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User Manual - Proposal Software

1. ccce ecce eee ee eee eee eee e eee tete eee tete ee esee 22 TN EON T SG cc ees ec chet ee cece ene cet ecg esas eee eect S MEINE 22 save Docal e hee UD oeesosventsperien A en ne ee ere eee ere 23 Overwrite PMAPS Document with Local Document eese 23 Ic DOE De Dos cerent iot woes cence voc reuerti dim 23 DPasbpoar d ODIUOHS ciii dd CEODEEE HAE PRATH VES DO HEINE REEF EINAN zo EE RA E EEO NEEE REAREN ANNES 26 Proposal Los unii pm 28 Update Q amp A Document from Proposal Document eee ecce eere eee eene eene 29 Delete PrODOSOIS sses rer S 32 loups c en 32 NTE ONC e Omi QUIT SS NN DU TE UT 32 Quick NE Go ipo HE EE E ERREUR EAE COEPERIT FURORE VINEIS E IR ERE IE PNE PN RUE 33 cladium E 34 FRG OT VU aU CES opasan tas cress Kt URN EReUMIU Um em EUIMUdU NUMEN MUN DD NUM EIU NEN UN 34 Reset A PRO ac nos rislest ies caetarecaatsineare ve ccncu dndceseasmaqnesndoatea steven acntaiiatsaueareesndesaeesetwersgariesiateneaes 35 PMAPS User Manual i Rev 7 8 2015 RESI SOT PPM 35 Search Module Components ssesecccsccccccccccccocssocccccccescceccceccsoossecscoccccscccceccecsccessossssosccssecceceee 36 a E T E O EE E O E 36 ADO Wir RE EA E E E sae agien wad Saeed heusnepemoneeneeets 39 aE 118 ADSWET E A N E E E A N MG E DIE UN 40 ur 40
2. Proposal for Marketing Services has been created Would you like to view it in WebPro now The proposal will be launched in your browser and automatically selected indicated by a yellow background on the Dashboard ean P qu Proposal for Marketing mu LJ pum Services ME Smith Cindy 4 Acme Acme Assignment RFP All Vehicles RFP BI Smith Cindy 4 ABC Company ABC Company Commingled Fund Separate Account RFP ms Smith Cindy 2 GOL l Upload an Existing Proposal Document 1 From the dropdown menu select the option to Upload an Existing Proposal Document The window will change to display the option selected and enable the Browse and Save options as well as display the Dashboard tabs Upload an Existing Proposal Document loc 2 Click the Browse icon and navigate to the document you would like to upload select it and then click the Open icon v Search Training Organize v New folder gt Name Date modified Type Ji Archive 1 7 20146 19AM File folder d Curriculums 9 19 2014 8 29AM File folder J Customer Portal 8 4 2014 12 25PM_ File folder Evaluations 8 10 2014 3 29PM File folder M Exercises 8 21 2014 9 05 PM File folder Jj Manuals 6 11 2014 12 13AM File folder J Quick Start Guides 4 28 2014 amp 31 AM File folder J Tip of the Month 7 29 2014 7 49 AM File folder d Word Originals 2 25 2014 11 38 AM File folder PMAPS Response Template docx 8 8 2014 9 20 AM Microsoft Word D
3. Customize Resources Be sure to replace any custom content and replace it with placeholders or codes for word replacement You can use the Insert Word Replacements BE tool to quickly replace this content with the appropriate code 3 Click on the Insert menu tab and select Bookmarks The Bookmarks menu will display a list of all bookmarks in the document and the bookmark related to the selected text will be in the Bookmark name field This 1s the GUI ID for this Q amp A Bookmark name ga_Fe98037 10a43flaaae329118745efa qa eff3803710a43f1aaae329118745efa ga a796656a005334d2a81860ffa319a517ae Sortby Name 3 Location Hidden bookmarks 3 With your cursor select the first 8 characters after the qa_ and copy to your clipboard Then click Cancel 4 Goto your Viewer toolbar and paste into the text field followed by an asterisk then click the binoculars icon or hit the Enter button on your keyboard PMAPS User Manual 30 Rev 7 8 2015 5 Copy the response you are updating to PMAPS to your clipboard 6 Return to the Viewer toolbar and click the binoculars icon You may have to click twice as the first click may only activate the Viewer as your current application in Windows 7 You will arrive on the Search page where this record automatically is selected 8 Click Edit Document icon This will open the record for editing 9 With your cursor select the entire area included between the two bookmarks
4. u gg x X Suse Ime Crested Crestor LastEdied Ein Mm amp a speci Tammy Dungan pugno Tammy Dungan RFP Log A 9 1 54 PM ae i Tammy Dungan Records Not Used e H Gm ee AEN haminator Most Recent RFP T 9 10 53 AM j ih ea es p Cindy Griffin Most Recent Revised Records YV a piperis Administrator miens Steven Heffter Proposal Log X NA Administator Main Topic Create a New Report Select Tab 1 To create a new report click on the New Report icon Eg 2 Select the type of report from the drop down list a Proposals This option will bring up all the available tracking label fields to include in your report b Q A Documents This option will bring up all available search attributes to include in your report 3 Type in the name of the report for example Proposals 2012 v TIPS Checking the Save as Public Report option will allow all other users to see and access the report 4 Use the scroll bar to navigate through the list of tracking fields and click on the check box in front of each of the tracking fields that you would like to be included in your report PMAPS User Manual 92 Rev 7 8 2015 5 Click on the Sort Results By drop down list to select the primary tracking field to sort the report by 6 When finished completing the New Report main screen click Ok The new report will now appear in the log view showing all the attributes for that report including z Scope To be view
5. 1 Click the selection boxes for the items you want to remove from Compliance Central PMAPS User Manual 1 Rev 7 8 2015 2 Click Delete Compliance Central Report Export The Excel Export icon allows you to export a report of the grid view of any of the Compliance Central tabs To create this report 1 Click on the Compliance Central module icon and click to the tab you wish to export data from 2 Click on the Excel Export icon to export the current results to Excel 3 The report is exported and opened in Excel Pitch Book Module Overview The Pitch Book module allows you to assemble two types of indexed documents Microsoft PowerPoint and Portable Document Format PDF You may not mix document types in one Pitch Book For example you are working on a PowerPoint presentation and use the Search module to find existing presentations to use to build this new one You can add one or more or all slides to your Pitch Book from the Preview mode from as many existing presentations as needed Once you have added all the slides desired you can access the Pitch Book to organize the slides by moving them around or deleting The Pitch Book stays 1n your queue until you delete 1t Once you have incorporated all the slides and arranged them appropriately you can checkout and develop your new presentation file saving it to the appropriate location on your server or desktop Note Refer to the Administrator manual for instructions
6. 43 SAE CI BUNDLE TT UN 43 Searchuno 300 PS OTIS oos a E E E T A O 45 Insert Full or Insert Selected 1 eee esee esee eese esee eren enne these senno 46 WU DARET 46 APP OOE Cl CCIOT e e neu IEneisstiaistetid iios cate Ae IM E NIC SDAU MEAN Dd EODD 47 Inserting from View Document essseeseeesseseeseeeen nnne nennen nnn nnn eese s sni nnn nnne essere 49 PISO DDHODS e E E saad E E 50 Search amp Insert Manually Outside of the Cloud sees 51 OIiersSedieli Tea e eee ee enn E o dE UU 52 A A EE E OON EEEE EEA A EE AA A E AOE 52 WOVE FCP ACCIVCIES E E NE 53 QI COs r H 54 BANI DIU RETT 55 IB AT SUITS RE eo eee een een ene eee ee eee eee ee 56 PATE DOCE ES aeea E E E E E E 57 Delete DOCU NE S oireann E EAEE E IEEE E OR N EEE 58 ANEW DoC Ume NIS araia EE EEE RR IARE EEEE EEEE EOE SSS 58 Add New Record from Search Module ccccecccccccccesseeccceceeeeeeccceeaeeneeceeseaeeeeecessuaaeeeess 58 SAT ATE PA E T E E E A A E eceatercnene 63 Create an Attribute Group ssseeeeessssssssseerrssssssseetersssssssectersssssssseteressssssseeeresssssseeereeesssss 63 Download Checkout and Upload Documents esses 65 Download Checkout Documents eeeeeeessseeeeeeee sees eene enne nnne nnn nnns snae nnns 65 DUBII A 66 PMAPS User Manual V
7. 13 In the Visible Columns area click the item you want to remove 14 Click the Remove v icon Or double click the item to move it 15 The item is removed from the Visible Columns to the Column on the tab where it is displayed in the application 16 When you are finished modifying your Dashboard columns click OK ok v TIPS If you choose more fields than can display on the Dashboard use the horizontal scroll bar to view all of your columns You may add more or remove more than one item at a time by holding down your Ctrl key and then clicking on as many items as you like Or select several adjacent items Click the 1st item in the group hold down your Shift key and selecting the last item in the group search Results View Every record that 1s imported into or added to your database must have various attributes assigned to it Attributes act as Meta Tags for your data Some of the attributes are Subject Matter Export Contact Main Topic Vehicles Products Review Cycle Date Expires etc These attributes aid in data categorization content location and record updating PMAPS User Manual 1 Rev 7 8 2015 Following is an example of an attributes screen for one record Ref ME Nemo Nick v ULL ER comptance Perio Ta PMAPS User Manual Dale Expires 12 31 2015 Last Verified 49412014 le Rev 7 8 2015 Just as you set up your Dashboard view you also need to set up your Sear
8. Now that you have logged in your proposal you are ready search for database content and insert it into your questionnaire or document Make sure the document you want to complete is open on your desktop by doing one of the following PMAPS User Manual 21 Rev 7 8 2015 From the proposal dashboard select the proposal you want to work on and click the Edit button to open it Or Open the document on your desktop v TIPS If you are ready to work on the proposal that you just logged in you may skip to the Search Module Responding to Proposals You may edit a proposal that has been uploaded to the cloud as long as another user has not checked the proposal out If someone has the proposal checked out it will alert you to that fact To edit a proposal Select the proposal on the Dashboard by clicking on it The proposal 1s highlighted 2 28 2008 1 29 2010 Acme RFP Core Fixed Income Equity Domestic 12 3 2009 2 Click the Edit icon either from the Dashboard view on the proposal grid or above the grid 3 Edit the proposal 4 Click the Save to PMAPS icon 2 Other Proposal Editing Saving Options Cancel Changes If you make edits to a proposal but then decide not to save the changes to the cloud click the Discard Changes WE icon PMAPS User Manual 22 Rev 7 8 2015 Save Local Check Out If you are working on a proposal and you want to save it to your local computer click the Sav
9. Thursday May 29 2014 Cindy baih imatan icone ding ParenvChas Kette Cen _ Meneame Suiting Pareet Chid Relationships Overview The P__ TIPS The Last Revision is the last time that any part of the record was edited The Date Edited is last date that the content itself was edited meaning a user opened the record using the Edit button or sent and updated the record via the SmartCart Related Tab Please also see our Appendix for complete details on Building Parent Child Links The Related tab allows you to link documents to each other and displays documents that are linked to the current record This feature is available only to users who have permission to Edit search documents PMAPS User Manual 41 Rev 7 8 2015 Each document can be a parent or a child If you make this document a child you may pick a single parent document for it If you make this document a parent you may pick one or more children for it Relation Type Normal Document Add Related Document Add Child Document Add Parent Document No related documents Some reasons why you may want to link documents are when you want to allow easy access to documents that would be attachments or additional information for a record in your database or when you have several versions of one record in different languages To set up a related link 1 Click the Search module icon on the Navigation toolbar 2 Identify two documents that you d like to link to each other an
10. 2 Open a Word document Copy a word or phrase out of the question or identify what you want to manually type into the Search field Select the location where you want the answer inserted by clicking in that area Click on the Web icon 5355339 in your systems tray It probably displays at least part of the words Proposal Software The entire name won t be displayed unless that is the only application open on your desktop Paste or enter the word or phrase into the Search text field Press Enter on your keyboard or click the Search button Once you identify the response you would like to use for your document click the Insert Full A icon The Insert Full option inserts all contents of the record file excluding the question area which is from the top of the document to the first occurrence of two hard returns The text is inserted with all applied Word styles Or PMAPS User Manual 51 Rev 7 8 2015 v TIPS The Insert Selected option from the Hypertext field does not insert any graphics or styles applied to the text The text 1s inserted according to the text of the paragraph at the point of insertion So even though your documents is formatted using Times New Roman if the insertion point is using Arial your text is formatted in Arial It may be quicker for you to use Insert Full and then delete the text you do not want to include If you Insert Selected from Preview it does bring the graphics and keeps the
11. pmaps Web User Manual TABLE OF CONTENTS About the WebPro User Manual eeees eee eeeee eren nennen 1 Additional Resources ieee nes See eee nee UC ee eee eee 1 ESO GIFY TI SUE COINS ERE ETE TOO A OS 1 First Emme Login Change PASS W Or sssivessssessescavacvavcacaacevessviucvansessessavannsncascardevessvixeransessessavannavn 2 Navigation CCID uoccuse cc cos sndecu sirnana ene cud naeeua arei sennor ur ora Ud 3 Choose USEF PEOIOEOBOOS oues SE E EU ER IMITEI EE EIER EISE Ed 4 MAST OE 4 Modifying Dashboard Columns e eeeeessssseeeeeeesssseee eene nsnn nnne ssa annees nnns 4 Add Order and Remove Dashboard Columns ccccccceccsccuccuccucceccucceceecccccuceecaucescaecaecens 5 v uH UU Mn TT 6 BS AO ht i ieu RMC 8 Modi yt SOTA OE 8 Add Order and Remove Dashboard Columns cccccccecceccnccecceccnccecceccececceuceucaucascaecancans 9 Select International Date P OYm l zssssessescetus meret eres oU Pucbeueeb uus ma e UPUIS ES RUBU UE uer uUn 10 VAS TO Al ee 13 Addin a New FEODOSOLnissciu ei etareiencesnsnstais vsisisustecceetersscncesessstaes UIT aiie prc ERR USELESS 13 K spondme to PEODOSOIS coca cscivesdccecassecscecsnscexencesesseuendesmensdusssessescemecsesessiucncccvecsdusssasenssenecseaers 22 Other Proposal Editing Saving Options
