This article covers how to create a scoring matrix for your requests (RFP, RFQ, RFI).
The purpose of RFP scoring is to identify the supplier who most closely matches your needs. For this, you need to gather an accurate representation of your need – the evaluation criteria. Once the evaluation criteria have been defined, information is gathered from the supplier. This means transforming the criteria into a questionnaire.
1. Adding the scoring for a question
The scoring can be set up in the “Questions” section of the request. Every time you add a new question, you can add the Maximum number of points a supplier can receive for that particular question.
2. Understanding the question types and the structure of the automated scoring
Please note the following rules:
- for single-choice & dropdown single-choice questions, you will need to fill in the points to be allocated for each possible response. The system will fill automatically the maximum points that can be allocated for that question with the highest number of points between the possible responses. In the example below please see the ‘Warranty’ question.
- for multiple-choice & dropdown multi multiple-choice questions, you will need to fill in the points to be allocated for each possible response. The system will fill in automatically the maximum points that can be allocated for that question with the sum of the points for each possible response. In the example below please see the ‘Delivery ‘ question.
- for free text & file upload questions, you will need to fill in the maximum points that can be allocated to suppliers during the evaluation phase
3. Evaluating the suppliers
Once invited suppliers submit their responses to your RFP, you will be able to check the Scoring and see the points each supplier accumulated. To access the scoring go to the “Compare responses page” and make sure to switch to “on” the “Show scoring” button.
Once the scoring view is active, the “Max points” & “Point” columns will be displayed.
For each supplier please note the following rules:
- for single-choice questions, the supplier will automatically receive the points corresponding to the response they selected.
- for multiple-choice questions, the supplier will automatically receive the sum of the points for each response they selected.
- for free text & file upload questions, you will need to fill in the points allocated to the respective suppliers, but it can not be more than the maximum points for that question filled in the previous step
Weights – In order to understand easily how important each question will be in the evaluation phase, Prokuria is calculating automatically the weight of each question in the total score. The mathematical formula for this is the maximum points of the specific question divided by the total points.
Automated Scoring is particularly useful when evaluating complex submissions and with a large number of suppliers as it allows you to quickly assess the quality and content of Supplier responses. By adding auto-scoring to your Questionnaire you can save time and focus on making strategic assessments based on the Questionnaire responses.
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