SayPro Supplier Performance Evaluation

SayPro Documents Required from Employee Supplier Performance Evaluation: An assessment of each supplier’s delivery time, quality of goods, and adherence to agreements 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

Purpose

This document outlines the mandatory documentation employees must submit as part of the Supplier Performance Evaluation process. The goal is to ensure SayPro maintains productive and reliable relationships with suppliers by continuously assessing their performance against defined metrics such as delivery timelines, product quality, and contractual compliance.

These documents support data-driven decision-making in procurement, help in identifying underperforming suppliers, and form the basis for negotiating improved terms or selecting new partners.

Overview of Supplier Evaluation Criteria

Employees are required to assess and report on each supplier based on the following critical performance indicators:

1. Delivery Time
   • Consistency in meeting delivery deadlines
   • Frequency of late deliveries
   • Impact of delays on SayPro operations
2. Quality of Goods
   • Compliance with product specifications
   • Rate of returns or quality complaints
   • Incidence of damaged or defective items
3. Adherence to Agreements
   • Fulfillment of agreed terms (pricing, quantities, packaging)
   • Responsiveness to communication
   • Willingness to resolve disputes or issues

Documents Required from Employees

Each responsible employee (Inventory Supervisor, Procurement Officer, or Logistics Coordinator) must compile and submit the following documents by the 25th of every month:

1. Supplier Evaluation Form (SEF-APR2025)

• A standardized assessment form issued by the SayPro Online Marketplace Office.
• Includes scoring sections (1–5 scale) for delivery, quality, and compliance.
• Requires comments and examples for any score below 3.

2. Delivery Timeliness Report

• A data log showing scheduled vs. actual delivery dates.
• Must highlight any delays greater than 24 hours with reasons provided by the supplier.
• Should be generated from SayPro Inventory Management System (SIMS).

3. Quality Assurance Checklist

• An itemized checklist signed by warehouse QA teams.
• Includes product condition at arrival, packaging integrity, and compliance with technical specs.
• Required for every batch received during the reporting month.

4. Return and Complaint Log

• Summary of customer or internal returns attributed to supplier faults.
• Must include:
  • Product SKU
  • Date of issue
  • Nature of fault (e.g., wrong size, defective, missing parts)
  • Supplier response or replacement timeline

5. Contract Compliance Audit Sheet

• Checklist confirming supplier adhered to terms outlined in their contract.
• Should indicate whether pricing, quantity, documentation, and communication commitments were fulfilled.
• Any deviations must be clearly documented.

6. Communication Record Extract

• Exported summary (email/chat logs) of communication with supplier regarding any disputes, delays, or escalations.
• Only required for suppliers scoring under 3 in any main category.

7. Photographic Evidence (if applicable)

• Clear images of defective goods, damaged packaging, or incorrect shipments.
• Time-stamped and labeled with delivery reference number.

Submission Process

• All documents must be compiled into a single digital folder titled:
  Supplier_Evaluation_<SupplierName>_<APR2025>
• Submit via the SayPro Inventory Portal under the “Supplier Management > Monthly Evaluation” tab.
• Deadline: 25th April 2025, 17:00 SAST

Review and Follow-up

• Documents will be reviewed by the Inventory & Procurement Review Committee during the Monthly Inventory Review Meeting.
• Suppliers receiving a composite score below 3.0 may be placed on performance watch or scheduled for renegotiation/replacement.
• Performance reports are archived for quarterly and annual procurement planning.

Conclusion

The Supplier Performance Evaluation documentation is a critical tool in SayPro’s supply chain integrity framework. By standardizing assessments and holding suppliers accountable, SayPro ensures optimal product availability, customer satisfaction, and cost-efficiency.

All employees are expected to complete and submit evaluations with due diligence and accuracy, supporting SayPro’s mission of excellence in operational execution.