In order to handle day-to-day operations on the specialized project, businesses nowadays work with a plethora of vendors so as to improve the all-around aspect of their firm and deliver excellent products and services. By doing this, third-party companies can gain access to sensitive information and secure systems, which can expose various companies and its customers are at risk. It will help in improving offshore vendor development.
Because of the enterprise-wide approach to vendor management is always the best option to choose from, many organizations struggle to implement it because of the various restrictions standing in between the right collaboration across multiple stakeholders and business units. These includes:
- No Central Repository: It often creates challenges in storing and collecting contracts and vendor-related information
- Less Adoption of Vendor Management Policies: It potentially increases the exposure to risks since vendors can be engaged without any executed contracts
- Lack of Standardization and Centralized Management Processes: It often leads to inconsistent vendor management activities
- No Formal Single Point of Contact for Enterprise Companies: Frequent limits of company-wide visibility into the overall performance of vendors who works across all business units.
As various risks come from increasing saying from regulators, businesses must evaluate new vendors continuously to monitor them throughout the term of their service. A good robust Global Sourcing Procurement program is important to building a proactive approach to risk management that can give businesses a competitive advantage. It is also important to note that a comprehensive program is very important than utilizing a vendor approval.checklist.
Below mentioned, are some of the most important components which are needed to build an effective and comprehensive management program.
- Due Diligence and Auditing: Vendor selection is the most important phase of vendor management processes and companies should aim to learn as much about the potential vendor as possible. There should be a survey containing questions that cover both the length and breadth of the vendor compliance aspect. These vendors should be monitored and audited using the same set of questions to make sure that compliance throughout the term of services. For high-risk vendors, onsite audits are required.
- Methodology to Risk Rate Vendors: As mentioned above, the vector management program should be differentiated from the documentation and diligence requirements among moderate, middle, and low-risk vendors. This risk-based approach plays an important role in allocating the resources effectively where there is a higher risk while still maintaining the complaints at the lower level.
- Required Compliance Documentation: Documentation offers support to the vendor’s audit responses. Moreover, vendors should provide information about their experiences, certifications, references, and laws and regulations applicable. In addition, all the above-mentioned information helps in setting a benchmark for each and every vendor.
Designation of a Program Owner: The company is required to designate someone in the organization who is the owner of the company, including ensuring compliance and approval from vendors with the company’s approved policies and
- procedures. It is always considered as one of the best practices to have a separate department for vendor management or look at the complete vendor management oversight. Businesses should not have a decentralized approach for engaging with vendors where every manager takes individual decisions that are important for the company’s customers.
Companies are completely focusing on vendor management and will continue to work on enforcement orders against those companies for all the identified complaints and issues. Penalties for non-compliance with vendor management requirements can be substantial. In addition to the financial risks, the publication of these enforcement actions can create reputational risk for an organization. These are yet more reasons to make an investment in creating and implementing a robust vendor management program.