Setting Up Supplier Scorecarding

This topic discusses the setup components required for setting up Evaluations in the Supplier Scorecarding process. A user with Administrator privileges (EPSC1000) will have access to the Scorecarding set up pages, otherwise referred to as the Scorecard Administration page.

The Scorecard Administration page consists of a collection of pages used to configure Supplier Scorecarding. Depending on how the security has been setup, an individual user may or may not have access to all the set up pages.

Page Name

Definition Name

Usage

ScoreCarding Defaults Page

SCD_DEFAULTS_FL

Configure whether Evaluators assigned to a specific Evaluation will be allowed to decline the Evaluation request.

Template Reason Options Page

SCD_TMPL_DFLTS_FL

Manage changes to Templates.

Evaluation Reason Options Page

SCD_EVAL_DFLTS_FL

Manage changes to Evaluations.

Template Types Setup Page

SCD_TMPL_TYPES_FL

Define Template Types.

Section Types Setup Page

SCD_SECT_GRPS_FL

Define Section Types.

Question Groups Setup Page

SCD_QUEST_GRPS_FL

Define Question Groups.

KPI Categories Setup Page

SCD_KPI_CAT_FL

Define and maintain KPI Categories

KPI Definition Page

SCD_KPI_DEF_FL

Define and maintain KPI Definitions.

Detail Calendar Page

DETAIL_CALENDAR1

Define calendars that can be selected and assigned to an Evaluation.

Reason Codes Page

REASON_CD

Define reason codes for scorecard related reason types.

Scoring Models Page

SCD_RATE_MODELS_FL

Define scoring models used to rate supplier performance for questions within a section.

Setting Up Supplier Scorecarding

AUTO_NUM_PNL

Automatically assign a sequential number to Question IDs, Section IDs, Template IDs, and Evaluation IDs.

Questions Page

SCD_QUESTIONS_FL

Maintain a library of questions used in Evaluations.

Use the ScoreCarding Defaults page (SCD_DEFAULTS_FL) to configure whether Evaluators assigned to a specific Evaluation will be allowed to decline the Evaluation request.

Image: ScoreCarding Defaults page

This example illustrates the fields and controls on the ScoreCarding Defaults page. You can find definitions for the fields and controls later on this page.

ScoreCarding Defaults Page

Field or Control

Definition

Allow Evaluation to be Declined

Select the switch to indicate your preference whether Evaluators assigned to a specific Evaluation will be allowed to decline the Evaluation request or not. The default setting is No. You can change this setting during the Create Evaluation process.

Use the Template Reason Options page (SCD_TMPL_DFLTS_FL) to manage changes to Templates.

You use this page to define how reason codes should be used when making changes to evaluation templates.

Image: Template Reason Options page

This example illustrates the fields and controls on the Template Reason Options page. You can find definitions for the fields and controls later on this page.

Template Reason Options page

Field or Control

Definition

Template Reason Code SetID

Select a set ID under that has the Template Change reason codes.

Reason Code Usage

Select a Reason Code Usage option:

  • Mandatory: Select this option if a reason code must be provided when changes are made to a Template.

  • Not Used: Select this option if you do not want to use a reason code when a Template is changed. This option hides the Default Reason Code and the Comments Required fields.

  • Optional: Select this option to make entering a reason code optional when a Template is changed.

Default Reason Code

Select a reason code that will be displayed as a default when entering a Template Reason change. The default reason code may be overridden by the user at the time of change. Assigning a default reason code is optional.

Comments Required

Select this check box if comments must be entered when a Template is changed. This field displays when the Reason Code Usage option is set to Mandatory.

Note: Template Change reason codes should be defined prior to the setting of Template Reason Options. Template Reason Options can be changed at any time. For more information, see Reason Codes Page

Use the Evaluation Reason Options page (SCD_EVAL_DFLTS_FL) to manage changes to Evaluations.

You use this page to define how reason codes should be used when performing actions on an Evaluation.

Image: Evaluation Reason Options page

This example illustrates the fields and controls on the Evaluation Reason Options page. You can find definitions for the fields and controls later on this page.

