How to view assigned and completed evaluations

Last updated September 27, 2023
Written by Princess Luzadas

Once your organisation has started using evaluation templates to perform evaluations, you can start to review the progress, results, and any impact on vendor performance scores.

Viewing assigned and/or completed evaluations is possible through several interactions in Felix:

  • The Evaluation Assignments list
  • Your My Tasks list, where you are the assignee or an Assignment Chair
  • Your vendor list, in the performance score column
  • A vendor's profile, where the vendor's performance score is displayed
  • The Vendors tab of an RFQ, where vendors' performance scores are displayed
  • The Manage Evaluations button within an RFQ, where there is a View Evaluations option
  • A request for award (RFA) workflow, visible to RFA authors and approvers

The Evaluation Assignments list and My Tasks

All evaluations assigned to evaluation assignees, regardless of their status (Not Started, In Progress or Submitted), can be found in Tools > Evaluation Assignments

Access to all evaluations for your organisation requires security group permission. Reach out to your Felix contact in your organisation to request this. 

If you do not have this highest level of access, you will only see evaluations where: (a) they are assigned to you, (b) where you are the Assignment Chair, (c) you created an evaluation assignment or (d) you are the RFQ Owner for an RFQ Item evaluation.

To search for specific evaluation assignments in the list, you can utilise filters. Use the Show Filters button to access filters and refine your results. The RFQ filter allows you to filter the evaluation for a particular RFQ

Evaluations assigned to you or where you are the Assignment Chair, are accessible from your My Tasks.

In either one of these locations, to view completed evaluations:

  1. Locate the Submitted evaluation assignment you would like to view.

  2. Hover over the ellipsis icon next to the Submitted evaluation status and select from the Analysis options. This will take you to the page based on your selected view.

The Analysis options are only applicable to evaluations that are in Submitted status.

Analysis options for submitted evaluations include View Single, View All, and View Comparison functionalities.

  • View Single will open a page to the Single Evaluation view for that evaluation. 
  • View All will open a page to the All Evaluations view. Evaluations can be performed using the same template multiple times for a vendor, RFQ or engagement. This will display all evaluations together.
  • View Comparison is only relevant for RFQs and will open a page showing side-by-side scores for all vendors.

Vendor list, vendor profile, RFQ, and RFA (Recommendation for Award) entry points

Clicking on vendor performance scores in these locations will offer summary-level results from performed evaluations, as well as a View All option to open the All Evaluations view for the template of interest. 

Use this option to enter an evaluation template view for a vendor and explore the Single Evaluation and Compare Vendors views.

The Manage Evaluations button within an RFQ

The Manage Evaluations button becomes available once the first quote is received for an RFQ Item. By selecting the View (#) Evaluations option, you can access a list of assigned evaluations for the chosen RFQ Item.

  • The displayed number represents the count of evaluations assigned within the RFQ Item. 
  • The displayed number may be higher than the number of evaluations you can view, based on your role and permissions. It is intended to provide insights into the progress of the evaluation stage of the RFQ.

When you click on the View (#) Evaluations button, a new browser tab will open with a prefiltered Evaluation Assignments list specific to the RFQ. 

Navigating within an evaluation view

Whether you arrived via the View Single, View All or View Comparison route, an evaluation view allows you to toggle between views. An overview of these options is outlined below.

The page title will provide the subject of the evaluation (Vendor, RFQ or Engagement), as well as the template name that was used.

In each view, you will find hyperlinks to relevant connections in Felix - the vendor profile, RFQ or engagement. These will open in new browser tabs for your reference.

To know how evaluation scoring works or what Unscored or No Response means, refer to this article for details.

View Single (Single Evaluation)

This view displays a single evaluation performed by a single evaluation assignee for the vendor, RFQ or engagement context. 

You can view the single assignee's name, questions, responses, and scores for each criterion.

View All (All Evaluations)

This view displays all the evaluations performed by all evaluation assignees for the vendor, RFQ or engagement context. 

You can view all the assignees' names, questions, responses, and scores they provided for each criterion. 

A Summary section is also included at the top of the page, featuring the evaluation's total score, the number of assignees who performed the evaluation, and their scores for each criterion.

The Summary table is designed to show a historical view of performance for this template. A common use for this view is to see vendor performance over time, for example, when vendor evaluations are performed routinely.

View Comparison (Compare Vendors)

This view is only relevant for evaluations of RFQ responses.

Designed to provide an easy drill-down report into areas of strength and weakness, this view displays the comparison between vendors by their evaluation total score, criteria scores, and question scores. 

  • Vendors are sorted from highest to lowest total score, from left to right.
  • You can scroll horizontally to view more comparisons where there are a large number of RFQ responses (bidders).
  • Use the Expand All or Collapse All button to quickly access more or less detail across all criteria at once.
  • Use the orange arrow (accordion) icons to manually expand or collapse single criteria.

In the expanded mode, you can view the assignees' names, questions, responses, and scores they provided for each criterion. The presence of a message bubble and/or paper clip icon indicates that the question response contains additional context like comments and attachments.

Other Notes

  • Evaluation Scoring: Refer to this article for how scoring of evaluations works.
  • In Progress evaluations: A completed evaluation can be marked as In Progress status if the evaluation is assigned to you or you are assigned as an Assignment Chair for that specific evaluation assignment. This effectively re-opens the evaluation for edits. You can only complete evaluations that have been specifically assigned to you.
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