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 has been defined, information is gathered from the supplier. This means transforming the criteria in a questionnaire.
1. Accessing the scoring page of the request
Click on the Scoring button in the Questions section. This will direct you to the Scoring dashboard.
2. Understanding the structure of the automated scoring
In the Scoring dashboard you will have the following columns:
- Questions - column with questions grouped by question category. For the single choice and multiple-choice questions, under the question name, you will have also the possible answers
- Max Points - the maximum number of points a supplier can receive for that particular question. Please note the following rules:
- for 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 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 sum of the points for each possible response. In the example below please see the 'Delivery ' question.
- for free text question, you will need to fill in the maximum points that can be allocated to suppliers during the evaluation phase
- 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 total points.
Prokuria is calculating the maximum points for each category of question and for the RFP.
3. Evaluating the suppliers
Once invited suppliers submit their responses to your RFP, you will be able to check the Scoring Dashboard and see the points each supplier accumulated.
For each supplier please note the following rules:
- for single choice questions, the supplier will receive the points corresponding to the response they selected.
- for multiple-choice questions, the supplier will receive the sum of the points for each response they selected.
- for free text question, 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
Prokuria is calculating the points for each category of questions and the total score of the supplier. Also in the last column, you can see the average score for all the suppliers that replied to the RFP.
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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