Every procurement team should have established certain key performance indicators (KPI’s) without fail, these includes, but not limited to:
SRM (Supplier Relationship Management) is the interaction of supplier and procurement department for the provision of materials, goods, and services that are delivered to your organization.
Sample document/list of terms and conditions for agreements with suppliers that comply with organisational policies and procedures and attach it to your portfolio.
Most of the T&C (also known as terms and conditions) agreement with supplier is different per organisation, however, this particular “standardised agreement” will highlight:
Sample document/list of an evaluation template for suppliers suggested excel will be sufficient - and attach it to your portfolio as an addendum sample. Provide a description paragraph in the portfolio report main section.
It is a wanted desire of each organisation to get a supplier who offers quality goods at offered yet affordable price. The checklist can be formed against such targets (against a Decision Matrix Analysis tool):
Sample document/list of an assessment of current/future suppliers for your business using the template and attach it to your portfolio as an addendum sample. Provide a description paragraph in the portfolio report main section.
Supplier’s assessment should be every three-months or on an interim basis. De-selection; selection, continuance or re-selection are part of this assessment. Appraisal is based on this supplier evaluation. The examination of capacities, technology, and general aligned business practices plays an important role. This reduces risk and adds value to your products. The criteria for supplier evaluation can be based on:
Sample document list as a template for assessing goods/services delivered, with details on how you will deal with non-compliance to agreements, and contingency plans for supplies not delivered
A procurement plan has to be needed where metrics should be used to measure contractor’s performance, with particular attention to delivery work deliverables – quality is important. It can be assessed by checking number of deliveries accepted during a time period along with rejected number of goods. If a conflict arise it can be mitigated with a common criteria template for acceptance and rejection of criteria conjointly agreed by both parties (buyers and supplier).
Service Delivery – Scaling questionnaires can help here. Key areas service should be identified, and buyer can measure it against a score assessment. An SLA service Level Agreement removes any discrepancy that could take place in nearby future. Compliance with due process should be highlighted, control is needed with smooth communication with the supplier. Procurement principles such as value for money, transparency, accountability etc.
A code of conduct compliance should raise concerns related to supplier code of conduct compliance. The probable channels could be a possible non-compliance communicated through a self-report, or supplier’s behaviour can be analysed. A whistle-blower or through competitor, the corrective action plan to deal with non-compliance could be discussion and application of advice from internal legal department. There should be a written agreement on altering and implementing behavioural change, followed by an on-site inspection by authorised representatives, or terminating contract as a last resort.
For contingency planning there should be following ingredient in the standard template:
Heading: Supplier/Vendor Failure Contingency Plan
To Whom It May Concern:
The delivered service description should have a general deliverable description, the provision should be highlighted with particular attention paid to (who could face service discontinuation), contract details – underlining length of contract, onerous contract obligations, etc. The details of senior responsible officer (with their job title) and report line should be mentioned. The responsibility of contingency plan should be laid out here particularly.
Governance should be provided in an annex, joint contingency working group, department board should also be detailed out. These individuals will be involved in the contingency plan implementation. The contact details for decision makers and advisers should be given explicitly.
Sample Copies of Letters/emails to Suppliers Negotiating New Agreements - simulations in this case is sufficient
These need to be written in appropriate business language and format and included in the report structure
Sample Document list to be used as a checklist/process internally for resolving disputes with suppliers, including steps about how disagreements with suppliers are investigated to establish validity and cause - investigate dispute settling procedure suggested
Name of the organisation
Address
City, State, Zip
To Whom It May Concern:
Hope this email finds you in the best of your health. I, on behalf of our procurement department, would like to appreciate your efforts for the fluctuating demand you met during our peak. It was an honour to meet such a great supplier, which was handled according to the aforementioned terms and conditions and in line with our organisational policies.
Our lasting business relationship has prompted me to write this email. We sincerely appreciate your role in meeting our demand and we should further strengthen our relationship, with smooth conversation. On behalf of our procurement department, we really appreciate the value you bought to our organisation. Thank you for giving our company your best.
