AI workflows for supplier performance and risk.

Checking that suppliers deliver and stay safe to use: scorecards, issue notices, risk alerts and supplier documents.

Who does this work

  • Vendor manager
  • Supplier relationship manager
  • Supplier risk analyst

6 workflow templates ready to adapt, and 6 workflows identified.

Updated

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Examples of the workflows identified
  1. Brief the exposure to a supplier disruption or end-of-life notice
  2. Check a supplier's evidence against the approval criteria
  3. Check vendor insurance certificates against requirements
  4. Prequalify a contractor for safety
  5. Raise a formal issue or claim with a supplier

The workflows identified

Brief the exposure to a supplier disruption or end-of-life noticeWhen news hits a supplier you depend on, shows what you buy from them, days of stock against time to resupply, the commitments at risk and what is not known yet.Workflow templateCheck a supplier's evidence against the approval criteriaSets a proposed or renewing supplier's documents against the business's own criteria (data handling, security, continuity, responsible sourcing or quality), separates claims and self-attestations from independent evidence, and drafts the questions for each gap before approval or adoption.Workflow templateCheck vendor insurance certificates against requirementsCompares each vendor's insurance certificate and required documents with the approved requirements, lists stated expiration dates and missing items, and drafts the requests.Workflow templatePrequalify a contractor for safetyMatches a contractor's competence, insurance, method and safety records to the risk of a named job or work package, scoring only on the evidence supplied and listing gaps, conditions and access questions before work is booked.Workflow templateRaise a formal issue or claim with a supplierSets each supplier failure (overbilling, short delivery, a missed service level or quality target) against the records and contract terms and drafts the notice or credit claim for approval.Workflow templateScore supplier performance for the reviewScores each supplier or carrier (by lane where relevant) from the business's own delivery, quality, service and cost records against agreed targets, with the evidence and the points to raise at the review.Workflow template

Workflow templates

Contractor safety prequalificationFor a named job, the operations, facilities or site manager gets a safety questionnaire scaled to the risk of the work, then a record of the contractor's answers scored only on the evidence supplied, with every gap, the conditions that close it and a review date. A competent person decides.Workflow templateService provider evidence matrixWhen a material service provider needs approval or renewal, the vendor owner gets one matrix: the provider's evidence set against the firm's own review criteria, with self-attestations, dated reports and untested claims kept apart from independent evidence, and every unanswered question listed.Workflow templateSupplier issue noticeWhen a supplier bills for more than was ordered or received, or falls short of an agreed delivery or quality target, the buyer gets a formal notice ready for approval: each problem set against the record, the evidence listed, what the supplier must do and the date to reply by. A person approves and sends it.Workflow templateSupplier performance scorecardOnce a quarter, the buyer or operations lead scores each key supplier from the business's own order and receiving exports: on-time delivery, fill rate, defects and returns, price against agreed terms and order confirmations, with the trend, the evidence behind every score and the points to raise. A person decides.Workflow templateSupplier risk alert briefWhen something happens to a supplier you depend on, the buyer gets a dated brief the same day: what happened and who reported it when, what you buy from them, how many days of stock you hold against how long another source would take, how exposed you are, and actions with owners and dates.Workflow templateVendor insurance certificate checkFor a property manager collecting insurance certificates from service vendors: each certificate's fields set beside the requirements the team already approved, every stated expiration date listed, and draft requests for what is missing. The manager reviews gaps with the insurance adviser before accepting anything.Workflow template

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Where to go next

All of procurement and suppliersEvery area of the function, with workflow templates and examples.Map your team in the PlannerPut this work in your plan, with the roles that do it.

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