Creating Supplier Performance Surveys

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If enabled for your enterprise, the Super Admin or a Panel Administrator can add a Supplier Performance Survey to Supplier Lists that allows the Buyer to provide feedback on the Supplier's performance on a request.

A Master Supplier Survey Template can be set up for your Enterprise, and once this has been done, the survey can then be copied to the relevant lists. Alternatively, a survey can be created for each Supplier from scratch.

The surveys for each Supplier List can be edited from the use of the template to make them more relevant to the products or services the Suppliers on that list provide.

Master Supplier Survey Template Settings

  1. To create and edit the Master Supplier Survey Template, hover the Admin Tools option in the menubar and select the Master Supplier Survey Template option.



  2. The Survey Template Settings allow you to determine the following:

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    Setting Description
    How long after the Buyer's request evaluation period has passed should the Buyer receive this survey? If the Suppliers on the Panel provide a service that is normally delivered within a month, you can set the time period to 30 days. If the service or product would usually take 6 months to complete, set the time period to 180 days.
    Do you wish to ask the Buyer if their engagement with the vendor is complete?

    This will send a prompt to the Buyer asking if their engagement with the vendor is complete.

    If the setting is set to No, the Buyer will be able to complete the survey when the time period set above is reached.

    If the setting is set to Yes, the Buyer will be sent a prompt asking if the engagement is completed. If the Buyer says Yes, they will be able to complete the survey.

    If the Buyer says No, the survey will be delayed and will either remain in their account or be resent after a predetermined time. This will depend on the next setting below.
    Cancel the survey if incomplete Buyer/vendor engagement?

    This will only appear if against 'Do you wish to ask the Buyer if their engagement with the vendor is complete?' you select Yes.

    If the setting is set to Yes, the survey will be removed from the Buyer's account and will reappear after the predetermined time in the next setting below: If cancelled, resend to Buyer after...

    If the setting is set to No, the survey will remain in the Buyer's account and then can complete when ready.
    As part of the survey, the Buyer will be asked for the budgeted value of their engagement with the vendor. Do you wish the Buyer's answer to be mandatory or optional? If this is set to Mandatory, the Buyer must complete the 'final value' field in the survey. If it's set to Optional, the Buyer can choose to not complete the 'final value' field.
  3. Click the Save Details button to save the basic survey details for the master template.

  4. Your next step is to add one or more survey 'topics'. These are the questions you'll ask in this survey. You can choose to come back to this later if you wish. To create them now, click on the Add template survey topics/questions button.



  5. The next step is to add the topics/questions you wish the Buyer to answer, which you do by clicking on the 'Add New' button.



  6. Your topics/questions will need to fall under one of the six categories; Price, Quality, Performance, Delivery, Safety, or Environment. Select the most appropriate category.

  7. Write the topic/question you wish to ask into the text box.



  8. Select how you wish the Buyer to type out a response or select from a list of choices.
    1. If you chose 'They 'select' from a list of choices you provide' you'll need to setup the choices that will appear in the survey.
    2. Simply type the choice into the text field, enter in the score weighting percentage (high % for good, low % for bad), and tick the default selection box if you want this response to be the default selection (there must be a default selection).
    3. Click on the add to list button and you can then enter the next choice.

      Please note

      If you are asking a question with Multiple choice answers, it can be useful to also add a free text field to capture feedback when a bad rating is recorded. You can do this by adding another topic to the same category.

  9. Select the Active Status for the question and then click on the Save Topic button. The question/topic will appear below.
    • Active questions will be visible immediately if the Survey is active on a list. Inactive questions will not be visible until made active.



  10. To add another topic/question click on the Add new button and follow the same steps as above. If you have created all of your topic/questions then you can on the Finished button.

Adding a Supplier Survey to a List

Once the Master Survey Template has been created, you can then add it to a Supplier List.

  1. Navigate to the Manage Supplier Lists page by clicking on the Enterprise Supplier Lists option under Admin Tools.

  2. Click on the action arrow next to the relevant List. Under the Surveys heading, click on the Add survey option.

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  3. The survey will use the settings setup in the master template. You are able to edit the survey template to make it relevant to the Supplier List.

  4. When you've completed the survey, click on the Save details button.

Buyer Feedback

Once a Survey has been added to a List and made active, the following will occur:

  • When a Buyer selects a Supplier response as successful, a survey will be sent to the Buyer at a predetermined time after this.
  • A To-Do Task is added to the Buyer's dashboard, and the Buyer also receives an email prompting them to log in to complete the survey.
  • Once Survey is completed, it disappears from the To-Do Tasks and the responses are only visible to Panel Administrators and the Super Admin.

Supplier Feedback

A day after the Buyer has completed their survey, the Supplier gets the opportunity to provide some feedback as well and the following will occur:

  • A To-Do Task is added to the Supplier's dashboard, and the Supplier also receives an email prompting them to log in to complete the survey.
  • They are asked if they have any comments to make regarding the categories that the Buyer was asked questions about (i.e. Price, Quality etc...).
  • Once the Survey is completed, it disappears from the To-Do Tasks and the responses are only visible to Supplier List Administrators.

Viewing Survey Results

The Super Admin and the Panel Administrators are able to view the Survey responses from both the Buyers and Suppliers by following the below steps:

  1. Navigate to the Manage Supplier Lists page by clicking on the Enterprise Supplier Lists option under Admin Tools.

  2. Against the relevant Supplier list, click the blue numbered button under the Suppliers column to view the Suppliers on the list.

  3. You will then see a column titled PERFORMANCE, which will contain a % score for those Suppliers that have had surveys completed about them.

  4. Hovering over the Question mark icon will show you a preview of the results, and clicking on it will open a pop-up window with a detailed overview of the Supplier's performance.

  5. On the overview page, below the Company profile, you'll see a table containing the Surveys that have been completed, and a list of Surveys yet to be done.

  6. From this screen, you can drill into the survey and view the responses provided by the Buyer and the Supplier by clicking on the magnifying glass icon on the far right.