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Coupa Success Portal

Evaluations

Evaluations (assessments or scorecards) are launched periodically to the designated internal and/or external Evaluators (scorers) based on the workflow configuration settings that are defined in a program. Upon Program Launch, the Evaluator is notified in two ways that there is an open Evaluation:

  • Via email notification

  • Via display in the Evaluation tile on the Evaluator’s Home page.

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Completing the Evaluation

To complete an Evaluation, click the Home tab to navigate to the Home page.

Click the link to display the list of Evaluations in which the specific Evaluation for completion is included and search for it. 

On the Evaluation grid page, click the View button for the specific evaluation.

Complete all of the required questions and enter comments where applicable.

Click the Save button to save the responses as a draft, or when the Evaluation is complete, click the Submit button to submit the responses for review and approval.

Or, click the Cancel button to leave the Evaluation without saving the changes

STEP

SCREENSHOT

  1. Click the Home tab to navigate to the Home page.

  1. Click the link to display the list of Evaluations in which the specific Evaluation for completion is included and search for it. 

  1. On the Evaluation grid page, click the View button for the specific evaluation.

  1. The Evaluation opens. Complete all of the required questions and enter comments where applicable.

  1. Click the Save button to save the responses as a draft, or when the Evaluation is complete, click the Submit button to submit the responses for review and approval.

Or, click the Cancel button to leave the Evaluation without saving the changes.

Following are additional important details pertaining to Evaluations:

  • Any User or User Group can be assigned as an Evaluator for one or many Evaluation items. For User Groups assigned as an Evaluator for an Evaluation Item:

    • If the specific group is indicated as Required, then all of that group’s members must submit an Evaluation; i.e., every member of the specified group is assigned an individual evaluation to complete. The average rating per evaluation item from all of the users within the evaluation team will be rolled up to the scorecard and included in the calculation of their final score.

    • If the specific group is indicated as “Optional” (unchecked), then that group’s members can collaborate on a single evaluation, and the first member to submit does so on behalf of the entire group.

  • Click the Recalc button to calculate and review the scores for the required responses.

  • If comments are not entered for questions that require comments, then the comment icon is highlighted in red on Recalc and Submit. The evaluation cannot be submitted until all required comments have been entered.

  • The evaluation cannot be submitted until all mandatory-designated questions have been answered and all required comments have been entered. If an error message is displayed at the top of the evaluation, indicating items that must be addressed before the evaluation may be submitted.

Required scores are highlighted in red.

Required component entry is highlighted in yellow:

Evaluation Import/Export

The evaluation export/import feature provides the ability download an evaluation into a spreadsheet. Complete the evaluation off-line and then upload the completed evaluation into Risk Assess to be submitted for approval. This feature allows customers to distribute the scorecard to users within their own organizations for input.

Exporting an Evaluation

To export an evaluation (from within the evaluation), adhere to the procedure defined in the following table:

STEP

SCREENSHOT

  1. Click the Export link at the top right of the specific evaluation.

  1. The File Download pop-up box displays.

Click the Open button to open the file, or click the Save button to save the file to a specific location on the user computer.

  1. The evaluation file will open in the user’s spreadsheet software application (e.g., Excel).

  • Complete the evaluation and save the file.

Importing an Evaluation

To import an evaluation (from within the evaluation), adhere to the procedure defined in the following table:

STEP

SCREENSHOT

  1. Click the Import link at the top right of the specific evaluation.

The Import Evaluation pop-up box displays.

  1. Click the Select button and choose the specific evaluation file to upload from the user computer.

  1. Once the file is loaded, click the Import button in the Import Evaluation pop-up box to import the evaluation file.

Or click the Cancel button to quit without importing a file.

  1. If the Import button is selected, then the evaluation scorecard will populate with the responses provided in the imported file.

Following are additional important details pertaining to importing completed evaluation files:

  • The Allow Import/Export feature must be enabled for the program. This configuration option is set in Step 1 of the Program Wizard.

