E-Procurement & Vendor Management System

Hutama Karya Infrastruktur required a more structured and controllable digital procurement process, connecting tender flows, documents, evaluations, approvals, contracts, and downstream procurement activities.

I worked as a Business & System Analyst in a five-person team. My responsibility was to translate business processes and stakeholder needs into a system design that could serve as an implementation reference for the development team.

The value of the project was not simply producing specifications, but bringing procurement workflows, vendors, evaluations, approval authority, and process traceability into one controlled and auditable enterprise design.

Procurement & tender workflow

The design covered procurement requests, budgeting, vendor registration and qualification, tenders, quotations, technical and commercial evaluations, negotiation, approvals, contracts, purchase orders, delivery/progress, invoicing/payment, and vendor performance.

Approval & governance

Multi-level approvals were designed around procurement value, organizational unit, role, and authority. Status history and audit trail requirements were defined for traceability.

Enterprise integration context

Hutama Karya Infrastruktur already operated within an SAP landscape. The project therefore considered procurement-specific requirements and integration with the existing enterprise environment. Commercial or SAP customization constraints are intentionally not stated as facts because those details were not confirmed.

Design through UAT

I conducted requirement gathering, produced analysis and design artifacts, prepared test cases, and supported UAT. My scope ended at analysis/design and validation support, not coding or production deployment.

Outcome

The design made procurement, approvals, documentation, and monitoring more manageable while giving the technical team a clearer implementation reference.

• Procurement Request & Budgeting

  Design of procurement needs, budget context, and control points before tendering begins.

• Vendor Registration & Qualification

  Vendor data structures, administrative completeness, qualification, and supporting documents.

• Tender, RFQ/RFP & Quotation

  Tender flow, request for quotation/proposal, quotation submission, and process status.

• Technical & Commercial Evaluation

  Technical and commercial evaluation as the basis for procurement selection and decisions.

• Negotiation

  Workflow for recording negotiation activities and outcomes before final decisions.

• Multi-Level Approval

  Approval rules based on value, organizational unit, position, and authority.

• Contract & Purchase Order

  Contract and PO design following approved procurement outcomes.

• Delivery / Progress

  Monitoring fulfillment or progress after PO/contract issuance.

• Invoice & Payment

  Data points and workflow requirements for invoicing/payment and related enterprise processes.

• Vendor Performance

  Vendor performance evaluation structures after procurement execution.

• Document Management

  Legal documents, quotations, evaluations, minutes, contracts, and purchase orders included in the process design.

• Status History & Audit Trail

  Traceability of changes, statuses, decisions, and approvals.

• Enterprise Integration

  Integration specifications for the existing enterprise environment, including the SAP context.

• Analysis & Design Deliverables

  BRD, FSD, TSD, BPMN/activity diagrams, use cases, ERD, mockups, integration specifications, test cases, and user manuals.

• UAT Support

  Support for validating the design and test scenarios with users and stakeholders.

• More manageable procurement workflow

  Requests, vendors, tenders, evaluations, approvals, contracts, POs, and downstream activities were mapped into one process design.

• Clearer and traceable approvals

  Approval authority, status history, and audit trail requirements were explicitly defined.

• More structured procurement documents

  Vendor documents, quotations, evaluations, minutes, contracts, and POs were placed within a clear process context.

• Better enterprise integration readiness

  Integration needs for the existing enterprise landscape, including the SAP context, were documented in integration specifications.

• Stronger implementation reference

  The technical team received BRD/FSD/TSD, diagrams, ERD, mockups, integration specifications, test cases, and user manuals as implementation guidance.