Kean University SOP 15 – Supplier Diversity
Table of Contents
- About
- Scope
- Definitions
- Roles & Responsibilities
- Procedure
- Monitoring & Continuous Improvement
- Records & Retention
- Metrics & KPIs
- Related Policies
About
This Standard Operating Procedure (SOP) establishes a standardized, process‑based approach for incorporating Supplier Diversity considerations into University procurement activities.
The objective of this SOP is to ensure equitable access to procurement opportunities by broadening supplier outreach and participation, while maintaining consistent risk, security, compliance, and evaluation standards for all suppliers.
Scope
This SOP applies to:
- Competitive solicitations (quotes, bids, requests for proposals)
- Supplier identification and outreach activities
- Contract renewals, extensions, and expansions
- Procurements involving IT, software, cloud services, equipment, or professional services
- Grant‑funded and emergency procurements, where feasible
This SOP applies to Procurement, Business Owners, and any roles involved in vendor sourcing or evaluation.
Definitions
- Supplier Diversity: A procurement practice that broadens access to opportunities by ensuring qualified suppliers from a wide range of business backgrounds are considered during sourcing.
- Diverse Supplier: A supplier that meets recognized diversity attributes as defined by applicable laws or industry certifications (not specified here to avoid demographic targeting).
- Diversity Inclusion Step: A required process step to ensure outreach and consideration activities occur.
- Outreach: Non‑preferential communication intended to inform qualified suppliers of procurement opportunities.
Roles & Responsibilities
View roles
- Procurement Lead: Ensures Supplier Diversity steps are embedded in procurement workflows and documented.
- Business Owner: Collaborates with Procurement to identify potential suppliers and supports outreach when needed.
- Risk Manager: Confirms Supplier Diversity practices do not introduce unmanaged risk.
- Information Technology (IT) Security: Evaluates IT‑related suppliers using consistent security criteria.
- Chief Information Security Officer (CISO): Reviews Supplier Diversity practices for governance alignment and approves related exceptions.
Procedure
1. Include Supplier Diversity in Procurement Intake
Procurement ensures that all procurement requests include a Supplier Diversity consideration step. Business Owners identify whether known qualified suppliers exist within the relevant market segment.
2. Conduct Outreach
Procurement may conduct outreach by consulting supplier directories, outreach networks, or other appropriate resources to identify qualified suppliers. Outreach is informational and non‑preferential.
3. Apply Equal Evaluation Standards
All suppliers are evaluated using the same objective criteria, including risk assessment, cybersecurity requirements, accessibility standards, financial viability, and contractual terms.
4. Document Inclusion Efforts
Procurement documents outreach efforts, suppliers contacted, and participation outcomes in the procurement record for audit readiness.
Monitoring & Continuous Improvement
Procurement periodically reviews Supplier Diversity process outcomes to identify opportunities for improvement, such as enhanced outreach methods or improved documentation practices.
Improvements are reviewed for alignment with governance, risk, and security standards.
Records & Retention
Supplier inclusion documentation, outreach logs, evaluation summaries, and review materials must be stored in approved systems of record.
Records are retained for a minimum of seven (7) years.
Metrics & KPIs
- Number of procurements including documented Supplier Diversity outreach
- Percentage of procurements with completed inclusion steps
- Number of qualified suppliers participating in sourcing activities
- Annual trends in supplier participation breadth (process‑based)
Related Policies
- KU SRM 02 – Procurement Policy
- KU SRM 01 – Supplier Risk Management Policy
- KU SEC 10 – Governance Precedence
- KU SEC 05 – Exception Management Policy
- KU IT 01 – Asset Management Policy
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