Plan and prioritise · Add-on
Work within spend controls and procurement
Public bodies often need approval to spend money on technology and must buy through set routes. Plan for this early.
About 1-3 daysChanges yearlyLast reviewed 5 November 2026
Who this applies to
- Skills it builds
- Commercial and business senseDelivery and execution
- PM types
- All
- Product types
- Public sector service
- Starting points
- All
- Ways of working
- All
- Experience
- All
- Size of organisation
- All
Steps, by experience
Beginner (under 1 year)
- Find out which spend approvals apply and their thresholds.
- Find out how your organisation buys technology and services.
- Build approval and procurement time into the plan.
- Prepare the information approvers will need.
- Ask colleagues who have done it before.
Intermediate (1 to 4 years)
- Identify approvals and routes.
- Plan timelines.
- Prepare evidence.
Experienced (5+ years)
- Engage approvers early as partners.
- Choose routes that keep flexibility.
- Share lessons across teams.
Who can do this
Owner: Product manager
Can be delegated to
- Delivery Manager: Manage approvals and procurement
- Policy / Legal / Compliance: Advise on procurement rules
Reviewed by: Delivery Manager
Tool examples
- SharePoint / Word
- Use your organisation's approval templates.
- Confluence
- Track approvals and dates.
Definition of done
- Approvals and routes identified
- Timelines in plan
- Evidence prepared
Common pitfalls
- Discovering approvals late
- Locking into long contracts too early
- Ignoring procurement time
If you lead the team
What good looks like: Spend approvals and procurement routes are planned early, with realistic lead times.
Ask your PM
- Which approvals and buying routes do we need, and how long will they take?
- What happens to the plan if approval is late?
Warning signs
- Delivery dates ignore approval lead times.
- Procurement is treated as someone else's problem.