12. 3 Proposals Found 7 Results Filtered WE B Working on Proposal Acme RFP 3 RFP Assignments for All Users Acme RFP Section Date Assigned Assigned By Date Due Assigned To Proposal Assigned Status Compliance Please provide us withac 17 02 2011 Betty Manning 31 03 2011 Betty Manning Acme RFP Not Viewed Briefly describe the philos 17 02 2011 Betty Manning 31 03 2011 Steven Heffter Acme RFP Not Viewed 6 Describe yourissues 17 02 2011 Betty Manning 31 03 2011 Betty Manning Acme RFP Not Viewed Is family pricing for multipl 17 02 2011 Betty Manning 31 03 2011 Steven Heffter Acme RFP Not Viewed Has the firm its parent org 17 02 2011 Betty Manning 31 03 2011 Betty Manning Acme RFP Not Viewed What are your Firms marke 17 02 2011 Betty Manning 31 03 2011 Betty Manning Acme RFP Not Viewed Are there any potential mi 17 02 2011 Betty Manning 31 03 2011 Steven Heffter Acme RFP Not Viewed Briefly describe the philod 17 02 2011 Betty Manning 31 03 2011 Betty Manning Acme RFP Not Viewed os Page of8 gt 100 z View 1 8 of 8 PMAPS User Manual 117 Rev 7 8 2015 The list consists of a grid with the following columns Section the first 100 characters of the section to be edited Date Assigned automatically populated when the assignment 1s made Assigned By automatically entered when the assigner makes the assignment Date Due highlights past due dates in a different color if the section is not mar
13. Enter a new password of your choice in the New Password field Passwords must be at least 8 characters in length using any combination of letters and numbers but must contain at least one symbol Any of the following symbols may be used Do not use the amp or symbols as those are used in code and may cause the password change to not be accepted We can change this rule on our end if you have specific requirements 4 Enter the same password again in the Confirm New Password field v TIPS e You may change your password at any time by clicking on the Administration link 5 Make a note of your password and save it in a secure place PMAPS User Manual 2 Rev 7 8 2015 PMAPS Navigation Central is an interactive navigation screen accessible to users upon login From this screen users can learn more click to access specific PMAPS modules or their associated training videos Log a New or Work on Existing Proposal s Assign Questions Sections of an RFP Search the Proposal Q amp A Database Assemble a Proposal from a Template B Create a New Pitch Book Create a Sales Proposal Document View My Q amp A In Outbound Emails Run or Create a Proposal Report g Perform a PMAPS Administrative Task 1 Clicking on the in the center of the screen takes the user to a brief description of the module Click to go to that module in the application or click to access the associated training video CLE
14. PMAPS WP Best Practice Tips Verify docx 5 29 2014 7 14 AM Microsoft Word D PMAPS WP Sample Questionnaire doc 5 23 2013 2 37 PM Microsoft Word 9 PMAPS WP Sample Questionnaire 2 Finance docx 1 28 2014 1 04 PM Microsoft Word D PMAPS WP Sample Questionnaire Completed docx 4 9 2014 9 40 AM Microsoft Word D 2 27 2014 9 57 AM Microsoft Word D PMAPS WP Sample Questionnaire Finance Linked docx 8 26 2014 10 43 AM Microsoft Word D E v PMAPS WP Sample Questionnaire Health docx 12 4 2013 8 08 AM Microsoft Word D M Y od File name PMAPS WP Sample Questionnaire Finance docx v Word Documents doc docx v PMAPS User Manual 16 Rev 7 8 2015 The selected document path will display just below the upload dropdown field E Upload an Existing Propasal Document 3 n order to save the proposal to PMAPS complete at least the mandatory fields these have a yellow background Complete all fields as instructed by your PMAPS administrator Click through all of the tabs to ensure all mandatory fields have been completed Click the Save Icon EL New Proposal Sime A Upload an Existing Proposal Document bvm Summary 7 Logistics 7 Marketing Follow up Mec evaluation Basie Informaace Consultant Information Cem Mame Acme Corporation v Consulting Firm v Proposal Tite Proposal for Marketing Sendces Questionnaire Contact Detailed information Relevant Oates Seat
15. The Select Columns screen is displayed Fields are listed in alphabetical order by tab Column Selection X amp Columns o Visible Columns Attributes Account Executive SME Checked Out By Main Topic Checked Out Date Sub Topic Compliance Person Brief Summary Consulting Firm Doc Type Document Status F Date Expires Downloaded By Review Cycle Downloaded Date Last Verified Is Child Is Parent Language Template Needs Translation Prompt on Insert Proposal O amp A Region Add Order and Remove Dashboard Columns 2 3 10 11 Click to select a field to add Review the list of fields that you have already chosen or were entered by default under Visible Columns Click to select the new field you would like to add to the Visible Columns Click the add icon or double click the item you wish to add Add additional and order additional fields by repeating steps 2 5 Click on the field name that you want to reorder Click the Up arrow to move the item up Each time you click it moves the item one row up PAS You can also move an item to the top of the list using the icon Click on the field name that you want to reorder Click the Down arrow W to move the item down on the list Each time you click it moves the item one row up PMAPS User Manual 1 Rev 7 8 2015 12 You can also move an item to the bottom of the list using the W icon 13 In the Visible Columns area click the item you want t
16. Tracing Search ID 160 Viewing all 8 rows apy Nomen Aff see fe em nme MES 2 OBA o of a a rel Tending Hakas Flu P af Ten Haoi Neck mde AD ahihi L rk Hinon Pinche tring nag y ma Halen Miik T y Fry Himen Pegh mn NN FEE P f bru af nena Wrens Mele Trading AB ihht amp amp amp amp amp amp gf ea Wires Tinh edes A3 Vets Peur 2 When prompted to confirm the number of documents for download click OK to proceed or Cancel to modify your selection of records You have selected to download 3 documents Do you want to continue PMAPS User Manual 65 Rev 7 8 2015 At the prompt click the Browse button to select the folder where you would like to download the documents By default the option to Open folder when completed 1s checked If you would like to upload changes to these documents check the Checkout Files For Editing option then click OK di Add to Enhancements DB di Add to support DB n Alstom b di Personal docs PMAPS Downloads ijj PMAPS Uploads nm Screen Shots for Cases di Training Save Individual Save Individual Files To CXUsers ColleensDesktop P MAPS Downloads Open folder when completed Checkout Files For Editing 5 Each document s file name will be the Document ID number plus the text in the Summary field Mame 148858 PSI Why Choo
17. typed web addresses when you press Ctrl Shift Enter 5 If there are more than one languages on the list move your preference to the top of the list English Zimbabwe en ZW sa sl a PMAPS User Manual 1 Rev 7 8 2015 6 Use the Move up or Move down buttons to move your Language Preference to the top of the list Whatever date format is used in the country you select controls the format in your date fields PMAPS User Manual 1 Rev 7 8 2015 DASHBOARD MODULE Adding a New Proposal 1 Click the New Proposal icon A new window will open pmaps WebPrs artn O nantes LD o 20 Proposals Found Modify Columns 2 From the dropdown menu select the type of proposal you would like to create The options are described below the screen shot Please Select Please Select m Iw Create Proposal in Word Create Proposal in Excel Upload an Existing Proposal Document ase Link to a Proposal In SharePoint Link to a Proposal on Your Network Create Proposal in Word this option creates a new Word document that resides only in the PMAPS application This document is based on a template controlled by Proposal Software and can be customized Create Proposal in Excel this option creates a new Excel document that resides only in the PMAPS application This document is based on a template controlled by Proposal Software and can be customized Upload an Existing Proposal Document t
18. 2015 betty manningiproposalsa Multiple Selection Pick List The multiple selection pick lists allow you to make one or more selections To use this field Use the vertical scroll bar to scroll down to see all of your options 2 Check the box to the left of the item to select it 3 Continue checking the boxes until you have made all your selections Vehicles ah Commingled Fund Commingled or Separate Edit Values Edit Add to Pick Lists Add a New Client Name If your database administrator has given you permission to edit or add to a pick list 1 Click on the icon to the right of the field for which you want to edit the pick list PMAPS User Manual Appendix 125 Rev 7 8 2015 The following Label Definition screen is displayed Label for Screen Label Description Client Name Client Name User must complete field before saving User must complete field after Ship Date Only Administrators can edit this fiekd L Only Administrators can add or edit Pick Lists LJ Update Calendar LJ Default Value Yes LJ Disable Field Required on Ad Hoc Sales Doc 2 Go to the bottom of the screen and select Edit Values Edit Values 3 An Edit Options screen will appear The screen will vary somewhat based on the type of field you are editing For example the Client Name field on the Dashboard and all contact name fields contain additional fields within the Edit Values and allow you to store more information s
19. 6 Under options The Overwrite existing Q amp A box will be checked by default Leave this box checked Enter a Due Date as required Enter notes if desired 7 When you are ready to send the record click Save IMPORTANT Clicking Save will generate the Request Compliance email template stored in the Administration panel attach a copy of the record as a Word document to that email template and send to the email address associated with the contact record of the assigned Subject Matter Expert A copy of the record will be placed in the Sent to SME folder bypassing the Not Sent tab This option is used less commonly but is excellent for single record requests or urgent requests PMAPS User Manual 1 Rev 7 8 2015 Compliance requests from View Document window You can also start the Compliance Central process from the View Document window 1 Select the record from your Search Results and click View Document to display the as a Word document 2 The PMAPS toolbar above your Word toolbar includes options for Requesting Compliance on either a selected part of the record a page of the record or the entire record Ew m Choose the Request Compliance option you want to use for this particular document Request Compliance On Page d Submits the current page for compliance Please note that for PowerPoint it will insert the slide as an object into a Microsoft Word document Request Compliance On Document Submits the
20. Compliance Central While you cannot modify the columns shown these columns were selected by your Admin and are customizable Single Selection Filter When you only need to select a single value in a column you many use a single selection auto filter 1 Select a column you wish to filter on for example Region The filter icon LJ in the column heading signifies that you may use an auto filter on the column 2 Right mouse click on the value you wish to filter by displayed in your dashboard view to filter for only that item in that specific column All other attribute options are automatically removed from the results screen 3 Repeat Steps 1 and 2 to apply one filter to each of the columns you choose PMAPS User Manual 32 Rev 7 8 2015 v TIPS When you right mouse click if you see the following Web menu you are attempting to right click 1n the wrong place This functionality only works within the Dashboard or the Search Results grid Export to Ficrosoft Excel D Ganga Search Quick Filters The Quick Filter allows you to apply one or more filters to your Dashboard Search or SmartCart results grids one column at a time You may apply auto filters using the Modify Filters icon or by clicking the filter icon that appears next to the column heading on applicable columns l 2 Click on the Modify Filters icon The WebPro Filters dialog box appears with no results From the Add new filter drop down list selec
21. Past Due Finalized RFP ASSIGNMENTS MODULE Overview The RFP Assignments feature allows the Proposal Bid Manager Lead Writer field to assign individual questions or sections of a proposal to a contributor PMAPS user for completion email links to contributors for completion using the database content or outside materials and then merge the updated individual sections into one document with the Re link All Assignments Samet eS The RFP Assignments module a tracks the assignments that are made for every proposal added to PMAPS The link is displayed on the Navigation bar at the top of the screen The link is highlighted if the current user has any open or not yet completed assignments By clicking this link the user can see all their own assignments for all proposals but only their own assignments If the user 1s the proposal bid manager or an administrator they see all assignments for all proposals and can filter the list based on a single user PMAPS User Manual 108 Rev 7 8 2015 Ea IET ELCHE o rey e If assignments need to be made to non PMAPS users those assignments must be made and managed through the SmartCart Assembly Center and email Note In these instructions we are using the term contributors for section assignees You may assign sections to any registered PMAPS user Logging in a New Proposal 1 Click the New Proposal icon to enter the proposal details in the Dashboard Tracking module see Add
