RFP Monkey RFP Tracking

1. C RFPMonkey.comRFP Tracking Makes responding to RFPs so easy… Well you get the idea. Call (xxx) xxx-xxxxAccess Code: xxx xxx xxx# 84% for WBT capture

2. S RFPMonkey.com Training • Present/explain important topics • Student exercises to practice in the tool • Please listen/watch during presentation • Please confine experiments to exercises • These slides are at • www.rfpmonkey.com/training/Projects.ppt • Also download the GettingStarted guide from the Support Portal

3. S RFP Tracking

4. S RFPMonkey focuses on Content But we recognize that: • You have prospects • Your prospects send you RFPs • Those RFPs have due dates and need to be tracked • Those RFPs have questions that have been asked before So use RFP Tracking to: • Track received dates, due dates, etc. • Track status and outcome • Track levels of completion • Assign tasks to team members • Follow up on assigned tasks and track assignment progress • Auto populate Source field for new entries • Auto populate Tags when searching • Triage RFPs (covered in separate training)

5. S RFP Tracking – List View

6. S RFP Tracking – List View Sort by these columns

7. S RFP Tracking – List View Project owner can lock & unlock projects to prevent/enable further edits.

8. S RFP Tracking – List View Click a project name to open it (if you own it or have an assignment in it)

9. S RFP Tracking – List View Switch between List View, Calendar View, & Stats View

10. S RFP Tracking – Calendar View

11. S RFP Tracking – Calendar View Switch between List View, Calendar View, & Stats View

12. S RFP Tracking – Calendar View Move forward/backward through the calendar

13. S RFP Tracking – Calendar View Green for RFP Received Date

14. S RFP Tracking – Calendar View Red for RFP Due Date

15. S RFP Tracking – Calendar View Yellow for RFP Milestones

16. S RFP Tracking – Calendar View Click an RFP name to open it (Start date, Due date, or Milestone)

17. S RFP Tracking – Calendar View RFP Statistics and link to Statistics View More on the Statistics View later…

18. S RFP Tracking – View Details

19. S RFP Tracking – View Details Enter edit mode to update status, outcome, due dates, etc., and to edit assignments. After a Save, you return to List View or Calendar View.

20. S RFP Tracking – View Details Connect to enter edit mode, and stay in edit mode for this project even if youvisit other screens. • After a Save, you return to this Detail view. • If you leave and come back to Projects, you will still be in edit mode for this project. • Source will be pre-populated with Project Prospect while entering new entries. • ‘Tags’ in search results will populate with project info from this RFP. • Logging out will Disconnect you from this project.

21. S RFP Tracking – Edit Mode

22. S RFP Tracking – Edit Mode Enter the project name. May be prospect name, or opportunity name, etc.

23. S RFP Tracking – Edit Mode Select a Status. Choices are: • Anticipated • Received • In Progress • Final Formatting • QA • Submitted • Declined

24. S RFP Tracking – Edit Mode Progress is calculated based on assignments.

25. S RFP Tracking – Edit Mode Select an Outcome. Choices are: • None • Won • Lost • Advanced • Stopped

26. S RFP Tracking – Edit Mode Capture RFP notes.

27. S RFP Tracking – Edit Mode Create a link to your RFP doc, if you have stored it on Box, SharePoint, Google Docs, etc. RFPMonkey.com does NOT store your document on RFPMonkey servers.

28. S RFP Tracking – Edit Mode Create a link to your RFP doc, if you have stored it on Box, SharePoint, Google Docs, etc. RFPMonkey.com does NOT store your document on RFPMonkey servers. Then, users can open the linked doc by clicking this icon.

29. S RFP Tracking – Edit Mode Enter the Prospect’s name that sent you the RFP. This value is used to populate the %%PROJECT_PROSPECT%% tag in search results.

30. S RFP Tracking – Edit Mode Select a user as the RFP Owner. They will receive an email alerting them of the new project.

31. S RFP Tracking – Edit Mode Capture important RFP dates, and keep them updated throughout the project.

32. RFP Tracking – RFP Statistics View RFP counts: • Anticipated • Received • In Progress • Formatting • QA • Submitted • Declined

33. RFP Tracking – RFP Statistics View Successful Outcomes • Won • Advanced

34. RFP Tracking – RFP Statistics View Outcomes • Success • Lost • Indeterminate

35. RFP Tracking – RFP Statistics View Outcomes • Won • Advanced • Lost • Indeterminate

36. S Use RFP Tracking to: • Track received dates, due dates, etc. • Track status and outcome • Track levels of completion • Assign tasks to team members • Follow up on assigned tasks and track assignment progress • Auto populate Source field for new entries • Auto populate Tags when searching

37. S RFP Tracking – Edit Mode After you enter some RFP assignments, you can sort them by any column.

38. S RFP Tracking – Edit Mode Click this link to enter new assignments.

39. S Assignment types Section • The most common assignment type • Example ‘Respond to sections 2-4’ or ‘Do all company info questions’ • Owner should update the doc as they work through their section(s) • Offline or through the document link in RFPMonky • Owner should update %done as they work through their section(s)

40. S Assignment types Question • The least common assignment type • Used to assign 1 specific RFP question to an owner w/in the project • Also inserts a Draft entry and assigns it to the owner • Automatic progress updates • Opening the Draft automatically Acknowledges project assignment • Submitting the Draft for approval sets the assignment to 50% done • Subsequent approval sets the assignment to 100% done

41. S Assignment types Task • To record non-digital events or responsibilities as part of the project • Example ‘Decide to respond or not’ or ‘Make 3 printed/bound copies’ • Owner should update %done as they make progress on the task

42. S Assignment Screen Enter assignment title, notes, and select a user as the new assignment’s owner.

43. S Assignment Screen Update %Done throughout the day or week, to indicate this assignment’s progress. Choices are 0, 10, 20, 30, 40, 50, 60, 70, 80, 90, & 100 This (along with Effort) affects Project % Done

44. S Assignment Screen Select a level of effort for this assignment. Choices are None, Minimal, Average, Hard, & Extreme. This (along with %Done) affects Project % Done

45. S Assignment Screen Assignment due date will default to the RFP Due Date, but you can change it. Emails will be sent to assignment owner if the assignment is late. (past due date, and < 100% done)

46. S Assignment Screen Select an assignment type. Choices are: • Section • Question • Task Type can NOT be changed once set. Delete assignment and recreate if needed.

47. S Assignment Screen Select an priority. Choices are: • Low • Med • High No actions are taken as a result, but assignments are color coded and sortable by priority on the project details screen.

48. S Assignment Screen Create a link to an assignment-specific doc (if applicable). Remember, RFPMonkey.com does NOT store your document(s) on RFPMonkey servers.

49. S Assignment Screen Check or uncheck these before you save.

50. S Assignment Screen Save your new assignment.