Evaluation Reason Options Page

There are five Evaluation Reason Types (Accept KPI Differs from Actual, Evaluation Change, Evaluation Omit, Evaluation Decline, and Evaluation Withdraw) associated with various Evaluation actions. For each of these Reason Types, you have the option to define how Reason Code Usage will be applied across different Supplier SetIDs. For each Supplier SetID, define how reason codes should be handled for each Evaluation Reason Type action.

Select the Add button to add a new Supplier SetID and define reason code options for each Evaluation Reason Type.

Field or Control

Definition

Reason Type

Displays the reason type. You assign a Reason Code Usage, Comments Required (if Mandatory), and Default Reason Code to each Evaluation Reason Type..

Reason Code Usage

Select a Reason Code Usage option:

  • Mandatory: Select this option if a reason code must be provided when the specific Evaluation Reason Type action has been performed.

  • Not Used: Select this option if you do not want to use reason codes for this action. This is the default setting. When using this option, the Default Reason Code and Comments Required fields are hidden. If this option is selected, the Default Reason Code field is hidden.

  • Optional: Select this option if it is optional for a reason code to be provided when the specific Evaluation Reason Type action has been performed.

Comments Required

Select this check box if comments are required. This check box is displayed when the Reason Code Usage option is set to Mandatory.

Default Reason Code

Select a reason code to be used as a default for each Evaluation Reason Type. The default may be overridden by the user at the time of the specific Evaluation action. Assigning a default reason code is optional.

Note: Evaluation Reason Type reason codes must be defined prior to the setting of Evaluation Reason Options. Evaluation Reason Options can be changed at any time. For more information, see Reason Codes Page

Use the Template Types Setup page (SCD_TMPL_TYPES_FL) to define Template Types.

Image: Template Types Setup page

This example illustrates the fields and controls on the Template Types Setup page.

Template Types Setup Page

Template Types help you in classifying or grouping Templates to aid in searching and filtering during the maintenance of Scorecarding Templates or Evaluations. At least one Template Type must be defined before a Template can be created.

A Template Type can be deleted if it has not yet been assigned to a Template.

Note: If a Template Type has been assigned to a Template, the blue “Information” icon is displayed. Selecting this icon opens a window explaining that the Template Type is in use.

Select the + icon to add a new Template Type. Enter Type and Description.

Use the Section Types Setup page (SCD_SECT_GRPS_FL) to define Section Types.

Image: Section Types Setup page

This example illustrates the fields and controls on the Section Types Setup page.

Section Types Setup Page

Section Types help you in classifying or grouping Sections used within the Templates and to aid in searching and filtering during the maintenance of Evaluation Templates.At least one Section Type must be defined before a Section can be added to a Template.

A Section Type can be deleted if it has not yet been assigned to a Template Section.

Note: If a Section Type has been assigned to a Section within a Template, the blue “information” icon is displayed. Selecting this icon opens a window explaining that the Section Type is in use and it cannot be deleted.

Select the + icon to add a new Section Type. Enter Type and Description.

Use the Question Groups Setup page (SCD_QUEST_GRPS_FL) to define Question Groups.

Image: Question Groups Setup page

This example illustrates the fields and controls on the Question Groups Setup page. You can find definitions for the fields and controls later on this page.

Question Groups Setup Page

Question Groups help you in classifying or grouping Questions used within a Template Section.

A Question Group can be deleted if it has not yet been assigned to a Question. At least one Question Group must be defined before a Question can be created.

Note: If a Question Group has been assigned to a Question, the blue “information” icon is displayed. Selecting this icon opens a window explaining that the Question Group is in use and cannot be deleted

Select the + icon to add a new Question Group. Enter Type and Description.

Use the KPI Categories Setup page (SCD_KPI_CAT_FL) to define and maintain KPI Categories.

Image: KPI Categories Setup page

This example illustrates the fields and controls on the KPI Categories Setup page. You can find definitions for the fields and controls later on this page.

KPI Categories Setup page

You can assign a KPI Category to a KPI Definition to help in searching and selecting a KPI Definition to assign to a KPI Question within Evaluation Question maintenance. The KPI Category may also be used as a filter when maintaining KPI Definitions.

Select the + icon to add a KPI Category. Enter a KPI Category name and description. A KPI Category can be deleted if it has not been used on a KPI Definition.

