This document outlines the steps and results of a supplier onboarding project. It describes 6 phases: 1) define steps; 2) review supplier database and contacts; 3) set up communication plans; 4) go-live in segments; 5) track results; and 6) achieve savings. Key activities included inventorying 257 suppliers to move to a new portal, with goals of 80% adoption. Segmenting the rollout by country and tracking metrics showed process lead times reduced from 11 to 5 minutes, saving over 2,000 hours in the first phase alone.

1. © Tradecloud 2017 | 1
Successful Supplier Onboarding
Example of projectplan, activities and results

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Content
1. Defined steps
1.1 Phase 1
2. Planning segments
3. Global planning
4. Go live
5. Results

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1. Defined steps
Phase 1
Implement
operational
process
Phase 2
Implement
excluded
suppliers
Phase 3
Enroll
shipment
process
Phase 4
Set up and
implement
SC
Analytics
Phase 5
Set up Item
Manage-
ment
Phase 6
Set up and
implement
forecasting
module
Review supplier
database
(supplier status)
Set up contact
database
(full contact
overview)
Set up
communication
plan (internal
and external
stakeholders)
Inventory of all known suppliers with current status, active items, order history, planning, etc.
Inventory of all known contacts per supplier, operational, supply chain, sales and management
and set up action plan for blind spots
Internal communication plan for stakeholders to provide insight on planning, reservations on
workload and progress (dashboard)
External communication plan for suppliers to inform about company guidelines about the Portal
and implementation phase

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1.1 Phase 1
Review
supplier
database
(supplier
status)
Inventory of all known suppliers with current status, active items, order history, planning, etc.
Suppliers defined by current method, process and turnover
• 105 -/- suppliers excluded due to process or turnover (process moved to phase 2)
• 13 -/- suppliers already on EDI
• 10 -/- suppliers planned to move to EDI
• 257 suppliers planned to move to Portal
• Expectation of 80% to move to the Portal in first attempt

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1.1 Phase 1
Set up contact
database
(full contact
overview)
Inventory of all known contacts per supplier, operational, supply chain, sales and management
and set up action plan for blind spots
010137 Secur Protects@Work B.V. 20de heer J. Jans Heller 8 Sales & Marketing +31 651790839
010137 Secur Protects@Work B.V. 20de heer D. Douwe Kamstra 8 Sales & Marketing +31 610811602 douwe.kamstra@secur.nl
010137 Secur Protects@Work B.V. 20de heer E. Eric ten Hoeve 4 Management +31 653686342 verkoop@secur.nl
010139 Kwintet KLM Kleding N.V. 20
010140 A.R.O. 20de heer A. Arjan Riphagen 4 Management +31578641226 arjan@aro.nl
010141 Tempex GmbH 20mevrouw C. Cornelia Jäger 8 Sales & Marketing
0049 (0)7321 34 22
343 cornelia.jaeger@tempex.com
010141 Tempex GmbH 20de heer A. Andreas Winter 8 Sales & Marketing
0049 (0)7321 34 22
340 andreas.winter@tempex.com
010142 MedLine 100010 NL 20de heer H Hans Westerhof 8 Sales & Marketing +31 30 2289707 gmb-nlzu-ntramural@cardinal.com
010145 HPC Healthline Ltd. 20
010148 Lankhorst/Taselaar 20
010153
6 REX GUMMItechniken GmbH 20
010157 Van Dongen Offset Zeefdruk B.V. 20de heer F. Frank Dubbeld 4 Management info@van-dongen.nl
010158 Heinrich Vorndamme O.H.G 20Mrs. J. Jennifer Köhler 8 Sales & Marketing Ansprechpartner für BASF +49 (0)5234 89 66 26 jennifer.koehler@isotemp.de
010158 Heinrich Vorndamme O.H.G 20Mr. F. Friedrich Vorndamme 4 Management +49 (0)5234 89 66 26 +49-172-2700856 Friedrich.Vorndamme@isotemp.de
010158 Heinrich Vorndamme O.H.G 20Mr. A. Alexander
Vorndamme-
Zentarra 4 Management +49 5234896626 +49-172-2700362 alexander.vorndamme@isotemp.de
010159 Vostermans Ventilation B.V. 20de heer L. Lau Kuipers 8 Sales & Marketing ventilation@vostermans.com
010160 Hevea Dunlop bv 20mevrouw J. Jotte Niessen 8 Sales & Marketing 06-10687016 j.niessen@dunlopboots.com
010160 Hevea Dunlop bv 20de heer J. Jacko Vrolijk 8 Sales & Marketing +31 572 341527 06-51787775 j.vrolijk@hevea.com
010162 Safe & Sure Nederland B.V. 90de heer M Merijn Roenhorst 2 Purchase & Logistics merijn@safe-and-sure.com
010162 Safe & Sure Nederland B.V. 90de heer X. Xander van Rossum 8 Sales & Marketing +31765022224
010164 Moldex-Metric AG&Co KG 20de heer C. de Jonge 8 Sales & Marketing
010164 Moldex-Metric AG&Co KG 20mevrouw M Marjan Visser 8 Sales & Marketing info@nl.moldex-europe.com
010164 Moldex-Metric AG&Co KG 20Mr. H.J. Hans Juergen Witte +49 5187771501 hans.juergen.witte@schott.com
010166 VIKING Life-Saving Equipment B.V. 20
010169 Secumar Benelux B.V. 20de heer A. Ad Roozendaal 4 Management 033-2865088 06-26018935. info@secumar.nl
010170 Polichlo Holland 20de heer A. Aris Bogema 4 Management +31505412888 +31651451502 abogema@polichlo.nl
010170 Polichlo Holland 20de heer C. Chris Goelema 8 Sales & Marketing 050 54 12 888 cgoelema@polichlo.nl
010172 Safe Site bvValbeveiliging 20
010176 Van Dongen met de Kroon 20
010178 Your Profile 90de heer M Martin van de Heuvel 9 Others +31 20 4869999 Youreprofile@xs4all.nl
010180 Espuna S.A.S 20Mr. A. Alain Delmas 8 Sales & Marketing + 33 468 270 572 adelmas@espuna.fr
Operational email addresses of suppliers are key

