AI for Procurement Officers: How to Streamline the Entire Procurement Process.

About the course.

What you learn.

• Using AI as practical support throughout the procurement process, from preliminary study and advertising to evaluation and follow-up
• How AI can be used to summarise, structure, compare and formulate documentation
• Working safely, transparently and traceably with AI in procurement
• A method for writing clear prompts that give better answers and are easier to quality-assure
• The risks AI brings in the public sector, especially regarding transparency, data sources, documentation and human control
• How to document prompts and AI results to create traceability and facilitate internal control

How the course is built.

1. 09.00 Introduction

   - Structure and goals of the day - We set the frame for the course: AI as support in the work, not as a replacement for professional judgement

2. 09:10 AI in procurement

   - What has changed in recent years and why AI now affects almost the entire procurement process - Opportunities and limitations, for example how AI can help structure information, spot ambiguities and save time - Why results must always be reviewed by a human

3. 09.30 AI in the procurement process

   - How AI can be used in the preliminary study, advertising, tender evaluation and follow-up - Using AI for everything except decision making: Let AI summarise, structure, compare and formulate while the assessment, prioritisation and decision remain with the procurement officer or the organisation

4. 10.15 Coffee

5. 10.30 Security, transparency and traceability

   - Three basic questions every procurement officer should be able to ask: where does the information come from, are we allowed to use it in the tool, and how can we show afterwards how we worked - What documentation requirements mean in practice: what should be saved or described so that the use can be followed up, understood and reviewed internally or externally

6. 11.30 A method for writing better prompts

   - A simple and useful method for giving AI better instructions in procurement work: need, input, output and criteria - How to work in a structured way with purpose, documentation, desired result and quality requirements so that the answer becomes more relevant, accurate and easier to quality-assure

7. 12.00 Lunch

8. 13.00 Practical workshop 1: preliminary study and advertising

   You will try using AI to summarise needs, produce follow-up questions, identify risks and suggest clearer wording in advertisement or requirement texts. The goal is to see how AI can contribute to better preparation and clearer documentation early in the process.

9. 14.15 Practical workshop 2: evaluation and follow-up

   How AI can be used to structure comparisons, spot possible added value, formulate follow-up protocols and create better control questions. The focus is on how AI can relieve the workload in analysis and structure without taking over the assessment itself.

10. 15.00 Coffee break

11. 15.15 Implementing AI in your own daily work

    - What you can start with right away and what requires internal buy-in - How a first traceable way of working can be built in the team

12. 16.30-17.00 Summary / Time for questions / Close

    We tie together the day's most important lessons, pick up participants' questions and clarify which steps are reasonable to take after the course.

Who is this for?

Procurement officers, purchasers, category managers and others who work operationally with preparing, conducting and following up public procurements.