vendor managemenr

1. Gati Shakti Vishwavidyalya, Vadodara
( A Central University under the ministry of railways, Government of India )
BLW,
Varanasi

2. PRESENTATION BY GROUP A
Gati Shakti Vishwavidyalaya, Vadodara

3. Group members :-
Aayush Mishra
Raushan Kumar
Hari Om Chaubey
Ishan Jaiswal
Devesh Bharati
Swapnil Madhesiya

4. Indian Railways is the national railway system of India and one of the largest railway
networks in the world. It is operated by the Ministry of Railways, a government
department, and it plays a crucial role in the country's transportation infrastructure.
# Indian Railways has a rich history dating back to 1853.
# Indian railways operates both passenger and freight services and covers more than
67,000 kilometers (41,000 miles) of track, serving over 8,000 stations.
The network is divided into 19 zones, each headed by a general manager.
Indian Railways is an integral part of India's transportation
system, providing an affordable and convenient mode of travel
for millions of people every day. It remains a symbol of the
country's unity and diversity, connecting people from different
regions and cultures.
Overview of Indian
railways

5. A vendor is an individual or company that supplies goods and
services to businesses or consumers.
What do you mean by
"Vendor"?

6. VENDOR MANAGEMENT
OVERVIEW
Vendor management is the process of
effectively managing relationships
and interactions with external
vendors or suppliers who provide
goods, services, or resources to an
organization. It involves various
activities such as vendor selection,
contract negotiation, performance
monitoring, and relationship
development.

7. vendor selection
Contract Negotiation
Performance Monitoring
Relationship Devlopment
Risk Managment
Vendor performance
Improvment
The key aspect of
Vendor managment

8. KEY OBJECTIVES OF VENDOR MANAGMENT SYSTEM
Some key objectives of vendor management system in Indian Railway:
• To ensure that the right vendors are selected for the right projects. This will
help to ensure that the projects are completed on time and within
budget.
• To manage the performance of vendors. This will help to ensure that the
vendors are providing the goods and services that are required, and
that they are doing so in a timely and efficient manner.
• To reduce the risks associated with vendor relationships. This will help to
protect Indian Railway from financial losses, legal liability, and other
risks.
• To improve the overall efficiency of Indian Railway's procurement process.
This will help to save time and money, and it will also help to ensure
that Indian Railway is getting the best possible value for its money.

9. Here are some specific ways in which the vendor management system in
Indian Railway can help to achieve these objectives:
• The system can be used to pre-qualify vendors. This will help to ensure
that only qualified vendors are allowed to bid on projects.
• The system can be used to track vendor performance. This will help to
identify vendors who are not meeting expectations, and it will also
help to identify vendors who are performing well.
• The system can be used to manage vendor contracts. This will help to
ensure that contracts are executed properly, and that they are being
met by both parties.
• The system can be used to share information about vendors with other
departments within Indian Railway. This will help to ensure that all
departments are aware of the performance of vendors, and that they
are working together to achieve the best possible results.

10. COMPONENTS OF VENDOR MANAGMENT SYSTEM
• Vendor onboarding: This is the process of bringing a new vendor on
board. It includes collecting information about the vendor, such as
their financial status, their experience, and their references. It also
includes setting up the vendor in the vendor management system.
• Vendor performance management: This is the process of monitoring the
performance of vendors. It includes collecting data on vendor
performance, such as their delivery times, their quality, and their cost.
It also includes analyzing the data to identify areas where vendors can
improve.
• Vendor contract management: This is the process of managing vendor
contracts. It includes ensuring that contracts are properly executed,
that they are being met by both parties, and that they are being
renewed or terminated as needed.
• Vendor risk management: This is the process of identifying and managing
the risks associated with vendor relationships. It includes assessing the
risks of each vendor, developing mitigation strategies, and monitoring
the risks to ensure that they are being managed effectively.
• Vendor communication

11. • Increased transparency: The portal provides a transparent and open
platform for vendors to register and be approved. This helps to ensure that
only qualified and capable vendors are approved, which can lead to
improved quality and reliability of goods and services.
• Efficiency: The portal streamlines the approval process, making it faster
and easier for vendors to be approved. This can save time and money for
both vendors and the railways.
• Accuracy: The portal uses a standardized set of criteria for approving
vendors, which helps to ensure that the approval process is accurate and
consistent. This can help to prevent fraud and corruption.
UVAM PORTAL

12. ZYPHER ART TALKS
PROCEDURE TO APPLY AS A VENDOR IN THE
UVAM PORTAL:
• Visit the UVAM portal website.
• Click on the "New User Registration" link.
• Enter your details in the registration form.
• Upload the required documents.
• Pay the registration fee.
• Submit your application.

14. THE FOLLOWING ARE THE DOCUMENTS THAT YOU NEED TO
UPLOAD AS PART OF YOUR APPLICATION:
• A COPY OF YOUR PAN CARD.
• A COPY OF YOUR GST REGISTRATION CERTIFICATE.
• A COPY OF YOUR COMPANY'S CERTIFICATE OF INCORPORATION.
• A COPY OF YOUR COMPANY'S LATEST BALANCE SHEET AND PROFIT
AND LOSS STATEMENT.
THE APPROVAL PROCESS FOR VENDORS TAKES APPROXIMATELY
15 DAYS. ONCE YOUR APPLICATION IS APPROVED, YOU WILL BE
ABLE TO LOGIN TO THE UVAM PORTAL AND START BIDDING ON
TENDERS.

