Vendor Management

Overview

The workflow for Vendor Management in Momentum AMS ensures vendor relationships are selected, tracked, and evaluated in alignment with your agency’s goals and compliance standards. This process covers selection, service agreements, performance reviews, compliance, and documentation — all logged in AMS for transparency and accountability.

Define Vendor Selection Criteria

Purpose: Identify which vendors meet your agency’s needs and set measurable standards for evaluating new and existing partners.

Workflow Goal: Create clear vendor selection guidelines, document them, and record review notes in AMS.

AMS Steps:

• Go to the Agency Profile (click your agency name in the top right → Agency Profile).

• In the Documents tab, upload your Vendor Selection Criteria Matrix/Checklist (Word, Excel, or PDF). Use a clear file name like VendorSelectionCriteria_2025.pdf.

• In the Notes tab, click ➕ Add Note and log:

  “Vendor selection criteria finalized and distributed to staff. Initial vendor reviews completed.”

• Tag the note as Vendor – Selection Criteria or Management – Vendor Review.

Manage Vendor Service Agreements

Purpose: Define expectations with vendors and set measurable service level standards.

Workflow Goal: Draft and track Service Level Agreements (SLAs) and record summaries in AMS.

AMS Steps:

• Go to Agency Profile → Documents tab.

• Upload signed Vendor SLAs/Contracts under the vendor’s folder. Create a subfolder called Vendor Agreements if not already present.

• In the Notes tab, click ➕ Add Note and summarize:

  “SLA signed with [Vendor Name]. KPIs: 99.9% uptime, 2-hour response time. Review scheduled quarterly.”

• Tag as Vendor – SLA Signed or Service Agreement – Active.

• Optional: Create a Task in AMS for quarterly reviews (assign to Operations or Finance).

Review Vendor Performance

Purpose: Evaluate vendor performance against agreed SLAs and document findings.

Workflow Goal: Record structured performance reviews for transparency and trend analysis.

AMS Steps:

• Go to Agency Profile → Notes tab.

• Click ➕ Add Note after the performance review meeting and summarize:

  “Vendor [Name] reviewed. SLA metrics: Uptime 99.8% (Met), Response Time Avg 3 hrs (Missed). Vendor to improve ticket handling by Q3.”

• Attach vendor-provided reports in the Documents tab under the vendor’s folder → Performance Reports.

• Tag the note as Vendor – Reviewed or Performance – Vendor Scorecard.

Track Vendor Compliance

Purpose: Ensure vendors meet compliance standards and mitigate agency risk.

Workflow Goal: Document compliance reviews (certifications, licensing, insurance, privacy/security standards).

AMS Steps:

• Go to Agency Profile → Documents tab → Vendor Compliance subfolder.

• Upload compliance docs (SOC 2, ISO, HIPAA, insurance certs, W-9s). Use clear file names like VendorName_E&O_Expires2026.pdf.

• In the Notes tab, add:

  “Compliance review completed for [Vendor]. SOC 2 verified (valid through 12/2025). Cyber liability cert updated.”

• Tag as Vendor – Compliance Review or Network – Risk Flagged (if noncompliance found).

• Optional: Create a Recurring Task to check compliance annually.

Retain Vendor Documentation

Purpose: Organize and maintain vendor documentation for audits, renewals, and accountability.

Workflow Goal: Build a central repository of vendor agreements and compliance docs in AMS.

AMS Steps:

• Go to Agency Profile → Documents tab.

• Create a folder structure: Vendor Docs → [Vendor Name] → Agreements / Compliance / Financial / Reviews.

• Upload signed SLAs, compliance certificates, W-9s, tax forms, and privacy/security agreements into the correct subfolders.

• In the Notes tab, click ➕ Add Note and document:

  “Vendor documents updated for [Year]. All compliance and agreement files retained and organized.”

• Tag as Vendor – Docs Retained or Compliance – Supporting Docs.

✅ Outcome: By leveraging the Agency Profile, Documents, Notes, Tags, and Tasks features in Momentum AMS, agencies can fully manage the vendor lifecycle — from selection and agreement to compliance and performance reviews — ensuring accountability and reducing risk.