Scorecard management is split into four sections, meant for Strategic Review, Capacity Assessment, Performance Index, and the 'Global' scorecard.
Only the Strategic Review Committee Scorecard guidance is provided below, as the management of other types of scorecards are classified information and should be in the hands of GMS Admin.
To have more informaiton on other types of scorecards (besides SRC Scorecards) please contact firstname.lastname@example.org
Strategic Review Committee Scorecard Management
III/ Creating a new SRC scorecard template
Configuring the new scorecard
GMS tip: The configuration’s impact on the Project Scoring module of the GMS
Modifying the scorecard’s configuration
Deleting a scorecard
I/ What is the Strategic Review Committee scorecard ? Top
The Strategic Review (SR) aims at identifying and prioritizing project proposals considered best suited to address the priorities and needs identified in the allocation strategy paper.
During the Strategic Review, the Strategic Review Committee reviews and scores project proposals based on a Strategic Review Scorecard. The scoring of projects must take place on GMS through the completion of the SRC scorecard. This SRC scorecard must be created by the HFU during each allocation’s configuration process.
This article will focus on the creation and management of the Strategic Review scorecard.
To learn more about how to conduct a Strategic Review and fill the scorecard for each project, please refer to this article of the Help Portal.
During the allocation configuration stage, the HFU is required to link the new allocation to its corresponding Strategic Review scorecard. Consequently, it is primordial for the HFU to CREATE a unique SRC scorecard before creating an allocation on GMS. This unique SRC scorecard can be edited after the launch of the allocation and up until the scoring of projects.
- Each allocation should have one unique SRC scorecard;
II / Managing the SRC scorecards on GMS Top
Navigation: System Setup > Configuration Setup > Manage SRC Scorecards
The Strategic Review Scorecards’ Management Module is composed of a list of all SRC scorecards that were created in each fund. The red scorecard lines represent the scorecards which have already been used to score projects (i.e. projects have already been linked to them). These red scorecards cannot be edited on GMS.
A brief description of the columns is given below:
- Scorecard Description: Displays the name given to the scorecard.
- Allocation Type: Displays the allocation this scorecard is linked to.
- Is Active: Displays whether the scorecard is active or not. (to learn more on scorecards’ activation, please click here)
- Is Locked: Displays whether the scorecard is locked or not. (to learn more on locked scorecards please click here)
- Print Concept Note: Displays whether Concept Note of project is printable or not from the Strategic Review page of the GMS
- Print Project Proposal: Displays whether the linked Project Proposals are printable or not from the Strategic Review page of the GMS.
- Update Details: Displays the user and timestamp details of creator and if any updater for the scorecard.
- [Edit]: Allows to edit the scorecard’s basic information (description, lock status…). (To learn more on how to configure scorecards, please click here)
- [Modify Category/Questions]: Allows to modify categories and questions.
- [Export]: Allows to export the scorecard details with the categories, questions and scoring weightage in Excel. (To learn more on how to export scorecards, please click here)
- [View Project]: This option is displayed only if projects are linked to the scorecard. It displays the list of projects linked to the scorecard. (To learn more on how to view linked projects, please click here)
III/ Creating a new SRC scorecard template Top
During the configuration of a new allocation, the HFU is required to create a new SRC scorecard.
There are two options available to do so:
1. Click on [Add Scorecard] button of the SRC Scorecards management page, to create a blank, brand-new scorecard, with no previously inputted data,
2. Click on [Copy Scorecard] to clone an existing scorecard. In the pop-up window, select the template you want to copy the scorecard from, and click on [Copy]. You will be able to edit all information in the copied scorecard. Please make sure to edit the description of the scorecard as per the new allocation it is linked to.
In the case of a new template, the configuring field appears at the top of the page, and the line will be created after you save your configuration. HFU officers can configure/edit the scorecard’s basic information in the field at the top of the page.
- Description: Enter/modify the title of the new scorecard in the description field. For example: 2020 SA2 Scorecard, OR 2020 Second Standard Allocation Scorecard
- Is Locked? (check box): If checked, the scorecard is locked, meaning that the projects will not be available for scoring anymore in the Project Scoring module on GMS. (The Project scoring module of the GMS is the module Cluster Coordinators will use to conduct the Strategic Review of projects. If the scorecard is locked, the system will hide the button which allows the scoring of projects).