15. HOW INSPECTION IS DONE OF VENDORS IN INDIAN RAILWAYS AND
WHAT IS STR:
INSPECTION OF VENDORS IN INDIAN RAILWAYS IS DONE BY A TEAM OF
INSPECTORS FROM THE RAILWAY BOARD. THE TEAM WILL VISIT THE
VENDOR'S PREMISES AND INSPECT THE MANUFACTURING PROCESS,
QUALITY CONTROL PROCEDURES, AND THE FINISHED PRODUCTS.
THE INSPECTION TEAM WILL LOOK FOR ANY NON-CONFORMANCES
WITH THE RAILWAY BOARD'S SPECIFICATIONS. IF ANY NON-
CONFORMANCES ARE FOUND, THE VENDOR WILL BE REQUIRED TO TAKE
CORRECTIVE ACTION.
THE INSPECTION TEAM WILL ALSO ISSUE A STR, OR STATEMENT OF
REQUIREMENT, TO THE VENDOR. THE STR WILL OUTLINE THE
REQUIREMENTS THAT THE VENDOR MUST MEET IN ORDER TO BE
APPROVED BY THE RAILWAY BOARD.

16. Here are some of the key aspects that are inspected during vendor
inspections in Indian Railways:
Manufacturing process: The inspection team will check to see if the vendor is
following the correct manufacturing process. This includes checking the quality of the
raw materials, the use of correct machinery and equipment, and the adherence to
safety procedures.
Quality control procedures: The inspection team will check to see if the vendor has
adequate quality control procedures in place. This includes checking the use of test
equipment, the frequency of testing, and the documentation of test results.
Finished products: The inspection team will check the finished products to see if they
meet the Railway Board's specifications. This includes checking the dimensions, the
materials used, and the functionality of the products.

17. STR stands for Schedule of Technical Requirements. It is a document issued by the
Research Designs and Standards Organisation (RDSO) of the Indian Railways to
provide essential guidelines to manufacturers of railway equipment. The STR
specifies the technical requirements, testing procedures, and quality assurance
standards that must be met for a product to be approved for use on the Indian
Railways network.
STR
The STR is a living document that is updated periodically to reflect changes in
technology and safety standards. It is an important tool for ensuring the quality
and reliability of railway equipment, and it helps to protect the safety of
passengers and train crews.

18. VENDOR MANAGEMENT IN INDIAN RAILWAYS POSES SEVERAL
CHALLENGES, BUT WITH APPROPRIATE MITIGATION STRATEGIES,
THESE CHALLENGES CAN BE ADDRESSED EFFECTIVELY. HERE ARE
SOME COMMON CHALLENGES AND MITIGATION STRATEGIES FOR
VENDOR MANAGEMENT IN INDIAN RAILWAYS:
1. Limited Vendor Base:
CHALLENGE: INDIAN RAILWAYS OFTEN FACES A LIMITED VENDOR BASE, WHICH
CAN LEAD TO DEPENDENCY ON A FEW SUPPLIERS.

19. Mitigation Strategy: Encourage and promote vendor diversity by implementing vendor
development programs. Engage in proactive outreach to identify and onboard new
vendors, especially from Small and Medium Enterprises (SMEs). Create a transparent and
streamlined vendor registration process to attract a wider pool of suppliers.
2.Quality Control:
Challenge: Maintaining consistent quality standards across vendors can be
challenging due to varying capabilities and standards.
Mitigation Strategy: Implement a robust quality control system that includes regular
inspections, audits, and testing of vendor products or services. Establish clear
quality requirements and specifications for vendors, and provide training and
support to vendors to meet these standards. Encourage vendors to adopt quality
management systems, such as ISO certification, to ensure compliance.

20. 3. Timely Delivery:
Challenge: Timely delivery of goods or services is crucial in the railway industry, but delays
by vendors can disrupt operations.
Mitigation Strategy: Set clear delivery timelines and incorporate them into vendor contracts.
Monitor vendor performance closely and maintain open communication channels to address
any potential delays. Establish penalties and incentives in contracts to encourage on-time
delivery. Explore technological solutions, such as real-time tracking and supply chain
management systems, to enhance visibility and improve delivery efficiency.
4. Cost Management:
Challenge: Managing costs associated with vendors and ensuring competitive pricing can be a
significant challenge.
Mitigation Strategy: Conduct regular market research to understand pricing trends and
benchmark vendor pricing against industry standards. Negotiate favorable terms and pricing
agreements with vendors based on volume, long-term contracts, or strategic partnerships.
Encourage open and transparent bidding processes to promote competition among vendors.
Implement effective contract management practices to identify cost-saving opportunities and
control expenditures.

21. "In conclusion, the vendor management system in Indian Railways is a vital tool for
ensuring that the right vendors are selected, that their performance is managed, and
that the risks associated with vendor relationships are reduced. The system has the
potential to save Indian Railways time, money, and legal liability. I urge you to
consider implementing the system in your own department."
"The vendor management system in Indian Railways is a complex system, but it is a
system that is worth the investment. The system has the potential to improve the
efficiency of Indian Railways' procurement process, and it can also help to ensure
that Indian Railways is getting the best possible value for its money. I encourage you
to learn more about the system and to consider implementing it in your own
department."
Conclusion