Evaluation

Learn how to use the Evaluation module to rank and score the responses from your suppliers

Anika Gadher avatar
Written by Anika Gadher
Updated over a week ago

This guide is intended for buyers. If you're a supplier, check out our supplier help articles here.

This article will cover:

What is the Evaluation section?

The Evaluation section empowers buyers and their teams to score and rank each supplier’s submission to requests. Buyers define the criteria for evaluation, this can be either linked to the request requirements or set up as its own criteria structure.

After suppliers respond to a request, evaluators can access the responses, score each criterion, and the system will automatically rank overall scores.

✏️Please Note: You don’t need to wait until all responses are in before starting your evaluation process. As soon as some responses come in from Suppliers you can start evaluating and scoring.

✏️Please Note: Evaluation is optional, and users can choose to skip it.

Evaluation Set Up

You can find the evaluation tab at the top of your request. If you wish to enable this section, please click the Enable evaluation button.

Once enabled, you must select a scoring type:

  • Individual Scores: Multiple evaluators score and comment against criteria, and the system calculates an overall weighted average. Evaluators can only see their own score, unless they are the owner of the Request.

  • Single Score: One user evaluates and scores supplier responses, with multiple comments allowed, but only a single score is applied.

Next, choose the evaluation requirements for each page:

  • Linked to requirements: Allows you to link evaluation scores to different pages you set up when you built your request.

  • Separate criteria: Allows you to input your own criteria requirements against your own points & weighting.

You can add criteria under each section and weigh them based on their relative importance.

Deleting pages within Evaluation

If scoring is not required for a specific page, you can remove it from the evaluation. All pages are added by default (if you have selected the option 'Linked to requirements') but can be deleted using the Delete page button next to the page title.

Removed pages will disappear and there will be no requirement to provide criteria or scoring against these pages. Removed pages can be added back with the Add page button on both drafts and revisions.

If you have chosen individual scores you can add other evaluators. This is done by clicking on the Team tab and specifying their level of permissions per page in the evaluation.

For setting user evaluation permissions, refer to the guide here.

Evaluating

Once suppliers have started submitting their responses you can start evaluating. You have the option of either evaluating suppliers one at a time or you can evaluate suppliers side by side. All areas that need to be actioned will be indicated by red exclamation marks.

To score suppliers one at a time:

  1. Under the Suppliers tab click on the supplier you want to evaluate

  2. Go to the Evaluation tab on the far right

  3. Click on the line item you want to add a score for

  4. Enter your score in the points box along with any comments you want to add (this is all internal and not visible to the supplier)

  5. Then click Submit score

  6. The status of the evaluation will update and the Points counter will increase

  7. Once you have completed the evaluation for one supplier you can use the quick navigation arrows on the bottom bar on the left hand side (to jump to the Comparison Table, click the Compare all suppliers button on the bottom bar on the right hand side)

✏️ Please Note: If you have chosen Individual scores you will see on the evaluation table columns for each team member’s scores, alongside your own. The points per section will be an average across all team members submitted evaluation points.

To score suppliers side by side:

  1. In your Request click on the Comparison tab

  2. Click on the line item you want to add a score for and click on the diagonal arrows

  3. Enter your score in the points box along with any comments you want to add (this is all internal and not visible to the supplier)

  4. Then click Submit score

  5. The status of the evaluation will update and the Points counter will increase

A total score is calculated at the bottom of each section and then a grand total at the bottom of all sections based on assigned weights and points.

✏️ Please Note: You can find the progress status is on the top bar as well as under each supplier.

After the deadline, the bid can be awarded using the dropdown under Request actions.You then have the option to send all suppliers a message to notify them if they have been awarded or unsuccessful.

For any further queries, please use our live chat function or email: support@deepstreamtech.com

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