As part of the procurement closing activities, it is important to ensure the availability of a final procurement plan and a full set of supporting and compliant procurement documents.
Final Procurement Plan
It is not uncommon that the information in the procurement plan differs from what was initially planned. Consequently, a final procurement plan reflects both the planned procurement, the actual procurement and the changes that have occurred during the project period. The following activities lead to a final procurement plan:
- Complete the actual procurement section of the procurement plan.
- Align the final procurement plan with the financial transactions in the final financial report.
- Ensure that the final procurement plan reflects the implemented project activities.
Final Procurement Documentation
For the purpose of accountability, every procurement process generates a full set of compliant procurement documentation. To assist and be ready for the audit, register all the available procurement documentation in the general template GEN 18: Procurement Documentation Tool, and locate missing information before closing the procurement.
Archiving the Procurement Documentation
As a final step of closing procurement, decide on a safe and accessible place to store the full set of compliant procurement documentation for a minimum of five years. Donor dependant, it can be electronic filing or in hard-copies. The important point is, that it is retrievable at any time for an audit.