How it Works
As easy as 1, 2, 3 .... Check out the diagram below to see how our EasyPQQ software works.
We've broken down this diagram with additional information for each step to give a better understanding of the processes involved.
1. Importing client’s documents
Once a decision has been made to complete a PQQ or Tender Document, the document will need to be uploaded into EasyPQQ so that it can be completed. This process involves a simple Question/ Answer colour coding which then allows the software to import information from the original document and create The Dashboard (basically a Contents Page).
2. Create a Dashboard
While the original document may be in Word or Excel, following upload it is presented in The Dashboard. This provides an overview of the Sections and Questions. It is at this stage that The Dashboard facilitates the management of the bid process. Two main features exist: allocation of Contributors or Collaborators; and the Status of each Question (i.e. has it been completed, reviewed or approved?). The dashboard provides both transparency and staff accountability.
3. Assign responsibilities
Typically this part of the process is reserved for a Bid Manager. Assigning responsibilities to contributors or collaborators may vary according to your organisational processes. However, you are able to assign various types of responsibilities (i.e. writer, reviewer, re-writer and approver). Furthermore, you can prescribe a time frame for completion and automatically send an e-mail confirming the request. Alongside every question is a traffic-light colour bar that gives the ‘live’ status of every question.
4. Answer questions
Questions can be answered within EasyPQQ by simply clicking on the link sent in an e-mail or by accessing a question from the Dashboard. Whether you are using Microsoft Word or the EasyPQQ Word Editor, once information is created and saved, it is automatically (and instantly) available to any other users through the Search Engine. All expected tools and functionalities from Microsoft Word are available.
5. Use Search Engine
This powerful algorithmic Search Engine does exactly what it sounds like – it looks for and finds information. It does not limit itself to locating a document that may contain certain relevant information based on the document title. It seeks out the relevant information at its origin and presents a sentence or paragraph with highlighted words. Where a significant quantity of information has been found, filters can be applied to narrow the field of the search. Searches can find text, infographics, photographs, excel spreadsheets – anything that contains relevant information.
6. Edit, import, create from outside EasyPQQ
Finding information is not restricted to what’s inside the software. Should you require information to be ‘transferred’ from outside EasyPQQ (the internet, another Word Document or PDF), a simple ‘Copy & Paste’ works as does a ‘Drop & Drag’. Equally, external information (e.g. infographics, photographs) can be saved to the File Manager Module, ready for future use.
7. Review, re-write, approve to complete workflow
Out of necessity, creating an answer requires more than simply the writing stage. Depending on your company processes and expertise, you may oversee the entire write-review-re-write-approve process completed within EasyPQQ with automatic e-mail sent back-and-forth to contributors informing them of work completed and work to do. Communication is a key factor in determining a well-run Bid Department. EasyPQQ does this intuitively while making it seamlessly easy.
8. Apply Template
While EasyPQQ provides some 20 free templates for documents, clients have the facility to upload bespoke company templates ensuring company branding guidelines are adhered to and document quality is controlled. Typically, this stage in the process is controlled by a Bid Manager or Bid Director who has the permission to decide on the presentation of the document before sending it to a client.
9. Export to Word, Excel, PDF or upload to portal
Such is the lack of consistency across the tender sector, there is never one single way of sending your completed document. To this end EasyPQQ allows a document to be exported as per a client’s request. In short, the EasyPQQ document is ‘top & tailed’, exported to Word where it can be saved as a PDF if required. The same applies to Excel Documents. Should information be submitted via a portal, a simple ‘Copy & Paste’ does the job.
Get started with a Demo of the EasyPQQ software