22. Portal 8 4 2014 12 25PM_ File folder Evaluations 8 10 2014 3 29PM File folder Jg Exercises 8 21 2014 9 05 PM File folder dd Manuals 6 11 2014 12 13 AM File folder d Quick Start Guides 4 28 2014 8 31AM File folder d Tip of the Month 7 29 2014 7 49AM File folder J Word Originals 2 25 2014 11 39 AM File folder EF Linked PMAPS WP Sample Questionnaire Finance docx 2 27 2014 9 57 AM Microsoft Word D ia PMAPS Response Template docx 8 8 2014 9 20 AM Microsoft Word D PMAPS WP Best Practice Tips Verify docx 5 29 2014 7 14 AM Microsoft Word D PMAPS WP Sample Questionnaire doc 5 23 2013 2 37 PM Microsoft Word 9 PMAPS WP Sample Questionnaire 2 Finance docx 1 28 2014 1 04 PM Microsoft Word D PMAPS WP Sample Questionnaire Completed docx 4 9 2014 9 40 AM Microsoft Word D PMAPS WP Sample Questionnaire Finance docx 2 27 2014 9 57 AM Microsoft Word D PMAPS WP Sample Questionnaire Finance Linked docx 8 26 2014 10 43 AM Microsoft Word D EN xo 60 69 69 9 69 69 9 ED ES ED ES a Hl File name PMAPS WP Sample Questionnaire Finance Linked docx v Word Documents doc docx v The selected document path will display just below the upload dropdown field Link to a Proposal on Your Network M PMAPS User Manual 20 Rev 7 8 2015 3 In order to save the proposal to PMAPS complete at least the mandatory fields these have a yellow background Complete all fields as instructed by your PMAPS adm
23. Remove the bookmark in the Q amp A document by clicking on the Insert menu tab and selecting Bookmarks click the Delete button and then the Close button There should be no PMAPS bookmarks in the Q amp A documents Insert Page Layout References Mailings Review View p 0 amp Hyperlink Ja Ae Bookmark Picture Clip Shapes SmartArt Chart Art amp Quick Parts 2 Signati E W ordArt E Date amp Text a Header a Footer Di Page Number Header amp Footer Box 22 Drop Cap gq Object Lh Cross reference Tables Illustrations Links Repeat these steps to update additional Q amp A documents from the Word document PMAPS User Manual 31 Rev 7 8 2015 Delete Proposals Select the proposal you wish to delete from the Dashboard 2 Click the Delete Proposal icon if bE 3 You will be prompted to confirm the deletion TIPS 9 Your Admin will determine which users have permission to delete proposals from the Dashboard If you do not have permission to delete the icon will not be visible WEBPRO FILTERS Auto filters may be applied to any column displaying a filter icon Each column represents an attribute located on one of the Dashboard or Search tabs You can modify the columns shown in your results view by clicking the Modify Columns icon available in both the Dashboard and Search results screens Filters are also available in the
24. UA M MU SUUM IM MM UPI UE 78 wid LU ELE JUI EOM Q5 erc E T E 80 Return Records to Compliance Central cccccccssssssssssssccccccccssssssssscccccccsssssscssscccssssesess 80 MVNO IUCN M 80 I At IVC BO eea E E E E E 82 Returned from SME tab Approving edits made via Compliance Central 83 Status when in Compliance Central eese eene eene nennen 84 Deletms Compliance Central Memis eese eoe a E E ado cauce aos 84 Compliance Central Report EXxport ccccsscsssecccccccceeessseecceeeeeeeeeeesseeceseeeseaeeseeeeeeeeeaaas 85 REC TOOK VN GUNG 5a ssid cates A E E E A S A E E 85 D a a IE N AEI O EE O T A S ET EE T 85 Adding Slides Pages to the Pitch BO00K ssseeececccsssssceecocosssssccccccossssscceccocosssssececcssssssssceeesoo 86 sire SOO MU EIECTUS ETT T T TU 86 calendar MOOUIE saeco M 89 Calenddr OU NS un irte Iona an Inn IMEEM 90 cole C R 90 SiS NO BEREIT RET OO E EET 90 Soi MT 90 PMAPS User Manual viii Rev 7 8 2015 CUO DIE E E T E A E E E 90 POG EY NR T m 90 SCH WV OOO T 9 NOV C urn 9 RENONS MO ju 91 CUS COTE TRO e DRE m 91 Create a New Repor 92 RY 16 a 0 E ENE A A A A E E A A E E E 92 E
25. be activated when you select a record from the results Then below the tabs you will see the row of Search functions Depending on your level of access the icons shown here may vary PMAPS User Manual 38 Rev 7 8 2015 Attributes Tab The Attributes tab captures and displays all of the ownership and categorization information covering the current record L C een Me Neimon Nick Iv E U eu E webeme aoa mg E osta Lactvemes oazo Ng E d D T Man TOPE Genes Fimm Inoren v E sub Topi Competitive Strengths y Ej P a m Tul EM MM 1 M TIPS Double click when selecting a record in the Search results grid and be taken directly to the Attribute tab PMAPS User Manual 39 a cwm Ose Deta E comcast re _ Needs Transiation u oe mi E ts Chiki u E ts Parent u Forms or Short Answer The Forms tab may be called Short Answer in your application allows you to capture an abbreviated answer for insertion into Excel or Web Forms Wl save Changes Wl Cancel Changes Response Here is a short answer There is also a field for stipulations comments or notes pertaining to the short answer Notes Tab The Notes tab captures and display an unlimited amount of notes for the current record in your database Save Changes Wl Cancel Changes Notes Here is a note for this record To apply n
26. choice funnel 1 Select the funnel icon in the column header of the Language column 2 Check Master US or value that is your language master PMAPS User Manual Appendix 137 Rev 7 8 2015 Uncheck All Check All Show All Options Remove This Filter French German Italian Japanese Nem WebPro Filte Master US Portuguese Brazilian Spanish 3 Click Apply At this point you may process all of the parent documents or further filter by any other Attribute to select fewer documents If your database is segmented by Sales Docs documents versus the Q amp A Records be sure to select that filter as well 2 Use the Verify module to put the parent documents in the Smart Cart for emailing to the SMEs a Click the Verify icon Qe a A o orti b Click OK to confirm p ry ww o Are you sure you want to run the verify process on these results Cn c Your selected documents are displayed in a table PMAPS User Manual Appendix 138 Rev 7 8 2015 d Choose Add to SmartCart Pending Tab gt Internal Review Only Create document s but do not email or track in Smart Cart Open Documents Using Word put all documents in one file Save Documents In Folder C Users Betty Manning Documents Add to Smart Cart Sends document to SME and adds to Smart Cart Add to Smart Cart Pending Tab e Click Submit 3 Use the SmartCart module to email or down
27. contains your documents If you are uncertain where the document is located enter the highest level folder path b In the Username field enter the user name you use to access SharePoint c In the Password field enter the password you use to access SharePoint d Click the Open icon B5 SharePoint rtip sharepoint zoooooooocsoocoooooc Documents Op Select the document you would like to link between SharePoint and the Dashboard and then click Ok PMAPS User Manual 18 Rev 7 8 2015 The selected document path will display just below the upload dropdown field Link to a Proposal In SharePoint 5 In order to save the proposal to PMAPS complete at least the mandatory fields these have a yellow background Complete all fields as instructed by your PMAPS administrator Click through all of the tabs to ensure all mandatory fields have been completed Click the Save icon g Link 15 8 Propos Ln sharePoint v Firm See ru CI Summary 7 Logates Marketing Fellew up Mae iahuaton Basic Information Consultant Informa ChestHame ABC Company Conauking l irm Proposal Tille 2401 fo Provide Marketing Services harapa Const Datailed Information Relevant Dates Emmy w Dae Rehe SONO ar L1 fection Type of Bid Dae Sach Deet af Prej Heverae Bli Date Due HE J Tanabe w Da iida Raat OOOO 1 83 Client Affinity ij Extension Da
28. displayed F Include Notes Due Date ER Include History Download an ICAL Reminder inelude Attributes Attach an ICAL Reminder Change the SME Add CCs to email Add notes to the items 1 Document Selected ii Do not check Include History unless you want to include a report for the usage history of each record within the file you are sending to the SMEs iii Check Include Attributes to include important record information iv If you need to change the SME click to check that box An internal contact list 1s displayed allowing you to change the person to whom you are sending the email It does not change the SME on the document v Click Add notes to the items 1f you want to include additional notes vi Enter or select a Due Date from the calendar vii Click Download an ICAL Reminder if you want the Due Date to appear on your local email calendar viii Check Attach an ICAL Reminder if you would like to send it along with the documents so that email recipients may also have a reminder on their calendar ix Click Add CCs to email if you would like to send the document not only to the identified contact SME but also additional recipients Download SmartCart ltems Instead of emailing your documents to the SMEs directly you may want to download your documents to your computer and manually attach them to emails To download your documents PMAPS User Manual
29. entire document for compliance Please note that for PowerPoint this option is not available HuuuuH Request Compliance On Selected 7 Highlight the text you want to submit and click this 1con Whichever method is used the same compliance options are activated The selected text page or document will be placed in a new Microsoft Word document 3 In the Request Compliance window apply any modifications to the content on the Edit Document tab and then click the Attributes tab or the right arrow Qo and apply modifications there 1f needed 4 Click the Save icon Request Compliance PMAPS User Manual 1 Rev 7 8 2015 The Save Options window appears Select the option to Save to Compliance Central which will place a copy of the record in the Not Sent tab of Compliance Central where it can be processed later using either the Send to SME or Download Documents options Use this option if you will be adding other requests for the same Subject Matter Expert and you wish to package those requests as one Or select the option Save to Compliance Central and Request Compliance Immediately to have PMAPS immediately generate an email to the SME for only this request Under options Leave the Overwrite existing Q amp A box checked it will be checked already by default Enter a Due Date as required Enter notes if desired Click Save to complete this step If you have chosen to Save to Compliance Central for later
30. i _ m m CC jw k Libraries Desktop Pitch Books ty Sench Pitch Books r3 wganue New folder i Tr Favorites 1 Desktop library Amange by Folder Pitch Books picis a 3 Libraries a jq DeUdep ip Desktop Ne dems maich yur search E Here Date modified T Hide Felders See emet PMAPS User Manual 88 Rev xx XXxx 9 The Pitch Book remains in the Pitch Book manager in case you d like to use it as a template or add slides to it for a future Pitch Book When you are ready to delete the Pitch Book click the Delete this Pitch Book button Delete This Pitchbook v TIPS You may only work on one Pitch Book at a time Only Pitch Books that you have created are displayed in your Pitch Book manager when you are in the PMAPS CALENDAR MODULE Admins may choose which date fields automatically populate the internal calendar PMAPS Users with the appropriate permissions can view the calendar Please see instructions for applying that option in the Administrator Manual PMAPS User Manual 89 Rev xx XXxx Calendar Options Toolbox Selection Options Refresh Clear Add Entry Export to Excel Synch with Outlook Select Today Select Month Select 3 Months Select All Show Complete 10 13 01 AM Fri August 14 2009 Show Auto Generated User Select one or All Users Note Calendar Admin permissions are required for th
31. include a calendar reminder as long as the Section Due date was filled out before the section was emailed as well as a link to the Assembly Center assigned sections area This allows the PMAPS user to make changes directly in the Assembly Center and reduces the risk of the latest document not being uploaded The subject line displays the name of the assigned section The email message displays the name of the proposal the assignment 1s for Example email when the Yes Include Attachments was chosen Use this option for non PMAPS users Message zu Reminder ics 493 B Wi Assembly Center Document doc 39 KB This email is being sent from PMAPS WebPro You are responsible for this document in the Assembly Center for Acme RFP Click here to go to the relevant PMAPS Assemby Center Document The email includes an attachment as well as a link to the Assembly Center assigned sections area It also includes a calendar reminder as long as the Section Due date was filled out before the section was emailed The subject line displays the name of the assigned section The email message displays the name of the proposal the assignment is for PMAPS User Manual 106 Rev 7 8 2015 Back in the Assembly Center the system Auto populates the Assigned date with date emailed out Attaches an iCal for all outgoing emails Microsoft Outlook 2007 amp later only with the subject message and due date In addition Users may use the
32. it ok to continue f Click Close You are returned to the Assembly and Project Management Center main screen The blank line has been removed and your template has been loaded The status table is also updated because some of the pieces of the template are finals so they are now considered completed pmaps web n P Makoma cars ausim nin d i an P wat Prrqersad La dup Daai IT EUNMNNERENE Paz Fi Otay BE k E kd o S Doni Fags Feo 4 aah Cody d NUI Ta EF TA Herh Dam Hn eo O Ap o GOTE iio Saath Dedy 8 mian Fy Er EE zacson frasi Mas bn Ap e Fra Wo i Comi m sis F E Fa Sector Beg Has 2 Fe Jarima ioral Ko tuni Cindy nin P3 mi TE tern rage Man euo A ischrert a fret e Hes Cristy Bi piii E Pa Tj Semina Hae Customize a Template Overview The Admin that created the template has probably filled out some of the template options However you may edit those options and customize the template for the proposal you are working on The Type field displays the type of file that 1s linked to the current section Many of the template sections will be linked to standard documents when they are created For some sections the files will change with every proposal such as the questionnaire Therefore you will need to link some of the sections to the associated files after you select the template If the current section is not linked to a file the o icon 1s displayed See the Assembly am
