Agile & adaptable
March 18, 2014
Agile & adaptable
Score 9 out of 10
PMAPS is used by our global proposal writers as well as some in-country writing teams. We have 10 teams using the tool in the U.S., Mexico, Europe and Australia. We store our proposal content in the tool, and PMAPS tracks the content use to help us keep the database as streamlined as possible. It helps ensure consistency across RFPs with all writers accessing the same content.
- The tool allows insertion of all or part of an answer, and tracks this use by writer, date and RFP. Not all proposal tools offer this capability.
- Administratively, the tool is very flexible/agile. I've been able to help different teams set up fields/processes to meet their unique requirements without inconveniencing other teams. I have also set up temporary fields to track progress on short-term projects.
- Bundling of the documents for export/review is also quite handy. I've recently been able to share this capability with a few colleagues on the team who could use this feature, rather than having to request from the admin each time they need an export.
- Reporting is flexible as well. I also like being able to export into excel directly from search results.
- Help desk support is usually pretty quick. My users in different countries have varying levels of admin rights on their computers, different operating systems, browser versions, etc. When one of them has an issue, PMAPS Support is usually able to pinpoint the cause pretty quickly.
- The ongoing webinars they offer monthly are great to either learn something new, or get a refresher on something you haven't done in a while.
- User permissions are pretty flexible as well. Admins don't have to assign users to a pre-set level of rights. Permissions can be tweaked per user.
- The Viewer: we understand its purpose, its benefits, and its limitations as set by its interaction with Microsoft Office. However, it does seem to be inconsistent from user to user. For instance, I seem to never have an issue; however, others seem to have malfunctioning Viewers every few weeks. Its "sensitivity" is probably the single complaint my users have.
- Consistent messaging/branding worldwide, whether responding to a large global RFP or a smaller, in-country RFP.
- Employee efficiency - most of what they need is in PMAPS, rather than having to search older RFPs, repeatedly request SME assistance, frequently source questions to other colleagues.
- Soon we'll be saving more time for the bid writers by using a PMAPS feature which will enable the quicker assembly of smaller SOWs or unsolicited RFPs.
Qvidian - in my opinion had less functionality than PMAPS; no way to track use.
RFP Express - more difficult to maintain content; less filtering capability; formatting difficult/inconsistent when inserting into RFP.
We are looking at other proposal management tools prior to PMAPS contract renewal, to satisfy ourselves that PMAPS is where we need to stay.
Do you need consistency of messaging across multiple countries/products/divisions/languages? Do you want to be able to tailor content access per team/division/country? Do you want to be able to report on/track use by user, document, searches, compliance, etc.? If so, PMAPS is the most versatile proposal management tool I've come across so far.