This article provides step-by-step instructions on how to set up the Master Supplier Survey Template and then add the survey to a Supplier List.
The Supplier Performance Survey allows the Buyer to provide feedback on a Supplier's performance on a request and is available if enabled for your enterprise.
Prerequisites
You must be a Super Admin or Panel Administrator to add a Supplier Performance Survey to Supplier Lists or to view the survey results.
Steps
This process is split into two main sections: Creating the Master Template and Adding the Survey to a List.
1. Create the Master Supplier Survey Template
You must set up a master template before adding the survey to individual lists.
Hover over the Admin Tools option in the menubar and select Master Supplier Survey Template.
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Set the basic Survey Template Settings.
How long after the Buyer's request evaluation period has passed should the Buyer receive this survey? Set the time period in days (e.g., 30 days for short services, 180 days for longer ones).
Do you wish to ask the Buyer if their engagement with the vendor is complete? Select Yes or No.
If the setting is set to No, the Buyer will be able to complete the survey when the time period set above is reached.
If the setting is set to Yes, the Buyer will be sent a prompt asking if the engagement is completed.
If the Buyer says Yes, they will be able to complete the survey.
If the Buyer says No, the survey will be delayed and will either remain in their account or be resent after a predetermined time. This will depend on the next setting below.Cancel the survey if incomplete Buyer/vendor engagement? This only appears if you selected Yes for the previous setting. Select Yes to remove the survey and reappear after the time set in If cancelled, resend to Buyer after..., or select No to keep the survey in the Buyer's account.
As part of the survey, the Buyer will be asked for the budgeted value of their engagement with the vendor. Do you wish the Buyer's answer to be mandatory or optional? Select Mandatory or Optional.
If this is set to Mandatory, the Buyer must complete the 'final value' field in the survey. If it's set to Optional, the Buyer can choose to not complete the 'final value' field.
Click the Save Details button.
To add questions, click on the Add template survey topics/questions button (you can choose to do this later).
Click on the Add New button to begin adding questions.
Select the most appropriate Category for the topic/question. The six available categories are Price, Quality, Performance, Delivery, Safety, or Environment.
Write the topic/question in the text box.
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Select how the Buyer should respond.
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If you choose They 'select' from a list of choices you provide, you'll need to setup the choices that will appear in the survey:
Type the choice into the text field.
Enter the score weighting percentage (high % for good, low % for bad).
Tick the default selection box (a default selection is required).
Click add to list to enter the next choice.
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Select the Active Status for the question and click Save Topic. Active questions will be visible immediately if the Survey is active on a list.
To add more topics/questions, click Add new and repeat the steps. If finished, click the Finished button.
2. Add the Survey to a Supplier List
After the master template is created, you can copy it to the relevant lists.
Navigate to the Manage Supplier Lists page by clicking on the Enterprise Supplier Lists option under Admin Tools.
Click on the three vertical dots next to the relevant List.
Under the Surveys heading, click the Add survey option.
The survey will use the master template settings, but you can edit the survey to make it more relevant to the specific list.
Click on the Save details button when you've completed the survey edits.
Results / Validation
Once a Survey has been added to a List and made active:
Buyer Feedback: When a Buyer selects a Supplier response as successful, a survey is sent at a predetermined time. A To-Do Task is added to the Buyer's dashboard, and they receive an email prompt. Once completed, the task disappears, and responses are visible only to Panel Administrators and the Super Admin.
Supplier Feedback: A day after the Buyer completes their survey, a To-Do Task is added to the Supplier's dashboard, and they receive an email to provide comments regarding the categories (e.g., Price, Quality). Once completed, the task disappears, and responses are visible only to Supplier List Administrators.
Viewing Survey Results
Super Admin and Panel Administrators can view the survey responses.
Navigate to the Manage Supplier Lists page by clicking on the Enterprise Supplier Lists option under Admin Tools.
Against the relevant Supplier list, click the blue numbered button under the Suppliers column.
View the PERFORMANCE column, which contains a % score for Suppliers who have completed surveys.
Hovering over the Question mark icon shows a preview of results.
Clicking the icon opens a pop-up with a detailed overview.
On the overview page, beneath the Company profile, find the table with Completed and yet to be done Surveys.
Click the magnifying glass icon on the far right to drill into the survey and view the responses from the Buyer and the Supplier.
Limits & Notes
Scope: The survey can be created from a Master Supplier Survey Template or created for each Supplier from scratch.
Survey Content: Topics/questions must fall under one of six categories: Price, Quality, Performance, Delivery, Safety, or Environment.
Response Options: If using multiple-choice answers, it can be useful to add a free-text field (as another topic in the same category) to capture feedback for bad ratings.