Approved suppliers are simply those that an organisation has vetted and decided to do business with. The goal of having approved suppliers is to ensure quality, consistency, and reliability in the products and services procured.
ISO 9001 Requirements
According to ISO 9001, the organisation must:
- Determine and apply criteria for the evaluation, selection, and monitoring of external providers.
- Re-evaluate these providers based on their ability to meet specified requirements.
- Retain documented information of these activities and any necessary actions arising from the evaluations.
Debunking Common Myths
Let's clarify some common misconceptions:
- Supplier audits are not mandatory: While audits can be helpful, they are not required by ISO 9001.
- Supplier questionnaires are also not mandatory: These tools can assist in the evaluation process but are not compulsory.
- You can choose suppliers regardless of their ISO 9001 certification: The key is that your chosen suppliers meet your specific criteria.
Defining Supplier Criteria
It's crucial to establish clear criteria for your suppliers. These criteria might include:
- Location: Choosing a local supplier can reduce lead times and transportation costs.
- Lead Time: Ensuring that suppliers can meet your required delivery schedules.
- Competitive Pricing: Balancing cost with the quality and reliability of the products or services provided.
Once selected, you should continually monitor and re-evaluate the performance of each supplier to ensure they remain compliant with your standards.
Tips for Effective Supplier Management
To make life easier our top tip would be to have key suppliers whose product and/or services directly impact our own product or service, for us this would be suppliers like our IT Managed Service Provider or Business Associate team. We review these in more detail, often having supplier meetings which are formally recorded rather than just a quick look over if we are still happy with the window cleaner.
Maintaining Records
Keeping an accurate and accessible record of your suppliers is essential. This is often done through an approved suppliers list. How you manage this list can be tailored to fit your business needs, as long as it remains comprehensive and up to date.
Keeping It Simple
Approved suppliers can seem complex, but our aim is to simplify the process for our clients. Discuss your supplier management approach at your next support meeting with your auditor, who will be more than happy to assist.
By focusing on clear criteria, regular monitoring, and maintaining thorough records, you can ensure a smooth and effective supplier management process.