33. large number of results select the number of items to view as 50 or less to increase the speed of your screen refreshing Proposal Log Reporting You may export your proposal log by just clicking on the Export icon 1 Choose desired filter options from the Dashboard Click on this link to Modifying Dashboard Columns for instructions on how to modify your columns 2 Click the Export icon 3 Select the format you want your report exported in You have three options a Excel b XML c Delimited Text 4 A confirmation message appears Windows Internet Explorer confirming which option you chose 3 Are vou sure vou want to export to Excel 5 Click OK to produce the report PMAPS User Manual 28 Rev 7 8 2015 Update Q amp A Document from Proposal Document This process allows you to update your PMAPS library from a Word document where the response has been modified and you wish to update the PMAPS library with the modified response You must have used the Insert Full option to insert a response into your proposal document where a unique bookmark is associated to that Q amp A allowing you to quickly search PMAPS and update the contents of a Q amp A from the proposal Word document Bookmarks are only available in Word so this activity is limited to Word documents Also the bookmarks must not have been removed are the link between the Q amp A and Word document will not exist and you will have to manually search for that Q amp
34. members from multiple plans but rather to establish best practice guidelines coupled with measurement of standardized indicators and reporting of clinical outcomes We have designed Our Company s Provider Profile Quality Index and disease management programs to accomplishr just that 1 Save Search Save Search allows you to apply as many filters as you like and then save the search to be used whenever you need it This is particularly useful if you are responsible for answering proposal questions for a line of business or region specific product vehicle strategy etc To use this tool 1 Use WebPro Filters to apply your desired filters 2 Click the Save Search PMAPS User Manual 54 Rev 7 8 2015 3 When prompted enter a name for your filter 4 Click OK v TIP New in Version 10 We have added the capability for a user to make a Saved Search available to all users Save Search Type a name for the search Investment Team i Make available to all users Open Saved Search When it s time to use one of the searches you saved Open Saved Search allows you to choose a saved search from a pick list 1 Click the Open Saved Search icon PMAPS User Manual 55 Rev 7 8 2015 2 Select your Saved Search from the list Note that your individually saved searches will be displayed first under User followed by searches saved for all users under Global Select a search to open s
35. need Compliance Central Admin rights to perform this function Please refer to the Administrator Manual under permissions and restrictions for more information 3 Click the Process POP3 Emails icon re Upload Documents to Compliance Central pmaps Web rs 4 Click OK when prompted the files are processed WebPro i 1 files was processed Please refresh your SmartCart to see it Returned from SME tab Approving edits made via Compliance Central All documents imported through either the Upload Documents or Email method are now displayed in the Returned from SME tab o 7 6 5 ven TE mo pat a i l m aeg Shor Description iD ty A T LEE L ana Es Li raio rj n To approve the documents back into the database the Administrator or anyone with Compliance Central SmartCart Admin privileges will follow the steps below 1 Click on the Compliance Central icon PMAPS User Manual 1 Rev 7 8 2015 2 Click on the Returned from SME tab 3 Click the box on the left of at the beginning of the rows of documents displayed in the Returned from SME tab for those records you wish to approve Or click the top check box to select all 4 Click Approve v TIPS e Select any record and click the Edit button before approving if necessary to review the document make final changes and save Status when in Compliance Central When any document has been added to Compliance Central a note 1s displayed to
36. on Indexing Documents You must have a WebPro license to index documents Web Essentials users do not have the ability to index documents If you are a Web Essentials user and would like to upgrade to WebPro please contact your Sales Rep or Client Relationship Manager at Proposal Software Inc at support pmapswebpro com PMAPS User Manual 1 Rev 7 8 2015 Adding Slides Pages to the Pitch Book To add pages or documents you must be in Preview mode The following instructions will guide you through the process These instructions and examples are specific to working with PowerPoint documents however the process 1s identical for PDF documents 1 Make sure you have the File Type attribute column displaying in your Search Results grid If it is not shown use Modify Columns to adjust your view 2 Search for content as outlined in the Search Module 3 Once you identify a PowerPoint document you wish to use in your Pitch Book open that document by clicking the View Document icon e If not already open your PMAPS Viewer toolbar will launch now 4 Oncein View Document several additional options are available The second toolbar is used to add pages or the whole document to the Pitch Book wow amp e The first button adds the selected page to your Pitch Book The second button adds the entire document 5 Once you have added all desired slides from the document in Preview mode you can simply return to the cu
37. processing you may continue adding additional records to Compliance Central by repeating the above steps then proceeding to Compliance Central Not Sent tab for next steps If you selected Save to Compliance Central and Request Compliance Immediately your records will be sent out and placed in the Sent to SME tab of Compliance Central Verify Package and Send Multiple Records via Compliance Central Verify Overview Verify allows all permitted users to select groups of documents within the database to export Just as with a single record you have the option to send the package immediately with limited options or you may elect to add the group of records to Compliance Central s pending area the Not Sent tab and then later process them using either the Send to SME or Download Documents options Add to Compliance Central Pending Not Sent Tab l 2 Select Q amp A Only in the search options box Apply WebPro filters to narrow your results to the group of records that you wish to package and send Click the Verify Nr The Verify Multiple Documents Options screen is displayed PMAPS User Manual 1 Rev 7 8 2015 Mutt ple Documents Verify Multiple Documents Options IME Document Search D Senith Cindy Ti Seth Gedy 725 Smith Crdy 307 Smith Cimdy IE Smith Ondy 5 5mith Ondy I anit Qndy x3 Gareth Cardy Por MS ree A Deumenis C Deere Toisa Per SHE i Internal Dens Only Create decument a Sut do mat
38. records if you wish to send only some records at this time PMAPS User Manual 1 Rev 7 8 2015 2 Click Send to SME The following dialog box is displayed Request Compliance from SME J Include Notes Due Date fo _ Include Attributes Download an ICAL Reminder Attach an ICAL Reminder Change the SME or Compliance Person Add CCs to email Add notes to the items Document selected 3 Check Include Notes to include the notes that you entered previously in the Save to Compliance Central step Also check this box 1f you choose to Add notes to the items now in step 7 below 4 Check Include Attributes to include important record information 5 If you need to change the SME click to check that box An internal contact list is displayed allowing you to change the person to whom you are sending the email It does not change the SME on the record 6 Click Add notes to the items 1f you want to include additional notes 7 Enter or select a Due Date from the calendar 8 Click Download an CAL Reminder if you wish to save a reminder of the Due Date to your local email calendar The download will appear after you click OK in the Request Compliance from SME window 9 Check Attach an ICAL Reminder if you d like to attach a calendar reminder of the Due Date to the email so that the recipient may save it to their local email calendar PMAPS User Manual 1 Rev 7 8 2015 10 Click Add CCs to email
39. refreshed and generate a copy to save Instead of over overwriting the existing sales doc go to the Sales Doc module on the Navigation toolbar make a copy of the current sales doc and change the sales doc name to include the new version number 12 Once all the outstanding parent records are all returned to the Inbox approve the documents back into the system If your documents are linked to sales docs it 1s very important to approve all the documents at the same time so that the sales docs linked to the new content is all refreshed at the same time to prevent mixed versions in the same document Status when in SmartCart When any document is in the Smart Cart a note is displayed to show the user that it is in review This will be displayed if the person requesting compliance requested it on the entire doc and choose to overwrite the existing document not create a new one Compliance has been requested on this document Compliant Docs E Non Compliant Docs O Per Bid Docs iew Items per Page Reset Sort Filters Page 1 7 Please provide any recent news clips on your 232 Lilt Once the document is returned follow the SmartCart Inbox process updating documents within your PMAPS application The update will be reflected automatically in the Search module Click the Edit Document icon to open the document and edit from within the SmartCart Send Child Documents for Update As part of the Parent document approv
40. ruga of dehy velut rasdrent Carpita rwestehant beu LH Cornerstone Produ LH Cornerstone Produ LH Cornerstone Produ Pg 3 Pg 4 Pg 5 Click the magnifying glass for a preview Drag pages into desired order Delete pages by clicking on the red X 3 Click the remove button al that page 1f you want to remove a page from the active Pitch Book 4 Click the Save Order button to save any changes made to the order of the Pitch Book The Pitch Book assembles starting at the top from left to right then down to the next row of documents and again from left to right PMAPS User Manual 87 Rev xx XXxx LH Cornerstone Produ LH Cornerstone Produ LH Cornerstone Produ Pg 1 Pg 2 Pg 4 L Partolpant Service c Re cearoli Cyole Cutis peteqeet corre LH Cornerstone Produ LH Cornerstone Produ LH Cornerstone Produ Pg 5 Pg 6 Pg 7 Click the magnifying glass for a preview Drag pages into desired order Delete pages by clicking on the red X 5 When the Pitch Book is complete and you are ready to build your final document click the Create Pitch Book Checkout button Create Pitchbook Checkout 6 The Downloading Documents progress bar indicates the status PMAPS Progress Downloading Documents i 7 When you are prompted name the Pitch Book and save it to the desired location 8 Click Save y F D vc e E mE ad im
41. show the user that it is in review This will be displayed as long as person requesting compliance requested it on the entire doc and choose to overwrite the existing document not create a new one Clicking on the note will show the requested the status and the due date of the request daa Viewing all rows _ f mmm nett m Nemes orem Rene noes amp j 8 0m ED corsets ie been ested on ts cient Once the document is returned and approved as outlined in the Returned to SME steps above the update will be reflected automatically in the Search module Additionally the Last Verified Date will be updated to the date on which the record was last approved and the Date Expires will be updated to the next appropriate date based on the Review Cycle for review cycles of Monthly Quarterly and Annually Deleting Compliance Central Items Caution Be careful when deleting items from Compliance Central One scenario you may need to perform the delete function 1s if you have added a record to the Not Sent tab more than once or in error You may also need to delete an item if you edited that record manually in the Search module and do not wish to approve the changes you imported to the Returned from SME tab It is important to note that in order to return edits via Import Documents the copy of the record must exist in the Sent to SME tab Consider carefully before deleting from this area To remove items from your Compliance Central
42. sirop al M 4 AIO MEL M 4 circuii m 4 Search e m 43 SCAR CU BUNDLE TT UN 43 Searchuno 300 NSCS oos eere EIER E THREE ERR NAE T EE EEREE DATE ERE O OUI 45 Insert Full or Insert Selected eese esee eese essen eere enn nen these aeneo 46 WU DARET 46 APP OOE Cl CCIOT e e neu IEneisstiaistetid iios cate Ae IM E NIC SDAU MEAN Dd EODD 47 Inserting from View Document essseeseeesseseeseeeen nnne nennen nnn nnn eese s sni nnn nnne essere 49 PISO DDHODS e E E saad E E 50 Search amp Insert Manually Outside of the Cloud sees 51 OIiersSedieli Tea e eee ee enn E o dE UU 52 A A EE E OON EEEE EEA A EE AA A E AOE 52 WOVE FCP ACCIVCIES E E NE 53 QI COs r H 54 BANI DIU RETT 55 IB AT SUITS RE eo eee een een ene eee ee eee eee ee 56 PATE DOCE ES aeea E E E E E E 57 Delete DOCU NE S oireann E EAEE E IEEE E OR N EEE 58 ANEW DoC Ume NIS araia EE EEE RR IARE EEEE EEEE EOE SSS 58 Add New Record from Search Module ccccecccccccccesseeccceceeeeeeccceeaeeneeceeseaeeeeecessuaaeeeess 58 SAT ATE PA E T E E E A A E eceatercnene 63 Create an Attribute Group sssseeeeesssssssseeerrssssssssctersssssssecteressssssseeeresssssseceeesssssseeereessssss
43. some PMAPS users Using the Assembly Center you may then wrap other documents cover pages cover letters exhibits etc around the questionnaire and export to Word or PDF format for delivery to customers PMAPS User Manual 119 Rev 7 8 2015 Removing Comments Once all sections have been completed contributors or proposal bid managers may remove all comments in the proposal by clicking the Remove WebPro Comments Fr from the toolbar on the Proposal Editor document they opened from the Dashboard PMAPS User Manual 120 Rev 7 8 2015 WebPro Fields and Functionality Overview Your database administrator Admin controls every field in the database The admin accesses the field options by clicking the IJ icon To learn about the customization tools available to Admins refer to the Administrator Manual If you have questions about database customization please contact your designated Admin The Admin also controls user permissions within WebPro If you select an option and you do not have permission to work with that option a message is displayed to notify you Therefore even though there are instructions in the User Manual for adding and deleting proposals adding editing and deleting documents using the SmartCart to send documents to your SMEs for updates or new answers etc you may not have permission to complete these tasks If this 1s the first time you have logged into PMAPS you may want to take a few minutes to fam
