P-CArd Program Rating Tool

It is important to evaluate a Purchasing Card program at a broad level every year or two, separate from the ongoing usage of metrics. Some people refer to the results as a program report card or scorecard, providing a quick summary of areas where the program excels and where it needs improvement. It can be shared with management to open a discussion about program priorities and what to focus on next. To get you started with doing an evaluation, Recharged Education offers a complimentary Excel spreadsheet. Learn more below.

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About the Spreadsheet

The Components

The first worksheet allows you to assign a rating to 25 different program components (listed below), using a provided drop-down menu of rating options.

  1. Program buy-in

  2. Support provided by accounts payable (AP), procurement, etc.

  3. Relationship with card issuer

  4. Program goals and objectives

  5. Policies and procedures

  6. Procedure manual for the program manager/administrator (PM/PA) role

  7. Backup for the PM/PA

  8. Training for cardholders

  9. Training for managers

  10. Card distribution

  11. Purchase-to-pay process

  12. Card limits/restrictions

  13. Card usage (cards working as intended)

  14. Separation of duties

  15. Compliance by cardholders and managers

  16. Enforcement/accountability for roles

  17. Transaction auditing process

  18. Tax management

  19. Accounting process/interface with finance system

  20. Supplier acceptance of cards

  21. Risk assessment of program

  22. Use of available technology/reporting tools

  23. Metrics usage

  24. Maximization of card opportunity

  25. Capture of revenue share (rebate) incentives

The Ratings

Rather than provide a letter grade (A, B, C, and so on), which are open to interpretation, the rating options include:

  • Excellent/program strength

  • Good/satisfactory as-is

  • Fair/needs some improvement

  • Notably lacking or problematic

  • Unsure; need to explore further

  • Not applicable

At the bottom is a summary of the ratings, showing the count in each category.

While the “lower” or more negative ratings can help steer program priorities, do not overlook the positive ratings (excellent and good), which represent success that can bolster confidence in the program.

Commentary

If you want to add some context to your selected rating for each component, the second worksheet is designed for comments.  

Download

Download the spreadsheet for use within your program. Providers, feel free to share with clients.

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