Maintaining Structures for Contractor Evaluations

Contractor evaluation structures are templates used to create contractor performance evaluations. An evaluation structure contains a list of performance criteria (usually questions), grouped by subject. Your agency can create multiple structures tailored for rating different types of contractors.

When you click the Contractor Evaluation Structure link in the Reference Data component, the system takes you to the Contractor Evaluation Structure Overview component, which contains a list of all the evaluation structures in your system. On this component you can add new structures, and change and delete existing ones.

To locate a specific structure, type criteria in the Quick Find search box, or click Show first 10. The system displays a list of rows for all the structures that match your search criteria. The system sorts the list by age, with the newest evaluation structure on top.

Each row contains an Actions button and current values for the following fields:

• Form Version

• Minimum Rating Value Requiring Remarks

• Evaluation Instructions

To change a contractor evaluation structure, click anywhere in the structure's row. The system highlights the row in blue and displays information in labeled fields. You can add or change information in any field.

• Note: The system will not allow you to change or delete a reference contractor evaluation structure if it is used on a contractor evaluation or if a later version of the structure exists.

To change additional information about an evaluation structure, select Open from the Actions menu on the structure's row to go to the Contractor Evaluation Summary (for more information, see Maintaining a Contractor Evaluation Structure).

To delete a contractor evaluation structure, select Delete from the Actions menu on the evaluation structure's row. To reverse the delete action, click the Undo button.

When you are finished maintaining contractor evaluation structures, click the Save button to apply your changes to the system (including deleted information). The system displays a message to confirm that your changes were saved in the database.

Adding a New Contractor Evaluation Structure

To add a new contractor evaluation structure to reference data, click the New button. The system adds a new row at the bottom of the list of evaluation structures. All fields in the new row are blank.

To create a new structure, you must enter information in all fields that display a red asterisk. Record information in other fields as needed. To add another new structure, click the New button again and follow the same steps.

Click Save when finished to save all the evaluation structures added in this session. The system displays a message to confirm that the new information was saved in the database.

Copying a Contractor Evaluation Structure

You can copy an existing form version of a reference contractor evaluation structure to use as the basis for creating a new reference contractor evaluation structure. Once copied, you can then make any changes required for the new contractor evaluation structure.

Follow these steps to copy a contractor evaluation structure:

1. In the Contractor Evaluation Structure Overview component, locate the contractor evaluation structure you want to copy from and select Copy to New Version from the Actions menu on the structure's row.
   
   The system opens a modal window for copying the contractor evaluation structure to a new version.

2. Click in the Form Version field and type a unique version name.

3. Click the Create New Version button.
   
   The system closes the modal window and takes you to the Contractor Evaluation Structure Overview with the new evaluation structure added to the list.

4. To make changes to the new form version, select Open from the Actions menu on the new reference contractor evaluation structure's row to go to the Contractor Evaluation Summary (for more information, see Maintaining a Contractor Evaluation Structure).