# What Are the Primary Kpis from an Erp Used to Score Suppliers in an Rfp? ▴ Question

**Published:** 2025-08-08
**Categories:** Question

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## Concept

The evaluation of a supplier within a Request for Proposal (RFP) process represents a critical juncture of data-driven analysis and strategic foresight. An Enterprise Resource Planning (ERP) system functions as the central repository of operational truth, capturing the granular data points that, in aggregate, paint a precise picture of a supplier’s performance. The primary Key Performance Indicators (KPIs) derived from this system are not merely metrics; they are the language through which an organization translates its operational history into a predictive assessment of future partnership success. These indicators provide a quantitative foundation for what would otherwise be a subjective decision, transforming the selection process from an art into a science.

At its core, the objective is to quantify reliability, efficiency, and value. The [ERP system](https://prime.greeks.live/area/erp-system/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite) diligently records every interaction with a supplier, from the initial purchase order to the final payment. This transactional data, when properly structured and analyzed, gives rise to a set of universally recognized KPIs that form the bedrock of any robust [supplier scorecard](https://prime.greeks.live/area/supplier-scorecard/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite).

These indicators are typically categorized into distinct domains of performance, each representing a critical pillar of the supplier relationship. Understanding these foundational categories is the first step in constructing a meaningful evaluation framework that aligns with an organization’s strategic objectives.

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## The Pillars of Supplier Performance

The data flowing through an ERP system can be harnessed to illuminate four primary facets of a supplier’s contribution to the enterprise. These pillars provide a comprehensive, 360-degree view, ensuring that no single aspect of performance, such as cost, overshadows other equally vital contributions like quality or reliability.

- **Quality and Compliance** ▴ This pillar measures the supplier’s ability to consistently meet specified standards. Data points related to inspections, material rejections, and compliance with contractual terms are captured within the ERP’s quality management and procurement modules. The resulting KPIs provide insight into the hidden costs of poor quality, such as rework, production delays, and warranty claims.

- **Delivery and Reliability** ▴ A supplier’s dependability is quantified through this pillar. The ERP system tracks promised delivery dates against actual receipt dates, order completeness, and lead time consistency. These metrics are fundamental to maintaining production schedules, managing inventory levels, and ensuring the smooth flow of the entire [supply chain](https://prime.greeks.live/area/supply-chain/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite).

- **Financial and Cost Management** ▴ This pillar assesses the total economic impact of a supplier relationship. Beyond the quoted price, the ERP captures data on [invoice accuracy](https://prime.greeks.live/area/invoice-accuracy/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite), payment terms, and price variances. These KPIs help calculate the [Total Cost of Ownership](https://prime.greeks.live/area/total-cost-of-ownership/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite) (TCO), providing a more holistic financial view than unit price alone.

- **Service and Partnership** ▴ This dimension evaluates the qualitative aspects of the supplier relationship, which can be quantified through ERP data. Metrics on supplier responsiveness to inquiries, flexibility in accommodating changes, and the number of disputes or escalations provide a measure of the supplier’s commitment to a collaborative partnership.

> The ERP system transforms supplier evaluation from subjective assessment into a data-driven discipline, providing a verifiable record of performance.

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## Translating Data into Decision-Making

The true power of these KPIs lies in their application within the RFP scoring process. Each indicator, derived from thousands of transactional data points within the ERP, becomes a scoring criterion. A potential supplier’s proposal can then be evaluated not only on its promises for the future but also against the historical, data-backed performance of incumbent suppliers.

This creates a level playing field where objective data can be used to validate or challenge the claims made in a proposal. For new suppliers, the same framework can be used to set clear performance expectations from the outset.

This data-centric approach removes ambiguity and personal bias from the selection process. It allows the procurement team to build a defensible, evidence-based case for its chosen partner, grounded in the operational realities captured by the ERP system. The result is a more strategic, reliable, and ultimately more profitable supply chain, built on a foundation of quantifiable performance.

