Seer365 App Streamlines Request for Proposal (RFP) Process Using AI, Automation
A Request for Proposal (RFP) is a document that organizations use to obtain bids from potential suppliers or service providers for a specific project or service. The RFP process usually involves a detailed analysis of the organization’s requirements which are then compiled into a document and sent to various suppliers to gather their responses.
For a supplier, responding to an RFP is often labor-intensive and time-consuming, requiring a high level of expertise to complete the RFPs accurately. Generally, pain points associated with the RFP process include its resource-intensive nature, the need for skilled personnel to manage and respond to the RFPs, and the challenge of handling various document formats and requirements. In many cases, this leads to suppliers not responding to an RFP and customers potentially missing out on the best supplier.
The need for a streamlined, efficient approach to handling RFPs is evident. Tools that can automate parts of the process, such as identifying and mapping requirements, can significantly alleviate these pain points.
To fill this void, Seer365, an organization dedicated to assisting Microsoft Dynamics 365 partners, ISV partners, and its customers, has developed the GYDE365-RFP app that intends to automate the bulk of the response process using artificial intelligence (AI) to read, decipher, and suggest a response for an RFP.
RFP Process
The Request for Proposal process typically begins with an organization conducting a thorough analysis of its requirements, often with the help of an expert. These requirements are then compiled into a document(s) and sent to various suppliers for responses.
As mentioned, this process is known for being labor-intensive and time-consuming for suppliers, as it involves managing and deciphering various documents in a range of formats. The high level of skill required to accurately complete RFPs adds to the challenge, making it a burdensome task for organizations with limited resources.
The GYDE365-RFP app leverages AI and machine learning (ML) to handle RFPs at scale, making the process faster and more manageable with less reliance on highly skilled personnel. Proper data supports the app’s functionality, addressing a common challenge faced by similar tools.
Concept and Development of the GYDE365-RFP App
The development process for the GYDE365-RFP app involved creating a system that can read and decipher various document formats to identify requirements within those documents. Then, AI is leveraged to map these requirements to potential responses, suggesting appropriate answers based on a vast dataset of completed surveys and previous RFPs.
More specifically, AI plays a crucial role in automating responses by analyzing the content of RFP documents and identifying key requirements. It uses machine learning to improve its accuracy over time, learning from each interaction to better understand and map requirements to responses.
The tool acts as a copilot, assisting users through the process and providing valuable insights and suggestions, streamlining the response process.
Key Features of the App
Some of the key features of the GYDE365-RFP app include the ability to read a document, outline the specified requirements, and help correlate the requirements to potential responses.
Specifically, the stages of the RFP app include:
- Document Analysis: The app reads the customer’s document to understand their needs.
- Requirement Mapping: AI maps the identified requirements to potential responses, suggesting appropriate answers based on a dataset.
- User Verification: Users review and verify the mapped requirements and responses, making any necessary adjustments.
- Response Generation: The app generates a comprehensive response document that can be used to respond to the RFP.
- Output and Refinement: The final output includes all the information needed for the RFP response, which can be further refined and customized by the user.
Importance of Data
Data is essential for the GYDE365-RFP app, enabling AI to accurately identify and map requirements by analyzing completed surveys and previous RFPs. This data-driven approach allows AI to suggest appropriate responses, improving over time through machine learning.
Further, AI and ML are integral to improving the accuracy of the RFP app. AI leverages ML algorithms to continuously learn from each interaction, refining its ability to identify requirements and map them to suitable responses. This learning process helps AI become more accurate over time, reducing the need for manual intervention and allowing organizations to respond to more RFPs with greater speed and precision.
Human Verification
As with any AI tool, human verification is required for the automated RFP process. While AI and machine learning algorithms are highly effective at identifying requirements and mapping them to potential responses, human oversight is necessary to ensure accuracy and relevance.
Skilled personnel are needed to review and verify the AI-generated suggestions, making any necessary adjustments to align with the specific needs and context of the RFP. This is an essential step because AI, despite its capabilities, may not always fully understand the nuances of each requirement or the specific preferences of an organization.
Users, typically those with a good understanding of the RFP process, then go through the AI-generated content to ensure it meets the desired standards and accurately reflects the organization’s capabilities. Combining the efficiency of AI with the expertise of human reviewers helps to produce high-quality, tailored RFP responses that are more likely to meet the client’s expectations and requirements.
Pilot Results and General Availability
The RFP app has shown significant success with pilot partners since its launch in the summer of 2024. One of the key pilot partners, MCA Connect, has reported substantial time savings, with the app reducing the time required to complete RFP responses by weeks. More specifically, Seer365 CEO Sam Dharmasiri explained that partners save an average of 4-6 days on the RFP process with the company’s app.
“They are also finding they can use less technical people to do more of [the] leg work – saving time of scarce Senior people,” Dharmasiri added. The positive feedback from pilot partners highlights the app’s effectiveness in streamlining the RFP process and reducing the burden on skilled personnel.
In addition, partners could use the app for general customer discovery sessions in non-RFP engagements; by recording requirement conversations and workshops using Copilot, they used the generated transcript documentation to produce detailed functional requirements using GYDE365-RFP in minutes.
As for the app’s general availability, it is set to launch in January 2025. While the app is already available in preview, the Seer365 team is working closely with partners to ensure a smooth rollout. The collaboration with Microsoft to use the app for RFP responses in Salesforce is also a significant development, demonstrating the app’s potential for applications outside the Microsoft Dynamics ecosystem.
Final Thoughts
The GYDE365-RFP app represents a significant advancement in streamlining the Request for Proposal process through the use of artificial intelligence and automation. By automating the identification and mapping of requirements, the app reduces the need for highly skilled personnel and allows organizations to respond to more RFPs with greater speed and accuracy. As the app becomes generally available in January 2025, it is positioned to drastically change the way organizations handle RFPs, making the process more manageable and less resource-intensive.
