Setting up contract evaluations and reminders

You can evaluate contracts, create multiple evaluation templates, and have multiple criteria within an evaluation template. You can also create an email and send to the performance evaluators.

  1. Open an existing contract.
  2. On the Contract tab, click the Evaluations link.
  3. Click Create Contract Evaluations.
  4. Specify this information:
    Performance Evaluation Template
    This field shows the default evaluation template from the contract classification or subclassification. You can select another template to override the default.
    Evaluation Description
    Provide the evaluation description. The evaluator description and the due date, if enabled from the contract group, are added to the final evaluation description.
    Frequency
    Select how often evaluation periods occur.
    Number Of Evaluations Per Period
    Select the maximum number of evaluations allowed for a contract during each evaluation period. The highest value is Nine.
    Notification Date
    Specify the notification date for the first evaluation.
    Evaluator Due Date
    Specify the evaluator due date for the first evaluation. The due dates for the subsequent evaluations are calculated based on the number of days between the first notification and the evaluation due date.
    Approver Due Date
    If you select an approver for an evaluator, specify the due date for the approver. The due dates for the subsequent evaluations are calculated based on the number of days between the first notification and the evaluation due date.
    Last Evaluation Date Allowed
    If you select multiple evaluation periods in the Frequency field, specify the last evaluation date. Performance evaluations that have a notification date later than the date in this field cannot be created.
  5. Select as many evaluators as the value that you defined in the Number Of Evaluations Per Period field.

    Each employee selected must be defined as an Evaluator in Contract Evaluators And Approvers.

    See the Supply Management Setup and Administration Guide.

  6. Optionally, select the approver for each evaluator.

    Default approvers are selected if the Default Approver field is defined. Each employee selected must be defined as an Approver in Contract Evaluators And Approvers.

    See the Supply Management Setup and Administration Guide.

  7. Optionally, provide the description for each evaluator.

    These descriptions and the due date, if enabled from the contract group, are added to the Evaluation Description. Default descriptions are specified if the Default Description field is defined in Contract Evaluators And Approvers.

    See the Supply Management Setup and Administration Guide.

  8. Optionally, if you assign the same approver for all evaluators, select the approver in the Approver For All Evaluators field.
  9. Click Submit.

    Contract Evaluations are created for all evaluators that you defined, with the number of notification dates determined by the defined frequency.

  10. On the Contract tab, click the Evaluations link.
  11. Specify the number of days until employees receive yellow and red alerts for evaluations and approvals.
  12. Select the Supplier Can View Evaluation check box for suppliers to view the finalized evaluations on Supplier Portal.
  13. Click Save.
  14. Optionally, to change the evaluation template before starting the evaluation, select the evaluation and click Update Template.
  15. Optionally, to send a reminder for a single evaluation, select the evaluation, then click Send Reminder.
  16. Optionally, to send a reminder for all evaluations of a contract:
    1. Select Contracts > Processing And Reporting.
    2. On the Contract Evaluations pane, click Send Evaluation Reminders.
    3. Select a Contract Group and provide Additional Email Contents.
    4. Click Submit.