{"id":14014,"date":"2021-09-17T16:40:59","date_gmt":"2021-09-17T11:10:59","guid":{"rendered":"https:\/\/www.invensislearning.com\/blog\/?p=14014"},"modified":"2026-04-03T17:54:32","modified_gmt":"2026-04-03T12:24:32","slug":"itil-supplier-management","status":"publish","type":"post","link":"https:\/\/www.invensislearning.com\/blog\/itil-supplier-management\/","title":{"rendered":"A Comprehensive Guide to ITIL Supplier Management"},"content":{"rendered":"<p class=\"mini-text\" style=\"text-align: justify;\">Every organization purchases some quantity of goods and services from external suppliers. These supplies are essential for the smooth functioning of an organization. It is thus important that the organization engages properly with its suppliers, establishes a proper relationship, manages the requirements, and communicates properly about them to the suppliers. All these play a role in the success of the organization, which is why a comprehensive supplier management policy is required.<\/p>\n<p class=\"mini-text\" style=\"text-align: justify;\">The main purpose of supplier management is to get adequate returns for the money spent on the suppliers and provide seamless quality of service to the business.<\/p>\n<h2 class=\"margin-top-20\"><strong>The Objective of Supplier Management<\/strong><\/h2>\n<p class=\"mini-text margin-top-20\" style=\"text-align: justify;\">The objectives of supplier management are:<\/p>\n<ul>\n<li class=\"mini-text margin-top-20\">Ensure that maximum value for money spent is obtained from all the suppliers and contracts<\/li>\n<li class=\"mini-text margin-top-20\">Make sure that the underpinning contracts (UCs) and agreements with the suppliers are in line with the business needs and agreed on targets of the organization<\/li>\n<li class=\"mini-text margin-top-20\">Manage the relationships with the various suppliers and monitor their performance by keeping accurate records<\/li>\n<li class=\"mini-text margin-top-20\">Negotiate with the suppliers, finalize contracts, and manage them throughout their lifecycle<\/li>\n<li class=\"mini-text margin-top-20\" style=\"text-align: justify;\">Establish and maintain a policy regarding suppliers and also maintain a supporting Supplier Contract Management Information System<\/li>\n<\/ul>\n<h2 class=\"margin-top-20\"><strong>Scope of Supplier Management<\/strong><\/h2>\n<p class=\"mini-text margin-top-20\" style=\"text-align: justify;\">The management of all the suppliers and contracts which are needed to support the IT services are included in supplier management. This process recognizes the value of the supplier\u2019s contribution. It then builds and manages a relationship with the supplier to sustain that contribution.<\/p>\n<p class=\"mini-text margin-top-20\" style=\"text-align: justify;\">The supplier management process is used to centrally review and manage the relationship with each supplier which is owned by an individual.<\/p>\n<p><a href=\"https:\/\/www.invensislearning.com\/itil-4-foundation-certification-training\/\" target=\"_blank\" rel=\"noopener\"><img class=\"alignnone wp-image-10077 size-full\" src=\"https:\/\/www.invensislearning.com\/blog\/wp-content\/uploads\/2020\/11\/ITIL-4-Foundation-864x90-2.jpg\" alt=\"ITIL 4 Foundation - Invensis Learning\" width=\"864\" height=\"90\" srcset=\"https:\/\/www.invensislearning.com\/blog\/wp-content\/uploads\/2020\/11\/ITIL-4-Foundation-864x90-2.jpg 864w, https:\/\/www.invensislearning.com\/blog\/wp-content\/uploads\/2020\/11\/ITIL-4-Foundation-864x90-2-300x31.jpg 300w, https:\/\/www.invensislearning.com\/blog\/wp-content\/uploads\/2020\/11\/ITIL-4-Foundation-864x90-2-768x80.jpg 768w, https:\/\/www.invensislearning.com\/blog\/wp-content\/uploads\/2020\/11\/ITIL-4-Foundation-864x90-2-150x16.jpg 150w, https:\/\/www.invensislearning.com\/blog\/wp-content\/uploads\/2020\/11\/ITIL-4-Foundation-864x90-2-696x73.jpg 696w\" sizes=\"(max-width: 864px) 100vw, 864px\" \/><\/a><\/p>\n<h2 class=\"margin-top-20\"><strong>Value of Supplier Management<\/strong><\/h2>\n<p class=\"mini-text margin-top-20\" style=\"text-align: justify;\">The following benefits are provided by supplier management:<\/p>\n<ul>\n<li class=\"mini-text margin-top-20\">It provides value for money to all the parties involved<\/li>\n<li class=\"mini-text margin-top-20\">Ensures that the targets in all the supplier agreements and contracts are aligned with the needs of the business and within the service level agreements<\/li>\n<li class=\"mini-text margin-top-20\" style=\"text-align: justify;\">It ensures the seamless delivery of quality IT services which are aligned with the expectation of the business<\/li>\n<\/ul>\n<h2 class=\"margin-top-20\"><strong>Principles and Basic Concepts<\/strong><\/h2>\n<h3 class=\"min-text-list-p\"><strong>Contract<\/strong><\/h3>\n<p class=\"mini-text margin-top-20\" style=\"text-align: justify;\">The ability of a service, component, or configuration item to perform its agreed function when required is called availability.<\/p>\n<h3 class=\"min-text-list-p\"><strong>Supplier and Contract Management Information System (SCMIS)<\/strong><\/h3>\n<p class=\"mini-text margin-top-20\" style=\"text-align: justify;\">A supplier and contract management information system should be established in order to achieve a degree of consistency and effectiveness while implementing the supplier policy.<\/p>\n<p class=\"mini-text margin-top-20\" style=\"text-align: justify;\">The SCMIS should record the following:<\/p>\n<ul>\n<li class=\"mini-text margin-top-20\">All the details about the suppliers and the contracts<\/li>\n<li class=\"mini-text margin-top-20\">The different types of services or products which are provided by each supplier<\/li>\n<li class=\"mini-text margin-top-20\" style=\"text-align: justify;\">The relationships with the other configuration items<\/li>\n<\/ul>\n<h3 class=\"min-text-list-p\"><strong>Supplier Categorization<\/strong><\/h3>\n<p><strong><img class=\"wp-image-14341 size-full aligncenter\" src=\"https:\/\/www.invensislearning.com\/blog\/wp-content\/uploads\/2021\/07\/supplier-categorization.png\" alt=\"supplier categorization - supplier management - invensis learning \" width=\"501\" height=\"501\" srcset=\"https:\/\/www.invensislearning.com\/blog\/wp-content\/uploads\/2021\/07\/supplier-categorization.png 501w, https:\/\/www.invensislearning.com\/blog\/wp-content\/uploads\/2021\/07\/supplier-categorization-300x300.png 300w, https:\/\/www.invensislearning.com\/blog\/wp-content\/uploads\/2021\/07\/supplier-categorization-150x150.png 150w, https:\/\/www.invensislearning.com\/blog\/wp-content\/uploads\/2021\/07\/supplier-categorization-420x420.png 420w\" sizes=\"(max-width: 501px) 100vw, 501px\" \/><\/strong><\/p>\n<p class=\"mini-text margin-top-20\" style=\"text-align: justify;\">More time and effort should be spent by the managers in order to manage important suppliers than the ones which are less important.<\/p>\n<p class=\"mini-text margin-top-20\" style=\"text-align: justify;\">Suppliers can be classified on the basis of the following:<\/p>\n<ul>\n<li class=\"mini-text margin-top-20\">Assessment of the risk and impact which is associated with using that particular supplier.<\/li>\n<li class=\"mini-text margin-top-20\">The importance and value of the supplier and the service they provide to the business.<\/li>\n<\/ul>\n<p style=\"text-align: justify;\">The suppliers are given the following classifications based on the roles they play:<\/p>\n<ul>\n<li class=\"mini-text margin-top-20\"><strong>Strategic:\u00a0<\/strong>They are for major \u2018partnering\u2019 relationships which involve senior managers sharing strategic information which is confidential in order to facilitate long-term plans.<\/li>\n<li class=\"mini-text margin-top-20\"><strong>Tactical:\u00a0<\/strong>They are for the relationships which involve a significant amount of commercial activity and business interaction.<\/li>\n<li class=\"mini-text margin-top-20\"><strong>Operational:\u00a0<\/strong>They are for suppliers of operational products and services.<\/li>\n<li class=\"mini-text margin-top-20\" style=\"text-align: justify;\"><strong>Commodity:\u00a0<\/strong>They are for suppliers who provide low-value or easily available products or services.