TestCo Inc. is pleased to submit this recommendation to Simple Getaways Request for Proposal (RFP) for a document control system.
We have been providing the above consulting services for more than 10 years with an outstanding track record meeting the needs of our clients. TestCo Inc. serves a variety of clients of similar size across many industries; including several food service franchises, an import/export firm, and an international shipping company. We have the necessary skills, experience, and resources to provide the right product to meet Simple Getaways’ specific need. We have relationships with a large number of vendors and developers that allows us to find the ideal fit that other consultants lack.
2. Scope
This proposal was prepared in response to the request for proposal (RFP) entitled “REQUEST FOR PROPOSAL, CONSULTING SERVICES, SIMPLE GETAWAYS” issued through Client’s website to provide recommendations for a document control system which will eliminate Client’s reliance its current system which will be outlined below.
Client’s existing model consists of file servers located at each of Client’s 12 locations which house copies of various business and human resource documents. Documents are filled out and emailed to the appropriate staff member as needed. The result is that several versions of a document may exist with no guarantee that the proper version will be available to the staff member requesting it in a timely manner. This has caused difficulties in presentations as presenters do not have the correct version of the needed documents. In addition, HR requests are delayed as the requisite documentation is stored physically and then completed and faxed as they are requested. This situation causes unnecessary delays and process failures which impact Client’s bottom line. Employees are frustrated and the delays make Client’s customers question Client’s ability to deliver prompt, professional service. Employees also feel frustration as requests for time off are delayed due to the inefficiency of the current system.
Client is seeking a system that will provide a single repository for its documents for each of its 12 existing locations as well as any future expansions. The new system will control documents such that all parties work on the same, latest, version. This means, rather than each office having a copy of a document stored locally, each office will access the same document from a single source. Likewise, HR will have a single place for all its documentation with workflows in place to automate administrative tasks.
TestCo Inc. will provide one or more recommendations for solutions that meet or exceed Client’s current and near future needs as related to the scope statement above.
3. Recommendation
In consideration of Client’s size, industry, scope requirements, and timeline, TestCo Inc. is recommending a product called ‘Huddle’, a cloud-based collaboration tool by Ninian Solutions Ltd. Huddle offers file sharing, syncing, and management complete with versioning control and support for most devices.
“It’s one copy of a file, saved in the cloud, for your team to work from. It’s being absolutely sure you’re working from the right version every time. It’s one secure, organized place for all your files, available anytime you need it, from whatever device you’re on.” (product-overview, 2014)
Huddle also allows the creation of workspaces that compartmentalize departments, providing granular control over document access. In addition, Huddle users can create workflows that trigger on events such as a leave request form being submitted so requests never fall through the cracks. The product is cloud-based and so is accessible from any location with an internet connection and a modern web browser. The system is also accessible from most mobile devices so when staff is traveling, access is still available. Huddle also has a lower entry cost than its competitors while
