Green
Copyright © 2005 SYBEX Inc., 1151 Marina Village Parkway, Alameda, CA 94501. World rights reserved. No
part of this publication may be stored in a retrieval system, transmitted, or reproduced in any way, including but
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Library of Congress Card Number: 2004109309
ISBN: 0-7821-4365-2
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Manufactured in the United States of America
10 9 8 7 6 5 4 3 2 1
4365.book Page iv Tuesday, February 22, 2005 3:40 PM
To our valued readers,
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Publisher, Harbor Light Press
4365.book Page v Tuesday, February 22, 2005 3:40 PM
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4365.book Page vi Tuesday, February 22, 2005 3:40 PM
To the dedicated professionals of Supply Management
Illegitimi Non Carborundum!
4365.book Page vii Tuesday, February 22, 2005 3:40 PM
Acknowledgements
The authors would like to take this opportunity to thank our colleagues, our families and the
members of our professional organization—Supply Knowledge (www.supplyknowledge.com),
The Institute for Supply Management’s Silicon Valley affiliate—for the encouragement to write
this review. We would especially like to thank one another for the mutual support during the
nearly one year it has taken to produce this volume. Without this support, we could have never
gone beyond the first paragraph.
We would also like to acknowledge each member of the Board of Directors of Supply Knowledge (past and present) for their continued support of high quality educational programs
focused on the advancement of the supply management profession. We also owe our gratitude
for the ongoing collaboration of the staff—administrators and instructors—at San Jose State
University Continuing Education where our affiliate conducts a professional development program in Purchasing and Supply Chain Management and the Center for Intelligent Supply Networks (C4iSN) at the School of Management, University of Texas, Dallas where we co-produce
an online certificate program in Sourcing Management that includes the C.P.M. exam review.
Finally, we are glad to have the opportunity to tell the readers how instrumental the truly
dedicated and professional editoral staff at Sybex have been in getting this information out to
you in a way that makes sense. The editors—Heather O’Connor, Elizabeth Campbell, and Sally
Englefried—added tremendous value to this effort. A special “Thank you” goes to Elizabeth
Mortarotti, C.P.M., our Technical Editor and the current President of Supply Knowledge.
4365.book Page viii Tuesday, February 22, 2005 3:40 PM
Contents at a Glance
Introduction xix
Assessment Test xxv
Part I Operational Purchasing Practices 1
Chapter 1 Procurement and Best Business Practices 3
Chapter 2 Sourcing 29
Chapter 3 Selecting Suppliers and Measuring Performance 61
Chapter 4 Administering Contracts 85
Chapter 5 Administering Contracts for Supplier Compliance 109
Part II Managing Systems and Relationships 133
Chapter 6 Managing Negotiations 135
Chapter 7 Using Computer-Based Systems 159
Chapter 8 Managing Quality 179
Chapter 9 Maintaining Internal Relations 197
Chapter 10 Supplier Relationship Management 223
Part III Providing Added Value 245
Chapter 11 Making Sound Sourcing Decisions 247
Chapter 12 Managing Material and Supply Operations 267
Chapter 13 Adding Value to the Organization 289
Chapter 14 Strategic Procurement Planning 307
Part IV Leading the Procurement Organization 337
Chapter 15 Managing the Procurement Organization 339
Chapter 16 Managing Human Resources 371
Appendix A Bibliography 399
Glossary 405
Index 457
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Contents
Introduction xix
Assessment Test xxv
Part I Operational Purchasing Practices 1
Chapter 1 Procurement and Best Business Practices 3
Understanding Procurement 4
Understanding and Conveying Requirements 5
Creating Strategic Plans and Tactics 6
Finding Innovative Methods and Exploring Alternatives 8
Providing Purchasing Services 8
Accepting Orders 9
Placing Orders 12
Mastering Procurement and Business Tactics 15
Budgets and Expense Allocation 16
Establishing Procurement Methods 17
Internal Cost-Related Analysis Tools 18
Keeping Supplier Information 22
Summary 23
Exam Essentials 23
Review Questions 25
Answers to Review Questions 27
Chapter 2 Sourcing 29
Establishing Requirements 30
Creating and Organizing Requirements 30