  • All components are supported for export, and the following are supported for import:

    1. Textbox – user can enter a value in the sheet

    2. Description Textbox – user can enter a value in the sheet

    3. Dropdown Generic – user can select a value based on the drop-down values including the “None” response

    4. Checkbox – user can select true or false

    5. Setup Data Type Dropdown – user can select a value based on the Setup Data Type dropdown

    6. InfoText – displays the text from the control in the spreadsheet

    7. Radio button – user can select a singular value based on the values in the radio button

    8. Scoreable Textbox – user can enter a value in the sheet

  • Components that are configured to be “Internal-only” are not exported to the spreadsheet for external users.

Approvals

Once the evaluation has been submitted, it is forwarded to the designated approver(s) for review and approval. Approver assignments are based on the workflow configuration settings that are defined in the program. Upon submission of the scorecards, the approver is notified that there is an open evaluation in two ways:

  • via an email, and

  • the Approval is now present in the Evaluation tile on the evaluator’s Home page.

The approval page can be configured to be displayed in one of 2 formats: the expanded view and the collapsed view.

NOTE: The Expanded/Collapse form is configured via a program level option. The approval will be displayed in the desired format for all evaluations that are administered for the program.

Approval Page (Expanded Mode)

In Expanded mode, the default mode, the Approval page will display with content in all sections visible.

Approval Page (Collapsed Mode)

In Collapsed mode, questions and answers captured from the Evaluation will always be visible in the Approval, while scoring information and override controls are hidden from view. Users will be presented with links next to each section, allowing them to expand and view the hidden items.

Approving the Evaluation

To approve an evaluation, adhere to the procedure defined in the following table:

STEP

SCREENSHOT

  1. Navigate to the Home page Dashboard (Action Items sub-tab), Approvals tile.

  1. Access the Approvals grid and scroll to the evaluation for completion.

  1. Click the View button for the specific evaluation.

The evaluation Approval page displays.

  1. On the Approval page, review responses and make any needed or preferred updates.


  1. Click the Save button to save the responses as a draft, or click the Approve button to approve the evaluator’s responses and overrides for review and approval.

Or, click the Cancel button to leave the Evaluation without saving the changes.

Following are additional important details pertaining to approvals:

  • Any user or user group can be assigned as an approver. The members of the group collaborate on a single evaluation, and the first member to submit does so on behalf of the entire group.

  • Click the Recalc () button to calculate and review the scores for the responses that were required.

  • Comments must be entered for all changes that are made to the evaluators’ answers. If comments are not entered, then the comment icon is highlighted in red on Recalc and Approve. The evaluation cannot be approved until all required comments have been entered.

  • Collaboration between approvers and evaluators is done using the Reject feature, through the Community using In Line Collaboration in the assessment or off line. With the Reject feature updates are made in the evaluator’s scorecard and resubmitted. Otherwise, updates are made to the approver’s scorecard.

  • Workflow dictates when the org approvers see approval in their dashboard before the evaluation is submitted. For programs with workflow types of external (collaborative party 2 and external only), internal org approvers do not see the approval until the supplier has completed their final approval.

  • Custom XSLT must be configured to support the evaluation summary pdf display.

Rejecting the Evaluation

With the Reject configuration option enabled, the approver now has the option to reject a submitted evaluation. When the approver opts to reject the evaluation (by selecting the Reject button), they are required to enter comments describing the rejection reason. These comments are displayed back to the evaluator as a means of communicating what needs to be addressed before the scorecard is approved.

To reject an evaluation from within the approval, adhere to the procedure defined in the following table:

STEP

SCREENSHOT

  1. Click the Reject button to return the scorecard to the evaluator for more information.

The Reject Evaluation pop-up box displays.

  1. Enter the rejection reason in the free-text field provided.

  • Click the Reject button to save the comments.

Or click the Cancel button to exit the form without saving the comments or rejecting the approval.

  1. The evaluation is sent back to the evaluator and now appears in the Evaluation section of their dashboard with a Status of “Rejected.”

  1. The evaluator is presented with the approver’s rejection comments upon opening the evaluation.

  1. The approver reviews the updated responses and approves the scorecard.

NOTE: The program must be configured to have Internal and/or External Rejection enabled in Step 1 of the Program Wizard. Evidence of the rejection is included in the Change Log within the program History.