44. t Vies Dieters D Lese Hine Selector later wes Changing UP ona Laing Camaron Faeity C Mates Tope Execute Summary incon Esenu Darmar Y iet E Product Details V simeganan IP nist sean Grech pdun deade us bnd V aaasmery Camar If push Bec IT aa 7 eben Metia Client Restor 8 Click Save Sales Doc v TIPS Ifyou are interrupted when filling out the form you can also click Save Sales Doc Session allows partial to save what you have completed 9 Anerror check is run and the results are displayed at the top of the form PMAPS User Manual 97 Rev 7 8 2015 There are no errors or warnings You may now generate your sales doc Generate Proposal 10 Click Generate Proposal re PMAPSG WebPro PMAPS WebPro is working Checking for updates 11 Select the format to use for generating your proposal You will be able to select from Word or PDF for Word based Sales Docs and PowerPoint and PDF for PowerPoint based SalesDocs Your administrator may choose to permit only PDF generation r SalesDoc Builder Options How would vou like to create this SalesDoc fz Create ward Document pi Create PDF Document Arun POF Driver is Hequired 12 The document is assembled in the designed order and the Word Replacements tool is run on the entire document ASSEMBLY AND PROJECT MANAGEMENT CENTER WIZARD Overview The Assembly and Project Management Center 1s a pr
45. the Needs Translation box and will remove the Needs Translation Date PMAPS User Manual Appendix 144 Rev 7 8 2015 pmaps Web Reproduction modification or distribution of this material or any portion thereof is hereby prohibited without prior written or contractural approval from Proposal Software Inc
46. your 7 Comment Assi to Manning Betty on 2 17 2011 8 4830 AM By Betty Manning Due 331 2011 Comment BAM 2 Assizned to Heffter Steven on 2 17 2011 8 5920 AM By Betty Manning Due 331 2011 1 Comment BAM3 Assigned to Manning Betty on 2 17 2011 9 0453 AM By Manning Due 331 2011 Comment BAM4 Assigned to Hefftr Steven on 2 17 2011 9 27 00 AM Ey Betty Manning Due 331 2011 Comment BAM 5 Assigned to Manning Betty on 2 17 2011 9 27 15 AM By Betty Manning Due 331 2011 Comment BAM6 Assiened to Manning Betty on 2 17 2011 9 2731 AM By Betty Manning Due 331 2011 Comment BAM7 Assi igned to Marning Betty on 2 17 2011 9 27 55 proposal The minute you save WebPro sends Outlook emails to all contributors informing them that an individual question section or multiple sections from an RFP were assigned to them The email includes the number of assignments the name of the proposal and a hyperlink to the Assignments area where they can view and complete their assignments To betty manning oroposalsoftware com Cc Subject WebPro New RFP Assignment preposals ware You have been assigned 5 sections by Betty Manning in the proposal Acme RFP Click here to view your assignments For each proposal assigned the assignees only receive one email that displays a count of the number of assignments along with a link to the assignments PMAPS User Manual 113 Rev 7 8 2
47. 015 PMAPS User Manual 114 Rev 7 8 2015 Completing Assignments Contributors To view and work on assignments contributors may 1 Click the link in the email to go directly to the RFP Assignments module Y ou have been assigned 5 sections by Betty Manning in the proposal Acme RFP Click here to view vour assignments 2 The RFP Assignments module shows only the current PMAPS user s assignments for all proposals they are contributing to unless the contributor is also the Proposal Bid Manager Lead Writer or has an Administrator role In that case the Proposal Manager would see all assignments for all proposals they are associated with If the current PMAPS users is an Administrator they would see all assignments for all proposals pmaps Webs Refresh Status Export Section Date Assigned Please provide us witha co 2 17 2011 6 Describe yourissuese 2 17 2011 4 Has the firm its parentorga 2 17 2011 3 RFP Assignments for Betty Manning Assigned By Betty Manning Betty Manning Betty Manning Date Due 3 31 2011 3 31 2011 3 31 2011 Assigned To Betty Manning Betty Manning Betty Manning Proposal Acme RFP Acme RFP Acme RFP Assigned Status Not Viewed Not Viewed Not Viewed Status New New I New Welcome Betty Manning ine of Business USA Line of Business S Compliance What are your Firms marketi 2 17 2011 Briefly descr
48. 1 Rev 7 8 2015 Download Documents Mark downloaded items as sent Include Notes Include Attributes Sort By SME V Add notes to the items 1 Document Selected 2 CRITICAL Click Mark downloaded items as sent to move the items to the Sent to SME tab in Compliance Central This step ensures you will be able to later Import Documents and upload edited records for approval 3 Once you have checked the Mark downloaded items as sent box you will be prompted to enter or select a Due Date from the calendar 4 Check the box to Download an ICAL Reminder if you wish to save a reminder of the Due Date to your local email calendar The download will appear after you click OK in the Download Documents window 5 Check Include Notes to include the notes you entered in the Request Compliance Options window 6 Check Include Attributes to include important record information 7 You can choose to sort the records by up to two attributes via the Sort By Then By dropdown options 8 Check Add notes to the items 1f you want to include additional notes and enter your notes in the space provided Be sure to check the Include Notes box 1f you want them to appear in the document that you are generating 9 Click OK PMAPS User Manual 1 Rev 7 8 2015 Sent to SME Tab Whether you have chosen to use PMAPS to Send to SME or used the Download Documents and Marked downloaded items as Sent all it
49. 124 Pick List Drop down list Fields Single Selection nnosssseoeennssessssseeersssssssserrrsssssssses 124 Pick List Fields Single Selection Internal Contact Master sessssesse 124 M altiple Sclection Prek LIST cscs atgnasuateuatioasatomssesageundasabgnasiesdeuntioasctonasesdsoundatoneseadeantioetonasence 125 Edit Values Edit AGO tO PC T1615 2scsund cestuxsacestatcatessunautecnussecaseucquazstetcatessunaudacamsacasdues 125 Add a New Client NAME C i i 125 Adran eTa CO ig e E auauesuliseteatataresesennectieos 127 Building Parent Child Relationships ssssseeccccosssscececcocsssssccecocosssssccecocosssssscecesosssssseeeosoo 130 O NER TT E E E E 130 Set Up Templates for Parent Child Documents esses 131 Create Upload Templates for Each Language sse 132 Add New Document with Parent Child Relationships eeseeseeeeeese 133 Send Parent documents out for update ssssssssssssssssssssssssseeeeeeeeee nennen nnns 136 Download marte IE Mernik sassen seas choa no E DDR MESE Ede I D MN ELEM SC MUNI EEUSUNS 140 Salus whenin SINT OIE RR m 142 Send Child Documents for Update eeeeeeseessessessseesseeeeeeee nennen nennen 142 PMAPS User Manual V Rev 7 8 2015 TABLE OF CONTENTS About the WebPro User Manual eeees eee eeeee eren nennen 1 Additional Res
50. 63 Download Checkout and Upload DoCumens cc ceccsseccccceceeeeeeseeecceeeeeaaaeeeeeeeeeeeeeaaas 65 Download Checkout Documents eeeeeeessssseeeeeee ee eeee hene enn nnne sna nnne ssa nne nnns 65 DUBII A 66 PMAPS User Manual ii Rev 7 8 2015 Content Management via Compliance Central 68 Kedve ine Omplrdliee 5 e ue eae EEEEENEHRYR HESSE ESSERE YES SERERE ERE YR KEPT ONE ES ENNE VIR EVEUEE SESS RRU REPRE SUMUS 68 Cormpliance Central Oy Cr vie Wieso raced ego esc aes dete boda v cua nhu aS sue S Ruc ate iu spe MF ODE eU PME 68 Save to Compliance Central Single Existing Record ccccccccccccsssseesseeeeeeeeecaeeeeseeeeeees 69 Request Compliance Immediately Single Existing Record esses 70 Compliance requests from View Document window 111sesceccececeeneseseeseseecceeeaaaaessseeeess I2 Verify Package and Send Multiple Records via Compliance Central 73 aie Ae asl T c 73 Add to Compliance Central Pending Not Sent Tab seeeeeseeeeeeeee 73 Add to Compliance Central Sends document to SME and adds to Compliance Central 74 Internal Review Only Create Document s but does not email or track in Compliance Snc 75 Managing Requests in Compliance Cen
51. A using a regular text search When you insert a Q amp A from the PMAPS Search library into your proposal document Word it adds the unique GUI graphical user interface ID identification as a bookmark uniquely associated to that text in your Word document You can look up the Q amp A document in the PMAPS Search library using the GUI ID so that you can quickly update the Q amp A from the Word document To perform this reverse look it up use the first 8 characters after the qa and perform a search in PMAPS This process is outlined in detail below with screen rufa 1 Open the proposal Word document that contains the updated responses 2 With your cursor select the entire area included between the two bookmarks PMAPS User Manual 29 Rev 7 8 2015 TIPS If you do not see the bookmark icons you may need to Show bookmarks in Word To do this open any Word document not in the cloud from your computer Then go to either the File menu tab or Microsoft icon and select Word Options Click on the Advanced tab and locate the Show document content section Check the Show bookmarks option and click OK Proofin 9 Show document content Show background colors and images in Print Layout view Advanced Show text wrapped within the document window Show picture placeholders i Show drawings and text boxes on screen Add Ins Show text animation Trust Center Show Smart Tags Show text boundaries Show crop marks
52. Acme RFP Phase 1 6 Click on the Search module icon Search 7 Select the record with the PSI or other code in it 8 Click View 9 Select the paragraph containing the code and click Insert Selected Our Company Buffalo Health continues to work with its provider partnersin developing systems that serve to enhance the delivery of quality clinical care Ourfirm s efforts are again marked by the collaborative establishment of well defined measurable outcomes Our goal is not to impose rigid or prescriptive clinical protocols on providers but we offer great respectto lt lt prospect name gt gt who treat membersfrom multiple plans but rather to establish best practice guidelines coupled with measurement of standardizedindicators and reporting of clinical outcomes We have designed Our Company s Provider Profile Quality Index and dise ase management programs to accomplish4ust that 4 10 When you are automatically taken back to your open RFP verify that the code has been replaced with the Prospect s Name Our Company Buffalo Health continues to work with its provider partners in developing systems that serve to enhance the delivery of quality clinical care Our firm s efforts are again marked by the collaborative establishment of well defined measurable outcomes Our goal is not to impose rigid or prescriptive clinical protocols on providers but we offer great respect to who treat
53. All Vehicles RFP BI Smith Cindy T ABC Company ABC Company Commingled Fund Separate Account RFP ms Smith Cindy 2 Create New Proposal in Excel 1 From the dropdown menu select the option to Create Proposal in Excel The window will change to display the option selected and enable the Save option as well as display the Dashboard tabs Create Proposal in Excel 2 In order to save the proposal to PMAPS complete at least the mandatory fields these have a yellow background Complete all fields as instructed by your PMAPS administrator Click through all of the tabs to ensure all mandatory fields have been completed Click the Save 1con a Create Proposal in Excel v e v 771 Summary Logistics M Marketing Fettwup D Mac Evaluation Basic information Consultant information Client Name ACMA Corporation Conssitisg Firm Proposal Title Proposal for Marketing Serces Excel Contact v Detaied information Relevaet Dates Strategy Dae Received 8262014 Dv Asset Clais Declined C Type of Bid Date Search Declined be Proj Revenue SIM Dae Ove IEEE J Tasable M Date Sales Received 5 Cert AlEnity v Eten Date a Line of Business v Woo Extended Ramon Faterced v Date Completed a Date Shipped p Pecele Other informabon Sales Rep Cant Service Hep Lead Writer Smith Cindy Vehicle PMAPS User Manual Rev 7 8 2015 3 Atthe prompt to confirm adding the new proposal click Yes es
54. Appendix 140 Rev 7 8 2015 1 Click Download The following dialog box appears Mark downloaded items as sent Include Notes Include History Include Attributes Add notes to the items 1 Document Selected 2 Click Mark downloaded items as sent to move the items from the Pending tab to the Sent tab in the SmartCart 3 Click Include Notes to include the notes you entered in the Request Compliance Options window 4 Do not check Include History unless you want to include a report for the usage history of each record within the file you are sending to the SMEs 5 Check Include Attributes to include important record information 6 Click Add notes to the items if you want to include additional notes 7 Click OK 8 A confirmation of the number of documents you are downloading is displayed Click OK to continue a gt You have selected to download 1 documents Do you want to WA continue 9 Click OK to continue and open the downloaded document to your computer 10 Attach the downloaded file to an email add the desired message and send to the document s expert 11 Once the content expert returns the updated documents file to you use the email or shared folder method to return the file to the system via the Indexer PMAPS User Manual Appendix 141 Rev 7 8 2015 v TIPS Before you approve the updates into the system you may want to go to the sales doc that is going to be
55. E 90 POG EY NR T m 90 SCH WV OOO T 9 NOV C urn 9 RENONS MO ju 91 CUS COTE TRO e DRE m 91 Create a New Repor 92 RY 16 a 0 E ENE A A A A E E A A E E E 92 Edit to Order Columns or Change Query ccccsccccccccccsssccccccceaeeseeceeeaeeeseceeesaeeeeseeeeaaaeeseeeeaas 95 DITE 94 ANE E ree 95 SalesDocBuilder Wizard es XXS 96 Complete a Form to Generate Proposal c ccce eere eere e eee eere eee ee uae e eee peer e reae eee ee 96 Assembly and Project Management Center Wizard 98 TORIO OTI IRA 98 Add OF electa Proposal c cesceces ceases ieceucsssevnsaseivescecscnceedsscuatessssusesstatvensons coccee Ae EIE A EE 99 SCIeeE da WC INN sont dise eT EE CU DINI IEI HIE EUE 100 C stomizea Template ec S 101 OV NC TE iets sre ro E E E ETE E 101 Add Additional Lines Sections to a Template eeeeeeeessseseeernennnreeeeenn 103 Etor A a ee d lo T uM 104 IBS oM eSI Bt NT T mm 104 Email one Section of a Template to a Colleague eeeeeesssseeeeeeennnneereeenn 104 Email Multiple Sections with One Click eeeeeeeessessseeeeeeeneeeeeeen nnne 104 Combine Assemble the PFODOS
