SayPro Supplier Coordination Monitor supplier performance, addressing any delays or inconsistencies from SayPro Monthly April SCMR-17 SayPro Monthly Inventory Management: Stock tracking, order fulfilment, and supplier management by SayPro Online Marketplace Office under SayPro Marketing Royalty SCMR
Objective
To ensure consistent supply chain efficiency by systematically monitoring supplier performance, detecting issues early, and resolving delivery delays or quality inconsistencies. This process supports SayPro’s broader goals of timely stock replenishment, accurate listings, and high customer satisfaction.
📌 Importance
Timely and reliable supplier performance is a foundational pillar of SayPro’s Inventory Management Strategy. Delays in delivery or variations in product quality can result in:
- Stock shortages
- Customer dissatisfaction
- Increased operational costs
- Revenue loss
April’s SCMR-17 report prioritized the active monitoring of supplier compliance to service-level agreements (SLAs) and immediate corrective action when discrepancies were identified.
🔄 Monitoring System and Key Processes
1. Supplier Performance Dashboard (SPD)
- A centralized, real-time dashboard integrated within the SayPro Supplier Relationship Management Portal (SRMP).
- Tracks performance indicators for each supplier, updated daily.
- Key Metrics Tracked:
- On-time Delivery Rate (OTDR)
- Order Accuracy Score
- Lead Time Adherence
- Quality Compliance Rate
- Communication Responsiveness
2. Daily Performance Review Routine
- SayPro logistics and procurement teams conduct morning reviews of incoming deliveries.
- Orders checked against expected delivery times, quantities, and specifications.
- Variances are flagged and recorded in the Supplier Issue Log (SIL) with timestamps.
3. Tiered Response to Issues
- Level 1 – Minor Delay (≤24 hours): Direct supplier notification with 48-hour resolution period.
- Level 2 – Repeated Delays or Inconsistencies: Trigger for escalation to Procurement Manager; warning issued.
- Level 3 – Critical or Recurring Failures: Supplier probation, audit, or replacement considered.
4. Monthly Supplier Scorecards
- Individual reports sent to each supplier at month-end.
- Include breakdown of key metrics, highlighted issues, and recommendations for improvement.
- Supplier feedback is invited via the SRMP to foster two-way accountability.
5. Corrective Action Plans (CAPs)
- Required for any supplier falling below 85% in On-time Delivery or Order Accuracy.
- CAP includes:
- Root cause analysis (e.g., capacity, logistics, staffing)
- Specific steps to improve
- Revised SLA expectations
- Review timeline (typically 30 days)
6. Performance-Based Supplier Categorization
- Suppliers grouped into performance bands:
- Tier 1: Consistent, reliable performers – eligible for long-term contracts.
- Tier 2: Moderate reliability – monitored monthly with improvement plans.
- Tier 3: At risk – considered for replacement or contract renegotiation.
📈 April 2025 Supplier Performance Summary
| Performance Metric | April 2025 | March 2025 | Change |
|---|---|---|---|
| Avg. On-time Delivery Rate | 91.3% | 84.7% | +6.6% |
| Order Accuracy Score | 96.2% | 94.5% | +1.7% |
| Quality Compliance Rate | 98.1% | 96.3% | +1.8% |
| Number of Escalated Incidents | 4 | 11 | -63.6% |
| Suppliers on Probation | 1 | 3 | -66.7% |
✅ Outcomes & Benefits
- Fewer delays contributed to higher product availability across SayPro product categories.
- Improved order fulfillment cycle due to higher supplier dependability.
- Early detection of inconsistencies (e.g., mismatched SKUs, packaging issues).
- Strengthened supplier partnerships through transparent, data-driven communication.
- Reduced customer complaints linked to out-of-stock or delayed items.
🔧 Recommendations for Ongoing Optimization
- Automate alerts for suppliers trending below SLA benchmarks.
- Expand supplier training modules on SayPro compliance standards.
- Introduce financial penalties or incentives tied to SLA adherence.
- Develop a quarterly Supplier Excellence Recognition Program.
📎 SCMR-17 Strategic Alignment
| SCMR-17 KPI | Relevance | Contribution |
|---|---|---|
| KPI 2 | Supply Chain Continuity | Improved performance monitoring reduced risk of stockouts |
| KPI 4 | Operational Efficiency | Fewer escalations and smoother deliveries |
| KPI 6 | Vendor Reliability Index | Strengthened tracking enhanced trust and predictability |