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## Strategy

Moving from a simple understanding of supplier KPIs to a strategic evaluation framework requires a deliberate architectural approach. The goal is to design a system that not only measures past performance but also aligns the supplier selection process with the organization’s highest strategic priorities. This involves the creation of a [weighted scoring model](https://prime.greeks.live/area/weighted-scoring-model/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite), a sophisticated mechanism that translates raw KPI data into a strategic score.

The weighting of each KPI category becomes a declaration of corporate intent ▴ is the primary driver cost reduction, risk mitigation, innovation, or supply chain resilience? The answer to this question dictates the very structure of the RFP evaluation.

An ERP system provides the raw material ▴ the objective data. The strategic layer is how that material is shaped and prioritized. A company focused on a “lowest cost” strategy might assign a high weight to KPIs like Price Variance and Total Cost of Ownership.

In contrast, a firm in a high-regulation industry like aerospace or medical devices would place a much heavier emphasis on Quality and Compliance metrics, such as Defect Rate and Regulatory Adherence. The strategic application of ERP data is about making these conscious choices and embedding them into the procurement process itself.

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## Designing the Weighted Scorecard

The cornerstone of a strategic evaluation process is the weighted supplier scorecard. This tool provides a structured and repeatable methodology for assessing all suppliers ▴ both incumbent and prospective ▴ against a common set of standards that reflect the organization’s unique priorities. The design process involves several key steps.

- **KPI Category Weighting** ▴ The first step is to assign a weight to each of the primary performance pillars (Quality, Delivery, Cost, Service). This high-level allocation determines the overall strategic focus of the evaluation. For example, a company might decide that Quality is paramount, assigning it a 40% weight, while Cost receives 30%, Delivery 20%, and Service 10%.

- **Individual KPI Selection** ▴ Within each category, specific KPIs are chosen to provide a granular view of performance. For instance, under the “Quality” category, the team might select ‘Defect Rate’ and ‘Audit Compliance Score’ as the key indicators.

- **[Scoring Scale](https://prime.greeks.live/area/scoring-scale/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite) Definition** ▴ A consistent and clearly defined scoring scale is established to rate performance for each KPI. A common approach is a 1-to-5 scale, where 1 represents unacceptable performance and 5 represents exceptional performance. The criteria for each score must be explicitly defined to ensure consistency across all evaluators. For example, for ‘On-Time Delivery’, a score of 5 might require >99% on-time, while a score of 3 might be 95-97%.

- **Data Normalization** ▴ Since KPIs are measured in different units (percentages, days, currency), the scoring scale serves to normalize them into a common language. This allows for the direct comparison of disparate metrics within a single, unified [scoring model](https://prime.greeks.live/area/scoring-model/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite).

> A weighted scorecard translates strategic priorities into a mathematical formula, ensuring supplier selection is directly tied to business objectives.

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## A Comparative Look at Strategic Weighting

The strategic intent of a business is revealed in how it weights its supplier KPIs. The table below illustrates how two different companies ▴ one focused on innovation and speed-to-market, the other on operational efficiency and cost control ▴ might structure their evaluation frameworks.

| KPI Category | Company A (Innovation Focus) Weight | Company B (Cost Focus) Weight | Strategic Rationale |
| --- | --- | --- | --- |
| Quality & Innovation | 45% | 20% | Company A prioritizes flawless components and supplier-led innovation to maintain its premium brand position. Company B focuses on “good enough” quality to meet baseline standards. |
| Delivery & Lead Time | 25% | 25% | Both companies recognize the importance of reliable delivery for operational stability, making this a point of strategic alignment. |
| Cost & Financials | 20% | 45% | Company B’s primary objective is to minimize procurement costs to compete on price, making this their most heavily weighted category. Company A accepts higher costs for superior quality and innovation. |
| Service & Partnership | 10% | 10% | Both companies view service as a supporting factor rather than a primary driver of the relationship. |

This strategic allocation of weights ensures that the final supplier score is a direct reflection of the company’s business model. It moves the RFP process from a simple cost comparison to a sophisticated exercise in strategic alignment, all powered by the objective data housed within the ERP system.