56. Export button on the main Assembly Center screen to send to Excel Combine Assemble the Proposal Click the Combine ar icon to run the assembly This process Combines all documents into one file in Word or PDF format Replaces all Word codes with the appropriate text as defined by the Admin Assembly amp Project Management Center Icons Load Template is used in the Assembly Wizard to choose a template to associate with a proposal and load it Allows you to open an existing template add additional lines and save it as a new template Allows you to combine and run the assembly project This process automatically replaces all Codes with their Word Replacements and allows you to run the file in Word or PDF format Once you have loaded a template and customized it you need to save it so it keeps your changes Allows you to revert back to the last time you saved your assembly using the Save Assembly icon PMAPS User Manual 107 Rev 7 8 2015 ico a These icons allow you to reorder the lines on your template Allows you to email the document linked to this line to the J Person Responsible Allows you to view and edit the document linked to this line OO Allows you to delete the current line Document type icon Document located on your local computer or network Sy Document type icon PMAPS record bct Document type icon PMAPS Proposal uploaded to the amp cloud o Completion status of template ending
57. Management Center screen is displayed with a blank template containing one line of data pmaps web gt eiim ciet i Prep Ar Propel 213 res A ei a per n Ta O75 AM amp ae o i Da MES x enr Ta Fa rd Pragi 5 In the upper right hand corner of the screen there is a status bar that s details status in three categories PMAPS User Manual 99 Rev 7 8 2015 Select a Template 6 Load Template a Click the Load Template icon The Choose template to load dialog box is displayed b Choose a template from the list You may need to use the scroll bar on the right hand side of the screen to view the entire list Once you have found the template click on it to select it 401 K Products Blank Template Brevan Howard DDO template Collaborate Test Collaboration Ex Company Ovenew Generic Generic 2 testing Humana International Funds Large Cap Leslie s test Replace current contents Add te current contents c Choose Replace current contents v TIPS If you want to use two different templates choose Replace current contents then return to this screen and choose Add to current contents PMAPS User Manual 100 Rev 7 8 2015 d Click Load e Click OK to confirm that you want to replace the current contents with the chosen template Windows Internet Explorer J You have selected to replace the current contents with this template This will delete all your lines Is
58. New Proposal in the WebPro user manual for detailed instructions 2 Upload the proposal a Select the Start with Uploaded Document option b Locate and select your file from your network files c Upload the questionnaire or document for assignments The questionnaire may be uploaded when the proposal is originally logged in or at a later time However the questionnaire must be uploaded before you can begin assigning sections 3 Fill out the Summary tab with at least all mandatory fields Mandatory fields are highlighted in yellow Keep in mind that the information you enter into the dashboard area can automatically flow into your finished document to customize it 4 If you are including a cover letter and you have entered the Client s address information in the Client Name table of the application click the Address link to pull the Client s address into the current proposal If you have an attention line on your cover letter be sure to enter the contact name for this proposal in the Attention field The Client Name table is the area you are taken to when you click on the icon to the right of the Client Name drop down list and click Edit Values PMAPS User Manual 109 Rev 7 8 2015 Addressi 123 Main Street Ow NewYork Zi 42345 come re 5 Define the Compliance Options The Compliance Options may be defined or customized for each proposal The Compliance Options appear as a drop down list at the top of the
59. O as sa ER Fea eI ESI FEpIEN EL EXSEIaFE REA P eX SEHE Spa e om trei etas 107 Assembly amp Project Management Center Icons ccce eee e eee e eee eee eee eee eee ee snne 107 RFP Assignments MOQOWUIG iocos eiiu enia coeur nera DERE RD Eva nw ue drea Le nau a cuia re p aao Eo RU esa rus EE SKE US 108 RALIS 108 og simi d New PIODOSOls stesse dioe eesekbusDobd3euuese boxes ee deo DlessbxxP c a 109 Assign Sections Proposal Bid Manager eeeeeeeessseseessseseeeeeeeeeee nennen nennen 110 Completing Assignments seessesesesssssssseeeeh nennen eese nnn nnnn nnne ee ssnn n nnn nnne esses nnne nennen 115 OTITIS eset sates eta eto se dime MEI MM M ENIM ETE 115 Proposal Bid Managers or Administrators eeeeessssseeeeeeseeseee enne nnns 117 VTS ASS PEPTIDE 119 PMAPS User Manual iv Rev 7 8 2015 Relink ATL SSO MUS o oocetedeos tege sunu Es ced E Ut Desa ace BTE UM UNINN UU EEUU E eH M CRHNRUUE 119 Removing COPITUSEPHS esque enieoavR este eu pron dI o MIS REUS EU REEX osDPT dus sNE RUE NIdRIS NEU RRUKEE OUEST IN RINNUNNIdDNERUE 120 WebPro Fields and Functionality Overview eee e eee eere eee eee ee tees eSe 121 Capburme Datan WC OO cae 020 9220029 0 19 025020008 eare At ePRRR US oia ES UR RESI EDI ER RDURE 122 Pala TEI TEU OS PE 123 PL PIT P 123 Enter Date Manwali
60. PS will insert only the Answer portion of your record into an proposal or other active document WebPro Attributes Q A PMAPS User Manual 61 Rev 7 8 2015 7 Click Save The Save Options Window will be displayed The radio button Save Without Requesting Compliance will be the default selection and if you are simply adding a new piece of content which has already been approved for use just click the Save button to complete adding the record pmaps Web rs _ Save to Compliance Central Save To Compliance Central and Request Compliance Immediately SME will be notified Options t Overwrite existing Q amp A Create Child Relationships Due Date _ Save an iCalendar Event TIPS The options to Save to Compliance Central or Save to Compliance Central and Request Compliance Immediately are used when you wish to not only add the new record but also start the process to send to a Subject Matter Expert for review Please refer to the User Manual sections Content Management via Compliance Central and Managing Requests in Compliance Central for more details You can also add Excel PowerPoint and PDF files directly to your WebPro database now through the Add New Record function Just select the file type you wish you add in step 2 above When adding PowerPoint files you will be given the option to add the entire file as one record to add each slide as an individual record with the same attributes C
61. Proposal Section Assignment Editor page This page is launched when a contributor clicks on a Section link in the Assignments tab or in the RFP Assignments module To define the Compliance Options uid a Onthe Assignments tab click the Compliance button The Compliance Options screen is displayed Compliance Options Please enter each option for this proposal on a e line b Click in the box and type in your first term c Press enter on your keyboard to move to the next line d Type in the second term and so on e Click Save 6 Go back to the Dashboard tab and click Save Assign Sections Proposal Bid Manager 1 Once the questionnaire has been uploaded click Edit Proposal to open the questionnaire or document to be assigned PMAPS User Manual 110 Rev 7 8 2015 Que om I 1 s 2 Highlight a question or section of the RFP and click the Assign Section to User button The Assign button 1s only visible when the current PMAPS user has been designated as the Proposal Bid Manager for that proposal Assign Section To Manning Betty Show all users Remove user from recent list 3 This action copies the text and opens a new window with the following fields to be filled out Assign Section To this list initially displays a list of recently selected contributors This list is specific to the proposal manager that 1s assigned to the current proposal To assign a section to a contribu
62. Results grid as a designated color 4 Decide if you want to narrow down your search by a time period when the documents expire Your options are Next Quarter Next Year Custom 5 Save Preferences saves all of your selections in this area You may change your Search Options at any time and re save to update your preferences Be sure to Clear Search before saving preferences to ensure you do not save any specific words as part of your default preferences 6 Youcan hide the Search Options by clicking the Hide Options and can toggle back to show them again by clicking Show Options link Searching and Inserting There are several ways to search for text Searching with the Viewer by highlighting a word or phrase and clicking the binoculars Searching with the Viewer by entering text into the Viewer Search text box Entering text directly into the Search field Pasting copied text into the Search field Searching for nothing search field is empty brings back all documents according to any options selected PMAPS User Manual 45 Rev 7 8 2015 Insert Full or Insert Selected Searching with the Viewer The Viewer is a floating toolbar that allows you to select text from any application that is open on your desktop To search with the Viewer 1 From the proposal Dashboard choose the proposal you want to respond to 2 Click Edit Proposal to open the Word document 3 From your open Proposal Editor Word docume
63. T MANAGEMENT VIA COMPLIANCE CENTRAL Requesting Compliance Compliance Central Overview Compliance Central previously named SmartCart allows users to package and send PMAPS Q amp A records to Subject Matter Experts SMEs for review and editing and then upload the finalized edits to complete the review process and approve changes to the database If this is your first time using Compliance Central or you need a thorough refresher please review this section in its entirety There are different options to select from particularly at the beginning of the workflow and the option that best meets your needs may differ based on the specific scenario Some things to consider as you review and choose from the options are Are you planning to package multiple existing records for review but selecting them one at a time gt Follow the Save to Compliance Central Single Existing Record process Then proceed to the Not Sent tab and choose to either Send to SME allow PMAPS to generate and send the email or Download Documents mark as sent and send through your company email PMAPS User Manual 68 Rev 7 8 2015 Do you need to request compliance review immediately on a single existing record using PMAPS to send the email gt Follow the Request Compliance Immediately Single Existing Record process You may then proceed to the Sent to SME section under Compliance Central options for next steps Are you able to use filters to drill dow
64. TEMPLATE SELECTED PRS PMAPS User Manual Appendix 133 Rev 7 8 2015 2 Select the parent record language from the list Add Mew Document a em pmaps Web s Add new document from this template Ds 3 Click Create The new blank Q amp A record is displayed 4 Enter or copy and paste the text into the document If you do not yet have the parent record content you may use the Edit Document function to paste the content you do have into the appropriate child document Just be sure to go back and enter the content in the parent document before you send the parent documents out for update 5 Click on the Attributes tab to fill in the attributes or select an attribute group from the drop down list See Create an Attribute Group in the user manual for more information on creating attribute groups 6 Click Save The following screen displays pmaps Web Save Without Requesting Compliance Save to Smart Cart Save To Smart Cart and Request Compliance Immediately SME will be notified Options 7 Overwrite existing Q amp A Create Child Relationships Due Date Save an iCalendar Event 7 If you need to send the new content out for review choose Save to SmartCart or Save to SmartCart and Request Compliance Immediately SME will be notified The Due Date is mandatory if you choose the last option You may also enter notes at this point PMAPS User Manual Appen
65. TUBOS Proposal Q amp A Database Welcome to the PMAPS WebPro Search Module s 2 Youcan choose to see upon login or un check the box to go directly to your Dashboard upon login PMAPS User Manual 3 Rev 7 8 2015 3 Click to access your Dashboard from the bottom of the screen as well Click here go to your Dashboard Choose User Preferences The WebPro application is designed to allow each user to make changes to two primary screens according to their individual preferences Those two screens are the home page or what we refer to as the Dashboard and the first screen you land on when you enter the Search module Understanding your options and choosing your preferences before you start using the application for completing proposals may save you time and confusion Dashboard View The Dashboard displays an inventory of proposals entered into PMAPS Tracking module Each user can customize their Dashboard columns and order by choosing any of the over 250 tracking fields discussed below pmaps Web s P tmr E ttm tro i Pro i mtn mtn mme Page 1222 be Pe ee ee TaceeyD Tet RFF March 19 SO Tay Thierens EFE reb 2C n Temy argen Soie of Hew York AFP kiah 2065 V nrd Riisa Das 2014 Tasi Tassy Feii Das 1 Modifying Dashboard Columns l Locate and click on Modify Columns on the Dashboard Eloo TIS amp View Items per Page T Medify Columns The Column Selection screen i1s displayed PMAPS Use
66. This is particularly useful if you wish to modify one or more filters but not Reset Filters see below Reset Filters Clears all applied WebPro Filters This will not clear the Search bar or any options you have selected it will only clear all filters Show Hide Preview The Hypertext preview above the results can now be shown or hidden at the user s discretion The screen shot below reflects the screen view when Show Preview is selected pmaps Web re west 8 GD What year was your organization founded 1994 Search ID 150103 Viewsng 1 la 100 of 560 rows lt Previous Next Aritti ANM sentem ren Joe j Pasaia tutes SEQ 4 OBA Fae TIPS The hypertext view will not reveal any formatting graphics or other non text elements To view the whole record simply click the View Document icon for the record you wish to view and the record will open in Word If you have any filters applied you will see the Current Filters icon and a display of all filters which attribute used and the values selected above the rest of the screen D Modify Columns E 1 Reset Sort Y Modify Filters Y Reset Filters a Hide Preview Department Sales Marketing Current Filters The color key for the results grid 1s always displayed to the right of the above tools Non Compliant Docs are records which are past their expiration date Per Bid 1s an option when selecting the review cycle attribute for e