<\/li>\n<\/ul>\n<h2 class=\"margin-top-20\"><strong>Supplier Management Roles and Functions<\/strong><\/h2>\n<p class=\"mini-text margin-top-20\">The following roles are vital for the supplier management process:<\/p>\n<p><strong><img class=\"wp-image-14342 size-full aligncenter\" src=\"https:\/\/www.invensislearning.com\/blog\/wp-content\/uploads\/2021\/07\/supplier-management-roles-and-functions.png\" alt=\"roles and functions - supplier management - invensis learning\" width=\"601\" height=\"601\" srcset=\"https:\/\/www.invensislearning.com\/blog\/wp-content\/uploads\/2021\/07\/supplier-management-roles-and-functions.png 601w, https:\/\/www.invensislearning.com\/blog\/wp-content\/uploads\/2021\/07\/supplier-management-roles-and-functions-300x300.png 300w, https:\/\/www.invensislearning.com\/blog\/wp-content\/uploads\/2021\/07\/supplier-management-roles-and-functions-150x150.png 150w, https:\/\/www.invensislearning.com\/blog\/wp-content\/uploads\/2021\/07\/supplier-management-roles-and-functions-420x420.png 420w\" sizes=\"(max-width: 601px) 100vw, 601px\" \/><\/strong><\/p>\n<h3 class=\"margin-top-20\"><strong>Static Process Roles<\/strong><\/h3>\n<ul>\n<li class=\"mini-text margin-top-20\" style=\"text-align: justify;\"><strong>Supplier Process Owner:<\/strong> The supplier process owner initiates the supply process and is responsible for defining the strategic goals and for allocating all the resources which are required for a process.<\/li>\n<li class=\"mini-text margin-top-20\"><strong>The Supplier Process Manager:<\/strong> The supplier process manager is in charge of the entire process and is responsible for the effectiveness and efficiency of the process.<\/li>\n<li class=\"mini-text margin-top-20\" style=\"text-align: justify;\"><strong>Supplier Management Team:<\/strong> This is the team that is associated with the supplier management process.<\/li>\n<\/ul>\n<h3 class=\"margin-top-20\"><strong>Dynamic Process Roles<\/strong><\/h3>\n<ul>\n<li class=\"mini-text margin-top-20\" style=\"text-align: justify;\"><strong>Supplier Owner:<\/strong>\u00a0The supplier owner is responsible for managing the overall supply process and ensuring it is carried out as per requirements. The supplier owner can be changed with the help of a hierarchical escalation.<\/li>\n<li class=\"mini-text margin-top-20\"><strong>Supplier Agent:<\/strong>\u00a0The supplier agent is responsible for an activity or a task within the activity of the supplier. They can be changed by a functional escalation if needed.<\/li>\n<li class=\"mini-text margin-top-20\"><strong>Supplier Advisory Board:<\/strong>\u00a0The supplier advisory board is the consulting body for category 2 and category 3 supplies. The members of the supplier advisory board are defined under the activity called Supplier Strategy.<\/li>\n<li class=\"mini-text margin-top-20\"><strong>Supplier Authority:<\/strong>\u00a0The duty of the supplier authority is to authorize a supplier based on their credentials.<\/li>\n<li class=\"mini-text margin-top-20\" style=\"text-align: justify;\"><strong>The Supplier Requester:<\/strong> A supplier requester triggers a supplier using a Request for Supplier (RFS) form which can be identical to a service or customer-specific role.<\/li>\n<\/ul>\n<p><a href=\"https:\/\/www.invensislearning.com\/itil-4-foundation-certification-training\/\" target=\"_blank\" rel=\"noopener\"><img class=\"alignnone wp-image-10077 size-full\" src=\"https:\/\/www.invensislearning.com\/blog\/wp-content\/uploads\/2020\/11\/ITIL-4-Foundation-864x90-2.jpg\" alt=\"ITIL 4 Foundation - Invensis Learning\" width=\"864\" height=\"90\" srcset=\"https:\/\/www.invensislearning.com\/blog\/wp-content\/uploads\/2020\/11\/ITIL-4-Foundation-864x90-2.jpg 864w, https:\/\/www.invensislearning.com\/blog\/wp-content\/uploads\/2020\/11\/ITIL-4-Foundation-864x90-2-300x31.jpg 300w, https:\/\/www.invensislearning.com\/blog\/wp-content\/uploads\/2020\/11\/ITIL-4-Foundation-864x90-2-768x80.jpg 