With best wishes,
Sincerely,
Responsible person name,
General Manager
Name of the organisation
Address
City, State, Zip
To Whom It May Concern:
For the previous months, the customers have been returning goods, never before I had such a problem with any of your manufactured products. We traced back the origin of the complaint and saw a trend all dissatisfied client base.
The clause in our terms and conditions section clearly communicates the obligation placed on the counter party, as per our checklist for dealing with poor performance has been formed and speculated the following:
Please reconsider the agreed to terms and conditions and revert back with the solution in line with the agreed terms.
Regards,
Procurement Department,
Manager’s name,
Signature
Name of the organisation
Address
City, State, Zip
To Whom It May Concern:
I am writing to resolve the dispute that arise on the following information, here are some fragments of the information:
PFA – these are enclosed copies, the conflict to be resolved in our organisation follows the patterns as listed below:
Litigation and the dispute likelihood can be diluted by – identifying the matters clearly in written, requirements can be discussed (those have been signed in terms and conditions). The language is plain language in the contract documents. Performance is reviewed and we deter the supplier default pattern to be conducted or prolonged.
Checklist:
Please reinvestigate these matters and correct it or restore the disputed listed as soon as possible.
Sincerely,
___________,
Head of Department.
Enclosures: Conflict
Tagged with dispute, credit report, discrepancy and procedures in line with our internal legal department
Draft a sample of an outline/list of how suppliers who perform well are rewarded
Samsung and SK Hynix were affected by the trade war between US and China. These were political debates but these were resolved due to clear communication, gratitude, and a consideration to global supply chain (Pymnts, 2019).
There has been conflicting minerals that wrecked Huawei relationships with its suppliers. Although they aim to promote sustainable development, and resolution calls for commitment, business, government, and non-government organisation co-operations (Huawei, July 2019).
Name of the organisation
Address
City, State, Zip
To Whom It May Concern:
The purpose of this letter is to inform you that on (insert date) we will launch our new product for which we would like to inform you as our old supplier. The product will cater to eastern Americans ranging from 18-40 years of age. This is an electronic gadget similar to Alexa or Siri.
We would like to request xyz parts of the product and would like to review the pre-payments in order to evaluate the synergy of both processes as these are effective for fraud investigation.
Addendum notification of Compliance Requirements and Certification
___________________, (supplier herein) acknowledges that the supplier has been notified
of the required products parts and the revision has been advised. It is important to have BSI 9000 certification for this task.
Dates this _________ day of ________, 20XX
[SUPPLIER]
By
_________________________ [Printed Name]
These need to be written in appropriate business language and format and included in the report structure
To: Senior Management
From: Procurement Management,
Date: June 6th, 20XX
Subject: New Supplier
Respected Management,
We recently came across this supplier [project/products] that matched our purchasing requisition.
After conducting few review and ascertaining the outcomes, we liked the pilot testing and the output of this supplier.
They have been operating in this industry for about 10 years and have good reviews online. We would like to share the details with you to discuss the possibilities with them. As it is our intent to filter out best suppliers to market these particular products/projects for our base. We would appreciate your output on this supplier who can be reached at [abc@protonmail.com].
They mentioned their availability within next week (during 10 am to 3 pm EST).
Best Regards,
Procurement Team.
Referencing needs to be in text as well as referenced to the Harvard Referencing System in the Bibliography
Anon, 2019. Huawei Statement on Conflict Minerals - About Huawei. huawei. Available at: https://www.huawei.com/en/about-huawei/declarations/statement-on-conflict-minerals [Accessed June 7, 2020].
Pymnts, 2019. Samsung Hit By Another Trade Dispute. PYMNTS.com. Available at: https://www.pymnts.com/news/b2b-payments/2019/trade-dispute-samsung-supply-chain/ [Accessed June 7, 2020].
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