 |  DOCMAN* a Lotus Notes Solution for Proposal Management
The ECS Docman Solution for Proposal Management consists of the following functions and databases:
PropoSAL PROCESS & HELP:
A set of documents in two databases, which define the company's procedures, for easy reference
SUCCESS PLANNING:
* Define the set of documents to build for the proposal ( perhaps defined by the RFP )
* The formal "team" manager and organization ( often a matrix organization )
* Key or specific requirements or policies to be followed. ( by the VP of Marketing ?)
* The critical issues to be decided to win, and the review and approval process.
PROPOSAL PLANning:
The Project Manager's Plan, schedule and assignment of responsibilities. Includes:
* Fact Sheets- Planning Schedules; Planning Sheets
* Organization and Team Responsibilities
PROPOSAL REPOSITORY & RELATED DATABASES:
The typical term for developing the proposal when it was done , literally, on the wall of the "war room".
When done electronically, with Lotus Notes, the same process is used but information is collected, organized and shown in the proper place, on the team member's screen, no longer taped to the wall. This is the key to reduced time, fewer meetings, less waiting by the team members for information from others.
Proposal REPOSITORY database provides the central repository , easily shared by the organization .Revision Tracking and version control is also provided to keep track of changes.
Subsidiary databases for proposal information can also be referenced by Lotus Notes Doc links, which allow large files to be kept other places. We offer three templates to help manage this need:
Proposal Graphics--To hold and organize large graphics files which may be needed in the proposal
Proposal Design File Management--Contains design files and product structures which may be associated with technical details of the proposal.
PROPOSAL SOURCES--
RFP Sections--Copy of the actual RFP itself on line to reference. ( entered or scanned in for easy reference ) , with comments attached , as needed. or developed.
RFP Boiler Plate & Templates--An electronic file of past proposals and awards for easy reference, including: Engineering drawings, performance specs. * Cost / Price data- Marketing pieces- Legal drafts * Key personnel biography- Company history and
similar successful l projects.
POST PROPOSAL EVALUATION:
A place to keep review and feedback information on the proposals which have been completed to do better next time.
FEATURES:
1. Files and documents are organized and available to all parties with defined security levels. This can include the RFP, as entered or it can be scanned in , and other corporate records and references. Proposal forms and drafts are recorded and saved for easy access.
2. Project management is automated- Assignments , responsibilities and schedules can be laid out for the proposal team. .And, the project manager can "see" the status of assignments and maintain control, without intrusive check-up calls or meetings. An available feature enhances workflow routing beyond normal Notes mail.
3. As work proceeds, discussions and mark ups can be done without interruptions and all changes and communications are filed.
4. The all important " version control " process is simplified and an audit trail, necessary for TQM, is automatically recorded.
5. Other popular databases can be referenced by Lotus Notes Doc Links, for expanded file access .
6. Available for most servers and operating systems
DOCMAN's Generic capabilities for most solutions;
1. Full Lotus Notes functionality, including both document and data storage , retrieval and replication throughout the network.
Documents may include graphics, charts and scanned docs.
2. Form templates and file groups may be organized and customized to suit the specific application.
3. Routing of selected documents , showing status of the assignment. Particularly useful for project management
4. Full Security and Version control options.. Qualifies for document control support for TQM and ISO-9000
5. Scaleable, with access to other popular databases. Link to corp. records and resources.
DOCMAN* can be purchased with the following options:
1. As a basic customizable framework $5,000 (Site license)
( shipped as Proposal Management solution.)
2. As a consulting service by ECS, or as partner to your local Lotus Notes Business Partner.
ABOUT ECS ( Engineered Computer Solutions):
Started January 1,1988, as a software development consulting group of associates, experienced in large systems and UNIX development, serving major industries of the Los Angeles area.
ECS has provided professional developers with CASE
( Computer-Aided-System-Engineering) tools, Document Management solutions including Customer Service Help-Desk plus leading client-server system administration tools.
ECS became a Lotus Notes Business Partner in 1993, providing the same solutions, more cost-effectively via Lotus Notes.
DOCMAN * ( Registered) is a "framework solution", customizable for a range of applications
Contact Information:
Main Contact: Martin Ettington
P(310)-548-3845 F(310)-377-6460
E-Mail: Marty@ecsassoc.com Web Site: WWW.ECSASSOC.COM
Link to Word 7 Version of Brochure |