The challenges and constraints
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- Manage a centralized document database
- Monitor, update and share common and recurring documents
- Control lead times and enforce procedural compliance
- Involve various departments and manage their contributions
- Improve traceability and visibility
- Have an overall view and produce statistical reports
- Dematerialization (from paper to electronic format) of formal procedures for proposal
management
- Organization (commercial, technical, legal...) is geographically distributed
- Limited resources
- Avoid duplication of document files
- Allow global access
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The work flow
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- Automated work flow control
- Each phase assigns tasks and permissions and prompts team
- Follow up and audit trail tracks progress
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Central document library
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- Centralization of all clauses and documents
- Each element is associated with a user in charge of approval and amendment
- Integrated permissions management
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Centralized process model management
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- Create formalized process models (templates) according to the type of proposal
- Dynamic integration of documents from the centralized library
- Association of a team to a model
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Permissions and task management
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- Assignment of tasks in the documents, validation steps, etc.
- Management of user permissions, models, responses
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Creating a proposal
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- Create a proposal from an existing model(template)
- Define submission dates, decision dates, etc.
- Allocate roles and tasks (content, control, approval)
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User workspace
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- On login user is notified of outstanding tasks
- Daily reminder email is also sent to his email address with a list of tasks
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Authoring documents and responses
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- Dynamic editing of documents during the drafting phase
- Progress is marked by green icons showing completion
- Attachments can be added
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Final approval and submission
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- Once completed the documents are validated by an authorized person
- Once validated the overall record is available in electronic format online - ready
to be printed, signed and sent by mail or email
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Traceability and audit ability
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- All exchanges of emails are automatically saved as part of the collaborative audit
trail
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Tracking proposals
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- The history of all proposals is available immediately and according the search criteria
(name, date of publication, open, closed, won, lost,...)
- Icons indicate unread mail or other required action
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Management analysis
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