Improve Transparency of Your RFP Process to Management.

Improve Transparency of Your RFP Process to Management

APMP BID & PROPOSAL CON 2015 | PAGE 2

The Best Resource Managing RFPsGENERATE AN EXECUTIVE DASHBOARD WITH SIMPLE MS OFFICE TOOLS


Transparency Defined by Merriam Webster

1: something transparent; especially : a picture (as on film) viewed by light shining through it or by projection

2: the quality or state of being transparent In a business sense - Transparency is about information. It is about the ability of the

receiver to have full access to wanted information, not just the information the sender is willing to provide. Transparency embodies honesty and open communication because to be transparent someone must be willing to share information when it is uncomfortable to do so.

** See more at: http://managementhelp.org/blogs/business-ethics/2011/03/14/transparency-is-a-key-to-performance/#sthash.O8btv2eK.dpuf

http://www.merriam-webster.com/dictionary/transparent


Communication Theory of Equals

Here is where you can find it.




That’s right next to a place I’ve been.




That’s right next to a place I’ve been.

Feedback loop


Where are we in this process?

Inform bosses how RFP progresses


What do bosses you know want to know?

Inform bosses how RFP progresses


Here is what we found bosses think about.

Inform bosses how RFPs progress


YOU

Be the best

Keep internal snipers at a distance

THEY

Think they’re the best


Keep It Visual


Focus the Progress Numerically

ACME RFP Status Check26 All RFP Questions 3 0 22 0

Total Count 5/26/2015 9:53 a.m. Central Time Unanswered In Progress Ready for Review Accepted3 DOS 3 0 0 05 Chuck McGavren 0 0 5 0

17 Nancy Bergantzel 0 0 17 0


Use a worksheet to total up tasks


Totaling the Sales Director tasks


# Unanswered, In Progress, Ready


Total the columns


Total columns for everyone

ACME RFP Status Check26 All RFP Questions 3 0 22 0

Total Count 5/26/2015 9:53 a.m. Central Time Unanswered In Progress Ready for Review Accepted3 DOS 3 0 0 05 Chuck McGavren 0 0 5 0

17 Nancy Bergantzel 0 0 17 0


• Read through the materials received

• Use comments and highlight • Keep track of questions• Submit questions to

gatekeeper

Pre-Read:

Give Them Help - Rapid Response Tips, Tools


Give Them Help - Rapid Response Tips, Tools

• Library of frequent RFP questions • Refresh regularly with info from recent

RFP’s, product releases• Look at various customers, verticals,

new products, etc.• Add new knowledge when you find it

Use Your Toolset


Rapid Response Tips – External Sources

• Sort by questions assigned to you• If you come across a topic that you know is represented in

multiple areas of the RFP, use your RFP editing tool to search for these topics and complete your responses

• Make comments in responses that you know need further review

• Tag as “in progress” to ensure that you come back to these later• Know your SME’s

• Submit questions to them• Save this info for future use

Response and RFP Management Tools


Use external sources of information outside of your library• Vendor documentation that is public

• User’s guides, reporting details, login to demos• LinkedIn • Google• Your Corporate web site

• Case Studies• Press release info

• Actual product logins



Final Review• Re-read your responses



Final Review• Re-read your responses• Read Executive Summary



Final Review• Re-read your responses• Read Executive Summary• Read other answers



Final Review• Re-read your responses• Read Executive Summary• Read other answers• Look for cohesiveness in response



Final Review• Re-read your responses• Read Executive Summary• Read other answers• Look for cohesiveness in response• Use spell check



Final Review• Re-read your responses• Read Executive Summary• Read other answers• Look for cohesiveness in response• Use spell check • Use graphics and case studies wisely



Increase management’s confidence


Use Excel to Filter Only the Unfinished

Question/Header[Cover Letter] January 23, 2015Provide a minimum of five references that have contracted with you for similar cloud-based contact center solutions. These references should be willing to answer questions concerning the performance and overall solution as well as allow for an on-site visit to their facility to be able to see the product fully implemented. For each reference, please provide the following information: Company Name Contact Name Company Address Contact Telephone Number Contact e-mail address Date of Purchase Brief description of the solution in placePricing should be based on information provided in sections 2 & 3. The base bid should include all features described in this document with “menu” pricing provided when available.Indicate any exceptions to Scholastic Inc.’s requirements, note any assumptions made in the pricing. Note any exclusions/inclusions that Scholastic Inc. should be aware of in reviewing your pricing. Include pricing for implementation and professional service fees.Provide the pricing that clearly indicates the item, cost per item, total and discounting applied. Identify software licensing, hardware (if needed), installation and professional services including integration, application design, development or testing. Provide menu pricing that provides separate subtotal for each of the areas in scope.Describe Licensing StructureProvide hourly rates and estimated totals for professional services.Provide ongoing support pricing assuming a 7X24 support modelProvide optional pricing for elements described but not included in the standard price. Address training and any testing tools/platforms needed.Participate in designing the ROI model.


=IF(AND(U3=1,$O3=V$1),1,0)

Let the Formulas Do the Work for You

Microsoft Excel 97-2003 Formulas

Double Click Here for Sample >


Automation system agnostic

Use Any Solution That Reports Status


Minimum effort, maximum boss satisfaction

Copy and Paste Your Way to Success


Track Progress Easily, Report Clearly


Questions

Ask us about it all.


Questions

May we ask you some things?


Nancy BergantzelSales EngineerWest CorporationInteractive ServicesPhone [email protected] westinteractive.com

Contact Us

APMPPO Box 77272Washington, DC20013-7272 Phone: +1 - (202) 450-2549www.apmp.org

Chuck McGavrenRFP ManagerWest CorporationInteractive Services402-716-0431 [email protected]

Improve Transparency of Your RFP Process to Management.

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