Supplier Performance Review Template (Scorecard, ISO 9001 8.4)

KPI definitions and bands, weighted scorecard with trend, corrective actions and SCAR, relationship plan, re-evaluation decision for external providers

खरीदमानकISO 9001:2026 cl. 8.4; ISO 44001:2017 (cited only)supplier performance reviewअपडेट किया गया 29 अक्टू॰ 2026

एडिटर में खोलें.md डाउनलोड करें

उपयोग कैसे करें: Use it for the periodic review of one supplier and as the ISO 9001 external provider re-evaluation record. Fill the KPI formulas, bands and weights once per category, then the period data, and share the data before the meeting. The main pitfall is closing actions when they are done rather than when the KPI has recovered.

प्रीव्यू

Supplier Performance Review: [Supplier name], [Period]

Periodic review of one supplier: weighted KPI scorecard, trend, corrective actions, relationship plan and the re-evaluation decision required for external providers. The re-evaluation record supports ISO 9001:2026 clause 8.4 (control of externally provided processes, products and services), and the relationship plan follows the collaborative relationship life cycle of ISO 44001:2017 (with Amd 1:2024). Both standards are cited by name and clause number only. Replace every [bracketed] value and every row marked Example.

Document control

Field	Value
Review ID	[SPR-YYYY-QN-NNN] Example: SPR-2026-Q3-007
Supplier	[Legal name, supplier number] Example: Ostrelby Castings Ltd, SUP-10233
Contract	[Contract ID] Example: CTR-001
Risk tier and cadence	[Tier, frequency] Example: Tier 1, quarterly
Period	[Start to end] Example: 2026-07-01 to 2026-09-30
Review meeting	YYYY-MM-DD Example: 2026-10-21
Buyer participants	[@category-manager], [@quality-engineer], [@contract-owner]
Supplier participants	[Names, roles]
Status	[Draft / Agreed with supplier / Closed]

Revision history

Version	Date	Author	Change summary
0.1	YYYY-MM-DD	[@name]	Data pack sent to supplier
1.0	YYYY-MM-DD	[@name]	Example: Agreed actions recorded after meeting

1. Summary

Example: Weighted score 3.00 of 5 (60%), down from 3.45 in Q2. Delivery held at band 3, quality fell to band 2 after a porosity defect on HSG-310 castings. Ostrelby stays approved (band B) with a supplier corrective action request (SCAR) and a quality improvement plan; next review in January 2027.

2. KPI definitions, bands and weights

KPI	Formula	Data source	5	4	3	2	1	Weight
Delivery (OTIF)	Order lines delivered on time and in full / order lines due	ERP goods receipts	98% or more	95.0 to 97.9%	90.0 to 94.9%	85.0 to 89.9%	below 85%	30%
Quality (PPM)	Parts rejected / parts received x 1,000,000	Incoming inspection	250 or less	251 to 750	751 to 1,500	1,501 to 3,000	above 3,000	30%
Responsiveness	Panel score: quote turnaround, query response, SCAR timeliness	Buyer and quality panel	Excellent	Good	Acceptable	Weak	Poor	15%
Commercial	Panel score: price adherence, cost-down ideas, invoice accuracy	Buyer and AP	Excellent	Good	Acceptable	Weak	Poor	15%
Sustainability and compliance	Panel score: code of conduct conditions, certificates, emissions data	Sustainability lead	Excellent	Good	Acceptable	Weak	Poor	10%

Weighted score = sum of (score x weight). Overall bands:

Band	Weighted score	Meaning
A	4.00 to 5.00	Preferred: first choice for new business
B	3.00 to 3.99	Approved
C	2.00 to 2.99	Conditional: improvement plan, no new business without approval
D	below 2.00	Exit review

Any single KPI scored 2 or lower triggers a SCAR, whatever the overall band.

3. Scorecard for the period

KPI	Raw result	Score	Weight	Weighted	Previous period score
Delivery (OTIF)	Example: 1,089 of 1,184 lines = 92.0%	3	30%	0.90	4
Quality (PPM)	Example: 386 rejected of 214,500 received = 1,800 PPM	2	30%	0.60	3
Responsiveness	Example: Quotes in 4 days on average, SCARs answered on time	4	15%	0.60	4
Commercial	Example: Index-linked price applied correctly, two cost-down proposals	4	15%	0.60	3
Sustainability and compliance	Example: Certificates valid, Scope 1 and 2 data supplied, Scope 3 not yet	3	10%	0.30	3
Total			100%	3.00 (60%)	3.45

Example note: the Q4 2025 score of 3.60 and the Q1 2026 score of 3.45 come from earlier reviews SPR-2025-Q4-007 and SPR-2026-Q1-007.

4. Issues and corrective actions

Action ID	Issue	Root cause (supplier's analysis)	Action	Owner	Due	Verification
SCAR-2026-014 (Example)	Porosity on HSG-310 castings, 312 of the 386 rejects	Degassing step skipped on night shift after a staff change	Degassing added to the shift checklist with sign-off; operator retraining	Ostrelby quality manager	2026-11-15	PPM below 750 for two consecutive months
ACT-2026-031 (Example)	Late deliveries clustered in August	Machine outage during planned holiday period	Holiday capacity plan shared with Corvanna by end of May each year	Ostrelby operations	2027-05-31	OTIF at or above 95% in August 2027
ACT-2026-032 (Example)	Scope 3 emissions data missing	No data collection from metal suppliers	Supply estimated Scope 3 category 1 data using spend-based factors	Ostrelby sustainability lead	2027-03-31	Data received and reviewed

The SCAR is tracked in compliance/capa-nonconformity; the root cause method is in business/root-cause-analysis.

5. Relationship plan

Area	Plan for the next 12 months
Joint objectives	Example: Reduce HSG-310 cost 4% through a design change to wall thickness, keep OTIF at or above 95%
Governance	Example: Quarterly business review with operations directors, monthly quality call
Value creation	Example: Joint design-to-value workshop in Q1 2027 (see `procurement/category-strategy`)
Risk and continuity	Example: Second tooling set for HSG-220 held at Ostrelby's second site
Staying together	Example: Annual relationship survey both ways
Exit strategy	Example: Exit plan in contract file: 6-month tool transfer, last-time buy quantities

6. Re-evaluation decision

Field	Value
Decision	[Remain approved / Conditional / Exit review] Example: Remain approved, band B, SCAR open
New business allowed	[Yes / With approval / No] Example: Yes, except new cast parts until SCAR-2026-014 is verified
Decided by	Example: [@category-manager], [@quality-manager]
Date	Example: 2026-10-21
Next review	Example: January 2027

7. References

Reference	Version	Official source
ISO 9001, Quality management systems, Requirements, clause 8.4	2026 (sixth edition, published September 2026)	Official text: ISO, purchase or licensed access: https://www.iso.org/standard/88464.html
ISO 44001, Collaborative business relationship management systems, Requirements and framework	2017 with Amd 1:2024; a revision (ISO/DIS 44001) is in progress	Official text: ISO and national standards bodies, purchase or licensed access: https://www.iso.org/standard/72798.html

Standard and licence note

Structure aligned with ISO 9001:2026 clause 8.4 and the ISO 44001:2017 relationship life cycle, cited by name, edition and clause number only; no standard text is reproduced. Official text: ISO and national standards bodies, purchase or licensed access via the links above. Corvanna Instruments, Ostrelby Castings and all figures are fictional. The text is original. Template licence: MIT.