Use the KPI Definition page (SCD_KPI_DEF_FL) to define and maintain KPI definitions.

KPI Definitions are identified as either manually entered or captured through a Query. Once defined, KPIs Definitions can be included in Supplier Evaluations by linking them to the evaluation questions.

Image: KPI Definition page

This example illustrates the fields and controls on the KPI Definition page. You can find definitions for the fields and controls later on this page.

KPI Definition page

Select the + icon to create a new KPI Definition.

Field or Control

Definition

KPI Definition ID

Enter a KPI Definition ID.

KPI ID

Displays the KPI ID that was entered.

KPI Name

Enter a KPI Definition name.

KPI Category

Select a KPI Category for the KPI Definition.

KPI Status

Displays the default KPI Status as “Pending”.

Set the status to “Available” when the KPI Definition is ready to be linked to an Evaluation Question.

Set the status to “Not Available” when the KPI Definition should no longer be used.

KPI Mapping Method

Select a Mapping Method to either use its Actual score in an Evaluation or to Map its score to a specific Scoring Model.

If you select the Scoring Model option, the Mapping Definition link displays which you can use you to define the Mapping details.

You may change KPI Mapping Method at any time as long as the KPI Status is in Pending or Available.

Mapping Definition

Select to define KPI mapping details for the KPI definition based on a Scoring Model.

NOTE: This link is available when the Mapping Method is selected as “Scoring Model”

Use the KPI Mapping window to define the mapping of potential KPI values to the Scoring Values associated to the Scoring Model selected for the KPI Mapping.

KPI Type

Select a KPI Type.

Manual: Select this option if the KPI Value is to be entered Manually when the KPI Definition is used within an Evaluation.

Query: Select this option to select from a list of delivered or customer defined Queries to assign to the KPI Definition.

Note: A KPI Type cannot be changed if a KPI Definition has been linked to an Evaluation Question.

Query Name

Select to lookup from Query Manager and select an existing Query that will be used to generate the KPI Value within an Evaluation. The queries may either be system delivered or customer defined. This field displays only if the KPI Type is selected as “Query”.

View SQL

Displays a link to view the SQL associated to the assigned Query.

Procurement History

Displays “Yes” if the selected Query uses a view based on the Procurement History collected within the Analyze Procurement Purchasing function.

KPI Description

Enter any description for the KPI Definition.

KPI Comments

Enter any comments for the KPI Definition.

A KPI Definition can be deleted if it has not yet been linked to an Evaluation Question.

When a KPI Definition is in Available status and it is used within an Available KPI Question, then a message is displayed on the top left of the page indicating that the KPI Definition is in use. An example of the message is given below where an existing KPI Definition that is a KPI Type of Query and a Mapping Method of Actual.

Image: KPI Definition page (Messages)

This example illustrates the fields and controls on the KPI Definition page for Messages.

KPI Definition Messages

Delivered Supplier Shipping Performance Metric Queries

Within Supplier Scorecarding we provide 4 Supplier Shipping Performance Queries that can be assigned to KPI Definitions and then incorporated into Supplier Evaluations.

Metric

Query Name

Description

SQL

On Time Performance

SCD_KPI_ON_TIME

The percentage of shipments that are on time, early, and late for all items of a Supplier within the Evaluation period.

SELECT ROUND(SUM( A.QTY_SH_RECVD_SUOM - A.QTY_EARLY - A.QTY_LATE) / ( (SUM( A.QTY_SH_RECVD_SUOM ) +0.00001) ) *100.0,2)  FROM PS_SCD_PRCR_HST_VW A, PS_SCD_EVL_INFO_VW B  WHERE ( A.REPORT_ENTITY = ‘EAST'     AND A.VENDOR_SETID = B.VENDOR_SETID     AND A.VENDOR_ID = B.VENDOR_ID     AND A.BEGIN_DT >= B.SCD_FROM_DATE     AND A.END_DT <= B.SCD_TO_DATE     AND B.SCD_EVALUATION_ID = :1)

PO/Receipt Qty Performance

SCD_KPI_PO_RECEIPT_QTY

The percentage of purchase order receipts compared to scheduled shipments from a Supplier within the Evaluation period.