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## Execution

The execution of a data-driven [supplier evaluation](https://prime.greeks.live/area/supplier-evaluation/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite) framework is where the theoretical model meets operational reality. This phase involves the precise, systematic extraction of data from the ERP system, its transformation into standardized KPIs, and its final application within the weighted scoring model during an RFP. This is a meticulous process that requires a clear understanding of the data fields within the ERP and the mathematical formulas used to calculate each KPI. The integrity of the entire system rests on the quality and accuracy of this data pipeline, from the ERP database to the final RFP decision document.

Modern procurement suites often provide direct integration with ERP systems, automating much of this process. These platforms can pull data via APIs, run pre-configured calculations, and populate a digital scorecard in real-time. However, understanding the underlying mechanics is essential, whether the process is automated or manual. The procurement team must be able to validate the data and the calculations to ensure the final scores are both accurate and defensible.

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## From ERP Data Fields to Calculated KPIs

The journey from raw data to actionable intelligence begins within the tables of the ERP system. Specific data fields from modules like Procurement, Inventory Management, Quality Assurance, and Accounts Payable are the building blocks for each KPI. The following table provides a detailed illustration of how raw data points are transformed into the key performance indicators that drive the scoring model.

| Performance KPI | Required ERP Data Fields | Calculation Formula | Example Output |
| --- | --- | --- | --- |
| On-Time Delivery Rate | Purchase Order (PO) Promised Date, Goods Receipt Actual Date | (Number of Receipts where Actual Date ≤ Promised Date) / (Total Number of Receipts) 100 | 97.2% |
| Supplier Defect Rate | Quantity Received, Quantity Accepted (post-inspection) | (Total Quantity Received – Total Quantity Accepted) / (Total Quantity Received) 100 | 1.3% |
| Average Lead Time | PO Creation Date, Goods Receipt Actual Date | Average of (Goods Receipt Date – PO Creation Date) for all orders | 21 Days |
| Invoice Accuracy | PO Price, Invoice Price | (Number of Invoices where Invoice Price = PO Price) / (Total Number of Invoices) 100 | 99.5% |

> The final supplier scorecard is the culmination of the entire process, providing a single, defensible number to guide the RFP selection.

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## The Final RFP Scoring Execution

With the KPIs calculated and the strategic weights assigned, the final step is to score the suppliers participating in the RFP. For incumbent suppliers, their historical KPI data from the ERP is used directly. For new suppliers, their proposal responses are scored against the same criteria, often based on their stated capabilities, references, and sample data. The weighted scorecard brings all this information together into a final, consolidated score.

The following is an example of a completed scorecard for two competing suppliers, based on the “Innovation Focus” weighting model described previously.

- **Scoring Scale** ▴ 1 (Poor) to 5 (Excellent)

- **Weighting Model** ▴ Quality (45%), Delivery (25%), Cost (20%), Service (10%)

The calculation for each line item is ▴ (Score / 5) Weight. The total score is the sum of the weighted scores for each category. This quantitative output provides a clear, data-backed recommendation for the RFP award, completing the journey from raw ERP data to strategic procurement decision.

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## References

- Monczka, R. M. Handfield, R. B. Giunipero, L. C. & Patterson, J. L. (2020). Purchasing and Supply Chain Management. Cengage Learning.

- Chopra, S. & Meindl, P. (2019). Supply Chain Management ▴ Strategy, Planning, and Operation. Pearson.

- Jacobs, F. R. & Chase, R. B. (2018). Operations and Supply Chain Management. McGraw-Hill Education.

- Hübner, R. (2017). The Procurement KPI Handbook. CreateSpace Independent Publishing Platform.

- CIPS – Chartered Institute of Procurement & Supply. (2021). Measuring Performance in Procurement and Supply. CIPS Knowledge.

- APICS – The Association for Operations Management. (2017). APICS Dictionary, 15th Edition.

- Gordon, S. R. (2008). Supplier Evaluation and Performance Excellence ▴ A Guide to Meaningful Metrics and Successful Results. J. Ross Publishing.

