Supplier/Vendor Onboarding

Supplier onboarding for a procurement service desk at Bristol Myers Squibb (BMS) involves gathering a comprehensive set of information to establish a productive and compliant supplier relationship. Here's a list of key information needed for supplier onboarding:

1. Supplier Identification:

   • Supplier Name: The legal name of the supplier.
   • Supplier Contact Information: Contact details including address, phone number, email, and website.
   • Supplier Type: Categorize the supplier based on the products or services they provide.

2. Supplier Due Diligence:

   • Supplier Registration Documentation: Legal documents like registration certificates, tax identification, and business licenses.
   • Financial Information: Financial statements or reports to assess the supplier's financial stability.
   • Supplier References: Past performance and client references, if available.
   • Compliance and Certification: Ensure the supplier complies with relevant industry regulations and standards.
   • Background Checks: Screen the supplier for any legal or ethical issues.

3. Supplier Information Form:

   • Provide the supplier with a supplier information form to gather detailed information. This form should include:
     • Contact Information
     • Payment and Billing Information
     • Banking Details
     • Insurance Information
     • Tax Information

4. Supplier Contract and Agreement:

   • Create a supplier contract or agreement specifying the terms and conditions of the partnership. This should include:
     • Payment terms
     • Delivery terms
     • Quality standards
     • Confidentiality clauses
     • Termination clauses
     • Liability provisions

5. Supplier Performance Evaluation Criteria:

   • Establish criteria for evaluating supplier performance, which may include:
     • Service level agreements (SLAs)
     • Key performance indicators (KPIs)
     • Quality benchmarks

6. Procurement and Purchasing Information:

   • Determine the procurement process and purchasing guidelines for engaging the supplier.
   • Specify any procurement codes, categories, or requisition processes relevant to the supplier.

7. IT and Systems Integration:

   • If applicable, work with the IT department to ensure seamless integration of the supplier into BMS's procurement systems and processes.

8. Legal and Compliance Checks:

   • Ensure that the supplier meets all legal and compliance requirements, such as anti-corruption and anti-bribery laws.

9. Supplier Onboarding Process:

   • Establish an onboarding process for the supplier, including training on BMS's systems and processes.

10. Communication and Relationship Management:

    • Designate a point of contact within BMS for the supplier.
    • Set up regular communication channels for ongoing collaboration and issue resolution.

11. Performance Monitoring and Review:

    • Continuously monitor and review the supplier's performance against the established criteria and make necessary improvements.

12. Risk Management:

    • Develop a risk management strategy to identify and mitigate potential risks associated with the supplier relationship.

13. Payment and Invoicing Procedures:

    • Clearly define how payments will be made and the invoicing procedures the supplier should follow.

14. Data Security and Confidentiality:

    • Ensure that the supplier adheres to data security and confidentiality standards.

15. Supplier Exit Strategy:

    • Create a plan for exiting the supplier relationship if needed, including transition and data handover processes.

16. Legal Review:

    • Have legal counsel review the supplier contract and agreements to ensure compliance with all relevant laws and regulations.