Move from need to appraisal to acquisition and acceptance

The intake flow formalizes operational need, compares options, records the chosen path, and closes with acceptance into the asset registry. Donations are a parallel path when assets arrive from donor organizations rather than through purchase.

By the end of this stage: New assets arrive through a traceable decision path instead of appearing in the registry without context. The acquisition record links back to the need that originated it.

Modules involved: Need Requests, Option Appraisals, Acquisitions, Donations

What to do

1. Raise the operational need

Need requests describe the gap the facility is trying to close and why it matters. Clinical and engineering users can both raise needs; org admins see the full pipeline across facilities.

2. Appraise realistic options

Compare technical options and sourcing paths before a facility commits to one direction. Option appraisals capture the evidence behind the choice.

3. Record the chosen acquisition path

Track how the item will be obtained, received, reviewed, and accepted. Donations reference donor organizations and projects registered in Counterparties.

4. Feed the registry cleanly

Accepted acquisitions create device records instead of forcing teams to re-enter the same context later. The acquisition record stays linked to the resulting asset.

5. Add procurement depth when the process needs it

A simple acquisition stops at the accepted record. When the process needs it, the same case carries vendor bids, an award decision, purchase orders, and the funding it draws on — all in Procurement. An acquisition does not need that depth to be valid; it needs it when someone will ask how the supplier was chosen.