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Vendor Engagement Closeout Guidelines and Responsibilities

This document provides essential guidelines for vendors regarding engagement closeout processes. After an engagement, vendors must ensure all labor and invoicing is submitted promptly, deliverables are sent, and any loaned equipment is returned. Vendors will receive a confirmation email from IBM within 30-35 days post-engagement, which must be reviewed and responded to within 14 days. It includes contact information for assistance and highlights the roles of the Partner Relationship Management Team in supporting collaboration and addressing skill gaps.

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Vendor Engagement Closeout Guidelines and Responsibilities

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  1. SWG Vendor Operations – • Guidelines for Vendors • After an Engagement - ICS October 2009

  2. Agenda • After an engagement • Engagement Closeout Reminders • Vendor Engagement Closeout Process (VEC) • Contact Information/Where to go for help

  3. AFTER ENGAGEMENT Vendor Responsibilities Engagement Closeout • . • Ensure all labor has been submitted. • Ensure engagement owner is aware of any relevant close out issues or status. • Ensure final status report is submitted to engagement owner. • Ensure all invoicing is submitted within two weeks of engagement end date. • Ensure any deliverables are sent to engagement owner and accompany vendor invoice as outlined in ERS or NON-ERS/SOW. • Return any loaned IBM equipment. • Notify BRAND ID and outssubk@us.ibm.com if engagement is ending early so that system access can be suspended according to guidelines and schedules can be updated. • Collect badges if non-core and return to outssubk.

  4. AFTER ENGAGEMENT Vendor Responsibilities Engagement Closeout (VEC) • . • You will receive an email from issx_po_closeout@us.ibm.comwithin 30-35 days from engagement end date • You need to review the email to ensure all labor and travel has been invoiced • You must respond to that email within 14 days from the date sent • If the email detail matches your records, confirm back that you agree. The PO will be closed and no further invoicing will be allowed. • If the email detail does not match your records, respond as soon as possible clarifying what actions need to be taken. Once resolved the PO will be closed and no further invoicing will be allowed. Any issues with email content must be handled by issx_po_closeout@us.ibm.com

  5. Contact InformationWhere to go for Help: Subcontractor Analysts(note: brand ids are monitored by a primary SA, with backup coverage as needed)

  6. Contact InformationWhere to go for Help: General Topics

  7. Contact InformationWhere to go for Help: Partner Relationship Management Team Roles • Partner Relationship Management Team Roles: • Proactive partner relationship management • Identifying new vendor companies that can address skill gaps • Negotiation and set up of MSOWs (ERS enables a partner) • Point of contact for the delivery team to address issues with existing partners • *For a complete list of Partner Relationship managers please see Contact List for Partner Relationships

  8. Contact InformationWhere to go for Help: Partner Relationship Manager

  9. Contact Information for ICSWhere to go for Help:

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