Full vendor lifecycle, one platform
Vendor oversight from selection through study close-out. Compliance infrastructure built in. Start with what you need, enable more as your programme grows.
Vendors
Your vendor portfolio in one place
The vendor registry is the centre of VendorVigilance. Every vendor, every service they provide, every subcontractor they engage, every study they work on: captured in a single, structured record.
A tabbed detail page shows the associated qualifications, contracts, selections, risks, deliverables, KPIs, meetings, and responses without switching tools.
Vendor Score
An aggregate risk indicator derived from associated risk items. Low, Moderate, or High, visible at a glance on every vendor record.
Services
Map capabilities across your vendor portfolio. See which vendors provide overlapping services and where single points of failure exist.
Subcontractors
Track the supply chain beneath your vendors. Audit status, quality issues, and TMF documents, all associated with the parent vendor.
19 vendor types
CRO, Laboratory, CDMO, Pharmacovigilance, and more. Each type adds its baseline risks to new vendors automatically.
Selections
Structured vendor evaluation, every time
Run vendor evaluations that follow a consistent, documented process, whether it's a direct award for a specialist lab or a competitive RFP for a full-service CRO.
Templates define the process structure. Analysis templates standardise how bidders are scored.
Selection types
Direct Award, Full Service CRO RFP, SaaS Evaluation, or your own custom types.
Bidder analysis
Scoring criteria, mandatory gate checks, evidence checklists, and a documented recommendation for each vendor under evaluation.
Template-driven
Selection and analysis templates are snapshotted at creation. Change the template for next time without affecting processes already in flight.
Qualifications
Qualify vendors against your own SOPs
Template-based qualification workflows that support on-site audits, remote audits, and desktop reviews.
Define the sections, questions, and evidence requirements that match your qualification process. The system tracks status through to expiry and flags qualifications before they lapse.
Auto-expiry tracking
Qualifications are automatically flagged as Expiring Soon 90 days before their expiry date. Expired qualifications are marked immediately.
Form builder
Sections, subsections, conditional branching, multiple question types, attachment uploads. Build qualification forms that match your SOPs.
Custom qualification types
On-site audits, remote audits, desktop reviews, or any combination your organisation requires, each with its own template.
Governance
Contracts, deliverables, KPIs and meetings, associated with each vendor and study
Governance tracks the ongoing vendor relationship: what was agreed, what was delivered, how performance is measured, and what was discussed.
Each one is associated with its vendor, studies, and services, so the governance picture is always complete.
Meetings
Questionnaire-based governance reviews. Template-driven structure ensures consistent coverage across vendors and review periods.
KPIs
Measure vendor performance against defined targets. Percentage or numeric metrics, configurable goals, reusable templates.
Deliverables
Track vendor obligations with acceptance criteria, due dates, and delay reasons. Overdue items are flagged automatically.
Contracts
MSA, SOW, CDA/NDA. Automated expiry alerting at 90 days. Associated with vendors, studies, and services.
Risks & Issues
Six record types: four risks, two issues
Each type has its own fields and workflow, from CAPA tracking on quality issues to grading on audit findings, and every item carries a computed risk score for prioritisation across the portfolio.
Emerging Risks
Newly identified risks requiring assessment and a documented decision (accept, mitigate, or monitor).
Quality Issues
Deviations and non-conformances with root cause analysis and CAPA tracking. Due dates are enforced automatically.
Audit Findings
Issues from vendor audits with grading (Minor, Major, Critical), serious breach flagging, and CAPA workflows.
TOROs
Transferred Obligations and Retained Obligations. Study-level tracking of what was delegated and what the sponsor retains.
CTQFs
Critical to Quality Factors. Identify and monitor the activities most likely to impact data quality and patient safety.
Baseline Risks
Pre-identified risks inherent to each vendor type. Auto-generated from customisable vendor type templates when a vendor is created.
Requests
Send structured questionnaires, track every response
Send information requests and questionnaires to one or more vendors through a documented workflow. Each vendor receives their own response, tracked independently from draft through submission to review.
Response templates define the questionnaire structure: configurable question types, scoring scales, and attachment uploads.
Draft → Open → Closed
Prepare the request, send it to vendors, close it when all responses are reviewed.
Per-vendor tracking
Each vendor's response follows its own workflow (Not Sent, Open, Submitted, Reviewed, Overdue).
Associated records
Associate requests with selections, qualifications, contracts, or risk items, so each response sits next to the record it informs.
Tasks
Track work across the portfolio
General-purpose work items that can be associated with anything in VendorVigilance: vendors, studies, contracts, deliverables, qualifications, risks, or standalone. Priority, assignees, due dates, and a five-status workflow from Backlog through Closed.
Reports
Fifteen built-in reports across the portfolio
Reports cover selections, qualifications, deliverables, KPIs, risks and issues, and vendor requests. Filter by vendor type, date range, country, and geographic coverage.
Bar chart visualisation and image export for board packs, governance reviews, and inspection preparation.
Platform
The infrastructure underneath every module
Dashboard
A personalised view of what needs your attention. Summary cards across all modules.
Attention items include expiring qualifications, overdue deliverables, risks due for review, open requests, and active tasks. Each item links directly to the record.
Templates
Seven template libraries cover vendor types, qualifications, selections, analyses, responses, KPIs, and meetings.
Customise them in a drag-and-drop form builder, no coding required, and every team works to the same standard.
Audit trail
Every data modification is recorded: who changed it, when, from where, and what the before/after values were.
The audit trail meets 21 CFR Part 11 and EudraLex Annex 11 requirements for electronic records. Entries cannot be modified or deleted.
Access control
Three roles (Admin, Editor, Viewer) with permissions scoped by study, module, and object type. User groups for shared configurations.
Multi-factor authentication (TOTP) with backup codes.
Data export
CSV and PDF export for all report data. API access for external analytics tools like Power BI, Tableau, or whatever the organisation already uses.
Notifications
In-app and email notifications for changes to items you're responsible for. Configurable subscription preferences: auto-subscribe on create, update, or assignment.
See VendorVigilance in action
A one-hour walkthrough of how your vendors, studies and qualifications would look in VendorVigilance.
No commitment required.