Licensed Items: Design the Approval Path Early

Licensed or controlled requirements fail when the process is discovered late.

You don’t “solve licensing” after selecting a supplier. You design a path early:

• Who owns approvals?

• Which documents are mandatory?

• What are the lead times for each review step?

• Which channel is permitted (approved route, authorized parties)?

• What triggers a hold?

A practical structure:

1. Identify early: mark the requirement as licensed/controlled at inquiry stage

2. Define responsibility: one owner for approvals + one owner for document control

3. Build the document list: minimum set needed to start reviews

4. Sequence the timeline: approvals should run parallel with procurement work, not after

5. Track gates: no dispatch until the “license-ready” checklist is green

The goal is not to “rush.” The goal is to avoid a late-stage stop when everyone assumes it will “work out.”

Takeaway: Licensed items are predictable if you map the approval path before RFQ—roles, documents, gates, and timing.