Following are additional important details pertaining to rejecting an evaluation:

  • Rejection Scope

    • If the approver is internal and the collaboration type is Collaborative, then the “Rejection Scope” will appear when the user clicks the Reject button.

      • The rejection scope provides options to reject “Internal,” “External” or “Both.”

      • Rejecting with the “Internal” rejection scope option: the reject action will be to internal users only.

      • Rejecting with the “External” rejection scope option: the reject action will be to external users only.

      • Rejecting with the “Both” rejection scope option will reject both internally and externally.

    • If the user is external or the collaboration type is Party 1 only or External Only, then the “Rejection Scope” will not appear when the “Reject” button is clicked.

  • Rejection reasons are sensitive to the scope of internal or external. This means if a program manager rejects an external only party then only the external party can see the reason for rejection, and the internal party cannot see it.

  • For programs with an external workflow (Collaborative Party 2 or external only), only final approvers may reject evaluations. Organization managers do not have the ability to reject an evaluation.

Delegating the Evaluation

With the Enable Evaluation Delegation configuration option enabled, the evaluator has the option to delegate an evaluation to another individual or group for completion. This feature provides the ability to delegate the entire evaluation or Individual sections/lines in the evaluation.

The Delegate button is displayed in the top right corner of the evaluation.

Evaluation Level Delegation

To perform an evaluation level delegation from within an evaluation, adhere to the procedure defined in the following table:

STEP

SCREENSHOT

  1. From within the specific evaluation, click the Delegate button near the top right of the page.

  1. When the delegation page opens, select the delegate from the corresponding preferred dropdown field.

    • To delegate the evaluation to another user, type the first three characters of the user’s last name in the “Delegate to User” selection box to find the preferred user to whom the evaluation should be delegated.

      • Click the Quick Create icon to create a new user for delegation.

NOTE: Quick Create must be configured in the Data Dictionary for the environment, and users must have permission to create user accounts in order to be able to take advantage of this feature.

    • To delegate the evaluation to a group, position the cursor in the “Delegate to Group” selection box to find the group to which the evaluation should be delegated. Search the list or scroll through the list to find the preferred group.

  1. Enter any comments/instructions for the delegate in the free-text field provided.

  • Once all selections are made and all fields completed, click the Delegate button to delegate the evaluation.

Or click the Back button to return to the evaluation without delegating it.

Section/Line Level Delegation

To perform a section/line level delegation from within the evaluation, adhere to the procedure defined in the following table:

STEP

SCREENSHOT

  1. Click the Delegate button.

 

The Evaluation Delegation page displays.

 

  1. Select the evaluation items preferred for delegation.

 
  1. Select the delegate.

  1. To delegate the selected sections/lines to another user, type the first three characters of the other user’s last name in the “Select User” selection box to find the preferred user to whom the evaluation should be delegated.

Click the Quick Create icon to create a new user for delegation.

 

OR

 
  1. To delegate the evaluation to a group, position the cursor in the “Select Group” selection box to find the group to which the evaluation should be delegated. Search the list or scroll through the list to find the preferred group.

 

NOTE: Quick Create must be configured in the Data Dictionary for the environment, and users must have permission to create user accounts in order to be able to take advantage of this feature.

  1. Enter delegation comments/instructions for the delegate.

 
  1. Click the Delegate button to delegate the evaluation.

 

Click the Back button to return to the evaluation without delegating it.

Following are additional important details pertaining to delegating an evaluation:

  • In Step 1 of the specific Program Wizard, the program must be configured to Evaluation Delegation.

    • Use the Section/Line level configuration option to support delegation of some or all lines in the evaluation to different users/groups and delegation of all lines (the entire evaluation) to a single user.

    • Use the Evaluation level configuration option to enforce delegation of the entire evaluation only.

  • All of the original evaluator’s responses that were saved before the evaluation is delegated are carried forward to the delegate.

  • When delegated evaluations are rejected back to the evaluator, each user who submitted the response receives the sections/lines that they originally completed.

