ChatGPT prompt for a procurement project

Build a procurement project plan for [PURCHASE OR SOURCING NEED]. The business objective and scope are [BUSINESS REQUIREMENTS], the estimated value and target timing are [BUDGET AND DEADLINE], and these stakeholders must participate: [STAKEHOLDERS AND ROLES]. Relevant policies, constraints, and known risks are [POLICIES AND CONSTRAINTS].

Begin by defining the sourcing route to validate: existing contract or catalog purchase, competitive RFx, sole source, renewal, or emergency purchase. Do not decide that a sole source is justified without documented rationale and applicable policy approval. State the assumptions and the facts needed to select the route.

Produce a project plan in a table with columns: phase, task, accountable owner, contributors, input needed, deliverable, dependency, target date, approval gate, and completion evidence. Cover intake and scope; demand and budget confirmation; market or supplier research; requirements and evaluation criteria; RFx or quote process if required; supplier due diligence; commercial negotiation; legal, privacy, security, and finance review as applicable; selection; PO or contract execution; implementation handoff; and closeout.

Include a RACI summary for the major decisions and a risk register with risk, early warning, mitigation, contingency, and owner. Make evaluation criteria measurable and weighted only if inputs support weights; otherwise propose a workshop to set them. Include a supplier comparison scorecard template that separates must-haves from scored preferences and records evidence for each score. Include an escalation path for deadline, budget, compliance, and supplier-performance issues.

End with the five actions to start this week and a list of decisions waiting on a named owner. Before answering, check that no contract, purchase order, or supplier commitment is shown as complete before its required approval gate. Flag timelines that are incompatible with stated lead times. Ask up to 3 clarifying questions only if a required input is missing.

Create an RFP package for [PURCHASE CATEGORY] based on [BUSINESS REQUIREMENTS] and [PROCUREMENT POLICY]. Produce: supplier background, scope, mandatory requirements, scored requirements, implementation expectations, pricing response template, security and compliance questions, timeline, submission rules, evaluation method, and contract assumptions. Separate mandatory pass/fail criteria from scored preferences. Do not write supplier-favoring criteria or claim regulatory requirements not supplied. Mark items requiring legal, privacy, security, or procurement approval. Ask up to 3 questions only if required inputs are missing.

Build a supplier evaluation scorecard for [PURCHASE] comparing [SUPPLIERS] against [REQUIREMENTS]. Return a table with must-have checks, weighted criteria only where [APPROVED WEIGHTS] are supplied, evidence source, score guidance, evaluator, and notes. Include total-score logic, conflict-of-interest disclosure, and a separate commercial-risk assessment so low price does not hide implementation or contract risk. Do not score suppliers without supplied evidence; use “unverified” instead. Ask up to 3 questions only if required inputs are missing.

Prepare a renewal decision brief for [INCUMBENT SUPPLIER] and [CONTRACT OR SERVICE]. Use [USAGE AND PERFORMANCE DATA], [COMMERCIAL TERMS], and [ALTERNATIVES OR MARKET NOTES]. Produce an executive summary, current-state performance, spend and price-change analysis, unmet requirements, renewal versus re-bid decision criteria, negotiation asks, approval path, risks, and recommended next actions. Do not assume auto-renewal terms, savings, benchmark prices, or supplier commitments. Flag dates that create notice or lapse risk. Ask up to 3 questions only if required inputs are missing.