Request for Proposal
Template for Microsoft Office 365 | SharePoint Online 2013 (E1-4)
The Request for Proposal (RQFP) application template for Microsoft SharePoint Online 2013 | Microsoft Office 365 Enterprise Plans teams manage the process of creating RFPs and collecting proposals from vendors. Team members can use the site to upload request information, track its status and assign ownership to an appropriate team member. Responses can be tracked and organized by adding responding vendor information, uploading proposals received and tracking the whether a proposal is in review, rejected or accepted.
In addition, the site serves as a central repository for common documents related to proposals, such as a Statement of Work and RFP documentation and Proposals received from vendors. Using the Group Discussion capabilities of SharePoint Online, team members can discuss proposals received using and can view these discussions through an RSS reader such as the one provided with Microsoft Office Outlook 2013.
Sample Activities Performed in this Template:
The following examples show the various ways Net2xs anticipates this template will be utilized in a typical organization. If you wish to add additional features, please ask your IT provider to research Microsoft SharePoint Designer 2013 or contact Sales.O365@net2xs.com and ask for a quote for customization of the Request for Proposal (RQFP) application template.
- Create Vendor Information: Vendors who submit proposals can be added to the site including vendor information such as name, contact information and detailed notes. This enables team members to assign proposals received to a particular vendor, enabling simplified organization of the proposals submitted.
- Create a Request for Proposal: Team members can use the site to capture information about RFPs. The site allows for uploading of detailed RFP documents and creation of an item that links these documents to the RFP title, description, owner, due date and status. Once a request is created, it is saved and can be viewed on the main page or within the user specific My RFP pages on the site. As the status for an RFP changes, for example from Initiated to Reviewing Proposals, a team member returns to this page to update the Status of the RFP.
- Manage Proposals Received from Vendors: As vendors submit their proposals, team members can use the system to upload the documents and track the status of proposals. Upon completing an upload, the user completes the fields to correctly categorize and identify the proposal, entering vendor submitted the proposal, the date received, which RFP it is covering and whether the proposal is being reviewed, accepted or rejected. Once this information is completed, the site categorizes the proposals by RFP as well as by vendor, enabling simplified organization of proposals received. Users can also view all data regarding a certain proposal on a single page, including description, owner, deadline and current proposals received.
- Statements of Work: Once a proposal is accepted, the site enables the team to upload a statement of work, which can be attributed to a particular RFP. The statement of work can be any type of document and can be used to track agreed upon details of how the work is to be performed, milestones and deadlines for performance.
- Discussion Management: The site also includes the capability to centrally host discussions regarding a particular RFP. Members can create discussion topics that site members can then reply to. The discussions are viewable by all other members of the team.
- Users also have the capability of viewing the discussions through an RSS reader such as the one provided in Office Outlook 2013. When a reply is added, Office Outlook 2013 synchronizes with the site, providing a direct link to the discussion to simplify the process of tracking discussion entering a reply.
Site Lists and Libraries:
The following lists and libraries are included in this template.
- Proposals: This Document Library stores the RFP proposals made by vendors.
- Documents: This Document Library store supporting documents pertaining to an RFP.
- Statements of Work: This Document Library stores the final “Statement of Work” pertaining to an RFP.
- Requests: This list stores the individual requests for proposal.
- Vendors: This list tracks the vendors who have submitted a proposal for a particular RFP.
- Discussion: Use the team discussion list to hold newsgroup-style discussions.
- Tasks: Use the Tasks list to track work that your team needs to complete.
The “Request for Proposal (RQFP)” Solutions Template Net2xs_RQFP.WSP was designed specifically for compatibility with Microsoft SharePoint Online | Microsoft Office 365 Enterprise Plans. This template was developed to simplify the process of On-Boarding new hires and help the HR team track the process from start to completion. Some customization and workflows may be necessary for approvals and compatibility with your companies’ permissions/user groups. Most workflows and “Views” have already been configured generically.
About Microsoft SharePoint Online for Enterprise:
Microsoft SharePoint Online for Enterprises Service Description – Microsoft SharePoint Online is a Microsoft Office 365 service for businesses of all sizes. Instead of installing and deploying Microsoft SharePoint Server on-premises, any business can now simply subscribe to SharePoint Online to provide their employees with an enterprise grade solution for creating sites to share documents and information with colleagues and customers.
Microsoft SharePoint Online for Enterprises Service Description
Microsoft Office 365 for Enterprises Support Service Description