Skip to content

Supplier Scorecard — Performance Evaluation Procedure & Form

1. Purpose & Scope

The Supplier Scorecard is the formal tool for evaluating and monitoring supplier performance on a periodic (quarterly or semi-annual) basis. The scorecard provides an objective, data-driven assessment of each approved supplier across quality, delivery, commercial, and service dimensions. Results feed into procurement decisions, supplier development plans, and risk management.

Scope: All approved suppliers of paprika (powder, flakes, whole pods) and other spices actively supplying Dinweys (Qingdao).Co.,Ltd.

Frequency: - New suppliers (first 12 months): Quarterly - Approved suppliers (ongoing): Semi-annual - Suppliers with CAPA or complaints: Quarterly until stable

2. Data Sources & Pre-Work

The following data must be compiled BEFORE completing the scorecard:

Data Point Source Required For
COA accuracy rate QC Lab — compare COA vs. re-test results Quality Score
On-time delivery % Procurement — intake records per PO Delivery Score
Rejection rate QC Incoming Inspection — rejected batches Quality Score
Complaint rate Customer Service — claims attributed to supplier Quality Score
CAPA closure time QC — CAPA database Service Score
Pricing vs. market benchmark Procurement — market intelligence Commercial Score
Documentation accuracy Procurement — document review Service Score

3. Equipment / Documentation Required

  • ERP or procurement system reports for last X months
  • QC inspection records for supplier shipments
  • Customer complaint logs
  • CAPA database export
  • Previous scorecard (for trend comparison)
  • Market price benchmarks

4. Detailed Procedure

Step 1: Data Collection

Procurement collects the raw data for each supplier covering the evaluation period.

Step 2: Score Calculation

Each KPI is scored on a 1–10 scale (10 = best) and multiplied by its category weight.

Scoring Rules:

Score Quality (COA accuracy, rejection) Delivery Price Competitiveness Service (Communication, CAPA) Documentation
10 100% COA accuracy, 0% rejection 100% OTIF* Below market avg by >5% CAPA <14 days, instant response 100% accurate
8–9 98–99.9% / <0.5% rejection 95–99% OTIF At market avg ±5% CAPA 14–21 days 95–99%
6–7 95–97.9% / 0.5–1% rejection 90–94% OTIF 5–10% above market CAPA 21–30 days 90–94%
4–5 90–94.9% / 1–2% rejection 85–89% OTIF 10–15% above market CAPA 30–45 days, slow response 85–89%
1–3 <90% / >2% rejection <85% OTIF >15% above market CAPA >45 days <85%
0 Critical food safety issue — — Unresponsive —

*OTIF = On Time In Full

Step 3: Category Scores

Calculate each category score: Category Score = Sum (KPI Scores × KPI Weights) / Number of KPIs in category

Step 4: Overall Score

Overall Score = Σ (Category Score × Category Weight)

Step 5: Rating & Review

Map the overall score to the rating scale and determine next steps.

5. Scorecard Form

5.1 General Information

Supplier Information
Supplier Name
Evaluation Period [YYYY-QX] or [YYYY H1/H2]
Products Supplied [Powder / Flakes / Whole Pods / Other]
Date of Last Audit
Previous Score (prior period) ___ / 10 (Rating: ______)
Reviewer

5.2 Weighted Scoring Matrix

Category Weight KPI Measured Score (1–10) Weighted Score
Product Quality 30% COA accuracy rate, spec compliance, rejection rate
On-Time Delivery 20% % of orders delivered on or before requested date
Price Competitiveness 15% Pricing vs. market benchmark
Communication & Responsiveness 15% Response time, proactivity, issue resolution speed
Documentation Accuracy 10% COA, packing list, invoice accuracy
Corrective Action Effectiveness 10% CAPA submission timeliness, root cause depth, effectiveness
Total 100% _____ / 10

5.3 Quality KPI Details

KPI This Period Previous Period Target Status (🟢/🟡/🔴)
On-Time Delivery Rate (%) ≥95%
COA Accuracy Rate (%) ≥98%
Complaint Rate (% of shipments with quality complaint) <1%
Rejection Rate (% of shipments rejected at incoming) <0.5%
CAPA Closure Time (average days) <30 days
Average ASTA consistency (std deviation across batches) ≤10 ASTA units

5.4 Trend Analysis

Period Overall Score Rating Notes
[Previous -3]
[Previous -2]
[Previous -1]
This Period

6. Overall Rating & Decision Matrix

Rating Score Range Color Action
Excellent 8.5–10.0 🟢 Preferred Supplier. Consider for volume increase, longer contracts. Reduced audit frequency.
Good 7.0–8.4 🟢 Approved. Continue monitoring. Address any items below 7/10.
Needs Improvement 5.0–6.9 🟠 Improvement Plan Required. Supplier must submit CAPA for weak areas within 30 days. Re-score at next period. Hold on volume increases.
Unacceptable <5.0 🔴 Probation. Notify supplier of probation status. Improvement plan with 60-day timeline. If below 5.0 at next evaluation, initiate supplier replacement process. New orders limited.

7. Improvement Plan (If Score ≤ 6.9)

Weak Area Required Improvement Supplier Action Owner Due Date

8. Final Assessment & Comments

Reviewer Comments:

Procurement Comments:

Supplier Acknowledgement (optional):

Name Signature Date
Supplier Representative

9. Approval

Role Name Signature Date
QC Manager
Procurement Manager
Commercial Director

10. References

This document is part of the official technical documentation library for paprikabulk.com operated by Dinweys (Qingdao).Co.,Ltd. All rights reserved. For the latest version, visit paprikabulk.com.