Vendor Management System

Vendor as a continuous record — empanelment, promoter profile, performance, capacity, capability — extending Bandhoo with outcome data.

What it is

Vendor 360 elevates Bandhoo's vendor records from KYC-and-references to a continuous outcome-based profile. Promoter profile, financials, package capability, performance history, current load across sites — all updated as project events flow in. A quality issue on a slab pour at Palava becomes part of the vendor's grade. Capacity at 94% across six sites triggers a flag before the next package is awarded.

Inputs

Triggers

·New vendor empanelment request
·Yearly vendor refresh cycle
·Project event (NCR, schedule slip, safety incident, payment dispute)
·Capacity check requested before tender invitation
·Compliance audit cycle

Data reads

·Bandhoo vendor master
·NCR records from M19 Quality
·Schedule data from M16
·Safety incidents from M20
·Payment cycle data from M21
·Active engagements across all projects

Artefacts consumed

·KYC documents (promoter details, GSTIN, registrations)
·Site visit and reference check reports
·Yearly refresh documentation (financials, capacity, recent project portfolio)
·Compliance status pulls (PF, ESIC, GST, TDS)

Tools & Techniques

Methods

·Outcome-based performance grading from project events, not self-declaration
·Capacity tracking across all engagements
·Pattern recognition — repeat NCR, repeat safety incident, capacity overload
·Auto-exclude on tender invitation when flagged
·Yearly refresh with structured financial and capability review

Policies

·vendor empanelment policy by package
·Performance grading policy with weights for quality, schedule, safety, compliance
·Capacity threshold policy — above 90% blocks new packages
·Yearly refresh policy

Decision rules

·Empanelment requires KYC plus reference check plus site visit plus promoter conversation
·Three NCRs in a quarter auto-flag for CPT review
·Capacity above 90% auto-excludes from new tenders
·Compliance lapse auto-holds bill workflow

Outputs

Artefacts produced

·Vendor master record with continuously updated profile
·Empanelment contract and yearly refresh records
·Performance grade trend per vendor
·Compliance status snapshot
·Capacity utilisation per vendor

Data writes

·Vendor 360 record updated on every project event
·Performance grade recomputed continuously
·Capacity utilisation updated on WO award and completion

Downstream triggers

·Vendor flag triggers tender auto-exclusion in M14
·Performance trend feeds CPT review meetings
·Compliance lapse holds bill workflow in M21
·Capacity overload surfaces schedule risk in M16

Stakeholders

CPTOwns empanelment, performance grading, capacity assessment
CMFeeds outcomes back from project execution
QAAFeeds NCRs and quality patterns
EHSFeeds safety incidents and compliance status
FinanceFeeds payment cycle and dispute data

The flow

01KYC form — promoter details, GSTIN, registrations
02Site visit and reference checks
03Promoter conversation
04Empanelment decision — approve, reject, re-evaluate
05Vendor 360 profile initialised
06Yearly refresh — financials, capacity, performance
07Performance grading continuously updated from project outcomes

State change

Before

Vendor exists in Bandhoo as static KYC; performance is folklore.

After

Vendor is a living record; capacity, performance, compliance update in near real-time.

Real-world example

Sterling — empanelled 2022. Three NCRs this quarter (all flooring). Capacity at 94% across 6 active sites. PF compliance current. Vendor 360 flag raised on 14 May; CPT review auto-scheduled. Tender invitation auto-excludes Sterling until flag resolved.

Artefacts

·Vendor master record
·Empanelment documents
·Yearly update history
·Performance grade trend
·Compliance status

Pain today

Empanelment based on documents and references; performance is not fed back as structured data. Capacity across packages is not visible at award time. Three NCRs in three projects do not connect into a pattern until someone manually reviews QAA reports.

Integrations

Bandhoo