Confirm the vendor and review scope
Start with the vendor's legal or approved account identity, service name, owner, contract extract, and purpose of the review. Similar product names and resellers can lead to the wrong record. Ask Nema to flag identity differences before joining information.
Set the audience carefully. Pricing, security material, and contract terms may require a restricted procurement channel.
Put dates and terms in context
Ask Nema to extract the relevant renewal, notice, term, and owner details with links to the approved source. It should not interpret ambiguous legal language as a settled obligation. Procurement or counsel reviews clauses when needed.
If an internal tracker and contract extract disagree, show both. A convenient tracker date should not replace the governing record without confirmation.
Review use and service evidence
Supply the approved usage report, support history, and owner notes that apply to the review. The packet should define the period and each measure. Assigned seats, active users, and valuable use are different things.
Nema can surface missing data and changes. The service owner explains business need and quality. Procurement weighs the full record rather than treating a low count as an automatic cancellation signal.
Prepare owner questions
Useful questions cover ongoing need, alternatives already evaluated, unresolved service issues, data handling, contract timing, and the decision required. Nema can organize the responses in Slack and update the packet.
The accountable owners decide whether to renew, renegotiate, reduce, or end the service. Nema does not make legal judgments or contact the vendor in this workflow.
Start with a low-risk vendor
Choose a service with a clear owner and accessible records. Verify the dates manually, inspect the usage definition, and ask procurement which evidence was missing. Improve the review checklist before applying it to a critical or highly restricted vendor.
Questions from procurement teams
Can Nema read the full contract?
Use an approved extract or source that the requester may access. Restrict contract details to the right audience.
Does low usage mean we should cancel?
No. It is one input. The owner considers business value, seasonality, alternatives, obligations, and switching costs.
Can Nema negotiate with the vendor?
This workflow prepares the review packet and its open questions. Authorized people handle vendor communication and commercial decisions.
Record the final decision, owner, and next review date in the team's approved system. The Slack packet remains useful context, but the next reviewer needs a clear current record rather than an old conversation alone.