Vendor Communication Plan for Procurement Department Analysis

This report presents a Vendor Communication Plan designed to improve communication between a procurement department and its vendors. The plan emphasizes the importance of frequent, timely, and constructive interactions to manage complex procurement processes effectively. It outlines the purpose, policy, and commitment of the procurement department to foster open and honest communication, protect sensitive data, and promote mutually beneficial relationships with vendors. The report details roles and responsibilities, including those of the Senior Procurement Manager, Chief Information Officer, and Program Official. It also highlights efforts to reduce communication barriers through training, awareness programs, and the publication of vendor engagement events. The plan stresses the need for accountability and the assessment of feedback to ensure its success. References to relevant academic literature support the strategies presented.

Vendor Communication Plan 1
Student’s Name
Professor
Date

Vendor Communication Plan 2
Vendor Communication Plan
Overview
Background
Frequent, timely, and constructive interaction and engagement with various players in the
industry is crucial for managing complex and risky procurement. This is the reason why
increasing the level of communication is essential to the procurement department.
Purpose
the main objective of this communication plan is to give a clear and consistent route to be
followed by the workforce in the procurement department on how to engage with various players
in the industry before awarding contracts (Lysetti & Karandikar, 2020). It is designed to
eliminate any available misperceptions in the communication procedures between the vendors
and the contracting officers.
Policy
the department of procurement requires to ensure honest, constructive, and frequent discourse
with the industry vendor community on matters that are mutually beneficial and be conducted in
a manner that adequately protects sensitive data, its sources methods, and the available
technology in the firm (Bersani, Fuller, Garabedian, Espares, Mlaver, Businger, & Dykes, 2020).
Mutually beneficial factors may include the following; industrial business practices, elimination
of communication barriers, current trends in technological advancement, security factors, and the
overall organizational performance compared to industrial production.
Statement of commitment

Vendor Communication Plan 3
To effectively implement this vendor communication plan, the procurement department is
committed to:
a. carryout early, frequent, and constructive communication with other players in the
industry
b. include small business and strategic subgroups of small businesses getting involved in the
industry.
c. Include new vendors the firm has not worked with initially
d. utilize acquisition forecasting to establish procurements that involve possible
opportunities for added communication layer in the industry.
2 Roles and responsibilities
2.1Senior procurement manager
The senior manager is responsible for the following:
a. encourage vendor engagement to enhance communication with both large and small
firms
b. increase awareness of the need to conduct regular conversations in the industry.
c. look for feedbacks necessary in helping improve communication outreach
2.2 Chief information officer
He is responsible for advising the senior procurement manager on the new forms of technologies
and identifies platform supporting acquisitions.
2.3 Program official
He is responsible for:

Vendor Communication Plan 4
a. confer, with his superior as possible needs, are identified on the best alternatives of
engaging in the industry.
b. create and maintain acquisition plan in the industry
c. addressing the extent of the planned vendor communication interaction, analyzing the
needs to introduce new players in the market
d. notifying and discoursing the communication with his superiors before the meeting
3. Efforts to reduce barriers and promote industrial vendor engagements
3.1 Training and Awareness
The procurement will publicize the interaction process both internally and externally concerning
the training and creation of awareness, including various means of communication. The
department will also develop a vendor platform that will help in publicizing the interaction
process (Conforti 2020). By promoting training and awareness opportunities, contractors and
employees will become fully aware and be comfortable will interacting with each other.
4 Publication of Vendor engagement Events
The procurement department will time to time update interactive events on the designated
official platform. The posted interaction events will include industry interaction days, small
firm’s interaction sessions, and question and answer questions. Thus, the department will create a
vendor communication webpage where feedback and suggestion can be recorded.
Accountability
Effective and regular communication with other industry players is the main priority of the
industry. The strengthened connection is expected to have a clear and well-defined engagement

Vendor Communication Plan 5
requirement that will lead to the production of better solutions. The success of the vendor
communication plan will be done through the assessment of the feedback from all the department
employees and other industry representatives.

Vendor Communication Plan 6
References
Bersani, K., Fuller, T. E., Garabedian, P., Espares, J., Mlaver, E., Businger, A., ... & Dykes, P. C.
(2020). Use, Perceived Usability, and Barriers to Implementation of a Patient Safety
Dashboard Integrated within a Vendor EHR. Applied Clinical Informatics, 11(01), 034-
045.
Conforti, L. G. (2020). U.S. Patent No. 10,540,702. Washington, DC: U.S. Patent and Trademark
Office.
Lysetti, S., & Karandikar, K. (2020). U.S. Patent Application No. 16/343,080.