SayPro Supplier Evaluation Template: A standardized template for assessing supplier performance, delivery timeliness, and quality 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
The SayPro Supplier Evaluation Template is a standardized assessment tool developed to systematically evaluate and monitor the performance of all suppliers working with SayPro. It ensures that suppliers consistently meet expectations in terms of delivery timeliness, product quality, communication, cost-effectiveness, and compliance with contractual agreements.
By using this template, SayPro aims to strengthen its supply chain, improve procurement decisions, and build long-term relationships with high-performing suppliers while identifying those who may require corrective actions or replacement.
Evaluation Frequency
- Monthly reviews for high-volume or critical suppliers
- Quarterly reviews for moderate or low-volume suppliers
- Ad-hoc evaluations for suppliers involved in performance-related issues or new partnerships
Key Evaluation Criteria
The template evaluates suppliers across the following major categories, with performance scored on a scale of 1–5 (1 = Poor, 5 = Excellent):
| Category | Criteria | Weight (%) |
|---|---|---|
| Delivery Timeliness | Orders delivered on or before the agreed delivery date | 25% |
| Frequency of delays and reasons provided | ||
| Product Quality | Conformity to product specifications and standards | 25% |
| Rate of product returns or complaints due to defects | ||
| Communication & Support | Responsiveness to queries and ability to resolve issues | 15% |
| Accuracy of documentation and information shared | ||
| Cost Competitiveness | Pricing consistency and competitiveness in the market | 15% |
| Willingness to negotiate or offer discounts on volume orders | ||
| Compliance & Ethics | Adherence to contractual obligations, SayPro policies, and ethical standards | 10% |
| Compliance with delivery, packaging, and invoice guidelines | ||
| Innovation & Flexibility | Ability to propose improvements, handle urgent requests or custom orders | 10% |
Template Structure
The SayPro Supplier Evaluation Template includes the following fields:
| Field | Description |
|---|---|
| Supplier Name | Full name or business name of the supplier |
| Evaluation Period | Date range of the evaluation (e.g., April 2025) |
| Evaluated By | Name and position of the SayPro employee conducting the evaluation |
| Total Number of Orders Delivered | Quantifies the supplier’s workload for context |
| On-Time Delivery Rate (%) | Percentage of orders delivered within the promised timeframe |
| Product Return/Defect Rate (%) | Tracks the quality and reliability of products delivered |
| Overall Rating (1–5) | Average score based on all evaluation categories |
| Status/Recommendation | Suggestions for improvement, continued partnership, probation, or termination |
| Additional Comments | Any notes or observations not covered by scoring |
| Signature (Evaluator & Manager) | For approval and accountability |
How It’s Used
- Data Collection: Information is compiled from internal systems (inventory logs, order fulfillment records, customer feedback, etc.).
- Scoring: Each category is scored, and weights are applied to calculate a total score.
- Analysis: Suppliers falling below an internal threshold (e.g., 3.0 average score) are flagged for follow-up.
- Discussion: Evaluators meet with procurement leads or managers to discuss the evaluation findings.
- Feedback: Results are shared with the supplier for transparency and collaboration on improvements.
- Recordkeeping: Evaluations are stored in SayPro’s central document management system for compliance and audit purposes.
Benefits
- Promotes performance transparency across the supplier network
- Encourages continuous improvement among suppliers
- Provides a basis for data-driven decision-making (e.g., contract renewal, renegotiation)
- Reduces risk by identifying unreliable suppliers early
- Strengthens long-term partnerships through structured feedback
Digital Integration and Automation
SayPro is currently integrating the Supplier Evaluation Template into its procurement dashboard, allowing for:
- Auto-import of performance data (delivery logs, quality checks, etc.)
- Automated score calculation and alerts
- Real-time performance dashboards across all active suppliers
- Supplier performance history tracking for strategic sourcing
Sample Output Summary (Example)
| Supplier Name | Avg. Delivery Score | Product Quality | Total Score | Evaluation Result |
|---|---|---|---|---|
| ABC Textiles | 4.7 | 4.8 | 4.6 | Continue partnership |
| XYZ Traders | 2.9 | 3.2 | 3.0 | Review and caution |
| Delta Supply | 4.9 | 4.6 | 4.8 | Preferred partner status |
Conclusion
The SayPro Supplier Evaluation Template is a critical performance management tool under the April SCMR-17 initiative. It enables the SayPro Online Marketplace Office to track, compare, and enhance supplier performance, ensuring that only the most reliable, cost-effective, and quality-driven vendors support SayPro’s inventory and order fulfillment goals.