Service Snapshots

Fill rate changes as late deliveries arrive. A service snapshot fixes it for a scope and date: the scope name, such as a supplier, category or region, the as-of date, the requested units and the filled units. Each snapshot is linked to a purchase request and an organization.

Before a snapshot can be locked, it is checked: the scope must be set, the as-of date cannot be in the future, requested units must be above zero and filled units must be between zero and requested. Its version is frozen when submitted, and it is completed only after an independent approval. Rejected snapshots stay on record.

• Scope and date. Each snapshot answers one question: how much of what was requested was filled, for this scope, as of this date.
• Checks before lock. Impossible figures are refused before approval.
• Locked after approval. A completed snapshot is the figure you report.

Agree the scopes you report on and how often: weekly by supplier, monthly by category. Decide what counts as filled. Agree who prepares and who approves snapshots, and how a correction to a locked period is handled.

At the end of May, the analyst prepares a snapshot for the beverage supplier scope as of 31 May: 9,600 units requested and 9,120 filled, a 95 percent fill rate. The snapshot is submitted and its version frozen. The approver checks the units against the accepted lines and approves it, and it is completed with the decision date.

The supplier later argues that 200 units arrived on 1 June. Because the snapshot is locked as of 31 May, the reported May fill rate stays at 95 percent, and the late units show in June.

During the pilot, prepare snapshots for two scopes and one week, including one with filled units above requested. Confirm the impossible one is refused, the others lock after approval and the locked figures match the accepted lines.

• Service Snapshots Awaiting Lock — Submitted snapshots waiting for approval.
• Service Snapshot Register — Every snapshot by status with scope and units.

• Fill rate snapshot lock: From draft snapshot to locked figure.
• Supplier performance review: Using snapshots in reviews.

Check approver access before go-live.