MyFloridaMarketPlace Vendor Performance Tracking Frequently Asked Questions

Frequent Questions & Answers

1. Can data be exported for a specific vendor?
   

   All data contained in the trending data vendor file will be exported. The data will be exported as a CSV file. Users can use MS Excel or upload the data file into an Access database and manipulate the data as needed. For instance, they can see performance over time by vendor, by contract, by agency, etc., or a combination thereof.

2. Who can export vendor data from VPT?
   

   Users who have a valid user account in MyFloridaMarketPlace can export data from the VPT application to Excel or Access.

3. Can data from VPT application be exported to Excel?
   

   Yes, users will have the ability to download data from the VPT application by using the "Download Trending Vendor Data File" option located on the VPT home page. The trending data file will be updated on the first of each month. For example, the data from the surveys completed for the month of February will be available for export on March 1.

4. Can a vendor view the rating completed by the Requester/MA Contact?
   

   After accessing the Vendor Registration System, vendors can elect to view their vendor performance rating. Each registered vendor location which has been rated will be listed. Vendors can click the vendor location linked to view the submitted rating by invoice for the location. Comments entered by the Requestor/MA Contact are displayed. When viewing the submitted ratings, the name of the user who completed the survey is not listed, however, vendors will know that ratings are made by the requestor on the order or MA, and can backtrack from the listed invoice number.

5. Can a Requestor/MA Contact partially complete a rating?
   

   No, a rating must be selected for each category prior to submitting. Users will be prompted to enter a comment for any rating other than 3 (Meets Requirements). However, comments are optional whatever the rating.

6. Can the vendor rating be viewed by other Requester/MA Contacts?
   

   Yes, users can click the "Search for a Vendor" link to search for any vendor performance rating.

7. Can a rating be edited after it has been submitted?
   

   Submitted surveys cannot be edited by the Requestor/MA Contact. In rare cases, it may be necessary to edit a submitted survey. If needed, the VPT Administrator can edit the submitted survey. Agency purchasing directors and/or contract administrators, or higher level senior managers, may request rating changes when warranted by the facts.

8. Can a user delegate the completion of a pending survey to another user?
   

   No, users can only delegate their approval authority and a VPT survey is not an approvable. However, users can consult anyone prior to rating the vendor's performance.

9. How long will a Requestor/MA Contact have to complete the pending survey?
   

   After receiving the email notification, the Requestor/MA Contact will have 30 days from the date the survey was generated to submit a vendor performance rating for the transaction. Vendor ratings not completed within this timeframe will be purged from the application.

10. Will the Requestor/MA Contact receive one email for each pending survey?
    

    No, users will receive a maximum of one email daily for all pending surveys. For example, if three invoices were paid against qualifying transactions the Requestor/MA Contact would receive one email notification the next day for the pending surveys. If the user completes two of the three surveys and no "new" surveys are generated, the user would not receive an email the following day for the remaining unrated survey. However, if a new qualifying transaction were paid, a new email would be generated the following day, and when the user signs on, he/she will see the new rating opportunity, and the earlier rating opportunity which was not completed. Pending rating opportunities remain in the queue for 30 days.

11. How will a Requester or MA Contact be notified of pending surveys?
    

    An email notification will be sent to the Requestor or MA Contact for each invoice payment completed in MyFloridaMarketPlace for a qualifying transaction.

12. Can a Requester or MA Contact login VPT directly to complete pending surveys?
    

    No, users will be required to login to Ariba Buyer and click to the VPT application.

13. Can a VPT survey be completed after a vendor location is inactivated?
    

    The survey which was generated prior to the vendor location inactivation will still be eligible for survey completion.

14. How often will the completed rating survey scores be updated in Ariba Buyer?
    

    Once a vendor rating is submitted the vendor's rating will be recalculated within 24 hours to reflect the newly rated submission. Ariba Buyer is updated Tuesday through Saturday morning with the previous day's calculations.

15. Will vendor rating scores from VPT be available in Ariba Buyer?
    

    Yes. Ratings can be accessed from the vendor location search. A column has been added on the Choose Value for Vendor Location page to view the vendor's overall location rating score. This overall score will be displayed as a link to allow the user to view the rating for each category for the vendor location. If no surveys have been completed for this vendor location, "Not Rated" will appear instead of a score. The number of actual and potential submissions can also be viewed on this page. Another opportunity to view vendor ratings arises after adding a catalog line item to a requisition, when the user may click the vendor location link to view the supplier location's information, including its overall rating. The user can view the detailed rating for each category by clicking the overall rating link.

16. Who is responsible for completing the VPT survey?
    

    If the VPT survey is requested for a paid invoice linked to an order, the requestor of the order will receive an email invitation to complete the survey. If the VPT survey is generated for a paid invoice linked to a Master Agreement, the requestor of the MA will receive an email invitation to complete the survey. Ariba Buyer defines the requestor as:

    • Direct Order/Release Order: user listed in the "On Behalf Of" field of the PR
    • Master Agreement: user listed in the "Contact" field of the MA (Invoice Only)
17. What prompts a VPT rating request, and what transactions are rated?
    

    An email will be sent to a requestor of record each time an invoice is paid in MyFloridaMarketPlace for a transaction against the following:

    • All State Term Contracts (STC)
    • All State Purchasing Agreements (SPA)
    • All Agency Term Contracts, ITBs, RFPs and ITNs.
    • All Other transactions equal to or greater than $2500 (including governmental entities)
18. What actions can a Requestor/MA Contact perform within the VPT application?
    

    After accessing the VPT application from Ariba Buyer, the user is presented with three options:

    • Submit Pending Vendor Ratings: A listing of the qualifying unrated surveys pending completion by the user
    • Review ratings of specific Vendors: Users can search the VPT database to view rated surveys
    • Download Trending Vendor Data File: A data extract of all rated surveys can be loaded into MS Excel for trending analysis.
19. What are the rating categories for VPT?
    

    The VPT survey consists of four categories which must contain a rating score before the user can submit the survey. The Requestor/MA Contact will select a score for each category. The following categories are listed on the survey:

    • Performance to Specifications: conformance of the commodities/services to the requirements of the order
    • Delivery: comparing commodity delivery or service performance dates to the order schedule
    • Invoicing: meaning comparing the pricing or budget, and invoice accuracy and detail, to order requirements
    • Customer Service: rating the vendor's service, in areas such as communication and problem solving, to the customer's expectations.
20. What is Vendor Performance Tracking (VPT)?
    

    The Vendor Performance Tracking application was created to provide a uniform vendor monitoring system which allows the State to rate vendor performance. The VPT application would also allow all agencies to access the vendor's performance evaluations. Reporting capabilities would also be available within the application.