Invite Evaluators and Start Individual Scoring

  • Updated

Invite panel members to an Advanced Evaluation, share the request and response documents they need, and start individual scoring. Use this when you’re ready for evaluators to begin assessing responses.

Prerequisites

  • You are the Procurement Officer of the evaluation or have the Admin role.
  • Evaluators are already added to the panel. See Add Evaluators and Assign Teams.
  • Response documents are allocated to teams or users.

Steps to Invite Evaluators and Begin Scoring

  1. Open the evaluation. From Home, select Advanced Evaluations, then open the evaluation record.

  2. Open the Responses tab and find the Request Documents section.
    Result: The documents that went to market with the request (spec, terms and supporting files) are listed.
  3. Assign request documents to the teams or users who need them. Use the same method as for response documents. Result: Assigned evaluators can see those documents.
    See detailed instructions on: Review Supplier Responses
  4. Invite panel members. You can invite them individually or all at once.

  5. Compose Invitation Email. The invitation email contains standard text but allows for additional custom messaging to be included.

    Result: Each evaluator receives an email with the necessary details to access the evaluation. Existing users get a link, while guest users receive a link and temporary credentials.

  6. Manage Email Notifications. The system has default email reminders to keep evaluators on track:

    • Initial invitation.

    • 2 days until due date.

    • On the date due.

    • An email is sent to the Procurement Officer when all individual evaluators have completed scoring.

  7. Ask evaluators to complete the Conflict of Interest (COI) declaration, if required.

    Result: Evaluators can see response details once the declaration is complete.
    Note: The requirement for this declaration can be turned on or off at a system level. Prior to completing it, the evaluator will only see the list of respondents.

  8. Access Responses and Start Scoring. Once the declaration is complete (or if not required), the evaluator can see offer amounts and download allocated documents.

  9. Begin Scoring. Click the 'Go to Comparative Scoring' button to begin the assessment by evaluating all respondents together, or click 'View' under Individual Evaluation to score each respondent one at a time.

  10. Score Responses. Use the pre-set answer scales for each question.

    Note: Each answer translates into a numeric score in the background. You can provide a comment with each answer.

Results / Validation

  • Invited evaluators appear on the Individual Scoring stage with their progress.
  • Evaluators can see the Request Documents and their allocated response documents.

What's Next / Related

Limits & Notes

  • You can reassign documents and team members after individual scoring has started.

  • Request documents are assigned in the same way as response documents.