L2 Communication – VCCS Procurement Scorecard

To SSC Management Council Members; VPs of Finance; Business Managers; All eVA End Users; CFAC; PCard Administrators
From Shared Services Center
Date October 7, 2025
Subject L2 Communication – VCCS Procurement Scorecard

Dear Colleges,

Welcome to another edition of the VCCS Procurement Scorecard with a new look! We are excited to announce that our monthly scorecard communication is now ADA Title II Compliant.

As you know, Procurement is monitoring the compliance activities in the following 4 areas that require our collective efforts in order to meet the Commonwealth of Virginia’s standards:

  1. Confirming Orders
  2. PCard Non-Compliance
  3. SWaM Performance
  4. eVA Dashboard Certification

In general, the VCCS is making improvements in these areas, but there is more work to do!

Before diving into the details of the VCCS Procurement Scorecard, as a friendly reminder, there are Procurement Customer Service Open Office hours available where you can bring any Procurement-related topics to the team for discussion.

Date: First and Third Thursday of each month

Time: 9:30 – 10:30 a.m.

Agenda: None – bring your questions

Invitation: Please email help@ssc.vccs.edu and ask to have your name added to the meeting invitation.

Now, on with the show! Below please find the September edition of the VCCS Procurement Scorecard report 

VCCS Procurement Scorecard: 

(1) Confirming Orders 

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Current: 10.49%

Goal: 5% or less

(2) PCard Compliance

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Current: 27.45%

Goal: 15% or less

 

(3) SWaM Performance

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Current: 39.36%

Goal: 42% or more

(4) eVA Dashboard

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Current: 1 = Compliant

Goal: 1

Interactive Procurement Dashboard: Procurement Dashboard 

Procurement Dashboard Job Aid: Procurement Dashboard Job Aid

VCCS Procurement Scorecard Report-outs: 

  1. Confirming Orders Non-Compliance:

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Current: 10.49%

Goal: 5% or Less

Our September Confirming Order non-compliance decreased slightly to 10.49%.Below are the Gold, Silver, and Bronze awards for Colleges who have achieved great results over the most recent 3-month period for the months of July ’25 – September ’25:

Three Month Confirming Order Running Average: 

Gold (<= 5%):

LR 2.67%,

PDCCC 3.02%,

MGCC 3.45%,

VWCC 3.60%,

NRCC 3.66%,

BRCC 3.83%,

SVCC 3.87%

Silver (<= 10%):

GCC,

PHCC,

SO,

SWVCC,

WCC

Bronze (<=15%):

BCC,

CVCC,

VHCC

SHOUT OUT for the growing and sustaining list of Gold medal achievers: 

Gold: LR, PDCC, MGCC, VWCC, NRCC, BRCC, and SSVCC which are all under 5%!

Silver: GCC, PHCC, SO, SWVCC, and WCC

(2) PCard Non-Compliance: 

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Current: 27.45%

Goal: 15% or less

Our PCard Non-Compliance in August was 27%, which was similar to July’s 26% non-compliance result.

The two most frequent findings are:

  • ‘No Evidence of a single quote’ (40% of findings) and
  • ‘Non-SWaM purchase without evidence of SWaM search or justification’ (25%)

As a reminder, providing evidence for a single quote can be as simple as a screenshot of the pricing prior to completing the purchase. The screenshot can then be included with the reconciliation package for that transaction.

As promised last month, please find the Gold, Silver and Bronze medals below, which are based on a running three-month average of each college’s finding ratio.

Gold (<= 5%):

BRCC 0%,

LR 0%,

MGCC 0%,

VPCC 0%,

NVCC 3.13%

Silver (<= 10%):

SWVCC

Bronze (<=15%):

None

(3) SWaM Performance: 

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Current: 39.36%

Goal: 42% or more

Although we began the fiscal year on a strong note, our year-to-date SWaM performance declined to 39.36% in August. We encourage you to review your small purchases and identify opportunities to increase engagement with SWaM-certified vendors.

Please note that this number, as well as your respective College SWaM percentage, is reflective of all adjustments and/or subcontractor spend entered into the Expenditure Dashboard for the Fiscal Year.

SHOUT OUT to the following 12 subagencies for achieving YTD SWaM performance of 42% or above:  

BCC, BRCC, GCC, JRSCC, MGCC, NRCC, PHCC, PVCC, VHCC, VPCC, VWCC, and WCC.

Please note:

  • Commonwealth agencies are measured on a Fiscal Year basis (July 1 – June 30).
  • Reporting is done with a one-month lag. 

(4) eVA Dashboard Certification:

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Goal: 1

eVA Dashboard Certification (FYTD): 1 = Compliant

Thank you to all the Certifiers across the system for consistently completing certifications by the deadline!

Please contact the SSC Customer Engagement at 877-340-5577 or help@ssc.vccs.edu if you have any questions or need additional assistance.  

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