Vendor management

What is vendor management? Everything that happens after the vendor starts delivering the equipments and other high value items purchased It is a discipline of generating additional value from the vendors Focuses on building and sustaining a healthy relationship with the vendor

Impact areas in Post Offices Computers and servers purchased that have a warranty and building AMC beyond warranty Similarly Accessories for the computers and support systems like UPS and generators

Hardware installation Obtain the supply of equipments and secure them as per vendor instructions till vendor’s representative arrives for installation Get the site prepared as per vendor’s directions Oversee the installation and ensure that terms are met before signing acceptance Procure all the documents (warranty, guide etc.,) and other accessories; Preserve them safely

History sheet Open the history sheet for the equipment immediately on supply Note all the relevant information including vendor details Note down file details, date of supply etc., in indelible ink on the equipment

Warranty Check the warranty clause for the equipments supplied Note down the period of warranty and warranty expiration date on the equipment as well as in the history sheet Note down the details of support person during warranty in the history sheet Understand the method of raising the complaint log from the installation team and note down toll free number prominently in the office

AMC Stands for Annual Maintenance Contract; Normally entered into either by divisional office or centrally by regional office for electrical/electronic equipments beyond warranty period On completion of the warranty period, the equipments have to be covered through AMC Remind the divisional office at least three months before the expiration of warranty for inclusion of equipments under AMC

AMC cont’d While all equipments are covered, UPS batteries are not under AMC Batteries of UPS have a life of 3 years after which they need replacement; So follow up Obtain the contract document of AMC and study the terms Understand the logging process of complaints Note down the punitive clauses for enforcing in case of non attention Report instances of non maintenance at once to divisional office Note down contact person details prominently in the office and also on history sheet Note down all maintenance events in the history sheet and also replacement of components – though not charged

Replacement planning Electronic equipments have a life of 8 years Every year, in the month of April, report to Divisional office items requiring replacement including batteries for the UPS In case of condemnation, report to DO six months before the expected date for replacements

Activity Instructor shows a copy of the history sheet; Understand how this is maintained Visit the computer labs in the centre and understand how the centre enforces the maintenance and liaises with the vendor

Thank you