SELECT Round(SUM( A.QTY_PO - A.QTY_OPEN)/(SUM( A.QTY_PO) + .000001) * 100 , 2)  FROM PS_SCD_PRCR_HST_VW A, PS_SCD_EVL_INFO_VW B  WHERE ( A.REPORT_ENTITY = 'EAST'     AND A.VENDOR_SETID = B.VENDOR_SETID     AND A.VENDOR_ID = B.VENDOR_ID     AND A.BEGIN_DT >= B.SCD_FROM_DATE     AND A.END_DT <= B.SCD_TO_DATE     AND B.SCD_EVALUATION_ID = :1)

Quality Performance

SCD_KPI_QUALITY

The percentage of supplier shipment quantities inspected and accepted compared to those rejected and returned within the Evaluation period.

SELECT Round(SUM( A.QTY_SH_RECVD_SUOM - A.QTY_SH_REJCT_SUOM - A.QTY_RETURN)/(SUM( A.QTY_SH_RECVD_SUOM ) + .00001) * 100.0, 2)  FROM PS_SCD_PRCR_HST_VW A, PS_SCD_EVL_INFO_VW B  WHERE ( A.REPORT_ENTITY = 'EAST'     AND A.VENDOR_SETID = B.VENDOR_SETID     AND A.VENDOR_ID = B.VENDOR_ID     AND A.BEGIN_DT >= B.SCD_FROM_DATE     AND A.END_DT <= B.SCD_TO_DATE     AND B.SCD_EVALUATION_ID = :1)

Quantity Performance

SCD_KPI_QUANTITY

The percentage of supplier shipments with correct quantities compared to over-shipment quantities and under-shipment quantities within the Evaluation period.

SELECT Round((SUM( A.NUM_OF_RECEIPTS) - SUM( A.OVER_SHIPMENTS) - SUM( A.UNDER_SHIPMENTS)) / (SUM( A.NUM_OF_RECEIPTS) + .00001) * 100.0, 2)  FROM PS_SCD_PRCR_HST_VW A, PS_SCD_EVL_INFO_VW B  WHERE ( A.REPORT_ENTITY = 'EAST'     AND A.VENDOR_SETID = B.VENDOR_SETID     AND A.VENDOR_ID = B.VENDOR_ID     AND A.BEGIN_DT >= B.SCD_FROM_DATE     AND A.END_DT <= B.SCD_TO_DATE     AND B.SCD_EVALUATION_ID = :1)

In order to execute these queries within a Supplier Evaluation, Procurement History must be captured on a regular basis for all Suppliers that will be Evaluated using these query metrics.

Procurement History is accumulated by the combination of Report Entity and Calendar/Period. For Supplier Scorecarding, it is suggested that a Report Entity be created using a monthly calendar and include all Purchasing and Receiving Business Units that interact with the Suppliers being evaluated. The frequency in which the Procurement History should be updated is dependent on the volume of Purchasing activity and how often Suppliers will be evaluated. The general recommendation is to update Procurement History at least weekly. For details on setting up and maintaining Procurement History, refer to PeopleSoft FSCM Purchasing, Analyze Procurement History topics. See Understanding Procurement History Analysis,

The delivered queries must not be changed. Instead, within Query Manager, each query should be copied (Save As) to a name that is easily recognizable. For example, the delivered On Time Performance Query SCD_KPI_ON_TIME could be copied to SCD_CUST_ON_TIME. Also, in the copied version of each query, the Report Entity constant (EAST) needs to be changed in the criteria to the Report Entity in which Procurement History will be captured.

The copied queries are the ones that should be associated to KPI Definitions when configuring Supplier Scorecarding.

Creating Your Own Metric Queries

You are not limited to using only the delivered KPI Metric Queries. Additional Queries may be created within Query Manager as long as they follow these set of rules.

Image: Query Rules Explanation page

This example illustrates the fields and controls on the Query Rules Explanation page

Query Rules Explanation

Below is an example of a query to identify the number of late shipments within the Evaluation period for a Supplier. This query also utilizes Procurement History.