  • Evaluations and approvals are routed to the user’s delegate when the original user is set to Out of Office in their user Profile. The evaluation/approval can be delegated up to five times to find a user that is not out of office. The evaluation/approval remains on the fifth user’s dashboard for them to complete when they return.

  • Anemail tag (!DELEGATECOMMENTS!) can be used in conjunction with the improved evaluation and/or approval delegation process. When configured in custom emails such as Evaluation Reassigned From You, Evaluation Reassigned To You, Approval Reassigned From You and Approval Reassigned To You, the delegation comments entered within the Evaluation Delegation Wizard or Approval Delegation Wizard are included in the email notifications.

Delegating the Approval

With the Enable Approval Delegation configuration option enabled, the approver has the option to delegate an approval to another individual or group for completion. The organizational and/or final approval can be delegated.

To delegate an approval from within the approval, adhere to the procedure defined in the following table:

STEP

SCREENSHOT

  1. Click the Delegate button.

 

The Approval Delegation page displays.

 

  1. Select the delegate(s).

Use the assignments at the top of the page to delegate the Final Approval.

  1. To delegate the approval to user, type the first three characters of the user’s last name in the “Delegate to User” selection box to find the preferred user to whom the approval should be delegated.

 

OR

 
  1. To delegate the selected sections/lines to another user:

Click the Quick Create icon to create a new user for delegation.

 

NOTE: Quick Create must be configured in the Data Dictionary for the environment, and users must have permission to create user accounts in order to be able to take advantage of this feature.

 

OR

 
  1. To delegate the approval to a group, position the cursor in the “Delegate to Group” selection box to find the preferred group to which the approval should be delegated. Search the list or scroll through the list to find the preferred group.

  1. Use the grid to delegate the Organizational Approvals.

  1. Select the organization(s) preferred to delegate.

  2. Select the delegate.

        1. To delegate the selected organizations to a user, type the first three characters of the user’s last name in the “Select User” selection box to find the user to whom the approval is preferred to be delegated.

Click the Quick Create icon to create a new user for delegation.

 

NOTE: Quick Create must be configured in the Data Dictionary for the environment, and users must have permission to create user accounts in order to be able to take advantage of this feature.

 

OR

 
        1. To delegate the approval to a group, position the cursor in the “Delegate to Group” selection box to find the preferred group to which the approval should be delegated. Search the list or scroll through the list to find the preferred group.

  1. Enter delegation comments/instructions for the delegate.

 
  1. Click the Delegate button to delegate the approval.

 

Click the Back button to return to the approval without delegating it.

Following are additional important details pertaining to delegating an approval:

  • In Step 1 of the Program Wizard, the program must be configured to Approval.

  • All of the original approver’s responses that were saved before the approval is delegated are carried forward to the delegate.

  • Organization approvers only receive the items that are assigned to their organization, and only see the comments that are relevant to the delegation of their organization’s items.

  • When a delegated approval is rejected back to the evaluator, the delegated approver who rejected it receives the updated responses when the evaluator resubmits.

  • With the ‘Enable Approval Delegation’ configuration option enabled, the organization manager approver has the option to delegate their organization approval to another individual or group for completion.

  • Evaluations and approvals are routed to the user’s delegate when the original user is set to Out of Office. The evaluation/approval can be delegated up to five times to find a user who is not out of office. The evaluation/approval remains on the fifth user’s dashboard for them to complete when they return.

  • An email tag (!DELEGATECOMMENTS!) can be used in conjunction with the improved evaluation and/or approval delegation process. When configured in custom emails such as Evaluation Reassigned From You, Evaluation Reassigned To You, Approval Reassigned From You and Approval Reassigned To You, the delegation comments entered within the Evaluation Delegation Wizard or Approval Delegation Wizard are included in the email notifications.

Delegation Comments

Delegation comments are required when the user delegates an Evaluation or Approval. Delegation comments are easily visible at the top of the evaluation/approval and within the HiVi. They are also carried forward into subsequent delegations of the Evaluation/Approval.

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