- Weele, A. J. van. (2018). Purchasing and Supply Chain Management ▴ Analysis, Strategy, Planning and Practice. Cengage Learning.

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## Reflection

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## Calibrating the Organizational Lens

The framework for leveraging ERP data in supplier evaluation provides a powerful system for quantitative decision-making. Yet, its implementation prompts a deeper introspection into an organization’s own operational discipline. The quality of the output is inextricably linked to the quality of the input.

Does the data captured within the ERP reflect a consistent and rigorous process for recording transactions, from [goods receipt](https://prime.greeks.live/question/how-does-the-receipt-of-payment-for-order-flow-affect-a-firms-best-execution-obligations/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite) to quality inspection? A flawlessly designed scorecard is only as reliable as the data that feeds it.

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## Beyond the Score

Ultimately, the scorecard is a tool, not the final arbiter. It provides a structured, evidence-based perspective that must be integrated with broader strategic considerations. A high-scoring supplier might present a concentration risk, while a lower-scoring local supplier might offer critical flexibility in a volatile market.

The knowledge gained through this data-driven process empowers the procurement team to ask more insightful questions and to make decisions with a clearer understanding of the trade-offs involved. The true advantage lies in using this system not as a rigid set of rules, but as a sophisticated lens through which to view the complex, dynamic landscape of the supply chain, enabling a more resilient and value-driven enterprise.

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## Glossary

<a href="https://prime.greeks.live/area/supplier-scorecard/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite" class="glossary-item-box">
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## Supplier Scorecard

Meaning ▴ A Supplier Scorecard represents a deterministic, quantitative framework designed to systematically evaluate the performance of external counterparties or service providers within an institutional trading ecosystem. </a><a href="https://prime.greeks.live/area/erp-system/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite" class="glossary-item-box">
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## Erp System

Meaning ▴ An ERP System constitutes a comprehensive, integrated software suite meticulously engineered to manage and optimize core business processes across an entire enterprise. </a><a href="https://prime.greeks.live/area/supply-chain/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite" class="glossary-item-box">
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## Supply Chain

Meaning ▴ The Supply Chain within institutional digital asset derivatives refers to the integrated sequence of computational and financial protocols that govern the complete lifecycle of a trade, extending from pre-trade analytics and order generation through execution, clearing, settlement, and post-trade reporting. </a><a href="https://prime.greeks.live/area/total-cost-of-ownership/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite" class="glossary-item-box">
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## Total Cost of Ownership

Meaning ▴ Total Cost of Ownership (TCO) represents a comprehensive financial estimate encompassing all direct and indirect expenditures associated with an asset or system throughout its entire operational lifecycle. </a><a href="https://prime.greeks.live/area/invoice-accuracy/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite" class="glossary-item-box">
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## Invoice Accuracy

Meaning ▴ Invoice Accuracy defines the precise alignment of billed amounts, quantities, and terms with the agreed-upon trade parameters and executed transactions within institutional digital asset derivatives. </a><a href="https://prime.greeks.live/area/weighted-scoring-model/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite" class="glossary-item-box">
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## Weighted Scoring Model

Meaning ▴ A Weighted Scoring Model constitutes a systematic computational framework designed to evaluate and prioritize diverse entities by assigning distinct numerical weights to a set of predefined criteria, thereby generating a composite score that reflects their aggregated importance or suitability. </a><a href="https://prime.greeks.live/area/scoring-scale/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite" class="glossary-item-box">
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## Scoring Scale

Meaning ▴ A Scoring Scale represents a structured quantitative framework engineered to assign numerical values or ranks to discrete entities, conditions, or behaviors based on a predefined set of weighted criteria, thereby facilitating objective evaluation and systematic decision-making within complex operational environments. </a><a href="https://prime.greeks.live/area/scoring-model/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite" class="glossary-item-box">
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## Scoring Model

Meaning ▴ A Scoring Model represents a structured quantitative framework designed to assign a numerical value or rank to an entity, such as a digital asset, counterparty, or transaction, based on a predefined set of weighted criteria. </a><a href="https://prime.greeks.live/area/supplier-evaluation/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite" class="glossary-item-box">
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## Supplier Evaluation