SELECT SUM( A.LATE_SHIPMENTS) FROM PS_SCD_PRCR_HST_VW A, PS_SCD_EVL_INFO_VW B WHERE ( A.REPORT_ENTITY = 'EAST' AND A.VENDOR_SETID = B.VENDOR_SETID AND A.VENDOR_ID = B.VENDOR_ID AND A.BEGIN_DT >= B.SCD_FROM_DATE AND A.END_DT <= B.SCD_TO_DATE AND B.SCD_EVALUATION_ID = :1)

Use the Detail Calendar page (DETAIL_CALENDAR1) to define calendars that can be selected and assigned to an Evaluation.

You can also choose to use the existing calendars available in the system. See Calendar Periods Page

Image: Detail Calendar page

This example illustrates the fields and controls on the Detail Calendar page.

Detail Calendar Page

Use the Reason Codes page (REASON_CD) to define reason codes for scorecard related reason types.

Image: Reason Codes page

This example illustrates the fields and controls on the Reason Codes page.

Reason Codes Page

For more details on reason codes, see Reason Codes Page

Some of the Reason Types used in Supplier Scorecarding are:

  • Evaluation Change

  • Evaluation Decline

  • Evaluation Omit

  • Evaluation Withdraw

  • Accept KPI Differs from Actual

  • Template Change

You can choose to define any number of Reason Codes for each of these Reason Types.

Use the Scoring Models page (SCD_RATE_MODELS_FL) to define scoring models used to rate supplier performance for questions within a section.

Scoring Models may also be used when setting up a KPI Definition that needs to have its KPI Value mapped to a valid Score. The use of a Scoring model within a KPI Definition is independent of a Scoring Model being assign to a Section within an Evaluation Template. A Scoring Model can be used on both KPI Definitions and within Template Sections.

Image: Scoring Models Search page

This example illustrates the fields and controls on the Scoring Model Search page. You can find definitions for the fields and controls later on this page.

Scoring Models Search Page

A Scoring Model is assigned when creating a Section within an Evaluation Template and it is used to help render the Evaluation form on your device (Desktop/Laptop/Smartphone). The values within a Scoring Model are used to score submitted Evaluations containing Subjective Questions.

You can add or edit a Scoring Model from the Search list. To add a Scoring Model, select the +Add button.

Use the New Search Section to search for Scoring Models by name or ID. Number of Ratings in the search results indicate the number of available scoring values for the Evaluator to select from for a specific Question on the Evaluation.

Image: Scoring Model page

This example illustrates the fields and controls on the Scoring Model page. You can find definitions for the fields and controls later on this page.

Scoring Model Page

Field or Control

Definition

Scoring Model ID

Displays the user-defined identifier of the Scoring Model.

Scoring Model

Displays the name of the Scoring Model.

Allow "Not Applicable" Response

Select to include a Rating as Not Applicable. There will be no Scoring Value for a rating that is Not Applicable.

Display Order

Select to change the display order of a Rating.

To change the display sequence of a specific Rating, select the button and then enter the new display order position for that Rating

Rating

Enter a name for the Rating. This name is displayed as a column label for a corresponding radio button question response in the evaluation form. A Scoring Model must contain at least 2 Ratings.

Scoring Value (%)

Enter a scoring value in the range of 0 — 100. The highest rating must be assigned a Scoring Value of 100 and each Scoring Value must be unique.

Description

Enter a description for the Rating.

Updating a Scoring Model

Image: Updating Scoring Model page

This example illustrates the fields and controls on the Scoring Model page.

Update Scoring Model

You can do the following changes to a scoring model when it is not yet in use:

  • Delete a Scoring Model

  • Rename a Scoring Model

  • Modify Allow Not Applicable Response setting

  • Add or remove Ratings, Rating labels, Scoring Values, Description, and Display Order.

Scoring Model used on Template Sections

Image: Scoring Model used on Template Sections

This example illustrates the fields and controls on the Scoring Model page.

Scoring Model used on Template Sections

If a scoring model is in use, a message displays on the top of the page that the scoring model is currently in use on one or more template sections. This model can be updated, but not deleted.

You can do the following changes when a scoring model is in use:

  • Rename a Scoring Model

  • Modify Allow Not Applicable Response setting

  • Modify Ratings, Rating labels, Scoring Values, Description, and Display Order.

