Identify what product or service is Raise a ticket request through ITMS

needed and prepare a request for
acquiring the product or service. The
products may include: software,
hardware, S/W Tools etc. The
Services may include: Internet,
maintenance (AC/DG Set etc.)
/Training/Consultancy /Network etc.
with proper details (software /
hardware) to the Vendor
Management Team. The ticket may
be raised by any team member, but
the same has to be approved by
both the Group Head and Function
Head and then sent to the VM Team..
Review if the request for renewing
the existing contract or a new one;
discuss with the Stakeholders and
approve/reject in ITMS the request
for acquiring the product or service
with modification, if any.

When budget for procurement is

If the request is for a new product or
above 5 Lakhs a Selection Obtain quotes from the Vendors for
service, identify potential vendors
Committee is formed for the final the products or service.
and collect details on the vendors.
selection of the new vendor.

For one time service/product

Evaluate the identified vendors using
the Vendor Evaluation Procedure.
The evaluation is done using a DAR
approach and rating the potential
vendors against identified criteria.
requirement, select the best
alternative.
Compare the quotes for commercial
Select the vendors who qualify
terms and Technical requirements as
through the Vendor Evaluation
defined in the ticket. The new
process. If the service/product may
Procurement / Vendor is finalized.
be needed again in future, select
more than one vendor and include
them in the Master List for Vendors

Prepare PO for products and

Contract/Agreement for Services and
The Selection committee shall seek
get the same signed-off by the Get the PO/Contract/agreement
approval of the board on the selected
Vendor. This may also include approved by the management and
vendor when the budget is above Rs
negotiation of price, payment terms, release the same to the vendor.
......
delivery time, quality, SLA and other
terms.

Monitor the vendor for timely supply

When the product is delivered by the
vendor, verify that the product is as
per the requirement by conducting
inspection of the items and recording
the same.
of the products and services. The
monitoring activities may include
Review Meetings with the vendors,
Post delivery of product / service, the
monitoring the schedule, Quality
vendor management team shall close
checks, Issues, Risks and so on.
ticket raise in iTMS.
Resolve issues and mitigate the risks
for Services provided, monitor the
SLA, Up-time and quality of services
provided.

Ensure that the accepted products

Review the PO/Contract/agreement if In case of services, ensure that the
are installed and commissioned.
any changes are required and ensure SLA is adhered to, up time is as
Verify and ensure that the
that the same is valid and not agreed, quality of service is as
performance of the product is as per
expired. agreed to.
the requirement.