67. To Compliance Central and Request Compliance Immediately SME will be notified Options Overwrite existing Q amp A C Create Child Relationships Due Date ER Save an iCalendar Event 5 Under options The Overwrite existing Q amp A box will be checked by default Leave this box checked Enter a Due Date as required Enter notes if desired 6 Click Save Continue adding additional records to Compliance Central by repeating the above steps or click to the Compliance Central module from the Navigation toolbar and proceed to the instructions under the Not Sent tab section of this manual Request Compliance Immediately Single Existing Record 1 Begin in the Search module Select the record you would like to send using Compliance Central and click the Add to Compliance Central icon L A 2 In the Request Compliance window apply any modifications to the content on the Edit Document tab and then click the Attributes tab or the right arrow o 3 Click the Save icon PMAPS User Manual 1 Rev 7 8 2015 Request Compliance 4 The Save Options window appears Select Save to Compliance Central and Request Compliance Immediately SME will be notified pmaps Web Save to Compliance Central S Save To Compliance Central and Request Compliance Immediately SME will be notified Options Overwrite existing Q amp Create Child Relationships Due Date H C Save an iCalendar Event
68. accepted The document will be saved in its current state 5 The user may also change the compliance status of the document according to selections on a drop down 6 When the new Completed button 1s clicked the status of the section changes to completed The view 1s exportable to Excel Viewing Assignments Assignments tab In the Dashboard Tracking module a new Assignments tab shows all assignments for the selected proposal This tab displays the same columns listed above but are filtered by proposal instead of user When a contributor clicks on the Assignments tab only their assignments for that proposal are displayed When the proposal manager of the current proposal or any administrator views the Assignments tab they see all the assignments for that proposal Re link All Assignments The Re link All Assignments button allows the any contributor to import completed sections into the existing RFP Upon clicking this button the Viewer opens each assigned section and imports each section back into the current RFP The user has the option to save just as they would if they were editing the RFP from scratch If not all sections of the RFP are completed a warning 1s presented to the user indicating that all sections are not marked complete and the outstanding sections are highlighted in the screen The assignments list may be exported to Excel Note This report addresses the creation of a Compliance Grid requested by
69. ach record Compliant Docs L Non Compliant Docs Per Bid Docs PMAPS User Manual 37 Rev 7 8 2015 Click on a record in the results grid to select it If you have chosen to Show Preview the hypertext screen will update based on your selection and the additional tabs will be activated with the data for the highlighted selected record We have also added a hover preview preview a record in separate pop up window simply by hovering over the icon in the Search Results Search ID 1152 J Wile 1229 Exercise Request New Response 1 Click Edit Proposal to open it 2 Scroll down past all of your assigned questions 3 Enter Sample New Question from Your Name 4 Highlight the sample question 5 Copy the question 6 Click on the Search module icon in the Navigation bar at the top of the screen T Click Add a New Q amp A Document 8 Paste the Question into the new blank Q amp A record 9 Press your Enter key on your keyboard twice to properly format the question and answer areas 10 Enter Please enter answer here as a placeholder for the answer Apply any other formatting you choose at this time The Search ID and number of results rows 1s clearly displayed The maximum number of rows shown per page 1s 100 Use the Previous Next 1cons to navigate from one page to another Note that you are on the Results tab The other tabs store information about your database records and will
70. al process described in the previous section every associated Child document which is returned with content edits is automatically flagged 1n two ways The Needs Translation box 1s checked and the Needs Translation Date 1s populated with the date the parent record was approved back into the system To send child documents out for update 1 Create a folder on your computer to download the child documents 2 Content managers for each child language filter by the language and the Needs Translation field PMAPS User Manual Appendix 142 Rev 7 8 2015 3 Use the Download AII es ction to download the documents as individual files to the folder you created in Step This method better facilitates the process of sending documents to the translation services team 4 Check the Download parent record with current ID to send the parent version of the record for each associated child document The child document that is downloaded is actually the parent version of the document but it is linked to the child version For example if your parent documents are English US and you are downloading the French documents to be translated the French document 1s downloaded and overwritten with the English Parent version of the record for translation purposes only The document being downloaded 1s a copy of the French Child document The French Child document is still available for use during the update process v TIPS If there are minor c
71. amp A records from an open Dashboard document as described in SmartAdd Additionally at your Administrators discretion WebPro users can also add PowerPoint Excel and Adobe PDF files to the Search module through the Add New Record function Add New Record from Search Module To add new content from the Search Module 1 Click the Add New Record icon pmaps Web ve wu O4 serch PMOSkKAOA Ts 376 Documents Found T Pome Results Attr PMAPS User Manual 58 Rev 7 8 2015 2 You will first need to select the document type you wish to add In this example we are adding a typical proposal Q amp A type of document using Word Then click Next F q X re pmaps wWeb PMAPS User Manual 59 Rev 7 8 2015 Choose whether you want to upload an existing document from your computer by selecting the Browse button or choose from a template to open a blank document in PMAPS In this example we have chosen a template from the drop down list You may also check the Use this as default box to keep the same template selected for all additions For more on Templates please see our Administrator Manual pmaps Web rs 3 Browse for an existing Word document Browse 8 Add new document from this template QA Style Template G84 Template i Use this as default WebPro will open a new PMAPS document with two tabs In the Edit Document tab you will type or paste your new Q amp A content making s
72. at every word in the Search field must be somewhere in each document you are searching in order for them to meet your criteria Any Words retrieves documents that contain any of the words in the search criteria field This means that if you are searching for three words your criteria will be met if one two or three of the words exists 1n a document v TIP To search on an Exact Phrase just place quotes around the words in your Search bar a includes any synonyms associated with the current text you have entered into the Search field v TIP Your synonyms library is created by your admin so it is not only industry specific but client specific If you think of synonyms that would help you locate your content more easily send them to your Admin for adding to your synonym library An example of a most frequently used synonym grouping is firm company corporation and organization 3 Choose what level of compliance needs to be met You have 3 options All Documents retrieves both Compliant and Non Compliant Documents Compliant Documents retrieves only the documents that have been designated as Compliant meaning they have not expired Non Compliant Documents retrieves only the documents that have been designated as Non Compliant meaning they are expired B Compliant Docs n Non Compliant Docs PMAPS User Manual 44 Rev 7 8 2015 v TIPS The compliance status of each record is displayed in the Search
73. ch Results view erid When you click on the Results tab the following screen is displayed Search ID 150121 Viewing 1 to 100 of 528 rows lt Previous Next gt ee i8 GM fl e of d up ui n o Main Tople JSME Deparmem VehiciaProduct Document Q amp A 7 Document Situs File Type Doc Type g Dicen Liigsson Orgs Taney Maneteg aparato Account m ove Active bush u gf Omessa Pewa voy Saes 150103 ne Acte wW Serch q Cerera Fare nonmanon Mansig Beny Sawa 50102 peron a Gener Fum intermation Manning Ram Sales 80101 vos Amos Caan yf Serer Firm intormation Manning Demy Sater 150100 s iis PS yf Genera Fare infonmanon Mang Beny Sae 50098 re Aiva sero a Cereri ar iteration Minang beny Sates 150008 ie TA edi wv Search Results Grid The Search Results grid is the lower portion of the screen bo Moin Tople SME Department MehicelProut Document ID QA Decument Status Fie Type Dos Type 4 y Baers Laeger Duran Tay Milig Saramewin Maureri TH in Pura emoh ER L Geese Pern infor Mersin Bas Simi z tioi Fii ben Search gl Cera Fim imala Mancing Betty Saiti wit rm Atom Basrih ap Gees Fimiekenaius Manning Beliy Sates toned ina m can gf Gecersi Firm information Manning Betty Taimi I iras Adieu Baarch Modifying Columns D Click Modify Columns on the Search screen T Modify Columns E Reset Sort Y Modify Filters Y Reset Filters Le Show Preview PMAPS User Manual 1 Rev 7 8 2015
74. d Date Fields Date fields in PMAPS not only track proposal and record milestones within the application but they can be displayed on an individual or group calendar for project management and planning purposes There are several ways to enter date fields in WebPro The easiest way to enter a date 1s by clicking on the calendar icon next to any date field and selecting the date Date Epes 12 31 2007 0 0 0 E The current day is highlighted Click on the highlighted day or select Today at the bottom of the screen to fill in today s date 4 December 2012 Su Mo Tu We Th Fr S 25 26 27 28 29 3 3 1 7 10 23 24 2 Ej 16 17 23 30 31 Today December 26 2012 Click on any day to fill in that day s date Use the arrows to the right and left of the month to go forward or backward a month at a time Click on the Month Year field for a drop down list of the months for the current year PMAPS User Manual Appendix 123 Rev 7 8 2015 Click on the left arrow next to the year to view the 12 months of the previous year Click the right arrow next to the year to view the 12 months of the next year Enter Date Manually Click on the field you want to fill out Type in the date Pick List Drop down list Fields Single Selection This type of pick list is most easily identifiable by the down pointing arrow to the right of the field Admins can customize the items on each pick list Each field has it
75. d note the Search Document ID number for each brief history of company 140022 12 31 2010 10 18 2006 brief history of company 1155 12 30 2010 8 28 2009 3 Select one of the records you wish to relate by clicking on it in the Search Results grid 4 Click on the Related tab You can choose to relate the documents only or create a Parent Child relationship 5 Enter the Document ID to link to 6 Decide the relationship of the records and choose the appropriate option either Add Related Document Add Parent Document or Add Child Document The Related tab will now be highlighted yellow to indicate to users that related records exist The related document will now be listed as shown below and you can click the View Document icon to preview the record PMAPS User Manual 42 Rev 7 8 2015 Each document can be a parent or a child If you make this document a child you may pick a single parent document for it If you make this document a parent you may pick one or more children for it Relation Type Normal Document 3 Add Related Document Add Child Document 3 Add Parent Document e 1141 PMAPS WP User Manual Edit Add Records Unspecified Se To remove a link click on the Remove Link icon SEARCH MODULE The Search module allows you to access content you have stored or indexed in PMAPS for purposes of completing client proposals consultant database updates internal requests for information etc If this is your f
76. dit to Order Columns or Change Query ccccsccccccccccsssccccccceaeeseeceeeaeeeseceeesaeeeeseeeeaaaeeseeeeaas 95 DITE 94 ANE E ree 95 SalesDocBuilder Wizard es XXS 96 Complete a Form to Generate Proposal c eee e eere e eee eee eee eene ee uae e e eee erre eee e eee S ee 96 Assembly and Project Management Center Wizard 98 TORIO IIR 98 Add OF electa Proposal c cesceces ceases ieceucsssevnsaseivescecscnceedsscuatessssusesstatvensons coccee Ae EIE A EE 99 LCE Misure ET m 100 CUES COMME AU CIITA mc 101 OV IN E 101 Add Additional Lines Sections to a Template eeeeeeessseeseeenennnneeeeeennn 103 Etor view a Te d io T M 104 IBS oM eSI Bt NT T mm 104 Email one Section of a Template to a Colleague eeeeeesssseeeeeeennnneereeenn 104 Email Multiple Sections with One Click eeeeeeeessessseeeeeeeneeeeeeen nnne 104 Combine Assemble the PFODOSO as sa ER Fea eI ESI FEpIEN EL EXSEIaFE REA P eX SEHE Spa e om trei etas 107 Assembly amp Project Management Center Icons ccce eee e eee e eee eee eee eee eee ee snne 107 RFP Assignments MOQOUIG iocos eiie enia coeur niea DERE RUE Eva nw E drea Lens u unire a aao Eo RU esa cus EC sr
