Supplier Relationship Management – Standard Operating Procedure

1) Purpose

To establish guidelines for managing relationships with suppliers to ensure collaboration, continuous improvement, and mutual benefit within the pharmaceutical purchase department.

2) Scope

This SOP applies to managing and enhancing supplier relationships to achieve strategic procurement goals and objectives.

3) Responsibilities

Purchasing Team: Responsible for managing supplier communications, contracts, and performance.
Supplier Quality Team: Responsible for monitoring supplier quality and compliance.

4) Procedure

4.1) Supplier Communication:
4.1.1) Establish regular communication channels with suppliers to discuss expectations, issues, and improvement opportunities.
4.1.2) Share relevant information such as forecasts, changes in requirements, and market trends.

4.2) Contract Management:
4.2.1) Review and negotiate contracts with suppliers to define terms, conditions, and performance expectations.
4.2.2) Ensure contracts reflect agreed-upon pricing, delivery schedules, quality standards, and compliance requirements.

4.3) Performance Monitoring:
4.3.1) Monitor supplier performance against established metrics and key performance indicators (KPIs).
4.3.2) Conduct periodic reviews and evaluations to assess supplier compliance and identify improvement areas.

4.4) Issue Resolution:
4.4.1) Address issues or disputes promptly through effective communication and collaboration with suppliers.
4.4.2) Implement corrective actions and preventive measures to resolve recurring issues.

4.5) Relationship Development:
4.5.1) Foster collaborative relationships with key suppliers through joint improvement initiatives and performance feedback.
4.5.2) Encourage supplier innovation and contribution to continuous improvement efforts.

4.6) Documentation and Records:
4.6.1) Maintain records of supplier communications, contracts, performance evaluations, and issue resolutions.
4.6.2) Document supplier relationship development activities and outcomes for reference and future improvements.

5) Abbreviations, if any

KPI – Key Performance Indicator

6) Documents, if any

• Supplier Communication Logs
• Supplier Contracts and Amendments
• Supplier Performance Reports
• Issue Resolution Records

7) Reference, if any

Regulatory Guidelines: FDA CFR Part 211.22, ICH Q10
Industry Standards: ISO 9001:2015

8) SOP Version

Version 1.0