vendor-management

Vendor Management for ServiceNow

Vendor Management tracks suppliers, contracts, performance, and risk.

Vendor Architecture

Vendor (core_company) ├── Contracts (ast_contract) │ ├── Contract Terms │ └── SLAs ├── Contacts ├── Assessments └── Performance Metrics

Key Tables

Table Purpose

core_company

Vendors/Companies

ast_contract

Contracts

ast_contract_sla

Contract SLAs

vendor_risk_assessment

Risk assessments

procurement_vendor

Vendor details

Vendors (ES5)

Create Vendor

// Create vendor (ES5 ONLY!) var vendor = new GlideRecord("core_company") vendor.initialize()

// Basic info vendor.setValue("name", "Acme Technology Solutions") vendor.setValue("vendor", true)

// Contact info vendor.setValue("phone", "+1-555-123-4567") vendor.setValue("email", "vendor@acmetech.com") vendor.setValue("website", "https://www.acmetech.com")

// Address vendor.setValue("street", "456 Vendor Ave") vendor.setValue("city", "San Francisco") vendor.setValue("state", "CA") vendor.setValue("zip", "94105") vendor.setValue("country", "US")

// Classification vendor.setValue("vendor_type", "technology") vendor.setValue("u_vendor_tier", "strategic")

// Primary contact vendor.setValue("contact", primaryContactSysId)

vendor.insert()

Vendor Search

// Search vendors (ES5 ONLY!) function searchVendors(criteria) { var vendors = []

var gr = new GlideRecord("core_company") gr.addQuery("vendor", true) gr.addQuery("vendor_active", true)

if (criteria.name) { gr.addQuery("name", "CONTAINS", criteria.name) } if (criteria.type) { gr.addQuery("vendor_type", criteria.type) } if (criteria.tier) { gr.addQuery("u_vendor_tier", criteria.tier) }

gr.query()

while (gr.next()) { vendors.push({ sys_id: gr.getUniqueValue(), name: gr.getValue("name"), type: gr.getValue("vendor_type"), tier: gr.getValue("u_vendor_tier"), contact: gr.contact.getDisplayValue(), active_contracts: countActiveContracts(gr.getUniqueValue()), }) }

return vendors }

function countActiveContracts(vendorSysId) { var ga = new GlideAggregate("ast_contract") ga.addQuery("vendor", vendorSysId) ga.addQuery("state", "active") ga.addAggregate("COUNT") ga.query()

if (ga.next()) { return parseInt(ga.getAggregate("COUNT"), 10) } return 0 }

Contracts (ES5)

Create Contract

// Create vendor contract (ES5 ONLY!) var contract = new GlideRecord("ast_contract") contract.initialize()

// Basic info contract.setValue("short_description", "Cloud Hosting Services") contract.setValue("vendor", vendorSysId) contract.setValue("contract_model", "service_agreement")

// Dates contract.setValue("starts", "2024-01-01") contract.setValue("ends", "2025-12-31")

// Financial contract.setValue("contract_value", 500000) contract.setValue("payment_terms", "net_30") contract.setValue("currency", "USD")

// Renewal contract.setValue("renewal_type", "auto") contract.setValue("renewal_notice_period", 90) // days

// Owner contract.setValue("contract_administrator", adminSysId) contract.setValue("stakeholders", stakeholderSysIds)

// Status contract.setValue("state", "active")

contract.insert()

Contract Renewal Alert

// Find contracts expiring soon (ES5 ONLY!) function getExpiringContracts(daysAhead) { var expiringContracts = [] var futureDate = new GlideDateTime() futureDate.addDaysLocalTime(daysAhead)

var contract = new GlideRecord("ast_contract") contract.addQuery("state", "active") contract.addQuery("ends", "<=", futureDate) contract.addQuery("ends", ">=", new GlideDateTime()) contract.orderBy("ends") contract.query()

while (contract.next()) { expiringContracts.push({ sys_id: contract.getUniqueValue(), number: contract.getValue("number"), description: contract.getValue("short_description"), vendor: contract.vendor.getDisplayValue(), ends: contract.getValue("ends"), value: contract.getValue("contract_value"), renewal_type: contract.getValue("renewal_type"), }) }

return expiringContracts }

// Scheduled job to send alerts ;(function executeScheduledJob() { var expiring = getExpiringContracts(90)

for (var i = 0; i < expiring.length; i++) { var contract = new GlideRecord("ast_contract") if (contract.get(expiring[i].sys_id)) { gs.eventQueue("contract.expiring.soon", contract, "90", "") } } })()

Contract SLAs (ES5)

Define Contract SLA

// Create contract SLA (ES5 ONLY!) var sla = new GlideRecord("ast_contract_sla") sla.initialize()

sla.setValue("contract", contractSysId) sla.setValue("name", "Uptime Guarantee") sla.setValue("description", "99.9% uptime guarantee")

// Metrics sla.setValue("metric_type", "availability") sla.setValue("target_value", "99.9") sla.setValue("measurement_period", "monthly")

// Penalties/Credits sla.setValue("penalty_type", "credit") sla.setValue("penalty_description", "10% credit for each 0.1% below target")

sla.insert()

