Configure Plan Assessment Settings

This article provides the steps for System Administrators to configure the settings, questions, and scoring for Initial Assessments and Value/Risk Assessments within the Procurement Planning module. Assessments allow users to answer questions to determine if a procurement is low-risk or high-risk. High-risk procurements may be prompted to complete the Value/Risk Assessment.

Prerequisites

You must have System Administrator permissions.

Steps: Manage an Assessment

Follow these steps to access the Assessment configuration.

Navigate to the Procurement Planning module via the app launcher icon or the navigation tile on your Homepage.
Click the Manage Module tab in the top right.
On the General tab, scroll down to Module Settings > Questionnaire configuration.
Click on either the Manage Initial Assessment or Manage Value Risk Assessment button.

Once in the configuration page, an Assessment has two main tabs: Summary and Build.

Summary Settings

The Summary tab allows you to define instructions and notification preferences.

Questionnaire name: This is not customisable and is set to either Initial Assessment or Value Risk Assessment.
Instructions: Use the textbox to provide instructions on the purpose and completion of the assessment. These instructions will appear at the top of the questionnaire page for the user.
Notifications: Set up email notifications:
- Enable an email to be sent to the user completing the assessment once they finish it.
- Enable a specific user or users to be notified when anyone completes the assessment.

Build Settings

The Build tab is where you define questions, answers, scoring, and the final output of the assessment.

You can select to enable a textbox against each question for the user to add comments along with their answer.

Question Categories

You can group questions by common threads using categories.

Select the option to enable the use of categories for your questions (labeled [1] in the image).
Define the category names in the table provided (labeled [2] in the image).
Select the option to sort the questions in the assessment by the categories (labeled [3] in the image).
Select the option to show results per category in a bar graph once the user completes the questionnaire (labeled [4] in the image).
Click the Save button in the top corner to save categories before adding them to questions.

Questions

By default, both assessments come with a list of questions that can be used, amended, or deleted.

The table (labeled [1] in the image) shows the list of configured questions, including the Question text, if it's mandatory, the answer type (e.g., Yes/No, Dropdown), and the minimum/maximum score.
Click on a question to manage it, or use the plus (+) button to add a new question.
Use the export/import functions (labeled [2] in the image) to make bulk changes via an Excel document.
Select Show all question data (labeled [3] in the image) to see all question details.
To delete all existing questions (an irreversible action), select Show delete all questions (labeled [4] in the image) to display the delete button.

Scoring Type

Under Scoring Type, choose how points are calculated:

Basic: Points are accumulated into a single overall score (default for Initial Assessment).
Dual Axis: Points are accumulated into two separate totals. Each question must be associated with a single axis (default for Value/Risk Assessment).
- If using Dual Axis, you must define names for each axis in an additional section.

Editing a Question

When editing a question, you can define the following settings:

Category (labeled [1] in the image): Select the category the question belongs to (if categories are enabled).
Define the question (labeled [2] in the image).
Answer Type (labeled [3] in the image): Select how the user can answer. Options include:
Dropdown: You can build a list of different options that the user can select from a dropdown menu
Tabstrip: You can define multiple options that will display in the strip that the user can select
Yes / No: This looks the same as a tab strip, but will only include two options for 'Yes' and 'No'
Date: The user must select a date from a calendar picker
Single-line free-text: Provides a single-line textbox in which the user can type an answer in
Multi-line free-text: Provides a multi-line textbox in which the user can type an answer in
Number: Provide a textbox where the user must enter an answer using numerical characters only
Range: You can define a lower and upper number limit to build a range (e.g. 0 to 5) where the user can select one of the options
Image upload: Requires the user to upload an image file as their answer.
Guidance documents (labeled [4] in the image): Upload a document the user can download.
Allow the user to upload a document (labeled [5] in the image) as part of their answer.
Define whether the question is mandatory (labeled [6] in the image).
If using Dual Axis scoring, select which pre-defined axis (labeled [7] in the image) the question is associated with.
If using an answer type with multiple options (Dropdown, Tabstrip, Yes/No, Range), define the options (labeled [8] in the image) and the corresponding score value (labeled [9] in the image) for each.
You can delete a question (labeled [10] in the image), which is irreversible.

Result Definitions

The final step is to define the result names and the score percentage ranges associated with them.

Basic Scoring: Define different results and the single score percentage ranges for each. This is where you define the score percentage that prompts the user to complete a Value/Risk Assessment.
Dual Axis Scoring: Define results that factor percentage scores for both axes.
- You can enable the option to plot the results into a Four Quadrant Chart. You'll need to specify the names of the four quadrants to align with your result names.
- Use the Show chart preview option to see how the graph will display.