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1.1 Phase 1
Set up
communication
plan (internal
and external
stakeholders)
Internal communication plan for stakeholders to provide insight on planning, reservations on
workload and progress (dashboard)
External communication plan for suppliers to inform about company guidelines about the Portal
and implementation phase
Set up communication plan
What
When
Why
Who
Where
is the Supplier Portal
is it going live
do we want/need this
will it affect
can I find more information

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2. Planning segments
Total supplier base split in 2 countries
Each country split in 4 segments
Netherlands France
Segment 1 NL
Segment 2 NL
Segment 3 NL
Segment 4 NL
Segment 1 FR
Segment 2 FR
Segment 3 FR
Segment 4 FR
Segment 1 NL
Communicate to suppliers and internal stakeholders
Make final system adjustments and send first orders
Follow up order, confirmations and shipment notifications
Evaluate progress, data, supplier feedback; decide go/no go segment 2

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3. Global planning

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4. Go live
• Keep track of response from suppliers
• Set up RAIL for bugs, wishes, improvement to align with Tradecloud
• Weekly status update to users
• Manually follow up orders at random
• Control stability of interfaces
Start up phase 2
only when confident
enough about phase 1

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5. Results
0 1 2 3 4 5 6
Time to create a purchase order
Send PO to Supplier
Process order confirmations
Chase not confirmed orderlines
Handling of inconsistent orderlines
Chase not delivered orderlines
Post-Portal
Pre-Portal
Total process
lead time
pre-Portal
11 min
Total process
lead time
pre-Portal
5 min

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5. Results
Total process
lead time
pre-Portal
11 min
Total process
lead time
pre-Portal
5 min
0
10000
20000
30000
40000
50000
60000
70000
80000
90000
100000
110000
120000
Portal > 45857 > 42,2%
EDI > 357551 > 32,9%
Manual > 27058 > 24,9%
Calculate time span with:
• Number of lines cumulated per year
• Percentage of on time confirmation
• Percentage of imperfect order lines
• OTIF score
• Etc.

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5. Results phase 1
Total savings 130586 minutes
2176 hours
1,36 FTE Only operational procurement process (PO’s)
Expand with:
• Phase 2 suppliers
• Shipments process
• Invoice process
• Metrics module
• Forecast module