Automating Supplier Performance and Compliance — SupplierBase Case Study

Manual processes and siloed systems had long made supplier management difficult for this ministerial department. Teams lacked a shared view of supplier performance, compliance checks were slow and inconsistent, and the use of static Excel scorecards limited meaningful reporting. As scrutiny over supplier risk increased, it became clear that visibility, consistency and speed were urgently needed.

The department turned to SupplierBase to bring structure and automation to its risk and performance reporting, while also improving communication across fragmented business units.

The Challenge

While managing multiple supply partners and funding arrangements, the department faced three interlocking issues: decentralised compliance data, fragmented communication, and outdated supplier scorecard reporting.

Each unit handled supplier data differently, meaning risk checks often had to be redone from scratch. Collaboration across teams was hampered by inconsistent information and ad hoc reporting methods. Performance tracking, meanwhile, relied on a bi-annual spreadsheet that offered little visibility or accountability outside those review periods.

The result? Bottlenecks in reporting, duplication of effort, and a lack of real-time insight into supplier performance or risk.

Our Approach

Working with State of Flux, the department implemented SupplierBase as the foundation for a centralised and automated supplier management system.

The team first restructured its risk and compliance question sets, embedding them directly into SupplierBase. This ensured more accurate, consistent data capture and eliminated the need to collate responses manually. Custom dashboards were then configured to support instant reporting by replacing the days-long effort previously required to compile and check compliance results.

In parallel, the bi-annual scorecard process was rebuilt within the platform. Instead of relying on Excel, performance data could now be gathered automatically, scored consistently across teams, and reviewed over time through a shared digital view.

Results

The impact was clear and immediate. The risk and compliance team reported an estimated saving of over 60 hours per month in reduced duplication and faster reporting. SupplierBase’s automation capabilities replaced a slow, manual workflow with one that is transparent, efficient and easy to scale.

Scorecard reporting also improved dramatically, giving teams and leaders real-time access to performance data and historical trends. This allowed the department to spend less time chasing information and more time acting on it.

Crucially, the platform helped break down silos. With a central source of truth, communication between departments and supply partners became more coordinated, enabling smarter, faster decision-making.

Government teams are under pressure to move faster while staying accountable. SupplierBase helps make that possible.

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