A checklist of steps for onboarding the winning vendor and ensuring they understand the project requirements
✅ SECTION 1: Vendor Information & Documentation
# Task Responsible Party Status Notes 1. Confirm vendor contact details (Admin, Technical, Finance reps) SayPro Procurement ☐ 2. Verify legal business registration & tax clearance certificates SayPro Legal & Compliance ☐ 3. Collect signed contract documents Vendor / SayPro Legal ☐ 4. Submit vendor banking details (with proof) Vendor ☐ Secure submission required 5. Upload vendor profile to internal procurement system SayPro Procurement ☐
📄 SECTION 2: Project Kick-Off Readiness
# Task Responsible Party Status Notes 6. Schedule and confirm kick-off meeting date SayPro Project Manager ☐ Within 5 working days of contract signing 7. Distribute project scope, schedule, and key milestones SayPro Project Manager ☐ 8. Review project deliverables and timelines Vendor & SayPro ☐ Meeting agenda item 9. Discuss compliance and reporting expectations SayPro Compliance Officer ☐ Includes ESG or social impact commitments 10. Introduce SayPro project team and roles SayPro Project Lead ☐
📂 SECTION 3: Operational Alignment
# Task Responsible Party Status Notes 11. Provide access to SayPro systems/portals (if applicable) SayPro IT/Systems Admin ☐ 12. Vendor submits detailed project plan Vendor ☐ Within 7 days of kick-off 13. Align on reporting format, frequency, and channels Vendor & SayPro ☐ Monthly progress reports due by 5th of each month 14. Confirm quality assurance procedures and acceptance criteria SayPro QA Officer ☐ 15. Review risk management plan and escalation process SayPro Risk Manager ☐
📜 SECTION 4: Governance, Ethics & Code of Conduct
# Task Responsible Party Status Notes 16. Review and sign SayPro Code of Conduct Vendor ☐ Mandatory for all vendors 17. Conduct ethics & compliance orientation (online or in person) SayPro Ethics Officer ☐ Schedule within 10 days of award 18. Confirm understanding of data confidentiality and IP policies Vendor ☐
🗓️ SECTION 5: Milestone Preparation and Execution Start
# Task Responsible Party Status Notes 19. Confirm milestone 1 readiness checklist Vendor & SayPro PM ☐ Typically includes staffing, tools, timelines 20. Submit project resource list and team bios Vendor ☐ For SayPro records and contact reference 21. Launch project execution (milestone 1) SayPro & Vendor ☐ Confirmed via official “Go-Live” notice 22. Review initial performance expectations SayPro Monitoring & Evaluation ☐ Within first 2 weeks
📌 NOTES & SIGN-OFF
This checklist must be completed and signed off by the SayPro Project Manager before the vendor may commence full project implementation.
Any deviations or delays must be logged and approved by the SayPro SCM Oversight Committee .
Prepared by:
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