RFP Monkey RFP Triage

1. C RFPMonkey.comRFP Triage 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/RFP_Triage.ppt • Also download the GettingStarted guide from the Support Portal

3. S RFPMonkey.com Training • This course assumes you are already familiar with: • Maintaining RFPMonkey libraries • Searching for approved content • Tracking RFPs and RFP assignments

4. S RFP Triage

5. S RFP Triage and RapidResponse Use RFP Tracking to record and communicate important RFP data items such as due date, progress, status, outcome, and team assignments. RFP Triage is within the RFP Tracking section. It allows you to load an RFP document, identify all the questions in it and quickly retrieve up to 4 suggested answers for all of those questions. Reorder suggestions, discard unwanted ones, and/or select your favorite responses. Then finally output the remaining results to a Word or CSV file to make your final assembly much easier. Use RFP Triage to: • Make a Go/NoGo decision • Retrieve approved content for RFP questions • Add RFP content directly to library • Assign questions and/or sections to team • Output Triage results to Word or .CSV file

6. S RFP Triage Topics • Load an RFP document • Edit Triage rows to: • Remove unwanted text • Convert certain rows to Section Headers • Merge Rows or Insert New Rows • Make a Go/NoGo decision • Add highlighting as needed • Examine the Triage pie chart • Clear highlighting • Row-level actions • RapidResponse • Manual Search • Content selection and sequencing • When no appropriate content is found • Add draft to library • Assign question • Assign section • RFP-level actions • RapidResponse • Triage Outputs

7. S Loading Documents

8. Triage is within RFP Tracking.So first… • Make sure you have access • Add a tracked RFP • Include name, prospect, received date, due date • You do NOT need to create any assignments or milestones • Open one of your tracked RFPs

9. In RFP Triage, Load Document

10. Reauthenticate yourself

11. Select your RFP file Sometimes, you may want to edit the doc first, and insert Start and/or Stop points. Use START_HERE or %%START_HERE%% And STOP_HERE or %%STOP_HERE%% You can upload various file types: • PDF • DOC • DOCX • PPTX • CSV • TXT Browse for an RFP file and upload it

12. Notes about files types Microsoft Word .DOC files are used for older Microsoft Word documents. Both .DOC and .DOCX files are easily edited if you want to remove content or insert start/stop points prior to triaging. .DOCX files are used with modern Microsoft Word documents. They are actually .ZIP files that contain other contents including the actual document text.

13. Notes about files types Adobe Acrobat • .PDF files are Adobe Acrobat files. • PDF files are not as easily edited as some other file types. • Positioning and formatting within PDF files is also unique to these files. This can sometimes result in content being loaded in an order different from what you would expect. • Line wrapping in a PDF file often leads to more rows being loaded into RFP Triage than you might expect. • PDF is the least favorite triage input of RFPMonkey.com staff.

14. Notes about files types Microsoft Excel and CSV • RFPMonkey can NOT load native Excel files • Use SaveAs to make a .CSV copy • There will be 1 .CSV file per sheet/tab • Mac users select ‘Microsoft CSV’ file type or similar • There • .CSV files have multiple lines, each terminated with a ‘new line’ character. • Within each line, there may be multiple values, separated by commas. • This will result in a Triage row PER value • It’s best to remove non-question columns before saving as .CSV

15. Notes about files types .Txt files, email, and ad-hoc • .TXT files are plain text files often created using NotePad, or other similar text editors. • If you happen to receive a set of questions/requirements in an email, pasting them into a .TXT file is a convenient way to load them into RFP Triage. • .TXT is technically the same as a .CSV file

16. Loaded and Ready to Triage Loaded RFP rows are shown below the Triage header If needed, you can unload the doc and load again. Triage header now shows info about the loaded file… … and new RFP-level action tools.

17. S RFP Triage Topics Now you know how to: • Load and unload RFP documents • Edit, delete, insert, and merge Triage rows • Apply highlighting to form a Go/NoGo decision • Do row-level actions including: • RapidResponse and Manual Searches • Select, discard, and re-order suggested content • Process exceptions including: • Adding new content • Assigning questions and sections • Do RFP-level actions including: • RapidResponse to answer whole RFP • Output Triage results to Word and .CSV files

18. S Editing Rows

19. Loaded content may need edits Section headings Cover pages, TOC, instructions, etc.

20. Loaded content may need edits These 2 rows should be merged into a single row.

21. Loaded content may need edits And this one needs to be split into 2 separate rows (a heading and a regular row).

22. Row-level Actions Click the Actions button to toggle row-level actions on/off

23. Row-level Actions Now you can perform various row-level actions.

24. Deleting Rows Single Row All rows before current row All rows after current row All rows with a specific highlight color Click to toggle the delete actions on/off…

25. Deleting Rows Single Row then click to delete this single row

26. Deleting Rows These are from the title page, table of contents, and other unwanted text. Let’s remove them... All rows above or below current row

27. Deleting Rows … by deleting all rows above row 5. All rows above or below current row

28. Toggle actions for row 5…

29. Toggle delete options…

30. Delete rows BEFORE the current row.

31. Results after delete

32. Unwanted rows are gone • Use this technique only at top or bottom • You can also highlight multiple rows and then delete them. Results after delete

33. Making Section Headings • Section headings from the document are read in as rows • They do NOT need to be answered • We need to edit themand set their type to Header. • Edit rows one-at-a-time

34. Making Section Headings Toggle actions for row 1…

35. Making Section Headings Open row editor…

36. Making Section Headings Change the Row Type to Header. • Restart Numbering • Continue Numbering

37. Making Section Headings

38. Making Section Headings Now save your changes.

39. Results after edit

40. Header is visually differentiated • Header won’t feed into look-ups • Headers are treated differently in output • Repeat for the rest of the headers Results after edit

41. Merging Rows • Sometimes adjacent rows need to be merged together • Rows 6 & 7 should be treated as a single row / single look-up • We can easily merge row 7 onto the end of row 6

42. Merging Rows Toggle actions for row 6… (Always start with the top of the rows to be merged)

43. Merging Rows Toggle row actions…

44. Merging Rows Click to append row 7 onto row 6.

45. Results after merge

46. Row 6 now includes what WAS row 6 & 7 • Following rows all moved up Results after merge

47. Inserting Rows • Sometimes rows need to be split • Sometimes you need to insert a new header or question • Here, row 10 should be split into 2 rows – a header and a normal row

48. Inserting Rows • Here, row 10 should be split into 2 rows – a header and a normal row • We will insert a new row BELOW row 10 and move the requirement to it • Then we will edit row 10 and make it a header

49. Inserting Rows Toggle actions for row 10…

50. Inserting Rows Toggle row actions…