L2 Communication: VCCS Procurement Scorecard

To	SSC Management Council Members; VPs of Finance; Business Managers; All eVA End Users; CFAC; and PCard Administrators
From	Shared Services Center
Date	November 6, 2025
Subject	L2 Communication – VCCS Procurement Scorecard

Dear Colleges,

Welcome to the November edition of the VCCS Procurement Scorecard.

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

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

We have made excellent progress with Confirming Orders this month and we are working towards progressing our PCard compliance. We have slipped with our SWaM performance, however. Please remind your teams to choose SWaM sources whenever possible.

Below please find the November edition of the VCCS Procurement Scorecard report.  

VCCS Procurement Scorecard: 

(1) Confirming Orders  Current: 9.60% Goal: 5% or less	(2) PCard Compliance Current: 38% Goal: 15% or less
(3) SWaM Performance Current: 39.06% Goal: 42% or more	(4) eVA Dashboard Current: 1 = Compliant Goal: 1

Resources:

Procurement Dashboard 

Procurement Dashboard Job Aid

VCCS Procurement Scorecard Report-outs: 

1. Confirming Orders Non-Compliance:

Current: 9.6%

Goal: 5% or Less

Great job, Team! You have broken the tough double-digit barrier with the lowest monthly Confirming Order percentage in 2025 at 9.60%:

Below are the Gold, Silver, and Bronze awards for Colleges who have achieved great results over the most recent three-month period for the months of September ’25 – October ’25:

Three Month Confirming Order Running Average:

Gold (<= 5%):

MGCC 2.19%

LR 2.36%

NRCC 3.06%

NVCC 3.18%

SO 3.72%

BRCC 4.10%

SSVCC 4.17%

VWCC 4.22%

PDCCCC 4.25%

Silver (<= 10%):

GCC

PHCC

SWVCC

WCC

Bronze (<=15%):

BCC

CVCC

VHCC

SHOUT OUT to MGCC and LR for maintaining notably lower confirming percentages year-to-date.

 (2) PCard Non-Compliance: 

Current: 38%

Goal: 15% or less

Our random assessments in September measured our PCard non-compliance rate to be 38%. To assist with continued improvement across the VCCS, we are planning to launch a new mandatory PCard training program and escalation plan in early 2026. These are both intended to help us (all VCCS sub-agencies) meet the Commonwealth’s PCard compliance expectations.

The three most frequent findings this month were:

• ‘No Evidence of a single quote’
• ‘Non-SWaM purchase without evidence of SWaM search or justification’
• ‘Receiving not completed in eVA’ REMINDER: When an eVA PO is issued for a purchase, requestors are REQUIRED to complete the ‘receiving in eVA’. There are training modules available in the SSC website Content Library (use MyCollege login credentials) that cover five different topics related to ‘receiving in eVA’.

For the PCard compliance performance, please find the Gold, Silver, and Bronze medals below (based on a running three-month average of each college’s finding ratio).

Gold (<= 5%):

LR       0%

NVCC 4.17%

Silver (<= 10%):

NRCC

SWVCC

Bronze (<=15%):

None

(3) SWaM Performance: 

Current: 39.06%

Goal: 42% or more

Our year-to-date SWaM has dipped a bit to 39.06% in September. Please remember that every small purchase is a chance to support SWaM-certified vendors and help us move the needle. Let’s keep looking for ways to make a difference!

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 subagencies for achieving YTD SWaM performance of 42% or above: BCC, BRCC, GCC, JRSCC, LRCC, MGCC, NRCC, PHCC, PDCCC, PVCC, TCC, 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:

Current: 1

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 team at 877-340-5577 or help@ssc.vccs.edu if you have any questions or need additional assistance.