ops.supplier-review-yearly·version 1.0.0·draft1 to verify
Review key suppliers once a year
Every key supplier has a current owner, a checked price and contract, a risk note, and any needed renegotiation is started.
When to use
The yearly review of suppliers the business depends on. Not for adding a supplier — use ops.new-supplier. Not for watching one contract's renewal date through the year — use ops.contract-renewal-watch; this review is the once-a-year pass that feeds it. Not for approving a single purchase — use ops.purchase-approval.
Before you start
- The owner has agreed which month the review runs in and what "key" means (default: top 80% of spend, or any supplier whose failure would stop operations for more than a week).
- Spend data for the last 12 months is reconciled (a
money.month-closehas run for the recent months; unreconciled spend makes the numbers wrong). - Every contract is in the agreements module, or a known list of paper contracts exists and will be added in S1.
What a run requires1
- Approval · S5 · ownerthe run stops until a named person records the decision
Any step can wait until a date and reopens by itself; every closed step leaves evidence (a note, a link, a number).
The trail8 steps
Assemble the supplier listagent
Pull every supplier paid in the last 12 months from the books; merge with the agreements module register. Attach 12-month spend, last invoice date, and the named relationship owner (or "none").
Done when one list covers all paid suppliers, each with spend and an owner or "none".
Classify: key, standard, tailagent
Mark a supplier key if it meets the owner's definition (high spend or operational dependence). Mark tail if spend is trivial and switching is easy. Everything else is standard.
Done when every supplier has exactly one class, and the key list is short enough to review in one sitting (typically under 15).
Check price and spend movementagent
For each key and standard supplier, compare unit prices and total spend year over year. Flag: spend up more than the agreed index, prices changed without a signed change, invoices with no contract behind them.
Done when each key and standard supplier has a one-line note: stable · up (by how much) · down · no contract found.
Check contract healthagent
For each key supplier, read the contract for: end date, notice period, auto-renewal clause, price-change mechanism, termination rights, liability cap. Note any contract expiring within 12 months.
Done when each key supplier has: end date (or "indefinite"), notice period, and a flag if the renewal window opens within 12 months.
⛔ An "indefinite" contract with a 3-month notice is not safe — the notice date still controls when the company can leave.
Decide actionsownerneeds approval · owner
Approval · S5 · owner — the run stops until a named person records the decision
Present per key supplier: spend trend, contract health, risk note, and proposed action — renegotiate · accept · replace · terminate. The owner names an action per supplier and a deadline for each.
Done when every key supplier has one owner decision with a date.
Open the actionsagent
For renegotiations: prepare the questions (price, terms, service levels) and send them from the owner's or a role mailbox — the agent does not commit to any price. For terminations: calculate the last date the notice can be sent and put it in the contract renewal watch. For replacements: note that a search is needed — that is a separate run, not part of this review.
Done when each decided action exists as a task with an owner and a date, and every termination deadline is in the watch.
Check single points of failureagent
For each key supplier, ask: if this supplier stopped today, what breaks and how fast can we switch? Write one line per supplier; where the answer is "nothing to switch to", note it as a risk with a proposed mitigation (second supplier, stock buffer, own capability).
Done when every key supplier has a fallback line — even if the line is "none; accepted by owner in S5".
Record and closeagent
Store the review: list, scores, decisions, fallback lines. Schedule next year's run. Send the owner a summary: how many reviewed, what changed, what is now being watched.
Done when the review document is stored, the next yearly trigger is set, and the summary is sent.
Checks — how we know it worked
- Every supplier paid in the last 12 months appears in the list — spot-check three recent payments against it.
- Every key supplier has: an owner, a contract status, a price note, a decision, a fallback line.
- Every contract expiring or auto-renewing within 12 months is in the renewal watch (
ops.contract-renewal-watchwill fire). - Every decision from S5 has a corresponding task with a date; read the task list back against the decisions.
If it goes wrong
| Symptom | Response |
|---|---|
| Spend data does not match the supplier list | A supplier is paid under a different name or through an expense route; reconcile first, rerun S1 — do not review on partial numbers. |
| Contract missing for a key supplier | The company is on informal terms; treat as "no contract", flag as a risk, and decide in S5 whether to paper it now. |
| Auto-renewal window already open | Send the notice decision to the owner the same day; the notice deadline governs, not the review calendar. |
| Owner cannot decide on a supplier | Keep the previous arrangement, record the open question with a revisit date, do not let it block the rest of the review. |
| Renegotiation stalls past the deadline | Escalate to the owner with the alternative (replace or terminate) priced; do not let it drift into next year's review. |
What each step leaves behind
- S1one list covers all paid suppliers, each with spend and an owner or "none".
- S2every supplier has exactly one class, and the key list is short enough to review in one sitting (typically under 15).
- S3each key and standard supplier has a one-line note: stable · up (by how much) · down · no contract found.
- S4each key supplier has: end date (or "indefinite"), notice period, and a flag if the renewal window opens within 12 months.
- S5every key supplier has one owner decision with a date.
- S6each decided action exists as a task with an owner and a date, and every termination deadline is in the watch.
- S7every key supplier has a fallback line — even if the line is "none; accepted by owner in S5".
- S8the review document is stored, the next yearly trigger is set, and the summary is sent.
Evidence to keep
The supplier list with spend figures and date of extraction · per-supplier review notes · the owner's decisions from S5 (who, when, what) · contract excerpts for end dates and notice periods · tasks opened in S6 · the summary sent to the owner.
How this playbook improves
After every run ask: what share of key suppliers got a decision (target: all)? How many price changes had happened without anyone noticing before this review? Did any action from last year's review stay open — and did the same finding repeat, which means the step that should have closed it is weak? Did any auto-renewal still surprise the company? A new version changes the step behind the repeat finding and says so in its change note.
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