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Evaluating a Multi-Category Decision Project

Multi-Category Decision (MCD) projects allow you to run bids that require multiple decisions to be made based on the Vendors' submissions. (If you haven't created your MCD project yet, please see our Setting Up a Multi-Category Decision Project page.) Due to the complexity of MCD projects, the evaluation process slightly differs from a regular project.

In this article, we will go over the following: 

  1. Scoring the Parent Project
  2. Splitting the Project
  3. Setting up Evaluation for Each Decision

Once your MCD project closes, all the submissions that came in (for ALL categories) can be collectively found under the Submissions section.

You can preview and open the documents submitted by your Vendors, by clicking into their Documents/Data drop-down tabs. Here you will see all of the documents tagged to each Decision:

 

Scoring the Parent Project

The first step in the evaluation process is to evaluate any cross-category Evaluations (i.e., any pieces of criteria that are common across Decisions). Cross-category criteria are usually made up of all mandatory criteria (e.g., pass/fail criteria).

Releasing Your Primary Evaluation

To kick off this Evaluation, you will need to release the Evaluation Group responsible for carrying out the cross-category Evaluation. After your project has been closed for submissions, you will see this banner on your Project Details page:

To release your Evaluation Group, simply scroll down to the Evaluations Groups section on your Project Details page, and click Release on the group that you wish to start the Evaluation:

When you release the documents, the pop-up below will appear to double-check if you would like to unseal all the documents for the Evaluation Group. Click OK if you wish to proceed.

Now that you have released this Evaluation Group, you will see that it is now highlighted in green and can be withheld again at any point. Your Reviewers in this group will now be able to see the Requested Information assigned to their group and perform their Evaluation on the parent project.

The Reviewers' Point of View

When a Reviewer in an Evaluation Group that hasn't been released yet views their scorecard, they will be met with this notification:

When a Reviewer in Evaluation Group 1 (the group that has been released) views submissions on their Project Details page, they will be able to open their scorecards and view the Vendors' submissions.

Once your Reviewers are done the initial mandatory Evaluations, you can move onto evaluating the rest of your Project.

 

Splitting the Project

After all of the common criteria have been scored, you'll be ready to split the project into each separate Decision (ie. the child projects).

To do so, navigate to the Multi-Category Decisions section on the Project Details page, click on the Decisions tab, click Actions --> Create Project for each Decision.

When you create a project for each of the Decisions, you will see clickable icons under the Project Link column appear. Clicking on them will bring you to the Project Details page for the new project that you have created for that Decision:

NOTE: When you create the child project, there is no connection back to the parent. Any activity carried out in the parent after splitting WILL NOT be transferred. Any scoring that has been done in the parent project before splitting will be copied over to the child projects.

You will also be able to navigate to each new project on your Projects Dashboard page:

When you split your projects, all of the CriteriaReviewers, Existing Scores, and Evaluation Groups are copied over to the new child projects. However, only submissions made to each unique Decision will be copied over respectively (including the relevant files).

TIP: After you've split the project into the child projects, we recommend that you archive the parent project, which takes it off the main project page. If your parent project isn't Archived, there is a chance that Reviewers will go in and score things in the parent project by accident. Scoring in the parent project only transfers into the child projects when you do so BEFORE splitting!

 

Setting up Evaluation for Each Decision

Now that you have split up your parent project into child projects, it is time to set up the evaluation in each new child project!

Adding Unique Criteria

At this point, you will need to add in the criteria unique to each Decision. To do so, navigate to the child project you wish to work on and open it up. From here, you can click into the Criteria section, click Manage, and add your criteria. In this example, unique criteria is being added to the General Contracting Decision:

Adding Unique Users

Once you have set up the unique criteria in each child project, you also have to add the unique Reviewers/Advisors/Observers. To do this, simply navigate down the Project Details page to the People section, click Manage, and add in all of the required individuals for that project.

Releasing Your Evaluation Groups

Once you have added in all unique Reviewers/Advisors/Observers, and the child project is ready for Evaluation, you can navigate to the Evaluation Groups section and release the other Evaluation Groups:

In this example, now all Reviewers in the other Evaluation Group 2 (Technical Evaluation) can begin the Category-specific evaluation!

NOTE: Each child project created as a result of the MCD feature has the same functionality as any other regular project. The projects are visible under the Active Project list, their evaluation progress is tracked and shown, and you are able to export project-specific reports.

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