768w, https:\/\/www.invensislearning.com\/blog\/wp-content\/uploads\/2020\/11\/ITIL-4-Foundation-864x90-2-150x16.jpg 150w, https:\/\/www.invensislearning.com\/blog\/wp-content\/uploads\/2020\/11\/ITIL-4-Foundation-864x90-2-696x73.jpg 696w\" sizes=\"(max-width: 864px) 100vw, 864px\" \/><\/a><\/p>\n<h2><strong>Supplier Management Process Activities<\/strong><\/h2>\n<p class=\"mini-text margin-top-20\">The process activities of supplier management involve the following steps:<\/p>\n<p><strong><img class=\"wp-image-14343 size-full aligncenter\" src=\"https:\/\/www.invensislearning.com\/blog\/wp-content\/uploads\/2021\/07\/supplier-management-process-activities.png\" alt=\"process activities - supplier management - invensis learning \" width=\"497\" height=\"496\" srcset=\"https:\/\/www.invensislearning.com\/blog\/wp-content\/uploads\/2021\/07\/supplier-management-process-activities.png 497w, https:\/\/www.invensislearning.com\/blog\/wp-content\/uploads\/2021\/07\/supplier-management-process-activities-300x299.png 300w, https:\/\/www.invensislearning.com\/blog\/wp-content\/uploads\/2021\/07\/supplier-management-process-activities-150x150.png 150w, https:\/\/www.invensislearning.com\/blog\/wp-content\/uploads\/2021\/07\/supplier-management-process-activities-421x420.png 421w\" sizes=\"(max-width: 497px) 100vw, 497px\" \/><\/strong><\/p>\n<h3><strong>Define New Supplier<\/strong><\/h3>\n<p class=\"min-text-list-p\">To define the new supplier and the requirements of the contract. The needs of the business are identified by:<\/p>\n<ul>\n<li class=\"mini-text margin-top-20\">Generating a Statement of Requirement (SOR) or Invitation To Tender (ITT)<\/li>\n<li class=\"mini-text margin-top-20\">Making sure that they conform to the overall business strategy<\/li>\n<li class=\"mini-text margin-top-20\">Preparing the initial business case with all the details such as costs, targets, timescales, benefits, and risk analysis<\/li>\n<\/ul>\n<h3><strong>Evaluate New Suppliers<\/strong><\/h3>\n<p class=\"min-text-list-p\">To evaluate the new suppliers and contracts to make sure that they align with the requirements of the organization. This is done by:<\/p>\n<ul>\n<li class=\"mini-text margin-top-20\">Identifying the method of procurement<\/li>\n<li class=\"mini-text margin-top-20\">Establishing the criteria against which the product\/service will be evaluated<\/li>\n<li class=\"mini-text margin-top-20\">Evaluating the alternatives available<\/li>\n<li class=\"mini-text margin-top-20\">Selecting the most favorable alternative<\/li>\n<\/ul>\n<h3><strong>Categorize The Suppliers<\/strong><\/h3>\n<p class=\"min-text-list-p\">To categorize the suppliers and contracts and perform maintenance on the supplier and contract management information system (SCIMS). This is done by:<\/p>\n<ul>\n<li class=\"mini-text margin-top-20\">Assessing the supplier and contract<\/li>\n<li class=\"mini-text margin-top-20\">Making sure that the changes are passed through service transition<\/li>\n<li class=\"mini-text margin-top-20\">Categorizing the supplier<\/li>\n<li class=\"mini-text margin-top-20\">Updating the Supplier and Contract Database<\/li>\n<li class=\"mini-text margin-top-20\">Performing maintenance on the Supplier and Contract Database<\/li>\n<\/ul>\n<h3><strong>Establish New Suppliers<\/strong><\/h3>\n<p class=\"min-text-list-p\">To establish the new suppliers and contracts as per the policy. This is done by:<\/p>\n<ul>\n<li class=\"mini-text margin-top-20\">Setting up the supplier service and contract<\/li>\n<li class=\"mini-text margin-top-20\">Preparing for the transition to the service<\/li>\n<li class=\"mini-text margin-top-20\">Finally establishing contacts and relationships<\/li>\n<\/ul>\n<h3><strong>Manage The Contract<\/strong><\/h3>\n<p class=\"min-text-list-p\">To manage the contract and performance of the supplier. This is done by:<\/p>\n<ul>\n<li class=\"mini-text margin-top-20\">Managing and controlling the operation and delivery of the service or product<\/li>\n<li class=\"mini-text margin-top-20\">Monitoring and reporting the service quality and the costs incurred<\/li>\n<li class=\"mini-text margin-top-20\">Reviewing and improving the service<\/li>\n<li class=\"mini-text margin-top-20\">Managing the relationship with the supplier<\/li>\n<li class=\"mini-text margin-top-20\">Planning for possible renewal or termination of the contract<\/li>\n<\/ul>\n<h3><strong>Renew The Contract<\/strong><\/h3>\n<p class=\"min-text-list-p\">To renew the contract if the quality of service delivered by the supplier is favorable or to terminate the contract if unfavorable.