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Keep Tabs on RFPs with Ease

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Businesses have created all sorts of creative programs to manage and monitor vendor requests for proposals (RFPs).  Copies of documents are often filed away in vendor files and on the computer hard-drives of those who write the RFPs.

In order to save time and confusion you can link Microsoft Dynamics® GP with SharePoint® to organize your RFPs with greater efficiency.  Not only will you release more consistent RFPs, your entire team will be able to watch the status of your proposed projects and be prepared for when a new project switches from proposed to actual.

According to “Extending the Reach through Dynamics GP and SharePoint, Vision Demo: Vendor RFP Tracking,” a short video posted on DemoShowCaseSuite.com by Microsoft, you begin by creating a Documents Library in SharePoint for your RFP documents.  You can use a template from the SharePoint library that contains all of the specific details you need in each of your RFPs.  Using the same template as a starting point will improve consistency for each RFP generated and you can be assured that specific details or clauses make it into each and every RFP.  Saving the new vendor RFP document in the library, instead of on an individual computer provides access to the document to anyone with proper security access.

You can then use an InfoPath form to track the vendor RFPs.  The InfoPath form connects the RFP to the Vendor List in Microsoft Dynamics GP.  All you need to do is open a new InfoPath form for the vendor RFP, enter basic details, and select the vendor to receive the RFP.  The original document can be linked in this tracking form so that it’s easy to find.  As soon as a vendor returns with a completed RFP, their document can be posted to the system and saved in the same location as your original RFP.  This and other documents can be saved to the SharePoint site so you and your colleagues can easily find all the documents sent to or from the vendor.  You then update the InfoPath form to indicate that the RFP was received and the new status of the RFP for this vendor.  The comments are linked with Microsoft Dynamics GP so that everyone knows the RFP status and can be prepared to do their part for that project.

Linking Microsoft Dynamics GP and SharePoint reduces the bottlenecks that often occur when having to email or update colleagues on the status of RFPs.  It also introduces a new level of consistency with the details needed on your RFP documents and links RFPs to the vendor data via SharePoint so that documents aren’t lost or stuck on individual computers.  Contact OmniVue for additional guidance on linking Microsoft Dynamics GP with SharePoint so you can track RFPs with ease.

By OmniVue, Georgia Microsoft Dynamics ERP and CRM Partner (http://www.omnivue.net/)

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