Meaning ▴ Supplier Evaluation constitutes a systematic, data-driven process for assessing the operational capabilities, financial stability, security posture, and performance metrics of external service providers critical to an institutional digital asset derivatives trading ecosystem. </a><a href="https://prime.greeks.live/question/how-does-the-receipt-of-payment-for-order-flow-affect-a-firms-best-execution-obligations/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite" class="glossary-item-box">
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## Goods Receipt

The receipt of PFOF creates a structural conflict of interest that a firm must manage through rigorous, documented, and continuous quantitative analysis to prove its order routing decisions prioritize client outcomes over revenue. </a>

**Tags:** [Supplier Evaluation](https://options.greeks.live/area/supplier-evaluation/), [Scoring Scale](https://options.greeks.live/area/scoring-scale/), [On-Time Delivery Rate](https://options.greeks.live/area/on-time-delivery-rate/), [ERP Data Integration](https://options.greeks.live/area/erp-data-integration/), [Invoice Accuracy](https://options.greeks.live/area/invoice-accuracy/), [Strategic Sourcing](https://options.greeks.live/area/strategic-sourcing/)	

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### [How Should Stakeholders from Different Departments Be Involved in the Rfp Evaluation Process to Ensure a Holistic Assessment?](https://options.greeks.live/question/how-should-stakeholders-from-different-departments-be-involved-in-the-rfp-evaluation-process-to-ensure-a-holistic-assessment/)
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A holistic RFP assessment is achieved by structuring departmental expertise into a unified, data-driven evaluation system.

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### [What Are the Key Differences between Traditional Rfp Kpis and Those for a Hybrid Model?](https://options.greeks.live/question/what-are-the-key-differences-between-traditional-rfp-kpis-and-those-for-a-hybrid-model/)
![A dark, circular metallic platform features a central, polished spherical hub, bisected by a taut green band. This embodies a robust Prime RFQ for institutional digital asset derivatives, enabling high-fidelity execution via RFQ protocols, optimizing market microstructure for best execution, and mitigating counterparty risk through atomic settlement.](https://options.greeks.live/wp-content/uploads/2025/07/institutional-digital-asset-derivatives-rfq-protocol-optimizing-high-fidelity-execution-across-diverse-market-microstructures.jpg)

Hybrid model KPIs measure the total value of a strategic relationship, while traditional RFP KPIs assess the cost of a single transaction.

- 
### [How Do You Weight Innovation versus Cost in a Hybrid Rfp?](https://options.greeks.live/question/how-do-you-weight-innovation-versus-cost-in-a-hybrid-rfp/)
![A transparent, angular teal object with an embedded dark circular lens rests on a light surface. This visualizes an institutional-grade RFQ engine, enabling high-fidelity execution and precise price discovery for digital asset derivatives. It optimizes capital efficiency, manages counterparty risk, supports multi-leg spread strategies, and provides deep market microstructure insights within a Prime RFQ framework.](https://options.greeks.live/wp-content/uploads/2025/07/institutional-digital-asset-rfq-engine-high-fidelity-execution.jpg)

Calibrating a hybrid RFP is the precise alignment of acquisition cost with the strategic value of a vendor's embedded future potential.

- 
### [How Do You Create an Effective Weighted Scoring Model for Evaluating Rfp Responses?](https://options.greeks.live/question/how-do-you-create-an-effective-weighted-scoring-model-for-evaluating-rfp-responses/)
![Abstract forms on dark, a sphere balanced by intersecting planes. This signifies high-fidelity execution for institutional digital asset derivatives, embodying RFQ protocols and price discovery within a Prime RFQ. It represents market microstructure, managing latent liquidity and counterparty risk for block trades.](https://options.greeks.live/wp-content/uploads/2025/07/digital-asset-derivatives-rfq-platform-microstructure-execution-prime-os.jpg)

A weighted scoring model is a decision-making system that translates strategic priorities into a quantitative, defensible vendor selection.

