Many organizations use a formal procurement process: from RFQ*, RFP, and RFI, to various bidding documents — everything works together to get best deal possible. SharePoint, PDF forms, and optionally Project Server are best companions if you want to automate your procurement process.
First of all, we would like to explain why we believe PDF forms are a right technology in this scenario. The benefit of PDF form is no matter what environment your vendor use, most likely they will have e-mail and Adobe Reader. That’s all they need. You will see in this webinar how we use SharePoint workflow to send RFQ PDF forms to vendors, how they submit their answers back, how manager and buyer can process RFQ responses and place an award.
Secondly, we understand that not every company uses Microsoft Project and Project Web Access. If this is your case, you still will find this webinar very beneficial. Even if Project Server is not there, you still can build RFQ management process around SharePoint and PDF forms.
Additionally, if you are a SharePoint technologist, you will find few tricks very appealing. Just to give you an idea what you will see there:
- Launch workflow for multiple list items
- Workflow action that sends e-mail with attachment
- Collaboration by e-mail
The webinar itself is designed for business users. We will address the following scenario:
- Buyer (John) will issue a new RFQ and submit it to selected vendors by e-mail
- Vendors will submit RFQ responses
- Then manager (Mary) will review and assign an award
- Buyer (John) will be notified about award selection.
When we say that this webinar is designed for business user, we also mean that there is no coding involved. Yes, you will get familiar with advanced concepts in SharePoint workflow and PDF forms.
Finally, you may have Nintex or K2 workflow products. We will present our webinar with basic SharePoint workflow. If we can do it with SharePoint Designer, you definitely can do it with advanced workflow products like K2 and Nintex.
* A request for quotation (RFQ) is a standard business process whose purpose is to invite suppliers into a bidding process to bid on specific products or services. An RFQ typically involves more than the price per item. Information like payment terms, quality level per item or contract length are possible to be requested during the bidding process.
To receive correct quotes, RFQs often include the specifications of the items/services to make sure all the suppliers are bidding on the same item/service. Logically, the more detailed the specifications, the more accurate the quote will be and comparable to the other suppliers. Another reason for being detailed in sending out an RFQ is that the specifications could be used as legal binding documentation for the suppliers.
An RFQ allows different contractors to provide a quotation, among which the best will be selected. Requests for quotations are most commonly used in the business environment but can also be found being applied to domestic markets.