Supplier Management System Framework
2024-10-12 14:22:10 0 Report
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The Supplier Management System Framework provides a comprehensive approach to managing supplier relationships effectively. It encompasses the collection and maintenance of supplier information, ensuring a centralized electronic archive for efficient data management. The framework includes supplier classification and risk assessment, distinguishing between key and general suppliers to tailor risk management strategies. Contract management ensures legal compliance and proper documentation. Supplier performance evaluation and monitoring are integral, with feedback mechanisms and improvement plans for underperforming suppliers. It also addresses changes in requirements or new offerings, ensuring seamless transitions and risk mitigation. The system outlines procedures for terminating cooperation, ensuring compliance and secure data handling.
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Outline/Content
Supplier Basic Information Collection
Collect supplier basic information, update change information
Supplier Information Archive
Establish a complete electronic archive and realize centralized information management
Maintenance and update of supplier basic information
Enter and update information for new and existing suppliers as planned.
Supplier Classification and Risk Assessment
Suppliers are classified as key suppliers and general/temporary suppliers.
According to the importance and risk level of suppliers, take corresponding risk management measures.
Contract Management
Sign a legally valid contract and keep it properly
Supplement the contract-related information in the supplier information table.
Supplier Performance Evaluation and Monitoring
Performance evaluation and monitoring based on supplier importance and duration of relationship
Feedback and communication with suppliers based on performance evaluation results.
For long-term cooperative suppliers, if performance does not meet the standard, improvement plans should be jointly developed with the supplier.
In response to abnormal situations, take corresponding risk management measures, such as using alternative suppliers and other contingency plans.
If the abnormal issues of suppliers cannot be resolved, or the impact range and degree are serious, the risk management measures should be initiated, such as suspending or terminating cooperation, deducting performance bonds, pursuing legal liability, etc., in order to minimize the risk to the maximum extent.
When the change is due to changes in our requirements
PMO collaborates with business departments to assess the impact of demand changes on supplier cooperation
The business department communicates changes with suppliers, negotiates adjustments to the procurement plan, prices, payment terms, etc.
The legal department revises the contract or signs a supplementary agreement based on the actual changes.
All major changes require approval through the internal review process, approved by the department leader
When the change is due to the supplier providing new products/services to us
The PMO collaborates with business departments to evaluate whether new products/services meet business needs.
If you are interested in purchasing, you should initiate the new supplier introduction review process.
The qualifications, capabilities, and risks of suppliers need to be reassessed in the field of new products/services.
New products/services require separate contracts, clearly defining the scope of procurement, price terms, rights and obligations, and risk sharing, etc.
New cooperation requires relevant approvals, formulate supplier management plan and incorporate into the existing supplier management system
New and old products/services that overlap or substitute each other require the development of business transition and data migration plans.
Handling of termination of cooperation
For software/system suppliers, termination of cooperation should follow the company's "System Offline Compliance and Security Inspection System"
The head of the business department initiates the system downtime application, gradually completes the business transition and data destruction, and obtains the data destruction certificate.
For non-software/system suppliers, cooperation termination should also be based on actual circumstances to complete business transition and data destruction (if any)
The business transition work is carried out by the PMO in collaboration with the business department.
Transition Plan: The department head initiates the transition application as needed, and the PMO assists the department in developing a detailed transition plan.
Execution and Supervision: PMO assists in tracking and supervising the progress of key handover items, such as document and personnel handover, etc.
Acceptance confirmation: After the business transition is completed, the PMO assists the business department in confirming all handover matters.
Data Destruction: Data destruction complies with the company's "System Offline Compliance and Security Inspection System"
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