- 
### [How Does a Data-Driven RFP Framework Mitigate Risk in Vendor Selection Processes?](https://options.greeks.live/question/how-does-a-data-driven-rfp-framework-mitigate-risk-in-vendor-selection-processes/)
![A central crystalline RFQ engine processes complex algorithmic trading signals, linking to a deep liquidity pool. It projects precise, high-fidelity execution for institutional digital asset derivatives, optimizing price discovery and mitigating adverse selection.](https://options.greeks.live/wp-content/uploads/2025/07/prime-os-rfq-protocols-high-fidelity-digital-asset-derivatives-execution.jpg)

A data-driven RFP framework mitigates risk by translating subjective vendor qualities into objective, weighted metrics for a defensible decision.

- 
### [How Can an Organization Measure the Roi of Improving Its Procurement Process?](https://options.greeks.live/question/how-can-an-organization-measure-the-roi-of-improving-its-procurement-process/)
![Sleek, dark components with a bright turquoise data stream symbolize a Principal OS enabling high-fidelity execution for institutional digital asset derivatives. This infrastructure leverages secure RFQ protocols, ensuring precise price discovery and minimal slippage across aggregated liquidity pools, vital for multi-leg spreads.](https://options.greeks.live/wp-content/uploads/2025/07/institutional-digital-asset-rfq-protocol-systemic-execution-interface.jpg)

Measuring procurement ROI is a systemic quantification of value, linking process enhancements to enterprise agility and risk mitigation.

- 
### [How Do You Create a Weighted Scoring Model for an RFP?](https://options.greeks.live/question/how-do-you-create-a-weighted-scoring-model-for-an-rfp/)
![A sleek device showcases a rotating translucent teal disc, symbolizing dynamic price discovery and volatility surface visualization within an RFQ protocol. Its numerical display suggests a quantitative pricing engine facilitating algorithmic execution for digital asset derivatives, optimizing market microstructure through an intelligence layer.](https://options.greeks.live/wp-content/uploads/2025/07/prime-os-for-digital-asset-rfq-execution-system-with-smart-liquidity-routing.jpg)

A weighted scoring model is a system for objectively evaluating RFP responses by assigning numerical weights to criteria, enabling data-driven vendor selection.

- 
### [How Do You Determine Whether to Use an Rfq or an Rfp for a Complex Technology Project?](https://options.greeks.live/question/how-do-you-determine-whether-to-use-an-rfq-or-an-rfp-for-a-complex-technology-project/)
![A sleek, dark, angled component, representing an RFQ protocol engine, rests on a beige Prime RFQ base. Flanked by a deep blue sphere representing aggregated liquidity and a light green sphere for multi-dealer platform access, it illustrates high-fidelity execution within digital asset derivatives market microstructure, optimizing price discovery.](https://options.greeks.live/wp-content/uploads/2025/07/advanced-rfq-system-for-digital-asset-derivatives-price-discovery.jpg)

Select an RFQ for price-driven acquisition of defined products; use an RFP for value-driven discovery of complex solutions.

- 
### [What Are the Primary Data Sources Required to Build an Accurate Strategic Fit Score for an Rfp?](https://options.greeks.live/question/what-are-the-primary-data-sources-required-to-build-an-accurate-strategic-fit-score-for-an-rfp/)
![A sophisticated proprietary system module featuring precision-engineered components, symbolizing an institutional-grade Prime RFQ for digital asset derivatives. Its intricate design represents market microstructure analysis, RFQ protocol integration, and high-fidelity execution capabilities, optimizing liquidity aggregation and price discovery for block trades within a multi-leg spread environment.](https://options.greeks.live/wp-content/uploads/2025/07/institutional-grade-proprietary-architecture-driving-high-fidelity-digital-asset-derivatives-execution-via-rfq-protocols-and-optimized-market-microstructure-dynamics.jpg)

A strategic fit score quantifies vendor alignment with core enterprise objectives, transforming procurement into a system for value creation.

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---

**Original URL:** https://options.greeks.live/question/what-are-the-primary-kpis-from-an-erp-used-to-score-suppliers-in-an-rfp/
