SOP - TWM - Vendor Management_v1

8/11/2019 SOP - TWM - Vendor Management_v1

1/15

Without limiting the rights under copyright, no part of this document may bereproduced, stored in or introduced into a retrieval system, or transmitted in any formor by any means (electronic, mechanical, photocopying, recording, or otherwise) or

for any purpose, without the express written permission of Synergycentric Sdn Bhd.

Synergycentric may have patents, patents applications, trademarks, copyrights, orother intellectual property rights covering subect matter in this document. !xcept asexpressly provided in any written license agreement Synergycentric, the furnishing ofthis document does not give you any license to these patents, trademarks,copyrights, or other intellectual property.

Standard Operating Procedure:

Vendor Management

Prepared for: Synergycentric Sdn. Bhd.

Prepared by: TWM IT Outsourcing Project Transition Team

Date: stOctober !"#

$ersion:

Standard Operating

Procedure (SOP)

BERNAS Supplier (VendoManagement


2/15

Vendor Management Release 1 1stOctober 2014

Release and Revision Record

"he following information is being used to control and track modi#cations made to

the document.

Revision Date Section(s)

Version

PageNumber(

s)

Summary of Changes(s)

$st%ctober &'$ ll $ $* +nitial raft

% Synergycentric Sdn Bhd& 'ersion Page ! of (


3/15


Document ontrol

Author bdul -a# ri/n

File Name &012&303.doc

Created Wednesday , $st%ctober &'$

ast !dited Wednesday , $st%ctober &'$

D"S#R"$%#"&N

$. Synergycentric Sdn. Bhd.

#' "# &%#S&%RC"N PR&*!C# #RANS"#"&N #!A

bdul -a# ri/nService ssurance Specialist 4ee Boon 5hongService elivery 6anager

PR!PAR!D $+ R!V"!'!D $+

S+N!R+C!N#R"C SDN, $-D,

4ee Boon 5hong

Service elivery 6anagerACC!P#!D $+

% Synergycentric Sdn Bhd& 'ersion Page ) of (


4/15


!AB"E O# ON!EN!

., "N#!N#"&N&F#-!S&P,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,/

.,. "ntention of the S&P.......................................................................2

0, Princi1les,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,/

0,. Princi1les..........................................................................................2

2, Res1onsibilities,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,/

2,. Res1onsibilities...............................................................................2

3, Re4uirements,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,5

3,. Re4uirements..................................................................................1

6, Procedure,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,5

6,. Procedure.........................................................................................3

7, References,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,.3

7,. References.....................................................................................$

/, &ther S&P8 document8 la9s and rules to consider,,,,,,,,,,,,,,,,,,,,,.3

/,. &ther S&P8 document8 la9s and rules to consider..................$

5, :ey %sers,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,.6

5,. :ey %sers.......................................................................................$*

;, #raining < "m1lementation Plan,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,.6

;,. #raining < "m1lementation Plan..................................................$*

.=, A11endices,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,.7

.=,. A11endi> . ? Vendor Re4uest Form (VRF)................................$0

% Synergycentric Sdn Bhd& 'ersion Page # of (


5/15


"$S! O# !AB"E

7%"B4!%88+9:;!S!7";+!S8%:7.

"$S! O# #$%&RE

Figure .? Vendor anagement Process Flo9......................................$'Figure 0? Vendor Re4uest Form.............................................................$1

.,., "ntention of the S&P"ntention of the S&P

% Synergycentric Sdn Bhd& 'ersion Page ( of (


6/15


.,."ntention of the S&P

"he intention of this S%< is to describe Supplier (=endor) 6anagement

process.

