RFP Setup - Getting Started

RFP Setup - Getting Started

To set up a Request for Proposal (RFP), follow these steps:

1. Access the Proposal Submission System menu and click on the "Add New Request for Proposal" link.

2. General Information: Enter the following details:

   - Request Name: Give your RFP a descriptive name (e.g., "Convention 2007 Request for Presenters").

   - Description: Provide an overview of the event or what you are seeking.

   - Admin Email: Specify the email address of the admin-level user who will receive proposal notifications and handle finalizing proposals.

   - Submission Period Dates: Define the range of dates during which proposals can be submitted online.

3. Proposal Types: Add, modify, or remove different types of proposals you are seeking (e.g., seminars, presentations, paper reviews). You can also choose to have certain proposal types reviewed by the admin, relieving the responsibility from the subject-committee chair.

4. Custom Fields: If you require additional information specific to your organization or event, you can include custom fields for submitters to fill out.

5. Acceptance/Rejection Emails: Set the wording for automated emails that will be sent to submitters when their proposal's final status is determined (accepted or rejected).

6. Scoring Fields: Determine the criteria by which proposals will be evaluated. Specify the field name, description, and maximum points. Provide helpful tips to scorers for each criterion. At least one numerical scoring field is required.

7. Committees/Topics: Set up committees and topics, along with their respective chairs and committee members. Ensure that all chairs and committee members have access to the MMS system (members area) by being registered in the member database with assigned usernames.

During the Process

Once your RFP is in progress and proposals are being submitted, the admin user (the person responsible for finalizing proposals and an admin-level user) should regularly monitor the progress within the system.

Use the reports function and the review function from the Proposal Submission System menu to track the status of different proposals in the pipeline.

As this system relies on multiple individuals responding to emails and completing their tasks, it's important to prevent bottlenecks. The admin should ensure that chairs and committee members receive notifications by verifying their email addresses and checking for potential spam filter issues. Additionally, it's crucial to confirm that chairs and committee members are promptly responding to their notifications.

If you have any further questions or need assistance with the RFP setup, feel free to contact our help desk. We're here to support you.