Supplier Management System

Challenge

A UK local government authority faced significant challenges managing their supplier onboarding and certification process:

Manual verification processes causing delays in supplier onboarding (4-6 weeks average)
No centralized system to track supplier certifications and expiry dates
High risk of working with non-compliant suppliers due to outdated records
Lack of visibility into departmental supplier approvals
Time-consuming manual checks for certification validity
No automated alerts for expiring certifications

We implemented an end-to-end Power Platform solution that transformed the supplier management process:

Self-Service Registration: Suppliers submit all required information through a secure portal
Document Upload: Capability to upload certifications and supporting documents
Status Tracking: Real-time visibility into application progress

Automated Routing: Applications automatically assigned to relevant departments
Role-Based Views: Custom interfaces for different approval roles
Integrated Verification: Automated checks against third-party certification databases

Automated Expiry Tracking: Scheduled flows check certification validity daily
Three-Stage Alerts: Notifications sent at 30 days, 7 days, and upon expiry
Status Management: Automatic account restrictions for non-compliant suppliers

Supplier Compliance: Real-time view of supplier compliance status across departments
Approval Metrics: Processing times and approval/rejection rates
Risk Analysis: Identification of high-risk suppliers and certification gaps

Reduction in supplier onboarding time (6 weeks to 5 days)

Eliminated expired certifications in active suppliers

Proactive notifications for expiring certifications

Real-time dashboards for executive oversight

Discover how we can automate and secure your vendor management with Power Platform.

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