Subcontractor Performance Review Automation

1.1 Executive Summary

This app scores and ranks subcontractors based on work quality, timeliness, incident rates, compliance, and communication, using data-driven review automation to support vendor decisions.

1.2 Business Objectives

Automate and standardize subcontractor evaluations across projects to improve quality control, streamline procurement, and incentivize better vendor performance.

1.3 Stakeholders

1.4 Functional Requirements

• Log work completion, delay reports, incident logs
• Score vendors on quality, time, safety, and conduct
• Generate monthly performance report with trend
• Display leaderboard and issue risk alerts for low rank
• Auto-send vendor reports and PDF certification

1.5 Non-Functional Requirements

• Report generation < 10 seconds per vendor
• Vendor ranking across 500+ subcontractors
• Support multilingual report headers
• Report archive with 1-year retention

1.6 Scope

In Scope:

• Monthly vendor scoring and reporting
• Leaderboards, alerts, and certification
• Client/PM view of vendor scores

Out of Scope:

• Contract creation or payment workflows
• Legal penalty enforcement

1.7 Assumptions

• All subcontractors are tagged to projects
• Incidents and quality logs are submitted weekly
• Score weightages pre-agreed with PMO

1.8 Success Metrics

• Top vendor pool accuracy > 90%
• Monthly scoring coverage > 95% vendors
• Alerts resolved within 72 hours

1.9 Risks & Mitigations

• Score disputes → include comment and appeal option
• Fake reports → require photo/time geotag evidence

1.10 GTM Plan

• Launch with 20+ active vendors across 3 projects
• Poster: 'Measure What Matters – Vendor Edition'
• Show live leaderboard and report export flow
• Price by vendor count or score run frequency

1.11 Approval

2.1 Architecture Overview

Subcontractor work logs, delay notices, quality reports, and incidents are ingested by Salesforce. A Hugging Face AI model computes monthly scores across multiple dimensions, enabling risk flagging and automatic PDF report generation. Reports are shared with vendors and procurement heads via dashboards and email.

2.2 Data Flow Diagram

Work Logs + Delay + Quality Logs → Salesforce Site → Hugging Face AI Vendor Scoring → Scorecard + Alerts → Dashboard + Certification PDF

2.3 Salesforce Object Design

Object: Subcontractor_Performance_Score__c

Fields:

• Vendor_ID__c (Lookup)
• Month__c (Date)
• Quality_Score__c (Percent)
• Timeliness_Score__c (Percent)
• Safety_Score__c (Percent)
• Communication_Score__c (Percent)
• Final_Score__c (Formula)
• Certification_URL__c (URL)
• Alert_Flag__c (Checkbox)

2.4 AI Model Design

Model: Weighted Scoring with Rules + Trend Detection

Inputs: Delay % logs, QA incidents, safety compliance, feedback logs

Outputs: Score breakdown, final score, trend deviation

Hosted on: Hugging Face with JSON response

2.5 User Interface Design

• Vendor scorecard with breakdown and trend arrows
• Leaderboard of top-performing vendors
• PDF certificate with monthly badge
• Alert icon for underperforming vendors
• Admin screen for score adjustment audit trail

3.1 API Integrations

Vendor logs posted to Hugging Face monthly. Response includes score categories and alert flag. Stored in Salesforce and linked to report generator. Certification emailed to vendor and procurement.

3.2 Platform/Hosting

Frontend: Salesforce Vendor Portal + Admin View

Backend: Hugging Face Scoring Engine

Data Sources: Delay logs, QA reports, incident database

Reports: Certification with multilingual title support

3.3 Performance Targets

• Score calculation < 8 seconds
• Certification generation < 5 seconds
• Support 1000+ vendors across 30+ projects

3.4 Security Considerations

• Scores editable by authorized role only
• Audit log of score edits maintained
• Certificates tokenized for secure vendor download

3.5 Testing & QA Plan

• Simulate scoring for 25 vendors
• Cross-validate category breakdowns
• Review alert triggering logic
• PDF formatting test in English + Telugu