SayPro Supplier Management Monitor supplier performance and escalate any issues such as late deliveries or quality concerns FROM SayPro Monthly March SCMR-17 SayPro Monthly Inventory Management: Stock tracking, order fulfilment, and supplier management by SayPro Online Marketplace Office under SayPro Marketing Royalty SCMR
1. Overview
Monitoring supplier performance is a core responsibility within SayPro’s supply chain and procurement framework. The SCMR-17 report outlines SayPro’s structured process for evaluating supplier performance, identifying issues such as delays, inventory inaccuracies, or product quality failures, and escalating problems through an established resolution protocol. This system ensures that suppliers are consistently aligned with SayPro’s operational standards, delivery expectations, and marketplace values.
2. Objectives of Supplier Performance Monitoring
- Ensure that suppliers meet contractual Service Level Agreements (SLAs).
- Identify and respond to recurring issues such as late deliveries, stock inconsistencies, and product defects.
- Maintain a performance-based supplier ecosystem.
- Enable data-driven decision-making for supplier retention, improvement, or replacement.
3. Supplier Performance Monitoring System
3.1 Supplier Scorecard
SayPro uses a monthly Supplier Scorecard System to evaluate and benchmark all active suppliers based on metrics such as:
- On-Time Delivery Rate (OTD)
Percentage of orders delivered within the agreed timeframe. - Order Accuracy
Correct items, quantities, and packaging per order. - Product Quality Compliance
Based on return rates, customer complaints, and internal inspections. - Responsiveness and Communication
Timeliness in acknowledging purchase orders, responding to queries, and updating shipment statuses. - Fulfillment Fill Rate
The percentage of ordered units delivered compared to the total ordered quantity.
Each metric is weighted and scored, with suppliers classified as:
- Excellent (compliant and exceeds expectations)
- Satisfactory (minor inconsistencies, generally resolved)
- At Risk (recurring issues requiring intervention)
4. Issue Detection and Escalation Process
4.1 Issue Detection
Supplier-related issues are flagged through multiple channels:
- Real-time system alerts (e.g., missed delivery window, SKU mismatch)
- Inventory inspections (e.g., damaged goods, short shipment)
- Customer service feedback (e.g., product quality complaints)
- Logistics performance dashboards
All issues are automatically logged in the SayPro Supplier Performance Tracker (SPT) and assigned a case number.
4.2 Escalation Tiers
SayPro applies a three-tiered escalation framework for supplier issues:
| Tier | Trigger | Action |
|---|---|---|
| Tier 1 | First-time issue, minor delay or defect | Notification to supplier and request for explanation or corrective action |
| Tier 2 | Repeated non-compliance within 60 days | Formal warning, performance review meeting, and delivery monitoring |
| Tier 3 | Major breach (e.g., mass defect, missed shipment, falsified data) | Immediate escalation to Procurement Director, temporary order hold, and possible suspension |
5. Corrective and Preventive Action (CAPA)
For escalated issues, SayPro works with the supplier to implement a Corrective and Preventive Action Plan, which includes:
- Root cause analysis of the issue
- Agreed corrective steps and deadlines
- Monitoring of subsequent orders for improvement
- Reassessment after 30–60 days
Failure to show improvement may result in:
- Contract renegotiation
- Downgrade in supplier ranking
- Disqualification from preferred supplier status or delisting
6. Monthly SCMR Performance Reviews
6.1 Reporting and Governance
- A summary of supplier performance is included in the monthly SCMR report submitted to the SayPro Online Marketplace Office.
- Highlights include:
- Supplier tier classification updates
- Escalated issue log
- Risk suppliers and backup planning
- Recommendations for supplier support or transition
6.2 Supplier Feedback Loop
- SayPro provides performance feedback to suppliers monthly.
- Suppliers are encouraged to participate in improvement programs, which may include:
- Joint training sessions
- Platform re-onboarding
- Data accuracy workshops
7. Benefits of Performance Monitoring and Escalation
- Improved reliability and efficiency across the supply chain.
- Reduced delivery delays and product return rates.
- Stronger accountability and transparency in supplier relationships.
- Ability to proactively manage risk and maintain uninterrupted operations.
8. Conclusion
SayPro’s systematic approach to monitoring supplier performance and escalating delivery or quality issues plays a crucial role in ensuring operational excellence, customer satisfaction, and inventory reliability. Anchored in the SCMR-17 framework, this process not only resolves issues efficiently but also drives continuous improvement and strategic supplier alignment within SayPro’s expanding marketplace.