PE for Agencies

PE for Agencies

Performance Evaluations for Vendors Enrollment and Account Management Agenda Welcome to the Performance Evaluations (PEs) course. Here is a list of topics that will be covered in this course: 1. Course Introduction, Learning Objectives, and Key Changes 2. Lesson 1: Performance Evaluation Overview 3. Lesson 2: Demonstration 4. Knowledge Checks and Course Summary 5. Q&A 2

Course Introduction The Performance Evaluation process allows Agencies to assess a vendors performance on City contracts. Prior to PASSPorts implementation, this process was handled in VENDEX. VENDEX PASSPort 3 Learning Objectives Upon completion of this course, you will be able to: Provide an overview of the PE process and understand the major changes associated with it. Review a PE. Create and manage a PE response.

4 Key Changes PASSPort has created the following changes to the PE process. These changes will be discussed throughout this training. 1 Vendors receive immediate notification of PEs requiring their review and of PEs that are finalized. 2 PASSPort allows for customized evaluations to the type of contract being provided to ensure accurate and relevant data are captured for actionable results. 3 PASSPort allows for vendors to easily communicate with Agencies and submit

responses and comments regarding a PE. 5 LESSON 1: PERFORMANCE EVALUATION OVERVIEW Performance Evaluation Overview Process Overvie w The PE process allows Agencies to assess a vendors performance on City contracts. When a PE has been created, the vendor will receive an email notification indicating that a new PE has been issued for them to review. When reviewing PEs, the overall PE score and rating, each of the category scores, and the answers and comments for the entire evaluation will be visible to the vendor.

Technology PASSPort allows for vendors to easily communicate with Agencies and submit responses to a PE PE Creation Selects Template Assigns Evaluators Completes PE PE Review and Finalization Vendor Reviews/Disput es

City Reviews City Finalizes Process Improvement PASSPort tracks when a PE needs to be created and automatically fills in the basic information in the draft PE when it is created Transparency Visibility across Agencies of PE records for all NYC vendors Performance Evaluation Process Flow Process Flow for Vendors

Receive notification of a completed PE Review PE scorecard and results Performance and overall quality of service/goods Overall PE Score Fiscal Timelines of performance administration and accountability Accept PE

Submit a response Accept or Dispute the PE Receive summary of a finalized PE PE scorecard and results are Dispute PE Process Triggers PEs are required at least once annually from the start of a contract date. However, annual PEs are not required for: Procurements below the small purchase limit; Procurements of goods by Competitive Sealed

Bid (CSB), other than those awarded based on best value. 9 Process Inputs When a vendor is awarded a contract, the Agency awarding the contract will identify specific objectives and evaluation criteria that the vendor will be evaluated against. The Agency then monitors the vendors performance against these objectives and criteria on an ongoing basis, culminating in a PE. When creating a PE, one of the five following evaluation templates will be selected by the City depending on the vendors industry: 1 2 3

Human Services Construction Professional Services 4 5 Standardized Services Goods/ Commodities The template that is selected will determine the types of indicators and data that

are gathered during the PE process, so that each evaluation is tailored to the vendors business. 10 Performance Evaluation Structure PEs are comprised of three categories, each contain a variety of questions regarding different aspects of the vendors performance: 1 Timeliness of Performance 2 Fiscal Administration and Accountability 3 Performance and Overall Quality of Service/Goods

11 Performance Evaluation Ratings During the PE process, evaluators will answer questions relating to the previously mentioned categories and assign a rating for each category. The rating scale is as follows: Description Value Unsatisfactory 0 to 20.1 Poor 20 to 40.1

Satisfactory 40 to 60.1 Good 60 to 80.1 Excellent 80 to 100 Based on the ratings selected by each evaluator, PASSPort will generate an overall PE score and rating. The overall PE score and rating will follow the scale above. For example, if the overall PE score is 75, the overall PE rating would be Good. 12 Performance Evaluation Score

Once a PE is completed, it is sent to the vendor for review. When a vendor is reviewing a PE, the overall PE score and rating, each of the category scores, and the answers and comments for the entire evaluation will be visible. Below is an example PE: This is the overall PE score and rating These are the category scores 13 Vendor Response and Finalization 1 Vendor Response The vendor has

15 calendar days to review the performance evaluation and respond to the City regarding any requested changes.* 2 City Decision The City will review the vendors response and revise the PE accordingly to make a final assessment.

