Vendor Evaluation Business Process
Use the Vendor Evaluation business process to assess the overall performance of your current vendors. Include all relevant information associated with each vendor, and apply a performance rating based on the definitions provided below. Ensure that all assessments are factual. Do not include unsubstantiated opinions. It is recommended to complete vendor performance evaluations for all vendors, regardless of their level of service (exceptional, satisfactory, or unsatisfactory).
Characteristics
This is a Project-level business process without a workflow, provided in the system template.
Record Statuses
| Status | Resulting State |
|---|---|
| Completed | non-terminal |
| Discarded | non-terminal |
| Draft | non-terminal |
| Submitted | non-terminal |
Related Processes
The Vendor Evaluation business process might create the following business processes: Not applicable
The Vendor Evaluation business process might be created by the following business processes: Contract
Creating a Vendor Evaluation Record
Create a Vendor Evaluation record by navigating to Project Closeout / Vendor Evaluation on the Project/Shell tab, or from the Tasks log on the Home tab or relevant Project/Shell tab.
Complete the Vendor Evaluation form and attach related documents, if needed. After completing the form, select Submit if you are finished and ready to commit the record.
Note:
You must enter a value in all required fields (*) before you can save the form.- Go to your Project tab, and switch to User mode.
- In the left Navigator, select Project Closeout, and then select Vendor Evaluation.
- On the Vendor Evaluation page, select Create. Refer to the tables below to complete the form. You can select Save at any time to create a record and keep it in editable mode.
- To add attachments, go to the Attachments tab, and select Attach Files
.
- After completing the form, select Submit.
Completing the Vendor Evaluation Form
Key Information
Key information about this Vendor Evaluation record
| Field Name | Access | Description |
|---|---|---|
| Title | Required | Enter a title. |
| Status | Required | |
| Evaluation Period Start | Editable | Earliest date included in the performance period |
| Evaluation Period End | Editable | Latest date included in the performance period |
Vendor
Details of the vendor
| Field Name | Access | Description |
|---|---|---|
| Vendor | Required | Select the vendor for this record. |
| Vendor ID | Read-Only | If Unifier is integrated with an external system, this field contains the ID that corresponds to the vendor in the external system. Populates based on the selected Vendor. If not integrated with an external system, leave blank. |
| Primary Vendor Type | Read-Only | The primary vendor type for the vendor |
| Primary Discipline | Read-Only | The vendor primary discipline, specialty, or area |
Overall Rating
| Field Name | Access | Description |
|---|---|---|
| Would you recommend using this firm again? | Editable | Enter a description of 250 characters or fewer. |
| # of Questions Answered | Read-Only | |
| Overall Rating | Read-Only | Calculated summary rating based on all question responses |
| Average Response (1-3) | Read-Only | Average of scored responses on a 1–3 scale (3=Exceptional, 2=Satisfactory, 1=Unsatisfactory) |
Comments
| Field Name | Access | Description |
|---|---|---|
| Comments | Editable |
Contract Details
Details on the Contract linked to this Vendor Evaluation
| Field Name | Access | Description |
|---|---|---|
| Contract Reference | Editable | The contract reference number |
| Contract Type | Read-Only | Type of contract |
| A. Original Commitment | Read-Only | Amount of original contract |
| Project Currency Amount | Read-Only | This field shows the amount of the transaction, according to the project currency. |
| Effective Date | Read-Only | Date the contract takes effect |
| Original Contract Completion Date | Read-Only | Target completion date of the original contract, prior to any change orders |
| Field Name | Access | Description |
|---|---|---|
| 01. Scope/contract deliverables met | Editable | All contracted deliverables accepted with no gaps; ≤2% punch items at turnover |
| Comments (01) | Editable |
| Field Name | Access | Description |
|---|---|---|
| 02. Quality of work | Editable | Defect/NCR rate within threshold; ≤1 rework cycle per item; zero repeat findings |
| Comments (02) | Editable |
| Field Name | Access | Description |
|---|---|---|
| 03. Schedule adherence | Editable | ≥95% of milestones on or ahead of plan; recovery plans effective within 1 reporting cycle |
| Comments (03) | Editable |
| Field Name | Access | Description |
|---|---|---|
| 04. Change management | Editable | Changes timely, justified, and documented; ≤10% of changes due to vendor-caused issues; cycle time within SLA |
| Comments (04) | Editable |
| Field Name | Access | Description |
|---|---|---|
| 05. Cost control | Editable | Cost variance within agreed tolerance; unit rates honored; no unpriced work performed |
| Comments (05) | Editable |
| Field Name | Access | Description |
|---|---|---|
| 06. Invoice accuracy and documentation | Editable | ≥95% first-pass acceptance; correct tax, receipts, lien releases; supports audit |
| Comments (06) | Editable |
| Field Name | Access | Description |
|---|---|---|
| 07. Materials/equipment reliability | Editable | ≥95% on-time delivery; substitutions pre-approved; materials meet specs |
| Comments (07) | Editable |
| Field Name | Access | Description |
|---|---|---|
| 08. Staffing availability and competence | Editable | Key roles filled; minimal turnover; qualifications match contract |
| Comments (08) | Editable |
| Field Name | Access | Description |
|---|---|---|
| 09. Safety performance | Editable | Zero recordables; audits passed; corrective actions closed within SLA |
| Comments (09) | Editable |
| Field Name | Access | Description |
|---|---|---|
| 10. Communication and collaboration | Editable | Responsive; meeting action items closed on time; submittal/RFI quality reduces resubmits |
| Comments (10) | Editable |
| Field Name | Access | Description |
|---|---|---|
| 11. Correction of issues | Editable | CAPAs opened/closed promptly; no recurrence of the same issue |
| Comments (11) | Editable |
| Field Name | Access | Description |
|---|---|---|
| 12. Compliance readiness | Editable | Insurance, bonds, licenses current; contractual certifications provided on time |
| Comments (12) | Editable |
| Field Name | Access | Description |
|---|---|---|
| 13. Risk and issue management | Editable | Risks identified early with mitigation; no surprises impacting cost/schedule/quality |
| Comments (13) | Editable |
| Field Name | Access | Description |
|---|---|---|
| 14. Closeout performance | Editable | Turnover docs (as-builts, O&M, warranties) complete and on time; demobilization clean |
| Comments (14) | Editable |
Record Information
System information about this record
| Field Name | Access | Description |
|---|---|---|
| Record No. | Read-Only | System-assigned record number |
| Creator | Read-Only | Creator of this record |
| Record Last Update Date | Read-Only | Date that the record was last updated |
| Creation Date | Read-Only | Date that the record was created |
| Project Name | Read-Only | Name of the project |
| Project Number | Read-Only | Unique Project Number |
| Business Process Record URL | Read-Only | A shareable link to this record, for anyone with the necessary permissions |
Completing the Notes Tab
General
| Field Name | Access | Description |
|---|---|---|
| Short Description | Required | Enter a description of 50 characters or fewer. |
| Comments | Editable | Enter additional detailed information. |