Confirm contract expiration or termination conditions
2
Retrieve vendor’s records and files
3
Identify all points of access given to the vendor
4
Compile a list of assets given to vendor
5
Contact the vendor for early termination if necessary
6
Notify relevant internal departments about vendor offboarding
7
Approval: Department Heads
8
Track and ensure return of all company assets
9
Remove all access points and privileges given to the vendor
10
Finalize and close out any open financial obligations
11
Collect all outstanding invoices from vendor
12
Prepare final payment for the vendor
13
Submission of final payment and closure documents
14
Approval: Financial Officer
15
Obtain the vendor’s acknowledgment of assets return and access removal
16
Document the offboarding process
17
Review vendor’s performance for future reference
18
Update the vendor master file in the database
Confirm contract expiration or termination conditions
Verify the specific conditions outlined in the vendor's contract regarding expiration or termination. This task ensures that the offboarding process aligns with the contractual requirements and avoids any potential legal issues. Consider the timeframe, notice period, penalties, or any other stipulations stated in the contract. Are there any special circumstances that may affect the termination process? How can the team ensure compliance and a smooth transition?
1
Expiration
2
Termination
3
Renewal
Retrieve vendor’s records and files
Gather all relevant records and files related to the vendor. This may include contracts, invoices, communications, performance reports, or any other pertinent documentation. Organize the information in a way that is easily accessible and secure. How can the team ensure all necessary documents are collected? Are there any specific instructions for handling sensitive information or confidential data?
1
Contracts
2
Invoices
3
Communications
4
Performance reports
5
Other
Identify all points of access given to the vendor
Determine all the access points and privileges granted to the vendor throughout their partnership with the company. This includes physical access to premises, digital systems, online platforms, or any other resources. List down all the touchpoints that need to be addressed during the offboarding process. How can the team ensure a comprehensive identification of access points? Are there any potential security risks associated with revoking access?
1
Physical premises
2
Digital systems
3
Online platforms
4
Resources
5
Other
Compile a list of assets given to vendor
Create a comprehensive list of all the company's assets provided to the vendor during the partnership. This can include equipment, software licenses, intellectual property, or any other resources. Document the details of each asset, such as its description, quantity, value, and condition. How can the team ensure an accurate compilation of assets? Is there a specific format or template for recording the asset details?
1
Equipment
2
Software licenses
3
Intellectual property
4
Resources
5
Other
Contact the vendor for early termination if necessary
Reach out to the vendor to discuss the possibility of early termination in case it aligns with the company's requirements. Initiate a conversation about the reasons for terminating the partnership ahead of schedule, and explore potential solutions or alternatives. How can the team ensure effective communication with the vendor? What are the key points to address during the discussion?
Notify relevant internal departments about vendor offboarding
Inform all the relevant internal departments about the vendor offboarding process. This ensures that everyone involved is aware of the upcoming changes and can plan accordingly. Identify the departments or individuals who need to be notified and specify the method of communication. How can the team ensure clear and timely notification? Are there any specific updates or instructions to provide to each department?
1
Finance
2
Procurement
3
IT
4
Legal
5
Human Resources
Approval: Department Heads
Will be submitted for approval:
Notify relevant internal departments about vendor offboarding
Will be submitted
Track and ensure return of all company assets
Monitor and track the return of all company assets provided to the vendor. Establish a system or process to facilitate the asset retrieval, including documentation, verification, and confirmation of return. How can the team keep track of the assets? Is there a specific timeline or deadline for asset return? Are there any consequences for non-compliance?
1
Equipment
2
Software licenses
3
Intellectual property
4
Resources
5
Other
Remove all access points and privileges given to the vendor
Revoke all the access points, privileges, and permissions provided to the vendor. This ensures that the vendor no longer has any rights or permissions to access company resources. Specify the steps or procedures to remove access, including revoking credentials, disabling accounts, or any other necessary actions. How can the team ensure a thorough removal of access points? Are there any potential risks to consider during this process?
1
Physical premises
2
Digital systems
3
Online platforms
4
Resources
5
Other
Finalize and close out any open financial obligations
Review and settle any remaining financial obligations or commitments with the vendor. This includes outstanding invoices, pending payments, refunds, or any other financial matters. Ensure that all invoices and payments are accurately accounted for and resolved. How can the team ensure a proper closure of financial obligations? Are there any specific processes or approvals required?
1
Outstanding invoices
2
Pending payments
3
Refunds
4
Other
Collect all outstanding invoices from vendor
Retrieve and collect any outstanding invoices from the vendor to settle the financial accounts. Communicate with the finance department or vendor directly to ensure the timely submission of relevant invoices. How can the team effectively communicate with the vendor for invoice collection? Are there any specific instructions for the finance department?
Prepare final payment for the vendor
Compile all the necessary information and documentation to prepare the final payment for the vendor. Consider the invoice details and any additional factors, such as prorated costs, penalties, or adjustments. Verify the accuracy of the payment amount and coordinate with the finance department for the payment process. How can the team ensure the correctness of the final payment? Are there any specific approval procedures?
Submission of final payment and closure documents
Submit the final payment to the vendor and provide any necessary closure documents. Ensure that all payment details are accurately communicated and documented for reference. Coordinate with the finance department and vendor for the smooth processing of the payment and closure. How can the team ensure a prompt and secure submission of the final payment? Are there any specific documents required for closure?
Approval: Financial Officer
Will be submitted for approval:
Submission of final payment and closure documents
Will be submitted
Obtain the vendor’s acknowledgment of assets return and access removal
Secure the vendor's acknowledgment of returning all assets and the revocation of access to company resources. Document the acknowledgement as proof of compliance and closure. Coordinate with the vendor for confirmation and validation. How can the team ensure the vendor's acknowledgment? Is there a specific format or document for recording the acknowledgement?
Document the offboarding process
Record and document the entire offboarding process for future reference and audit purposes. Include all relevant details, decisions, actions, and communications. Maintain a clear and comprehensive record of the vendor offboarding process. How can the team ensure accurate and detailed documentation? Are there any specific templates or guidelines for recording the process?
Review vendor’s performance for future reference
Assess and evaluate the vendor's performance throughout the partnership to gather insights and improve future vendor selection and management processes. Consider factors like quality, timeliness, communication, and overall satisfaction. Share feedback with the relevant departments or individuals involved in vendor management. How can the team collect feedback and evaluate performance objectively? Are there any specific metrics or criteria to consider during the review?
1
Quality
2
Timeliness
3
Communication
4
Satisfaction
5
Other
Update the vendor master file in the database
Make the necessary updates and revisions to the vendor master file in the company's database. Include details of the vendor's termination, pertinent documents, and any other relevant information. Ensure the accuracy and completeness of the record for future reference and tracking. How can the team access and update the vendor master file? Are there any specific instructions or guidelines for updating the database?
