Would you like your Stakeholders to comment, rate and evaluate bid submissions? You can now have your Stakeholders evaluate bid submissions based on sections and questions you create. The feedback you receive from your Stakeholders will help when it comes to awarding the right Supplier!
Evaluations enable you to:
- Collect a standard set of Evaluations from each of your Stakeholders
- Define the questions that Stakeholders will evaluate
- Set a scale for numeric scoring and weight questions however you see fit
Creating an Evaluation
There are 2 ways to start creating an evaluation.
1. While creating an Event, you’ll be able to create an Evaluation in Section 5 of the RFP builder, Build an Evaluation. Click the green 'Create Evaluation' button to open the Evaluation Builder:
2. In the Evaluation tab of your published event click "Create Evaluation".
Building an Evaluation
There are four easy steps to building an Evaluation:
- Title the Sections of your Evaluation
- Create Questions, including Scoring Questions, requiring Comments
- Weight Scoring Questions and Sections
- Stakeholder Visibility
Note: Scoring questions are the only questions that have the ability to be weighted individually. In addition to that, to assign a weight to a section of the Evaluation there must be at least one scoring question. Furthermore, if you have a section that is made up of entirely long answer questions with no scoring question(s), you will not be able to assign that section a weighted percentage.
Note: The Sourcing Team has the ability to Link Questionnaire Questions with an Evaluation. For more information click here.
To begin creating your Evaluation, you can click on the 'Evaluation section title' section to begin editing the title and provide a description:
You can click the Add Section button to include additional sections:
To toggle between sections, click the Sections button in the action bar at the bottom of the screen to access the side panel:
Note: The side panel will allow you to easily re-order sections by dragging the 9 dots next to the section name.
There are four different ways you can have your Stakeholders respond to Questions - Short Answer, Long Answer, Multiple Choice, and File Request.
Additionally, Evaluations include Scoring Questions. We recommend using Scoring Questions for Evaluations.
Scoring Questions are the only questions that can be assigned weights. As we mentioned before, adding a Scoring Question will allow you to choose a weighted percentage for that section. Once you have completed your question, click the Add to Evaluation button:
Scoring: Add minimum and maximum Scores and include Score Details for your Stakeholders. The Scoring Options are customizable and you can add additional scoring options as needed (i.e. 1-5 or 1-10).
Note: You can mark questions as required, allow evaluators to include comments, or allow N/A as an option.
Requiring Comments for Scoring Questions
You have the ability to require Stakeholders to provide comments for your Scoring Questions in an Evaluation.
In order to require comments for a Scoring Question, first click into the Question to pull up the pop-up window.
From the pop-up window, check the Require Box, then check Allow Evaluator to Include Comments, then the option to Require Evaluator to Include Comments will populate. Check all 3 boxes to require comments.
Weight Scoring Questions and Sections
Once you've added Scoring Questions to the Evaluation, you need to give each question an individual weight (percentage):
Note: The Weight Total must equal 100%.
Want each Scoring Question to have the same weight? Click into the section title and locate Apply Even Weights:
By selecting this, you will now have assigned even weights for each Scoring Question in this section. Please note, all previously assigned weights in this section will be overridden by this action:
Then, you will need to give each section an individual weight. Click into Sections in the action bar at the bottom of the page to weigh the sections in the side panel:
To quickly and easily assign equal weights to your sections, select the green Apply Evenly button within the Sections panel:
By clicking Apply Evenly, you are now assigning even weights to all sections in the evaluation:
Note: The Weight Total for Sections must also equal 100%.
Set Stakeholder's visibility by clicking the Stakeholder Visibility in the action bar.
Check the box for Results Visibility if you'd like stakeholders to see all evaluation results.
*Please Note*: If the Results Visibility box is CHECKED, you will allow all Stakeholders, regardless of their Event Permissions, to see ALL results in the Evaluation Comparison Page.
Additionally, the Sourcing Team can check or uncheck the evaluation sections each Stakeholder should complete in the Section Visibility options.
Publishing Your Evaluation
Once you’ve published your Event, you’ll be able to publish your Evaluation.
From the Event Dashboard click into the "Evaluation" tab. Then click Publish Evaluation. You can manage the Evaluation from this tab.
Alternatively, from your Event Dashboard click into the "View Event" tab:
Then scroll down to Section 5, set an evaluation due date, then click Publish Evaluation.
- Set Evaluation Due Date - Setting a due date will help to keep you and your Stakeholders organized when it comes to awarding a bid.
- Edit Evaluation- Allows the Sourcing Team to make changes to your published Evaluation or continue working on a drafted Evaluation. Remember to "Publish Updates" after making changes.
- Review Weights- Show the Sourcing Team the break down of how question and section weight are set up in the evaluation.
- Edit Evaluation Options- Allows the Sourcing team to restrict evaluation visibility.
- Status - You’ll be able to see the status of your Evaluation (i.e drafting, published) and the date and time it was last updated.
Note: Stakeholders will not have access to begin their Evaluation until a bid has been submitted to the Event.