- Is Active? (check box): If checked, the scorecard is active, meaning that it will be available in the scorecard drop-down in the Project Scoring module on GMS.
- Print Concept Note? (check box): If checked, Concept Note can be printed from the Project Scoring module of the GMS.
- Print Project Proposal? (check box): If checked, Project Proposal can be printed from the Project Scoring module of the GMS
To save your configuration, click on [Save].
In the case of a copied template, the line is created at the bottom of the list. To configure it, click on  of its line to find the above mentioned fields where you will be able to configure the template.
The configuration options above will have an important impact on the Strategic Review module (i.e. Project Scoring) of the GMS, which is the module Cluster Coordinators must use to conduct the Strategic Review of projects.
To be able to use the scorecard during the Strategic Review stage,
This is the view you will have on the Project Scoring module on the GMS with the above options configured:
To learn more on how to conduct the Strategic Review of projects, please refer to this article of the Help Portal.
After creating the scorecard’s template, the HFU is required to populate it with the following elements:
As mentioned in the introduction of this article, the HFU is allowed to populate this template after the allocation has been launched and linked to the created scorecard template, however, the scorecard questions and answers must be finalized before the strategic review process starts.
Important note: all the above-mentioned elements must be associated to specific weightages, as they will be used by the system to calculate the Strategic Review score of project proposals. The weightages association is a peculiar process which needs to follow strict rules.
To ensure you know how to associate the categories/questions/answers to their according weightages, please refer to the corresponding section of the article on how to apply weightages to the scorecard’s elements.
Upon clicking on , the edit field will appear at the top; allowing you to make changes. Change the values and click on [Save] to update the information.
Only GMS Administrators have the admin rights to delete a scorecard on GMS. Deletion is only possible when no projects are linked to the scorecard.
If you wish to delete a scorecard, please contact GMS Support.
IV/ Populating the scorecard’s template: the categories Top
There should be five categories for each SRC scorecard. These categories and their corresponding weightages are outlined in the CBPF Global Operational Handbook, provided below.
You must create the five categories, with their according weightages as per the above in the scorecard’s template.
If the scorecard was created as a blank, new template, this page will be empty. On the other hand, if you cloned this scorecard from an existing template, a list of already existing categories for the scorecard would be displayed.
To create a new category, click on [Add Category].
Then, enter the categories’ characteristics in the new fields which have appeared above the category’s list. Please note that you are required to link categories to a specific weightage, which is fixed as per the CBPF global requirements mentioned above (To learn more about category’s weightages, please refer to this section of the article).
- Title: Name of the Scorecard. (It will be displayed in red background if there are any projects linked.)
- Category Title – Mandatory (text box): Name of the Category.
- Code – Mandatory (text box): Name the category code, in our example of the scorecard above, the categories have a code, either alphabetical or numeral.
- For instance, you can decide to use the letters. Input ‘A’ in this field, and the category will be displayed as: A - Category Title, in the Scorecard.
- Description - Mandatory (text box): Brief description of the category.
- Category Weight - Mandatory (text box): Weightage of the category (out of 100) – to know the weightage of each category, please refer to this section of the article.
- Parent Category – Optional (dropdown box): Defines a parent category from the existing categories in the scorecard.
- Order Number – Optional (text box): The order in which the categories will be displayed in the ‘Strategic Review’ module of the GMS.
- Is Locked? (check box): If checked, the category is not available for scoring.
- Is Active? (check box): If checked, the category is active.
- Color code tooltip: to learn more on color codes, please refer to this section of the article.
Click on [Save] to add the category.
Click on [Edit], present in the ‘Action’ column of the Categories table.
Upon clicking the [Edit] button, the category’s fields are displayed at the top of the page, above the category’s list. Change the values and click on [Save] to update the information.
Click on [Edit], present in the ‘Action’ column of the categories’ table. Click on [Delete] to delete the category.
*Please note, the delete option will only be visible on the GMS if no projects are linked to the scorecard. It is not possible to delete a scorecard’s elements if projects are linked.
*Please note, deleting a category will also delete its related items including the color code, questions, options and questions/options’ color codes.
V/ Populating the Template : Questions Top
Then, click on the  button of the category in which you want to add or edit the question. This button is present in the ‘Action’ column of the Categories’ table.
Upon clicking on [Edit], a field to edit the category is displayed on top of this page.
Right below are displayed the questions linked to the category selected.
