Periodic vendor performance evaluation reports

Purpose

1. Automate the generation, compilation, and distribution of periodic vendor performance evaluation reports for public works department procurement and vendor management.

2. Automating ensures objective, timely assessment of vendor compliance, service quality, contractual adherence, risk factors, and efficiency, supporting data-driven decision-making.

3. The automation orchestrates data retrieval, scoring, analysis, and reporting, covering all vendors and contract types, ensuring standardized and repeatable performance audits.

4. Automating escalates actionable insights—flagging underperformance, regulatory noncompliance, or potential procurement risks with automated workflows.

Trigger Conditions

1. Scheduled triggers (e.g., monthly, quarterly, or annual) for automated evaluation cycles.

2. Event-driven triggers by contract milestones, project closeout, or triggered by vendor-specific KPIs crossing thresholds.

3. Manual initiation by authorized procurement officers when ad hoc evaluations are automatable.

Platform Variants

1. Microsoft Power Automate

• Feature/Setting: “Scheduled Flow”; automate recurring report generation by calendar interval.
  
• API Config: Use “SharePoint Get Items” and “Outlook Send Email” for automated data retrieval and delivery.
  

2. Zapier

• Feature/Setting: “Schedule by Zapier”; orchestrate recurring tasks for pulling vendor data and automating report submission via Gmail or Slack.
  

3. Make (Integromat)

• Feature/Setting: “Scheduler Module”; automate periodic HTTP requests to pull vendor ERP records and automate Excel/Google Sheets reporting.
  

4. Google Apps Script

• Feature/Setting: “Time-driven triggers”; use scripts to automate Google Sheets data extraction and Google Docs automated report generation.
  

5. AWS Lambda

• Feature/Setting: “EventBridge Scheduler”; automate Lambda functions to aggregate vendor performance metrics from S3/Redshift for report assembly.
  

6. Azure Logic Apps

• Feature/Setting: “Recurrence Trigger”; automate workflows to collect data from SQL, create reports, and push to SharePoint or Outlook.
  

7. Salesforce Flow

• Feature/Setting: “Scheduled Flow”; automate collection and scoring of supplier records, push automated reports to management Chatter group.
  

8. ServiceNow Flow Designer

• Feature/Setting: “Scheduled Flow”; automate retrieval, aggregation, and notification of vendor performance tasks and reports.
  

9. Monday.com Automations

• Feature/Setting: “Recurring Automations”; automate vendor review updates, automate alerting stakeholders using integrated board notifications.
  

10. Smartsheet Automation

• Feature/Setting: “Time-Based Workflow”; automate status reminders, aggregate vendor performance data, automate attachments of scorecards.
  

11. Oracle Integration Cloud

• Feature/Setting: “Scheduled Integration”; use Adapters for ERP/SCM, automate evaluation data pulls, auto-write reports to Oracle Content.
  

12. SAP Business Technology Platform

• Feature/Setting: “Cloud Integration Scheduling”; automate extraction from SAP SRM, automate analytics on SAP Analytics Cloud, automate distribution.
  

13. Google Cloud Functions

• Feature/Setting: “Pub/Sub Scheduler”; automate data extract from Firestore/BigQuery, automate report PDFs via Cloud Run.
  

14. Tableau Prep Builder & Tableau Server

• Feature/Setting: “Scheduled Flows”; automate refresh and publish periodic dashboards, automate email job summaries to stakeholders.
  

15. Alteryx Designer + Scheduler

• Feature/Setting: “Alteryx Scheduler”; automate ETL for vendor data, automate PDF or Excel report export.
  

16. Airtable Automations

• Feature/Setting: “Scheduled automations”; automate status checks and automate vendor performance report delivery via email automation.
  

17. Jira Automation

• Feature/Setting: “Scheduled Rule”; automate ticket creation for underperforming vendors, automate summary report posting to Confluence.
  

18. Slack Workflow Builder

• Feature/Setting: “Scheduled Triggers”; automate Slack reminders for report review, automate pushing PDF links to teams.
  

19. Notion Automations (via API/third-party)

• Feature/Setting: “Scheduled bot”; automate database queries, automate templated report publishing to workspaces.
  

20. HubSpot Operations Hub

• Feature/Setting: “Programmable Automation”; automate custom scripts for procurement records, automate reporting emails to governance teams.
  

Benefits

1. Automated evaluations eliminate manual errors and bias; ensure standardization and compliance.

2. Automating accelerates report cycles, reducing administrative overhead and cycle times.

3. Rapidly automates detection of vendor risks and automatable escalations for noncompliance.

4. Data-driven procurement enhanced by automated aggregation and trend analysis across vendors.

5. Automated workflows enable transparent governance, making audits and policy enforcement automatable at scale.