w Contents Quick Links .............................................................................................................................................. 3 Introduction ............................................................................................................................................ 4 SRM Settings ........................................................................................................................................... 4 Where to find SRM................................................................................................................................ 12 SRM Page .............................................................................................................................................. 14 SRM Supplier Relationship Management August 2018
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w SRM Supplier Relationship Management - sourcedogg.com · Supplier Relationship Management User Guide m You can filter down to the suppliers already in your SRM module by selecting
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1. Click on the Supplier Management tile 2. Search for the supplier you want to add 3. Click on the ‘Add to SRM’ button 4. Click on the ‘SRM’ option under the Supplier’s name 5. Assign a Buying team member
To open Supplier’s SRM:
1. Click on the Supplier Management tile 2. Search for Supplier 3. Click on the ‘SRM’ option under the Supplier’s name in the search results.
Create New Review:
1. Navigate to the Supplier’s SRM Overview 2. Click on the ‘Reviews’ tab 3. Click on the green ‘Add Review’ button
Create New Key Action:
1. Navigate to the Supplier’s SRM Overview 2. Click on the ‘Key Actions’ tab 3. Click on the green ‘Add Key Action’ button.
Add New SRM Team Member:
1. Navigate to the Supplier’s SRM Overview 2. Click on the ‘SRM Team’ tab 3. Click in the box marked ‘Click to add another Team member or Group’ and choose from the
list
Add New Notes:
1. Navigate to the Supplier’s SRM Overview 2. Click on the ‘Notes’ tab 3. Type your Note in the ‘Post a Note’, attach any files, and click ‘Post’
Create New KPI:
1. Click on your name in the top right corner 2. Choose the Settings option 3. Click on the ‘KPI Custom Fields’ tab 4. Click on Add Custom Field
The Supplier Relationship Management (SRM) module in SourceDogg will allow you to strategically
plan for, and manage, all interactions with the suppliers that provide you goods and/or services in
order to maximize the value of those interactions. It will enable you to create closer, more
collaborative relationships with your key suppliers.
The module will also provide you with key performance metrics for your most important suppliers.
• Key actions for buyer and supplier can be created and tracked.
• Performance review meetings or calls can be scheduled and logged. Reminders can be sent
and supplier interaction summary documents can be downloaded.
SRM Settings
SRM Permissions
Account administrators can control the permission levels for existing and new users through each
user’s settings in the ‘Users’ tab of your Settings area. As a default each user is set to ‘No SRM’.
These can be found when you click on your name in the top right corner (1) followed by ‘Settings’ (2)
and then the ‘Users’ tab (3).
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Permission levels outline
• SRM Admins
▪ Create and edit ‘Reviews’ and ‘Key Actions’
▪ Can add or remove suppliers to and from SRM
▪ Create and edit the KPI Custom Fields used
▪ Can mark Actions as Complete/Incomplete
▪ Can post notes
• SRM Editors
▪ Can create and edit ‘Reviews’ and ‘Key Actions’
▪ Can post notes
▪ Can only view a supplier’s SRM if part of their SRM team
• SRM readers
▪ Can only view the various aspects of SRM when part of a supplier’s SRM team but may
not edit any of them and may not create any new content there
• No SRM
▪ The module is not visible at all to any users with ‘No SRM’ selected
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User Groups
For convenience when creating SRM Reviews you can set up a User Group specifically for the SRM
module. This will mean that in the event of a new staff member coming in you only need to add
them to this group and not to each individual supplier.
To create a group, navigate to the ‘User Groups’ tab (1) and then click on ‘Create’ (2).
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KPI Custom Fields
KPI Custom Fields can be created and used to measure supplier’s performance on any metric your
processes require.
SRM Admins can create and edit the KPI Custom Fields, this is found in the ‘KPI Custom Fields’ (1) tab
of your Settings.
To create a new custom field, click on ‘Add Custom Field’ (2).
To edit an existing one, click on the wheel opposite the Custom Field you want to change. (3).
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Add New Custom Field
1. Validation Pattern is used to ensure the user enters the data in the format that is required, e.g. project number could be defined as number entry only. The pattern can be tested before it is used. To do so, click on the link ‘Help with this pattern’, displayed just below the ‘Validation Pattern’ field. The pop-up window will appear helping user to create a pattern and to test it. Some Validation Pattern examples are provided in the pop-up window. Users, can also create their own Validation Patterns by entering ‘regular expression’ formulas.
A separate user guide for Validation Patterns can be found here.