If you are working on a filled template, or a template you copied from an existing scorecard, there will already be a list of saved questions for this category.
If you are working with a blank template, the list will be empty.
To add a question, insert the information in the bottom row of the question’s table, which is composed of editable fields, and click on [add].
- Question Description (text box) : Description of the question
- Question Weight (text box) : Weightage of the question in the category; To learn more on how to weigh the questions, please refer to this section of the article.
- Order (text box): The order in which the question will be displayed in the Strategic Review scorecard.
- Active? (check box): If checked, the question is active.
- Locked? (check box): If checked, the question is not available for scoring. To allow Cluster Coordinators to answer this question, leave this box unchecked.
The table row will become editable. Change the values and click on [Update] to update the question.
DELETING A QUESTION
To delete a question, click on the [Delete] link of THE QUESTION’S LINE and not at the bottom of this field (which is the delete button of the category).
This will delete the question and its related items, such as its options and options color codes. The [Delete] link will be visible only if the scorecard is not linked with any project.
After adding, editing or deleting a question in a category, do not forget to save your changes by clicking on [save].
VI/ Populate the template: questions' options (answers) Top
To Add the standard answers to your question with their respective individual scores, click on [Add Option].
Upon clicking on [add option], the options’ page is displayed as a pop-up window. Insert the option’s text you wish to add as a possible answer to the question, enter the option’s value, and click on [add]. While scoring a project, only one option/answer per question will be selectable in the wscorecard. A description of all the fields present in this pop-up window is presented below the screenshot.
Enter the option’s details (a brief description of the fields are provided below the screenshot), then click on [Add].
- Option Text (text box) :Text of the answer.
- Option Value (text box) : Value of the answer. To learn more on how to add the options’ values (=weightages), please refer to this section of the article.
- Is Exclusive (checkbox): If checked, it will determine whether this Option will be made exclusive.
Either of these 3 exclusive configurations can be selected:
1- Exclude entire Scorecard (check box):
If this box is checked, the Cluster Coordinators who selects the related question’s option during the Strategic Review process will see that the entire scorecard becomes grayed-out and deactivated. This implies that if this option is chosen to answer the question during the strategic review by CC, it is no longer necessary to continue the strategic review as the scorecard's following questions will be non-editable. It is the most exclusive configuration. (see below a screenshot of the scorecard during the strategic review, if the cluster coordinator selected the exclusive answer).
2- Select categories to exclude (drop-down box):
If checked, and if this related option is selected by the reviewer during the Strategic Review process, the configured entire category from the current scorecard will be grayed-out and non-editable. (see below a screenshot of the scorecard during the strategic review, if the CC selects the exclusive option)
3- Select questions to exclude (check box):
If checked, and if the related option is selected by the reviewer during the Strategic Review Process, the configured questions to be excluded will be grayed-out and non-editable. (see below a screenshot of the scorecard during the strategic review, if the CC selects the exclusive option)
-> It is possible to configure an alert message to be displayed for the reviewer when they select an excluding option during the Strategic Review process.
* Alert (text box): enter in this field the alert text that will be displayed in case an exclusive option is selected.
If the reviewer selects the configured exclusive option during the Strategic Review process, the alert message will be displayed before excluding the data.
To edit an existing option: Click on [Edit], present in the Action Column of the Added Options table. Change the values in the fields at the top, and click on [Save] to update the option.
To delete an existing option: Click on [Delete] link, present in the Action Column of the Added Options table to delete the Option. You can only delete an option if there are no projects linked to the scorecard.
VII/ Add/Edit/delete Recommendations Top
Once the scorecard’s template is complete, with the according categories, questions and questions’ options, you can add recommendations.
Adding recommendations means associating a scoring value to a general recommendation, that the reviewer will be able to select after having reviewed the project.
*Please note, the recommendation is only indicative. It does not have any impact on the actual workflow of the project.
To add a recommendation in the SRC scorecard, click on  of the scorecard’s line and click on [add recommendations] located at the top of the page (after you click on edit).
In the pop-up window, enter the name of the recommendation, the associated value and click on [add].
- Recommendation Text (text box): Name for the recommendation.
- Recommendation Value (text box): Value for the recommendation.
A project can either be recommended or not. When you add a ‘recommended’ mention, you will associate it with a value. The recommendation text and value you save here will be displayed in the Project Scoring module of the GMS as a drop-down list.
