How To Create Vendor Scorecards

Create and manage your vendor scorecards to track and evaluate Vendor Performance.

Contents:

Creating a New Scorecard

Adding Metrics to your Scorecards

Adding Team Members to your Scorecards

Adding Resources and Publishing your Scorecards

Managing Scorecards

Creating a New Scorecard

Follow these simple steps to build an effective scorecard for evaluating your Vendors performance:

1. Navigate to the Performance Module
2. Click on '+ New Scorecard' to create a scorecard for a Vendor
3. Input the Scorecard Title 
4. Select if you want your scorecard to be created with or without a contract linked
5. Select the Vendor  being scored
6. *If you chose to link a contract* - Select the contract you want to link that's  associated with the  vendor your scoring
7. Click 'Save'
8. This will create a shell of the Scorecard with a draft status

Adding Metrics to your Scorecards

Add metrics for your evaluators to score on when assessing Vendor Performance, by entering the Metrics tab within your drafted scorecard.

The main things to consider while adding your metrics are;

• What Metrics you want in your scorecard:
  • You will receive the list of metrics you have already created in your settings, to choose from and include in this scorecard.
    ^{(If you can't find the metric you're after, here is how to add new metrics via your settings)}

• The Target Value for the metric:
  • The target value gives your Evaluators guidance on what level of performance is expected of the Vendor for that specific Metric
  • Tip: Keep the Methodology and Metric Type(unit) in mind when setting the Target value as these out line the way a metric is calculated and represented. 
    read more on Metric Calculations here

• The recurring Frequency in which you want the Vendors to be scored on
  • The Frequency represents the regular cycle in which a Vendors Scorecard is set up to be scored on by the Evaluators
  • This is to ensure there is regular performance and quality tracking of each Vendors services/products keeping them compliant and aligned with your companies requirements
  • To set this up:
    1. Choose the desired Frequency (Annually, Monthly or Weekly)
    2. Set the Repetition/Cadence of that Frequency 
    3. Set the regular Due Date for collection of the scores from the evaluators (Options for this will change based on the frequency selected)
    4. Set the Start Date for when the collection cycles will begin generating
    5. Click 'Save'

Adding Team Members to your Scorecards

Add your team of Evaluators to the cards they need to score and any other Scorecard Owners who may need to co-manage the Scorecards or take over in your absence.

1. Click on the 'Owners' Tab
2. Click on '+ Add Owner' to add Users with the Performance Manager role to share ownership of the scorecard
3. Select the Users you want
4. Click 'Save'
5. Click on the 'Evaluators' Tab
6. Click on '+ Add Evaluator' to add Users with the Evaluator role to score the scorecards
7. Select the Metrics you want that evaluator  to score (can be all or a select few)

 

Adding Resources and Publishing your Scorecards

Add the finishing touches to your Scorecards and close the loop by publishing them to get the scoring cycles underway!

1. Add Resources:
   1. Click on '+ Add Resource' 
   2. Drag and Drop or upload supporting documents for the scorecard
   3. Click 'Save'
2. Once all details are complete Click 'Publish' and 'Confirm' your decision

 

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Managing Scorecards

Within your Performance Module you can see your list of created Scorecards and the basic details about each, such as; name, vendor being scored, linked contracts, your team involved, and the status of each score card.

From here you can manage your Scorecards with the following actions:

• Download to CSV
  • This action allows you to export the Vendor Performance data that your scorecards have captured. 
  • To download - Click on the '' button in the top right corner
  • This will populate the information captured at time of download, into a spreadsheet that you can manipulate and create trend analysis on
• Archive a Scorecard
  • This action will move the scorecard to the 'Archived' tab decluttering your Active Scorecard tab and making it easier to filter your Scorecards by status
  • To action this:
    1. Hover your mouse over the name of the scorecard you wish to archive
    2. Click on the button
    3. Click 'Archive'
    4. Confirm action
    5. This will move the scorecard to the Archived tab incase you wish to unarchive it later

•  Editing/Removing Team Members or Metrics  from a Published Scorecard
  • If you choose to remove an Evaluator from a published scorecard after they have submitted their score on any of the score cycles, the cycle in which they scored will still show their values however you will see the disclaimer as seen below on the user who has been removed;

• • If you choose to remove a metric on a publish scorecard - the scoring (whether its submitted or not submitted yet) for that metric will be Paused while it remains in an archived state.

• • If you unarchive the Metric - the scoring cycles will restart, any scores submitted prior to archival will return and Evaluators will be notified of the metrics return.

• Track and close out a Published Scorecard
  • Hover your mouse over the name of the scorecard you wish to view
  • Click on the 'View' button to open that scorecard
  • Here you will be able to edit and add additional Metrics, Team and Resources as well as Track the progress of the metrics in the scorecard
  • For Tracking metric scores within a scorecard:
    1. Click on 'Tracking'
    2. Hover your mouse over the Metric you wish to view
    3. Click on the 'View' button
    4. From here you will see the Frequency cycles in which the metrics have already been scored and which ones are overdue
    5. Click on 'View'  to enter one of the Frequency cycles
    6. Here you will see the Metrics details along with the Evaluators Scores that will be either 'In progress' if they haven't submitted their score yet or 'Complete' if they have submitted
    7. To close out and Update the scorecard; click 'Update Score' in the top right 
    8. Enter the 'Final value'
    9. Enter 'Final Comment'
    10. Add/Upload any additional Resources required
    11. Click 'Mark as Complete'