Track SLA Performance

// Record SLA measurement (ES5 ONLY!) function recordSLAMeasurement(slaSysId, period, actualValue) { var measurement = new GlideRecord("u_sla_measurement") measurement.initialize()

measurement.setValue("sla", slaSysId) measurement.setValue("period", period) measurement.setValue("actual_value", actualValue) measurement.setValue("measured_date", new GlideDateTime())

// Get target var sla = new GlideRecord("ast_contract_sla") if (sla.get(slaSysId)) { var target = parseFloat(sla.getValue("target_value")) var actual = parseFloat(actualValue)

measurement.setValue("target_value", target)
measurement.setValue("met", actual >= target)

if (actual &#x3C; target) {
  // Calculate penalty/credit
  var shortfall = target - actual
  measurement.setValue("shortfall", shortfall)
  measurement.work_notes = "SLA not met. Shortfall: " + shortfall + "%"
}

}

return measurement.insert() }

Vendor Risk Assessment (ES5)

Create Risk Assessment

// Create vendor risk assessment (ES5 ONLY!) function createVendorAssessment(vendorSysId, assessmentData) { var assessment = new GlideRecord("vendor_risk_assessment") assessment.initialize()

assessment.setValue("vendor", vendorSysId) assessment.setValue("assessment_date", new GlideDateTime()) assessment.setValue("assessor", gs.getUserID())

// Risk scores (1-5 scale) assessment.setValue("financial_risk", assessmentData.financial) assessment.setValue("operational_risk", assessmentData.operational) assessment.setValue("security_risk", assessmentData.security) assessment.setValue("compliance_risk", assessmentData.compliance) assessment.setValue("strategic_risk", assessmentData.strategic)

// Calculate overall score var scores = [ assessmentData.financial, assessmentData.operational, assessmentData.security, assessmentData.compliance, assessmentData.strategic, ] var total = 0 for (var i = 0; i < scores.length; i++) { total += parseInt(scores[i], 10) } var average = total / scores.length assessment.setValue("overall_risk_score", average.toFixed(1))

// Risk rating var rating = "low" if (average >= 4) rating = "critical" else if (average >= 3) rating = "high" else if (average >= 2) rating = "medium" assessment.setValue("risk_rating", rating)

// Notes assessment.setValue("notes", assessmentData.notes)

return assessment.insert() }

Vendor Performance Scorecard

// Calculate vendor performance score (ES5 ONLY!) function getVendorScorecard(vendorSysId) { var scorecard = { vendor_sys_id: vendorSysId, sla_performance: 0, ticket_metrics: {}, risk_rating: "", overall_score: 0, }

// SLA performance var slaMeasurements = new GlideAggregate("u_sla_measurement") slaMeasurements.addQuery("sla.contract.vendor", vendorSysId) slaMeasurements.addQuery("measured_date", ">=", gs.monthsAgo(12)) slaMeasurements.addAggregate("AVG", "met") slaMeasurements.query()

if (slaMeasurements.next()) { scorecard.sla_performance = Math.round(slaMeasurements.getAggregate("AVG", "met") * 100) }

// Incident metrics var incidents = new GlideAggregate("incident") incidents.addQuery("vendor", vendorSysId) incidents.addQuery("opened_at", ">=", gs.monthsAgo(12)) incidents.addAggregate("COUNT") incidents.addAggregate("AVG", "calendar_duration") incidents.query()

if (incidents.next()) { scorecard.ticket_metrics.count = parseInt(incidents.getAggregate("COUNT"), 10) scorecard.ticket_metrics.avg_resolution = incidents.getAggregate("AVG", "calendar_duration") }

// Latest risk assessment var assessment = new GlideRecord("vendor_risk_assessment") assessment.addQuery("vendor", vendorSysId) assessment.orderByDesc("assessment_date") assessment.setLimit(1) assessment.query()

if (assessment.next()) { scorecard.risk_rating = assessment.getValue("risk_rating") }

// Calculate overall score scorecard.overall_score = calculateOverallScore(scorecard)

return scorecard }

MCP Tool Integration

Available Tools

Tool Purpose

snow_query_table

Query vendor tables

snow_execute_script_with_output

Test vendor scripts

snow_find_artifact

Find configurations

Example Workflow

// 1. Query active vendors await snow_query_table({ table: "core_company", query: "vendor=true^vendor_active=true", fields: "name,vendor_type,u_vendor_tier,contact", })

// 2. Find expiring contracts await snow_execute_script_with_output({ script: var expiring = getExpiringContracts(60); gs.info(JSON.stringify(expiring)); , })

// 3. Get vendor scorecard await snow_execute_script_with_output({ script: var scorecard = getVendorScorecard('vendor_sys_id'); gs.info(JSON.stringify(scorecard)); , })

Best Practices

Vendor Classification - Tier by importance
Contract Tracking - Monitor expirations
SLA Monitoring - Track performance
Risk Assessment - Regular evaluations
Performance Reviews - Quarterly scorecards
Documentation - Complete records
Compliance - Verify certifications
ES5 Only - No modern JavaScript syntax

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