Developing Specifications and Formats 32
Specification Traps 37
Locating and Developing Sources of Supply 38
Source Types 38
Types of Competition 40
Locating Suitable Suppliers 42
Determining Changing Marketplace Factors 43
Obtaining Bids and Proposals 45
Bidding Guidelines 45
Formulating the Bid or Proposal Type 46
Managing Sourcing Data 49
Types of Sourcing 49
Maintaining Sourcing Lists 50
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xii Contents
Regulatory Factors Governing Purchasing 51
Uniform Commercial Code 51
Antitrust Legislation 51
Other Governmental Legislation 53
Foreign Trade Regulations 54
Summary 55
Exam Essentials 56
Review Questions 58
Answers to Review Questions 60
Chapter 3 Selecting Suppliers and Measuring Performance 61
Selecting the Supplier and Awarding the Contract 62
Evaluating Offers 62
Applying Selection Criteria 67
Reviewing, Approving, and Issuing the Contract 74
Administering the Contract 74
Implementing Performance Standards and Rating Systems 74
Following Up and Expediting 76
Developing Good Practices 76
Managing Records and Data 78
Summary 79
Exam Essentials 79
Review Questions 81
Answers to Review Questions 83
Chapter 4 Administering Contracts 85
Contract Essentials 86
Contract Essentials 87
Contract Requirements 88
Contract Types 89
Methods of Exchange 95
Other Contract Elements 97
Legal Authority and the Buyers’ Responsibilities 97
Reviewing Contracts for Legal Requirements 99
Aligning Contracts and Practices with Policy 101
Conformance to Law 101
Ethical Principles 102
Maintaining Purchasing Documents and Records 103
Summary 104
Exam Essentials 105
Review Questions 106
Answers to Review Questions 108
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Contents xiii
Chapter 5 Administering Contracts for Supplier Compliance 109
Managing Contract Compliance 110
Post Purchase Order Administration 110
Supplier Relationship Management (SRM) 115
Tracking and Expediting Deliveries 117
Tracking and Monitoring Shipments 117
Expediting Orders 118
Handling Supplier-Related Deviations 119
Dealing with Inadequate Performance 119
Resolving Errors and Omissions 124
Resolving Supplier Conflicts 125
Summary 128
Exam Essentials 128
Review Questions 130
Answers to Review Questions 132
Part II Managing Systems and Relationships 133
Chapter 6 Managing Negotiations 135
Assessing the Negotiating Environment 136
The Competitive Environment 137
Early Involvement 139
Gathering Information and Analysis 140
Preparing for the Negotiation 143
Selecting and Leading the Negotiating Team 143
Formulating Objectives and Developing Strategies 144
Conducting the Negotiation 149
Creating the Climate 149
Adopting a Negotiating Style 151
Documenting the Negotiation 152
Summary 153
Exam Essentials 154
Review Questions 155
Answers to Review Questions 157
Chapter 7 Using Computer-Based Systems 159
Using Basic Information Technology Processes 161
Computer Basics 161
Platforms 163
Software Applications 164
Using Software for Procurement 165
General Business Applications 165
Supply Management Applications 167
Impact of Automation on Procurement Organizations 172
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xiv Contents
Sourcing Supply Management Tools 172
Software 173
Summary 174
Exam Essentials 175
Review Questions 176
Answers to Review Questions 178
Chapter 8 Managing Quality 179
Managing Quality Performance 180
Quality Assurance 180
Measuring Quality Performance 182
Ensuring Quality Performance 185
Enforcing Quality Requirements 185
Total Quality Management 188
Employing Quality Systems 189
Summary 191
Exam Essentials 191
Review Questions 193
Answers to Review Questions 195
Chapter 9 Maintaining Internal Relations 197
Understanding Key Departmental Roles 198
Administrative and Support Functions 198
Production Functions 201
Sales and Marketing 202
Advertising/Sales Collateral 203
Distribution 203
Engineering and Design Functions 203
Research and Development (R&D) 203
New Product/Service Introduction 204
Developing Good Working Relationships 204
Communicating within the Organization 204
Gaining Early Involvement 206
Participating in Cross-functional Operations 207
Reengineering Supply Management 210
Understanding the Scope of Operations 211
Managing the Change Process 214
Purchasing Policy and Procedures Training 215
Summary 217
Exam Essentials 217
Review Questions 219
Answers to Review Questions 221
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