0,0, Princi1lesPrinci1les

0,.Princi1les

"he goal of Supplier (=endor) 6anagement is to manage the vendor and

suppliers, by establishing the proper communication channels and

information >ows between them and the organiation. "his can lead to

increased e/ciencies, reduced costs and better customer service. "his S%1iring ne>t 4uarterB

=endor 6anagement "eam will check to veri#ed if the contract is

expiring in next ?uarter

+f no contract expiring in the next ?uarter, =endor 6anagement

"eam to verify if the monthly performance of appointed vendors are

met

% Synergycentric Sdn Bhd& 'ersion Page - of (


10/15


+f contract is expiring in the next ?uarter, =endor 6anagement

"eam to evaluate previous performance for renewal

/, !valuate 1revious 1erformance

=endor 6anagement "eam to evaluate the previous performance of

the appointed vendor before actual renewal o the contract

5, Performance metB

=endor 6anagement "eam to verify if the performance of the

appointed vendor is met

+f the appointed vendor performance is met, =endor 6anagement

"eam sign o the monthly report

+f the appointed vendor performance is not met, =endor

6anagement "eam to workout the improvement plan with the

appointed vendor

;, 'or@out im1rovement 1lan 9ith vendor

%nce the appointed vendor didnAt achieve the performance, =endor

6anagement "eam to have a meeting discussion with the appointed

vendor for the improvement plan.

.=, Pre1are rene9al contract 9ith vendor

=endor 6anagement "eam to prepare all the contract renewal

document to be signCo with the appointed vendor

.., ood 1erformance trac@B

% Synergycentric Sdn Bhd& 'ersion Page " of (


11/15


Based on the previous monthly performance trend of the appointed

vendor, =endor 6anagement "eam will validate if the appointed

vendor perform as per agreed S4

+f the performance is up to the level of agreed S4 and satisfactory,=endor 6anagement "eam will prepare the contract renewal

document or the appointed vendor to signCo

+f the appointed vendor didnAt achieve the satisfactory level andDor

didnAt meet the agreed S4, =endor 6anagement "eam will

evaluate for the alternative vendor

.0, !valuate alternative vendor

=endor 6anagement "eam will source and evaluate for the

alternative vendor once the previous appointed vendor didnAt

ful#lled the satisfactory performance level for renewal

.2, Pre1are ne9 contract 9ith alternative vendor

=endor 6anagement "eam will prepare new contract for signCo

with the alternative vendor once evaluation of the vendor is

successfully

.3, %1date vendor list

%nce the =endor 6anagement "eam has con#rmed the new

alternative vendor, =endor 6anagement "eam will update the

vendor list for review purpose

%nce the new contract has signCo with the new alternative vendor,

the =endor 6anagement "eam will update the vendor list for review

purpose

.6, Document im1rovement 1lan

% Synergycentric Sdn Bhd& 'ersion Page of (


12/15


=endor 6anagement "eam will document all the improvement plan

with the appointed vendor for veri#cation and checking purposes

.7, "nitiate 1enalty of %,C

=endor 6anagement "eam will initiate penalty based on the vendor

:.5. on failure to provide the services as per agreed S4

./, Ac@no9ledge SignoE Re1ort

ll existing appointed vendor whom performance met and not met,

=endor 6anagement "eam will re?uest the vendor to acknowledge

and signCo the report

ll newly appointed vendor re?uired by =endor 6anagement "eam

will re?uest the vendor to acknowledge and sign Eo the report

7,7, ReferencesReferences

7,.References

"he input for the development of this document is as follow@

+" +nfrastructure 4ibrary (+"+4) references

B!;7S +"


13/15


/,.&ther S&P8 document8 la9s and rules to consider

Standard %perating


14/15


.=,.=, A11endicesA11endices

.=,. A11endi> . ? Vendor Re4uest Form (VRF)

% Synergycentric Sdn Bhd& 'ersion Page # of (


15/15


Figure 0? Vendor Re4uest Form

% Synergycentric Sdn Bhd& 'ersion Page ( of (

SOP - TWM - Vendor Management_v1

Documents

Transcript of SOP - TWM - Vendor Management_v1