ERP Vendor Management Checklist
Ensure a smooth and successful ERP vendor relationship! This checklist helps you evaluate, onboard, and manage your ERP vendors effectively, minimizing risk and maximizing value. From contract reviews to performance monitoring, stay on top of your vendor commitments and ensure your ERP system thrives.
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Vendor Selection & Onboarding
Steps related to identifying, evaluating, and onboarding ERP vendors.
Define ERP Requirements & Scope
Estimated Budget Allocation
Deployment Model (Cloud, On-Premise, Hybrid)
Key Functional Modules Required
RFP/Vendor Proposal Release Date
Vendor Proposal Documents
Initial Vendor Screening Criteria
Contract Review & Negotiation
Checkpoints for reviewing and negotiating vendor contracts.
Scope of Services Description
Contract Term (Years)
Effective Date
Renewal Date
Pricing Model (e.g., per user, subscription)
Payment Terms & Schedule
Liability Clause Review
Supporting Documentation (e.g., vendor financials)
Service Level Agreement (SLA) Monitoring
Verification of vendor adherence to agreed-upon service levels.
SLA Review Date
Uptime Percentage (Actual)
Resolution Time (Average)
Response Time (Average)
SLA Compliance Status
Comments on SLA Performance
Next Review Date
Performance Reporting & Reviews
Assessment of vendor performance based on key metrics and regular reviews.
System Uptime Percentage (Last Month)
Average Response Time (Key Transactions)
Error Rate (Last Reporting Period)
Summary of Key Performance Metrics
Overall Vendor Performance Rating
Date of Last Performance Review Meeting
Summary of Action Items from Last Review
Supporting Documentation (e.g., Performance Reports)
Relationship Management & Communication
Ensuring effective communication and a strong working relationship with the vendor.
Frequency of Scheduled Meetings
Preferred Communication Channel
Last Relationship Review Date
Summary of Recent Communication & Issues
Overall Relationship Satisfaction (1-5)
Notes on Key Contact Person
Security & Compliance Alignment
Confirming the vendor's security practices and compliance with relevant regulations.
Vendor's Security Framework Certification (e.g., ISO 27001, SOC 2)
Summary of Vendor's Security Policies
Data Encryption at Rest
Data Encryption in Transit
Number of Security Audits Performed Annually by Vendor
Vendor's Latest Security Audit Report
Compliance with Industry-Specific Regulations (e.g., HIPAA, GDPR)
Financial Risk Assessment
Evaluating the vendor's financial stability and potential risks.
Vendor's Annual Revenue
Vendor's Debt-to-Equity Ratio
Vendor's Credit Score (if available)
Vendor's Financial Stability Rating (e.g., Standard & Poor's, Moody's)
Date of Last Financial Audit
Summary of Key Financial Risks Identified
Insurance Coverage Adequacy
Exit Strategy & Transition Planning
Preparing for potential vendor transitions or terminations.
Planned Exit Date (if applicable)
Reasons for Vendor Transition/Termination
Transition Type
Data Migration Strategy & Responsibilities
Data Backup and Archival Plan (uploaded documents)
Number of Users Impacted
Communication Plan for End Users
Transition Responsibility (Internal Team or External Consultant)
Audit & Compliance Verification
Validating vendor adherence to auditing and compliance requirements.
Last Audit Date
Audit Type
Audit Score (0-100)
Audit Findings Summary
Audit Report Document
Regulatory Framework Compliance
Details of any Non-Compliances & Remediation Plans
Innovation & Future Readiness
Evaluating the vendor's commitment to innovation and their ability to support future ERP needs.
R&D Investment Percentage
Vendor's Roadmap for Next 3-5 Years
Vendor's Commitment to Emerging Technologies (AI, ML, Cloud)
Which Emerging Technologies are Prioritized by the Vendor?
Date of Last Innovation Review with Vendor
Summary of Vendor's Innovation Strategy
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