During the Strategic Review process, after filling out the scorecard and obtaining the final score, the reviewer is required to select whether to recommend or not this project, by selecting the option from the recommendation drop-down list. (see screenshot below of the filled out SRC scorecard and the recommendation drop down list).
VIII/ GMS Focus : how to weight the SRC scorecard’s elements (categories, questions, questions’ options/answers) Top
When populating the scorecard, the system requests you to provide specific weightages for the following elements:
- Questions’ options
During the Strategic Review process, the GMS draws from the weightages saved during the scorecard configuration to calculate the Strategic Review final score, which is given on a scale from 0 to 100.
During the Strategic Review, when the reviewer answers a question in the scorecard by selecting one of the available options, the system saves the value linked to this option.
When all questions within a category have been answered, the system provides a category score. This category score is calculated based on the selected options’ values AND the weightage associated to the questions.
The system calculates the strategic review final score, i.e. the combination of all categories’ scores, based on the coefficient applied to the categories.
Kindly note that the categories and their according weightages are fixed at global level, according to the below repartition:
However, the system is flexible regarding the weightage of both the questions within a category, and the options of a question. It is therefore up to HFU staff to associate weightages to the questions and the questions’ options.
IX/ Associating a color code to the scorecard’s results Top
ASSOCIATING THE SCORCARD’S FINAL RESULT WITH A COLOR CODE
Associating a scorecard’s final score with a color code enables HFU officers to quickly get an overall assessment of the project proposal’s SR results.
HFU officers have the possibility to define and associate high, medium and low scoring values to a color, which the system will display.
To associate the scorecard’s final score to a color code, click on the  button of the template’s line, and click on [add color code].
In the pop-up window, select a color, insert the associated minimum value and maximum value for this color, and click on [save].
In the above example, when the overall score of the project is between 0 and 30, the project’s scorecard will be associated with the color red in the Strategic Review module of the GMS (see screenshot below).
ASSOCIATING A CATEGORY’S RESULT WITH A COLOR CODE
To associate a category to a color code, click on [modify category/question] of the scorecard’s line, and then the  button of the category line, and finally on [Add Color Code], in the category management field at the top.
Select a color, insert the values that will be associated to this color, you can add a description if needed, and click on [add].
In the example above, we associated the color ‘green’ to the scores between 30 and 35.
When scoring projects, this is how the category color code is displayed in the GMS. In our example, the category’s score is 33, hence it is displayed in green.
ASSOCIATING THE QUESTION’S RESULT WITH A COLOR CODE
To associate a question’s result to a color code, go to the template’s category list by clicking on [modify category/questions] of its line, then go to the question’s list by clicking on  of the category’s line, then click on [add color code] of the question’s line.
In the pop-up window, select a color, insert the values associated for this color according to the weightages of the question’s options and click on [add]. Don’t forget to click on [save] after closing the pop-up window.
In our example above, the highest score for the selected question (question 2) is 8, therefore, our color coding was designed with values between 0 and 8.
According to our dummy color coding as displayed in the screenshot above, a result of 4 for question 2 is indicated by an orange color (which ranges between 4 and 5).
Below is how the question’s color code will appear on the scorecard during project scoring if the option’s value is 4.
IX/ Managing the SRC scorecard when projects are linked Top
As mentioned in the sections above, the scorecard’s line is red when projects are linked. Moreover, an additional option is displayed: View Projects Linked.
VIEW PROJECTS LINKED
The GMS provides the users with an overview of the projects that have been linked to the scorecard, namely that have been scored using the scorecard.
To view the linked projects, click on [view project]. A pop-up is then display on-screen.
Pop-up Fields’ Description:
- Project Code: displays the code of the linked project
- Information icon: hover over the information icon to view the title of the project.
- Budget: Displays the budget of the project
- Organization: Displays the Organization’s acronym.
- Recommend: Displays the recommendation given to the project
- Category code (e.g. A, B, C,D,E,F etc. ) : Represents the categories; the associated figure is the score given to the category.
- Total: Displays the final score of the project
X/ Exporting the SRC Scorecard Top
It is possible to export the scorecard as an Excel sheet onto the user’s computer. To do so, click on  located at the right-hand side of the scorecard’s line and click on [export scorecard] at the top of the page;
OR, simply click on [export] on the right-hand side of the scorecard’s line.