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Coupa Success Portal

Program Collaboration Configuration Options

Collaboration Options (Options to configure number of days are expressed in calendar days and do not take holiday or weekends into account) include the following:

  • # of Days For Supplier Scoring - number of elapsed (calendar) days the system allows for suppliers to complete their evaluations, once the program scoring period begins (defaults to 10).

  • # of Days For PM Approval - number of (calendar) days the program manager or the relationship manager has to complete their review/approval of the assessment (defaults to 0).

  • # of Days to Collaborate - number of (calendar) days the top client and supplier managers have to review/approval and negotiate the final assessment results (defaults to 10).

  • Launch Evals When Supplier Late - indicates whether or not the evaluation should be launched to the customer evaluator on time, even if the supplier evaluator has not completed their assessment (defaults to checked - when the evaluation is launched early, the client receives the assessment without the supplier's scores).

  • Require All Org Mgrs To Approve checkbox - controls whether the relationship manager can approve the assessment before all of the organizations managers have submitted their approvals; if unchecked, then the relationship manager can approve the assessment that has been received to date when one or more org manager approvals are late.

  • Prevent In Line Discussions checkbox - controls whether a scorecard specific forum can be created as part of the evaluation and/or review of the assessment; if indicated, then the forums cannot be created.

  • Enable Approval Delegation checkbox - controls whether the administrator or relationship manager can delegate approval of an assessment either before or after the assessment is launched (defaults to checked; if indicated, then the approval can be delegated).

  • Evaluation Delegation Level - controls whether the administrator or relationship manager can delegate scoring of an evaluation either before or after the evaluation is launched, and allows the program architect to configure the program to disable delegation for the program or to allow delegation of the entire evaluation or at the Line/Section level.

  • Late Day Notification Frequency - defines how often a reminder is sent that an evaluation/approval is delinquent (reminders after the due date); Options: “None,” “Every Day,” “Every Other Day,” “Every Third Day,” “Each Week,” defaults to "Every Other Day."

  • Reminder Days Prior (required) – allows entry of the number of days the reminders should be sent before an evaluation/approval start date; this setting is required when Reminder Frequency is not equal to None (defaults to 1).

  • Reminder Frequency - defines how often a reminder is sent that an evaluation/approval is due. Reminder Frequency is computed by dividing the number of days for the evaluator to complete the evaluation by the number of reminders configured; for example: If ‘Reminder Days Prior’ is set to 1, then the evaluator receives a single reminder on the day before the evaluation due date. If Reminder Days Prior is set to 2, then the evaluator receives 2 reminders: the first halfway through the times to complete, and the second on the day before the evaluation due date. Options for selection include: “None,” “Every Day,” “Every Other Day,” “Every Third Day,” “Each Week.”

  • Escalate When Late? - controls whether to escalate the approval to the designated approver on a program. This setting will also delegate the survey to the designated approver, if indicated.

  • Run Inactive Objects? checkbox - controls whether the program can be run on enrolled objects with status = inactive (defaults to checked; if indicated, then programs will be run on inactive objects. For example, when indicated for a relationship that has expired, the workflow will disregard the relationship expiry date).

  • Reject Internal checkbox - enables the internal approver to reject the evaluation back to the internal evaluator for clarification or additional information; if indicated, then the internal approver has the capability to reject the evaluation back to the internal and/or external evaluator.

  • # of Days For Client Scoring - number of elapsed (calendar) days the system allows for the customer  to complete their evaluations, once the program scoring period begins (defaults to 10); not required for External Scoring Only programs.

  • # of Days For OM Approval - number of (calendar) days the organization manager has to complete their review/approval of the assessment (defaults to 5).

  • Re-calculate Due Dates checkbox - controls whether to recalculate the due dates in the workflow based on Actual Completion Date of previous steps in the workflow (defaults to checked); when this option is not enabled for the program, it works based on a due date static calculation at the time of launch.

  • Auto Fill Internal Cards checkbox - controls pre-population of the customer assessment with supplier answers. When answers are prepopulated, the customer evaluator can overwrite the rating if they want to change it; if indicated, then the customer assessment is auto-populated with the supplier's ratings.

  • Skip Collaboration Step checkbox - controls whether customer and supplier managers are required to conduct a final review and approval; if indicated, then the collaboration step is skipped.

  • Prevent In Line Action Plans checkbox - controls whether the approver can create action plans as part of their review; if indicated, then approvers cannot create action plans during their review.

  • Show Supplier Scores checkbox - controls whether the customer evaluator sees the scores assigned by the supplier evaluator(s); if indicated, then the customer sees the supplier's scores.

  • # of Late Notifications - defines how many reminders will be sent when an evaluation/approval is delinquent; required when Late Notification Frequency is not equal to "None" (defaults to 3).

  • Reminder Days Prior - defines how many reminders will be sent for an evaluation/approval that is approaching its start date; required when Reminder Frequency is not equal to "None" (defaults to 1).

  • Days After Due To Escalate checkbox - defines the number of days past the due date that the approval will be escalated; required when Escalate when late is indicated (defaults to 5).

  • Approval Method - indicates the type of approval required. Options: “Normal” (Organization Manager and Relationship Manager Approval), “No External Approval,” “No Internal Approval,” “No Approval” (defaults to "Normal").

  • Enable Copy Previous Item Results checkbox - indicates whether the values entered for the KPIs from a previously completed evaluation will be presented to the evaluator when they receive the evaluation for a subsequent period; if indicated, then previous answers are carried forward into subsequent evaluations.

  • Reject External checkbox - enables the external approver to reject the evaluation back to the external evaluator for clarification or additional information; if indicated, the external approver has the capability to reject the evaluation back to the external evaluator.

  • Comment Visibility - enables users to prevent program recipients from including attachments when none are required.

  • Approval Display Mode - enables users to control the display format of the approval form (defaults to “Expanded”); “Collapsed” mode-scoring information and override controls are hidden from view. “Expanded” mode - displays with content in all visible sections.

 

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