<\/p>\n<p><iframe title=\"YouTube video player\" src=\"https:\/\/www.youtube.com\/embed\/nRsVb1j9jyo\" width=\"615\" height=\"318\" frameborder=\"0\" allowfullscreen=\"allowfullscreen\"><span data-mce-type=\"bookmark\" style=\"display: inline-block; width: 0px; overflow: hidden; line-height: 0;\" class=\"mce_SELRES_start\">?<\/span><\/iframe><\/p>\n<h2 class=\"margin-top-20\"><strong>Challenges of Supplier Management<\/strong><\/h2>\n<p class=\"mini-text\" style=\"text-align: justify;\">The following challenges are faced by supplier management:<\/p>\n<ul>\n<li class=\"mini-text margin-top-20\">The needs of the business and IT industry are constantly changing. Managing this change and delivering services simultaneously is a challenge.<\/li>\n<li class=\"mini-text margin-top-20\">Working with an imposed contract that has poor targets or non-existent definitions of supplier performance targets.<\/li>\n<li class=\"mini-text margin-top-20\">Inadequate retention of expertise in an organization.<\/li>\n<li class=\"mini-text margin-top-20\">Interference in the running of operations.<\/li>\n<li class=\"mini-text margin-top-20\" style=\"text-align: justify;\">Losing the strategic perspective and focusing on operational issues results in a lack of focus on strategic relationship objectives.<\/li>\n<\/ul>\n<h2 class=\"margin-top-20\"><strong>Risks of Supplier Management<\/strong><\/h2>\n<p class=\"mini-text margin-top-20\" style=\"text-align: justify;\">The following risks are encountered by supplier management:<\/p>\n<ul>\n<li class=\"mini-text margin-top-20\">Unavailability of resources or budget for the process.<\/li>\n<li class=\"mini-text margin-top-20\">A lack of commitment from the senior management to the supplier management.<\/li>\n<li class=\"mini-text margin-top-20\">Supplier personnel or organizational culture which is not aligned with the requirements of the business.<\/li>\n<li class=\"mini-text margin-top-20\">Lack of cooperation from suppliers who are not willing to take part in the supplier management process.<\/li>\n<li class=\"mini-text margin-top-20\" style=\"text-align: justify;\">Contracts that are badly written and do not support the needs of the business.<\/li>\n<\/ul>\n<p><a href=\"https:\/\/www.invensislearning.com\/itil-4-foundation-certification-training\/\" target=\"_blank\" rel=\"noopener\"><img class=\"alignnone wp-image-10077 size-full\" src=\"https:\/\/www.invensislearning.com\/blog\/wp-content\/uploads\/2020\/11\/ITIL-4-Foundation-864x90-2.jpg\" alt=\"ITIL 4 Foundation - Invensis Learning\" width=\"864\" height=\"90\" srcset=\"https:\/\/www.invensislearning.com\/blog\/wp-content\/uploads\/2020\/11\/ITIL-4-Foundation-864x90-2.jpg 864w, https:\/\/www.invensislearning.com\/blog\/wp-content\/uploads\/2020\/11\/ITIL-4-Foundation-864x90-2-300x31.jpg 300w, https:\/\/www.invensislearning.com\/blog\/wp-content\/uploads\/2020\/11\/ITIL-4-Foundation-864x90-2-768x80.jpg 768w, https:\/\/www.invensislearning.com\/blog\/wp-content\/uploads\/2020\/11\/ITIL-4-Foundation-864x90-2-150x16.jpg 150w, https:\/\/www.invensislearning.com\/blog\/wp-content\/uploads\/2020\/11\/ITIL-4-Foundation-864x90-2-696x73.jpg 696w\" sizes=\"(max-width: 864px) 100vw, 864px\" \/><\/a><\/p>\n<h2><strong>Conclusion<\/strong><\/h2>\n<p class=\"mini-text\" style=\"text-align: justify;\">Supplier management thus ensures that maximum value is obtained for the money spent and the contracts with the suppliers are in line with the business needs. By managing the relationships with the various suppliers it helps to monitor their performance. 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