When the Scoring model has not yet been associated to any Templates, all fields except for the Scoring Model ID can be modified. Once it is assigned to a Template, Scoring Model Name, Rating, and Description can no longer be changed, but Scoring Value and Display Order can still be changed until the Scoring Model is associated to a Released Evaluation.

Scoring Model used on Evaluations

Image: Scoring Model used on Evaluations

This example illustrates the fields and controls on the Scoring Model page.

Scoring Model used on Evaluations

If a scoring model is in use on an Evaluation, a message displays on the top of the page that the scoring model is currently in use on one or more released or posted Evaluations. This model can be updated, but not deleted.

You can do the following changes when a scoring model is in use on an Evaluation:

  • Rename a Scoring Model

  • Modify Rating labels and Description

Note: If the changes impact the context of the Scoring Model, it is suggested that a new Scoring Model be created rather than change the one that is already being used on Evaluations.

Scoring Model used on KPI Definitions

Image: Scoring Model used on KPI Definitions

This example illustrates the fields and controls on the Scoring Model used on KPI Definitions. You can find definitions for the fields and controls later on this page.

Scoring Model used on KPI Definitions

If a scoring model is in use on a KPI Definition, a message displays on the top of the page that the scoring model is currently in use on one or more KPI Definitions. This model can be updated, but not deleted.

You can do the following changes when a scoring model is in use on a KPI Definition:

  • Rename a Scoring Model

  • Modify Rating labels and Description

Note: If the changes impact the context of the Scoring Model, it is suggested that a new Scoring Model be created rather than change the one that is already being used on KPI Definitions.

Use the Auto Numbering page (AUTO_NUM_PNL) to automatically assign a sequential number to Question IDs, Section IDs, Template IDs, and Evaluation IDs.

For Supplier Scorecarding, Auto Numbering is managed at the Installation level. For more information on Auto Numbering, see Auto Numbering Page

Use the Question page (SCD_QUESTIONS_FL) to maintain a library of questions used in Evaluations.

Image: Questions page

This example illustrates the fields and controls on the Questions page. You can find definitions for the fields and controls later on this page.

Questions page

The Search Criteria may be modified to list all questions of a particular Question Group, all questions by status, wildcard(%) search of Question Text, or some combination of criteria. Use Question Group to list Questions for a specific Question Group.

To add a Question, select the +Add button. To edit a Question, select a Question from the search list.

Adding a Question

Selecting the Add button opens a page where you can choose to accept the NEXT Question ID (assigned by Auto Numbering) or provide your own Question ID.

Image: Maintain Question page (Add)

This example illustrates the fields and controls on the Maintain Question page (Add). You can find definitions for the fields and controls later on this page.

Maintain Question page (Add)

Field or Control

Definition

Question ID

Displays a Question ID automatically assigned for the Question.

Question Status

Displays the default status of the Question. Set the status to Available.

Question Group

Select a Question Group. Question Groups are defined when you set up the supplier scorecard using the Question Groups Setup option. See Question Groups Setup Page

A Question must be assigned to a Question Group. If no Question Groups exist, you must return to Question Groups Setup Page and define Question Groups.

Question Type

Select a Question of type, Subjective or KPI

KPI Name

Select to lookup a KPI.

View KPI Definition

This field is available only if you select the Question Type as KPI.

Select to view the full details of the KPI Definition

Question Text

Enter the text for the Question.

Comments

Enter any comments for the Question. They are used to clarify the purpose of the Question.

Maintaining a Question

Image: Maintain Question page

This example illustrates the fields and controls on the Maintain Question page.

Maintain Question page

When a Question is in Pending status, you may continue to modify the Question Text, change the Question Group, change the Question Type, select a different KPI if the Question Type is KPI, Delete the Question, or set its status to Available. When a Question is in Available status, if it is used within a Template/Section then an Informational Message is displayed on the top left of the page indicating that the Question is in use. However, once a Question is set to "Not Available", it may no longer be selected for use in any Template/Sections.

Note: Question Text can be modified for a Question that is Available and in use on a Template. However, it is suggested that changes be made to correct only typographical or grammar errors. Any changes that may impact the context of the question must be avoided; in this case, a new Question must be created.