3 PE Finalization The plan is then finalized and added to the vendors record in PASSPort. *Any documentation related to a PE appeal must be emailed to the City outside of PASSPort. 14 LESSON 2: DEMONSTRATION Demonstration: Review a PE

Now that you have learned about the PE process, we will demonstrate how to review and respond to a PE as a vendor in PASSPort. 16 KNOWLEDGE CHECK AND COURSE SUMMARY Knowledge Check 1 True or False For most services contracts, Performance Evaluations are required at least once annually from the start of a contract date. True False That is correct. PEs are required at least once annually from the start of a

service contract. 18 Knowledge Check 2 Multiple Choice Which of the following statements is NOT a true statement regarding the Performance Evaluation process? A Vendors have 15 calendar days from the date that the PE results are sent to them to submit a response to the City. B When a vendor is reviewing a PE, the overall PE score and rating, each of the category scores, and the answers and comments for the entire evaluation will be visible.

C When setting up a PE, Agencies will select one of five evaluation form templated, which are based on industry. D The PE process is started by the vendor. That is correct. PEs are NOT started by the vendor, but are created by the ACCO. 19 Knowledge Check 3 Multiple Choice Which of the following options is NOT one of the categories of a PE? A

Price Competitiveness B Performance and Overall Quality of Goods/Services C Timeliness of Performance D Fiscal Administration and Accountability That is correct. Price Competitiveness is not one of the

three categories of a PE. 20 Knowledge Check 4 Multiple Choice A score between 40.1 and 60 on a Performance Evaluation denotes: A Unsatisfactory performance B Satisfactory performance C Good performance

D Excellent performance That is correct. 21 Knowledge Check 5 True or False If a vendor disputes a PE, any supporting documentation needs to be emailed to the City outside of PASSPort. True That is correct. False

22 Key Takeaways Now that you are familiar with the PE process, take a moment to note the following key takeaways: 1 The PE process allows Agencies to assess a vendors performance on City contracts. 2 There are five types of evaluation questionnaire templates available for PEs: Human Services, Construction, Professional Services, Standardized Services, and Goods/Commodities. 3

Creating PEs Applicable contracts require a PE at least once annually from the contract start date. The PE process is managed by the Agency and their staff. 4 Vendors have 15 calendar days from the date in which the PE results are sent to them to submit a response to the ACCO. PE Types of PE CAPs Reviewing PEs

23 Course Summary You have reached the end of this course. You should now be able to: Provide an overview of the PE process and understand the major changes associated with it. Review a PE. Create and manage a PE response. 24 What question s do you have?

THANK YOU 26 Exercise: Review a PE Now it is your turn to complete this process in the training environment. Reference the steps below to review and respond to a PE as a vendor. Navigation: Open Workflow Tasks or Performance Manage My Performance 1 Whenever a PE requires your review, you will receive both an email notification and a task in PASSPort. From the PASSPort homepage, open the PE that requires your review from the Open Workflow Tasks window. 2 Review the information in the PE scorecard. You will be able to see your

overall PE score as well as scores for each category. 3 To review the questions, answers, and comments that were used to create the PE, click the Pencil icon at the bottom page. 4 Click the Accept or Dispute button at the top of the page depending on the required next steps. If you clicked the Dispute button, you will be prompted to enter comments. If you dispute a PE, any supporting documentation needs to be emailed to the City outside of PASSPort. 27

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