SayPro Supplier Performance Monitoring Template: A document to track and measure supplier performance after the agreement is in place.

SayPro Supplier Performance Monitoring Template

Objective:
The purpose of this Supplier Performance Monitoring Template is to track and measure the performance of suppliers on an ongoing basis after the agreement has been finalized. This tool will help ensure that suppliers meet the agreed-upon standards and contractual obligations, identify areas for improvement, and facilitate better supplier relationships.

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Supplier Performance Monitoring Template

Supplier Name	_________________________
Contract/Agreement Number	_________________________
Evaluation Period	From: ___________________ To: ___________________
Evaluator Name	_________________________
Position	_________________________
Date of Evaluation	_________________________

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1. Quality of Products/Services

Criteria	Measurement	Target Standard	Actual Performance	Rating (1-5)	Comments/Actions
Product Quality	Percentage of products meeting specifications	100%	[Enter % or count]	[1-5]	[Details on quality issues, if any]
Service Quality	Percentage of service issues resolved on time	100%	[Enter % or count]	[1-5]	[Details on service quality]
Defect Rate	Number of defective products/services delivered	[Target]	[Enter count]	[1-5]	[Details on defects]
Compliance with Standards	Adherence to quality and safety standards	Full Compliance	[Yes/No]	[1-5]	[Details on compliance issues]

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2. Delivery Performance

Criteria	Measurement	Target Standard	Actual Performance	Rating (1-5)	Comments/Actions
On-time Delivery	Percentage of orders delivered on time	100%	[Enter %]	[1-5]	[Details on late deliveries]
Lead Time	Average time taken for delivery	[Target Time]	[Actual Time]	[1-5]	[Comments on lead time issues]
Packaging & Handling	Condition of products upon delivery	No damages	[Yes/No]	[1-5]	[Details on packaging issues]

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3. Communication & Responsiveness

Criteria	Measurement	Target Standard	Actual Performance	Rating (1-5)	Comments/Actions
Response Time	Time taken to respond to inquiries or issues	< [X hours/days]	[Enter Time]	[1-5]	[Comments on response times]
Issue Resolution	Time taken to resolve issues or complaints	< [X hours/days]	[Enter Time]	[1-5]	[Comments on issue resolution]
Customer Support	Availability and effectiveness of support	Available 24/7 or as needed	[Yes/No]	[1-5]	[Comments on customer support]

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4. Cost Management

Criteria	Measurement	Target Standard	Actual Performance	Rating (1-5)	Comments/Actions
Pricing Accuracy	Consistency between quoted and invoiced prices	No discrepancies	[Yes/No]	[1-5]	[Comments on pricing issues]
Cost Variability	Unexpected price increases or hidden fees	No unexpected increases	[Yes/No]	[1-5]	[Comments on cost increases]
Discounts & Promotions	Application of agreed discounts or promotions	Full application	[Yes/No]	[1-5]	[Comments on discount application]

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5. Flexibility & Responsiveness

Criteria	Measurement	Target Standard	Actual Performance	Rating (1-5)	Comments/Actions
Adaptability to Changes	Willingness to adapt to changes in demand or specifications	High flexibility	[Yes/No]	[1-5]	[Details on flexibility]
Order Modifications	Responsiveness to last-minute changes or urgent requests	No issues	[Yes/No]	[1-5]	[Comments on modifications]

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6. Sustainability and Compliance

Criteria	Measurement	Target Standard	Actual Performance	Rating (1-5)	Comments/Actions
Environmental Compliance	Adherence to environmental standards and regulations	Full compliance	[Yes/No]	[1-5]	[Comments on environmental issues]
Ethical Practices	Adherence to ethical labor practices and sourcing	Full compliance	[Yes/No]	[1-5]	[Comments on ethical concerns]

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7. Supplier Relationship Management

Criteria	Measurement	Target Standard	Actual Performance	Rating (1-5)	Comments/Actions
Long-term Partnership Potential	Willingness to work collaboratively for future business	High potential	[Yes/No]	[1-5]	[Comments on partnership]
Proactive Engagement	Supplier’s efforts to proactively engage with Buyer	Regular updates	[Yes/No]	[1-5]	[Details on engagement efforts]
Conflict Resolution	Ability to resolve conflicts amicably and quickly	Excellent resolution	[Yes/No]	[1-5]	[Comments on conflict resolution]

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8. Overall Supplier Performance Rating

Category	Average Rating (1-5)
Quality of Products/Services	________________________
Delivery Performance	________________________
Communication & Responsiveness	________________________
Cost Management	________________________
Flexibility & Responsiveness	________________________
Sustainability and Compliance	________________________
Supplier Relationship Management	________________________
Overall Rating	________________________

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9. Recommendations for Improvement

Area of Concern	Suggested Actions/Improvements	Responsible Party	Timeline for Improvement
[Example: Quality Assurance]	[Example: Improve inspection processes]	[Supplier/Buyer]	[X weeks/months]
[Area]	[Suggested action]	[Responsible Party]	[Timeline]

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10. Final Comments

[Provide any additional comments regarding the supplier’s performance, potential improvements, or feedback for future engagements.]

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Evaluator’s Signature: ___________________________
Date: ___________________________

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Key to Ratings (1-5)

• 1 = Poor: Significant issues, needs improvement.
• 2 = Fair: Some issues, improvement needed.
• 3 = Good: Meets expectations but with minor issues.
• 4 = Very Good: Exceeds expectations with some areas for improvement.
• 5 = Excellent: Exceeds expectations with no issues.

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This SayPro Supplier Performance Monitoring Template allows SayPro to systematically track supplier performance across key areas, from product quality and delivery to communication and sustainability. By reviewing these metrics regularly, you can identify opportunities for improvement, enhance supplier relationships, and ensure that your agreements are meeting your business needs.