Material Procurement Tracker

Business Case

Long lead items and material procurement require careful tracking to avoid schedule delays.

Technical Implementation

python
import pandas as pd
from datetime import date, timedelta
from typing import Dict, Any, List, Optional
from dataclasses import dataclass, field
from enum import Enum


class ProcurementStatus(Enum):
    REQUISITIONED = "requisitioned"
    RFQ_SENT = "rfq_sent"
    QUOTED = "quoted"
    PO_ISSUED = "po_issued"
    IN_PRODUCTION = "in_production"
    SHIPPED = "shipped"
    DELIVERED = "delivered"


class Priority(Enum):
    CRITICAL = "critical"
    HIGH = "high"
    NORMAL = "normal"
    LOW = "low"


@dataclass
class ProcurementItem:
    item_id: str
    description: str
    spec_section: str
    quantity: float
    unit: str
    required_date: date
    lead_time_days: int
    status: ProcurementStatus
    priority: Priority
    vendor: str = ""
    po_number: str = ""
    po_amount: float = 0.0
    order_date: Optional[date] = None
    expected_delivery: Optional[date] = None
    actual_delivery: Optional[date] = None

    @property
    def must_order_by(self) -> date:
        return self.required_date - timedelta(days=self.lead_time_days)

    @property
    def is_late_to_order(self) -> bool:
        if self.status in [ProcurementStatus.PO_ISSUED, ProcurementStatus.IN_PRODUCTION,
                          ProcurementStatus.SHIPPED, ProcurementStatus.DELIVERED]:
            return False
        return date.today() > self.must_order_by


class MaterialProcurementTracker:
    def __init__(self, project_name: str):
        self.project_name = project_name
        self.items: Dict[str, ProcurementItem] = {}
        self._counter = 0

    def add_item(self, description: str, spec_section: str, quantity: float,
                unit: str, required_date: date, lead_time_days: int,
                priority: Priority = Priority.NORMAL) -> ProcurementItem:
        self._counter += 1
        item_id = f"PROC-{self._counter:04d}"

        item = ProcurementItem(
            item_id=item_id,
            description=description,
            spec_section=spec_section,
            quantity=quantity,
            unit=unit,
            required_date=required_date,
            lead_time_days=lead_time_days,
            status=ProcurementStatus.REQUISITIONED,
            priority=priority
        )
        self.items[item_id] = item
        return item

    def issue_po(self, item_id: str, vendor: str, po_number: str,
                amount: float, expected_delivery: date):
        if item_id in self.items:
            item = self.items[item_id]
            item.status = ProcurementStatus.PO_ISSUED
            item.vendor = vendor
            item.po_number = po_number
            item.po_amount = amount
            item.order_date = date.today()
            item.expected_delivery = expected_delivery

    def update_status(self, item_id: str, status: ProcurementStatus):
        if item_id in self.items:
            self.items[item_id].status = status
            if status == ProcurementStatus.DELIVERED:
                self.items[item_id].actual_delivery = date.today()

    def get_items_to_order(self) -> List[ProcurementItem]:
        """Get items that need to be ordered soon."""
        cutoff = date.today() + timedelta(days=14)
        return [i for i in self.items.values()
                if i.status in [ProcurementStatus.REQUISITIONED, ProcurementStatus.RFQ_SENT,
                               ProcurementStatus.QUOTED]
                and i.must_order_by <= cutoff]

    def get_late_items(self) -> List[ProcurementItem]:
        return [i for i in self.items.values() if i.is_late_to_order]

    def get_summary(self) -> Dict[str, Any]:
        by_status = {}
        total_value = 0
        for item in self.items.values():
            status = item.status.value
            by_status[status] = by_status.get(status, 0) + 1
            total_value += item.po_amount

        return {
            'total_items': len(self.items),
            'by_status': by_status,
            'total_po_value': total_value,
            'items_to_order': len(self.get_items_to_order()),
            'late_items': len(self.get_late_items())
        }

    def export_log(self, output_path: str):
        data = [{
            'ID': i.item_id,
            'Description': i.description,
            'Spec': i.spec_section,
            'Qty': i.quantity,
            'Unit': i.unit,
            'Required': i.required_date,
            'Lead Time': i.lead_time_days,
            'Must Order By': i.must_order_by,
            'Status': i.status.value,
            'Vendor': i.vendor,
            'PO': i.po_number,
            'Amount': i.po_amount
        } for i in self.items.values()]
        pd.DataFrame(data).to_excel(output_path, index=False)

Quick Start

python
tracker = MaterialProcurementTracker("Office Tower")

item = tracker.add_item(
    description="Structural Steel W14x90",
    spec_section="05 12 00",
    quantity=500,
    unit="TON",
    required_date=date(2024, 6, 1),
    lead_time_days=90,
    priority=Priority.CRITICAL
)

tracker.issue_po(item.item_id, "ABC Steel", "PO-2024-001", 450000,
                date(2024, 5, 15))

urgent = tracker.get_items_to_order()
print(f"Items needing order: {len(urgent)}")

Resources

• DDC Book: Chapter 3.4 - Procurement