Complete vendor lifecycle from onboarding through periodic re-qualification, performance improvement plans, suspension/reactivation, document expiry management, risk assessment, and de-registration with full audit trail.
Vendors progress through defined lifecycle stages with periodic assessments and continuous monitoring. Performance issues trigger improvement plans or suspension.
Structured checklist of onboarding tasks including document collection, compliance verification, system setup, and training completion.
Business license, tax certificates, insurance, bank details, quality certifications
MSME verification, GST validation, PAN verification, credit check
Portal access, e-invoice setup, catalog upload, payment setup
Annual or triggered re-qualification to validate continued eligibility. Includes document renewal, performance review, and compliance update.
Annual cycle, performance score below threshold, document expiry, ownership change, regulatory requirement, risk level increase, or manual review request.
Structured improvement program for underperforming vendors with defined targets, action items, and review milestones.
Temporary or indefinite suspension for serious issues. Tracks suspension reason, duration, conditions for reactivation.
Suspended vendors cannot receive new RFQs, POs, or payments. Existing open orders are reviewed case-by-case. Portal access is restricted to read-only.
Permanent removal from approved vendor list with proper closure of obligations and transition planning.
Automated tracking of document validity with configurable reminder schedules and renewal workflows.
Comprehensive risk scoring across financial, operational, compliance, and geopolitical dimensions.
| Level | Score | Action |
|---|---|---|
| LOW | 0-25 | Standard monitoring |
| MEDIUM | 26-50 | Enhanced monitoring |
| HIGH | 51-75 | Risk mitigation required |
| CRITICAL | 76-100 | Immediate review |
| Table | Purpose | Key Columns |
|---|---|---|
slm.vendor_onboarding_tasks | Onboarding checklist | task_code, is_mandatory, status |
slm.vendor_requalifications | Re-qualification cycles | cycle_type, checklist, valid_until |
slm.vendor_pips | Performance improvement | performance_gaps, targets, outcome |
slm.vendor_suspensions | Suspension tracking | suspension_type, reactivation_conditions |
slm.vendor_deregistrations | De-registration | reason, transition_plan |
slm.vendor_document_expiries | Document validity | expiry_date, reminder_days |
slm.vendor_risk_assessments | Risk scoring | risk_scores, risk_level |
slm.pip_milestones | PIP milestone tracking | milestone_date, target_metric, status |
slm.vendor_reactivation_requests | Vendor reactivation | reason, corrective_actions, status |
Performance improvement plan milestones for underperforming vendors
id - UUID primary keypip_id - Parent PIP reference (FK to slm.vendor_pips)milestone_number - Sequential milestone ordermilestone_title - Description of the milestonetarget_metric - Measurable target (e.g., delivery rate >= 90%)target_value - Numeric target thresholdactual_value - Measured actual value at reviewmilestone_date - Scheduled review datestatus - PENDING, ACHIEVED, MISSED, DEFERREDreviewer_id - User who assessed the milestonereview_notes - Assessment commentsreviewed_at - Timestamp of reviewRequests to reactivate suspended/deregistered vendors
id - UUID primary keyvendor_id - Vendor requesting reactivationsuspension_id - Original suspension record referencerequest_number - Unique reactivation request referencerequested_by - User who initiated the requestreason - Business justification for reactivationcorrective_actions - Actions taken to address original issuessupporting_documents - JSON array of uploaded evidencestatus - SUBMITTED, UNDER_REVIEW, APPROVED, REJECTEDreviewed_by - Approving authorityreview_comments - Approval/rejection notesreviewed_at - Decision timestampreactivation_date - Date vendor was reactivatedconditions - Conditions imposed upon reactivation