2. Background Colour - Users can define the background colour of the custom field. To do so,
click on the grey square at the end of the Background Colour field and the colour palette will
appear. Once the colour is selected, the colour code will be populated into the field in the
‘Settings’ section, and the coloured field will be observed in the SRM.
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3. Dropdown Custom List - is used to give users the option to select from a list of pre-defined
values, when entering information for SRM. When creating a Dropdown Custom Field, users
can select from previously created Lists or can create a new one. To create a new Dropdown
Custom List please go to Settings > Dropdown Custom Lists > Add Custom List
4. Allow paragraph of text - This allows users to enter a paragraph of text rather than just one
line of text.
5. Permissions - Here you can define the permissions for the individual custom field.
You can choose to make this custom field visible to suppliers or not while you can also define
what members of your SRM team can view the custom field.
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6. Triggers - it is possible to set up triggers based on the values that are entered into the
custom field and the consequent action that occurs if the defined value is entered.
The example above can be used in the process of Continuous Supplier Performance Evaluation and if
a score of a supplier drops below designated point, Users will be blocked from adding them to
requests and they will be removed from the Supplier Pool.
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Where to find SRM
The SRM module can be found from your SourceDogg homepage through 2 areas – The ‘Supplier
Management’ option in the black bar at the top of the page or through the yellow ‘Manage
Suppliers’ tile.
When looking at your full Supplier Directory you can add suppliers to your SRM by clicking on the
‘Add to SRM’ button opposite the company’s name.
You can add multiple suppliers at one time by ticking the box to the left of the company name and
then choosing ‘Add selected suppliers to SRM’ from the ‘Actions dropdown menu.
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You can filter down to the suppliers already in your SRM module by selecting the ‘SRM Suppliers’
option in the ‘Scope of Search’ fields.
To open the SRM for this supplier you select the ‘SRM’ option under the supplier’s name.
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Alternatively you can get there by clicking on ‘SRM Profile’ when you are viewing the supplier’s full
profile.
SRM Page
This is where you manage the relationship you have with each Supplier. Below is an example of the
‘Overview’ tab which is a breakdown of all performance reviews and improvement actions. Later
sections in this guide cover the Review, Key Actions, SRM Team, and Notes areas.
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1. Search - When viewing your supplier relationship you can also search for other suppliers.
2. View Main Profile – This brings you back to this suppliers full Profile page.
3. Outstanding Actions – The number of actions still to be carried out by either the buyer or
the supplier, these are created in the ‘Key Actions’ tab.
4. Next Review – This gives you the date when the next review is and how many will attend.
This is managed from the ‘Reviews’ tab and clicking on the date will take you to the review
details.
5. Key Stats – This tells you the number of expired certificates this supplier has provided you
with, and the expired contracts that they are listed as a participant in.
6. Key Perfomance Indicators – These are created in your ‘Settings’ and can be selected for
Actions in the ‘Key Actions’ tab. See section ‘KPI Custom Fields’ above.
Reviews
The ‘Reviews’ tab is where you create and manage any performance related reviews you arrange
with your suppliers.
The information covered in this view includes: - The date of the review - Any notes you have included - How many will be attending it - Whether the review is upcoming or if it’s been completed.
To create a new review, click on ‘Add Review’ (1). To edit/delete an existing review, click on the cog
(2) opposite the review you want to change.
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Add Review
When you’ve clicked on ‘Add Review’ you can populate the fields with the details of the planned
review.
1. Buyer Attendees – By clicking in this field you can add members, or groups of members,
from your SRM team.
2. Date/Location/Repeat - Here you choose the venue, time and date of the Review. If it’s to
be a regular Review you can choose to hold it at Monthly, Quarterly or Yearly intervals. For a
one-off Review you can select ‘Does not repeat’.
3. To help plan for the meeting you can also include some Pre-meeting notes.
4. Proposed Supplier Attendees/Additional Attendee is where you can list the members of the
supplier’s team and issues invitations via email. The calendar invite will also include the Pre-
meeting notes.
5. As well as notes you can also include multiple Pre-Meeting Attachments on each Review.
These can be made visible to the supplier if you choose by ticking the box (6) next to the
fields.
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Attach Documents
If you have clicked on ‘Attach Documents’ (1) this will bring up a list of the documents stored in your
Documents library. You can also choose from the documents saved on your own computer by
selecting the ‘My Computer’ (2) option.
When you have located the document you want to upload, click on Add (3) and then Close (4). This
will save the document to the Review.
Both Buyer and Suppliers will receive reminders in advance of an SRM review meeting.