77. dix 134 Rev 7 8 2015 Since we have the parent record content in this example choose Save Without Requesting Compliance 8 Under the Options section check Create Child Relationships A drop down list is displayed with all languages automatically checked If you wish to omit one or more child documents for any of the listed languages uncheck the box es and click Save This automatically adds an additional empty Q amp A record for each selected language Options Overwrite existing Q amp A Create Child Relationships Due Date u PR5 Chinese Simplified Chinese Traditional Save an iCalendar Event 9 Once refreshed the search results screen displays all child documents successfully added Only the parent document includes content at this point The child documents are still empty The documents will contain content once they go through the translation process 10 Click on the Related tab to show the relationships of all 12 documents to each other Each document can be a parent or a child f you make this document a child you may pick a single parent document for it f you make this document a parent you may pick one or more children for it Relation Type Parent with 12 children Document ID d Add Related Document 44 Add Child Document Eg EE POR PR OR E OE Bs Ou du Ou Ou Bs Bo Bo dd Ov Bo F LA Es LA LA L 4 LA a PMAPS User Manual Appendix 135 Rev 7 8 2015 Send Parent documents out
78. e Local check out icon You can save an offline copy of the proposal and also check it out to lock it from changes by other users When you are ready to replace it with an edited document you will use the Overwrite PMAPS Document with Local Document function as shown below TiPS Unlocking proposals which have been checked out by another user is generally an Admin function Admins can permit other users to have rights to unlock as necessary Overwrite PMAPS Document with Local Document Use the Overwrite feature when you are ready to replace a blank document with your formatted questionnaire or when you want to replace the document saved on PMAPS with a document that was edited offline 1 Choose to the proposal you d like to overwrite from the Dashboard 2 Click the Edit Proposal 1con This opens the linked proposal If you chose start with a blank document when you logged in your proposal the linked proposal is a blank Word document 3 Click the Overwrite proposal icon The following prompt appears Confirm Overwrite 2 Are you sure you want to overwrite this document with a local one 4 Click Yes to confirm Your Windows browser icon opens Navigate to and select the document you want to replace the blank or current document with 5 Click Open The new document replaces the old one 6 Click Save to Pmaps to save your changes Re link Document This Re link icon automa
79. e PMAPS User Manual 112 Rev 7 8 2015 Sample Questionnaire Part I Background l gt Please provide us with a company overview Are there any potential conflicts of interest that may be created by awarding the investment management contract to your firm If yes please explain Has the firm its parent organization subsidiaries affiliates or any key personnel been subject to any litigation or legal proceedings related to investment operations during the past five years If yes please explain Briefly describe the philosophy and methodology of your security selection for equities and fixed income If you feel any of the more common investment styles apply to your philosophy please so indicate Briefly describe the philosophy and methodology of your security selection for equities and fixed income If you feel any of the more common investment styles apply to your philosophy please so indicate Describe your issue selection process Please indicate your capabilities to analyze spread products How can potential clients expect this product to perform in down markets What is it about your investment philosophy that would make you respond in this way Describe your investment philosophy for the product Do you plan to close out this product to new investors at a given amount of assets If yes please explain 9 When all the assignments have been made click Save to PMAPS and close
80. e US 108 RALIS 108 Logeiiedn d New Proposal i setesee dioe eesekbu Dobd3ednuesebexes oed seo DlessboxP c a 109 Assign Sections Proposal Bid Manager eesessesseseeeeeeeee nennen nennen enne 110 Completing Assignments seeeesesesssssssssseeee nennen nennen nnn nnn nensis enne rrr n nne e sensn nnn nnne ees 115 CODnDIDUTORS N E ce sats ea med eiiam MEI MP oases ETE 115 Proposal Bid Managers or Administrators eeeeessssseeeeeeseeseee enne nnns 117 VTS ASS PEPTIDE 119 PMAPS User Manual ix Rev 7 8 2015 Relink ATL SSO MUS o oocetedeos tege sunu Es ced E Ut Desa ace BTE UM UNINN UU EEUU E eH M CRHNRUUE 119 Removing COPITUSEPHS esque enieoavR este eu pron dI o MIS REUS EU REEX osDPT dus sNE RUE NIdRIS NEU RRUKEE OUEST IN RINNUNNIdDNERUE 120 WebPro Fields and Functionality Overview eee e eee eere eee eee ee tees eSe 121 Capburme Datan WC OO cae 020 9220029 0 19 025020008 eare At ePRRR US oia ES UR RESI EDI ER RDURE 122 Pala TEI TEU OS PE 123 PL PIT P 123 Enter Date Manwali 124 Pick List Drop down list Fields Single Selection nnosssseoeennssessssseeersssssssserrrsssssssses 124 Pick List Fields Single Selection Internal Contact Master sessssesse 124 M altiple Sclection Prek LIST cscs atgnasuateuatioasatomssesageundasabgnasiesdeuntioasctonasesds
81. e in or copy paste the word or phrase you wish to search for into the Search Text Box of the Viewer then click the binoculars to launch the Search For Web or online forms they will not appear in the Application Selector screen You may highlight text from the form paste it into PMAPS Search field and locate your record Open the record with View Document click the Found icon to track the record usage history and then copy and paste the desired text into the form Any time you want to work on a different document or application save your proposal and close it Or save your proposal and close the Viewer If you prefer to hide the Search bar in the Viewer toolbar just right click on the PMAPS icon and select Hide Search Text box from the options You can also minimize the Viewer toolbar by clicking the red dash icon on the Viewer toolbar The first time you launch the Viewer after update you may need to launch it from the Administrator panel If you find that a new Internet Explorer tab or window is being opened which each new search go to your Internet Explorer gt Tools gt Internet Options gt Tab Settings to change settings Inserting from View Document If you need to preview a document to decide whether or not it s the one you want to use or if you want to insert selected text that retains your formatting you can preview it and then insert while you are in View Document mode You can view Word PowerPoint or PDF files There ar
82. e two ways to open the record PMAPS User Manual 49 Rev 7 8 2015 1 The View Document icon available in the Hover Preview for each record on the Search Results grid File dit View feae Teck Help WuComem Pi idea Waleoma mally naterz fi arm ol Hainieesa Sn mignet OY e Eee Ert 150103 What year was your organization founded 1534 3 sj amp amp EE 2 The View Document icon 1s also available on the Search tools menu bar above the Results grid Preview Options The first group of icons is for insertion You may highlight text in the preview mode and insert that text into your proposal by clicking the Insert Selected Text You may also use the Insert Document icon to insert the entire answer into your proposal Click the Found icon LM track record usage history when you are unable to directly insert such as when working on a Web Form The second group of icons is for the Pitch Book Please visit the Pitch Book section of this manual for more information PMAPS User Manual 50 Rev 7 8 2015 The third group of icons is for the Compliance module Please visit the Content Management via Compliance Central section of this module for more details v TIPS If you are working on a Word questionnaire check the Use this Application for all insertions from now on box Search amp Insert Manually Outside of the Cloud l
83. ed Whatisthe history of your company 4 Providea briefoverviewofyyourcompany Pleasedescribeany parent subsidiary affiliate relationships Buffalo Investment Company was founded in November 1935 Our company registered with the Securities and Exchange Commission under the Investment Advisors Act of 1922 in November of 1944 We have worked with clients just like 3 Make changes to the document 4 Click Save Lcd If you decide not to save the changes click Cancel 5 Click on the Attributes tab and make any edits to the attributes For example if you have updated or verified the record s accuracy update the Date Last Verified If you have not verified the record but corrected grammar or a typographical error the date the Word document was last edited is automatically captured on the History tab 6 Click Save Changes on the Attributes tab if you have made any updates PMAPS User Manual 57 Rev 7 8 2015 Delete Documents To remove a Q amp A Document from your database 1 Select the document by clicking on it in the Search Results Grid The record s text 1s displayed in the hypertext field 2 Click the Delete Document icon You will prompted to confirm the deletion Add New Documents PMAPS WebPro offers multiple ways to add content Users can add new Q amp A records from the Search module with options to use a specific Word template Users can also add new Q
84. ed Publicly or Privately Type Type of Report Proposal pe or Search Record A related Created Date report was created Creator Who created the report Last Edited Date the report was last edited Edited By Who made the last edits Report The name of the report 9 a 2009 9 9 2005 a ammy Dung RFPL 2 40 PM Tammy Dungan 40 07 AM Tammy Dungan og a 4 2009 S 30 20098 ammy ammy D Not LI 1 54 PM Tammy Dungan 2 45 PM Tammy Dungan Records Not Used pipes Administrator pisi Administrator Most Recent RFPs 10 16 PM 10 40 PM 10 18 2003 10 18 2003 Edit to Order Columns or Change Query 1 Select the report to edit from the Report Log by clicking on the report 2 Click on the Edit Properties icon 3 Notice that all the selected Visible Fields are at the top of the list v TIPS For removing or adding all fields quickly use the Un Check All or Check All options right above the list PMAPS User Manual 93 Rev 7 8 2015 4 To adjust the layout of the fields within the report select a field and click on the up and down arrows to the left of the Visible Fields list The double up arrows will move the selected field to the top of the list double down arrows will move the field to the bottom of the list The single up or down arrow will move the selected item up or down one 5 When finished adjusting the fields for the report click OK Build Tab To build a dynamic report with var
85. egy v DaeRceed 9262018 i F Asset Luna v Dectined L Type ol Bid v Date Search Decsned 5 Proj Revenue SUM Onet D a Tanable v Date Sales Received 3 Client Afer a Emerson Date 3 Line of Bussiness g Who Feieeded Resson Friecded v Date Completed zd Date Shipped 3 People Other information Sales Rep Vehide All Vahiclas L Commingled Fund Cint Service Rep v 1 Commingled or Separate M intemationat Fund v Lead Writer Smith Cindy v d R 4 At the prompt to confirm adding the new proposal click Yes EE x Proposal for Marketing Services has been created Would you like to view it in WebPro now The proposal will be launched in your browser and automatically selected indicated by a yellow background on the Dashboard M 4 Acme Corporation DN B smith Cindy 4 Acme Acme Assignment RFP All Vehicles RFP BI Smith Cindy T ABC Company ABC Company Commingled Fund Separate Account RFP mi Smith Cindy 2 em PMAPS User Manual 17 Rev 7 8 2015 Link to a Proposal in SharePoint l From the dropdown menu select the option to Link to a Proposal in SharePoint The window will change to display the option selected and enable the Browse SharePoint and Save options as well as display the Dashboard tabs Click the Browse SharePoint icon d Link to a Proposal In SharePoint Enter your SharePoint credentials a In the SharePoint URL field enter the full URL that
86. elect a search User Betty s Assignments Expiring Monthly Expiring 1 30 2010 General Firm Info Invest Bios Pending O amp A Projejct Management Training Region US Tammys General Firm Search Test Annual Review Administrator Costs Administrator General Firm Information Tammy Dungan v TIPS Hovering over any of the search buttons displays a help balloon describing the function of that button Your search term s will be highlighted in the preview text on the results screen Additional words that contain your search term may also be highlighted For example if you search the word implement your search results will only show records that contain the word implement however if the word implementing 1s also in the record you will see it highlighted in the preview text as well Delete Saved Search Users may delete their own Saved Searches When a user clicks on Open Search it displays only that user s list of saved searches The user also receives a warning prompt them that it will delete the auto Verification 1f one exists based on the filter they are deleting Windows Internet Explorer 3 Any werications scheduled on thes search pall aloo be deleted T5 thes ok PMAPS User Manual 56 Rev 7 8 2015 Edit Documents 1 Select the record you want to edit The selected record is highlighted yellow in the Search Results grid 2 Click the Edit icon The edit screen is display
87. ema er tack in Comalance Cental A Geen Gecuomis ite Wad faut all came b in one Ple Dhara Matar y Seve Dete in Reader CU mers Mio Documents induce aiut Table ri Es der By T Ho Add bo Celiac Crete jd sain incar b SE aud else in Ciampino Ce trad dd LJ Add m Compliance Cera Pending Tails Submi Cancel 5 You may display the documents one at a time or totals for each SME 6 Select Add to Compliance Central Pending Tab and click Submit Continue through the Compliance Central Module to finish the process Follow the steps under the Not Sent tab for either Send to SME to use the PMAPS email template stored under the Administrator panel or Download Documents Add to Compliance Central Sends document to SME and adds to Compliance Central Add to Compliance Central Sends document to SME and adds to Compliance Central Alternatively you may choose to Add to Compliance Central Sends document to SME and adds to Compliance Central This option will generate the Request Compliance email template stored in the Administration panel attach a copy of the records as a Word document to that email template and send to the email address associated with the contact record of the assigned Subject Matter Expert A copy of the record will be placed in the Sent to SME folder bypassing the Not Sent tab Add to Compliance Central Pending Tab When choosing this option you will also want to select from the fol
88. ems sent through the Compliance Central are displayed in this tab Upon receipt of the document for review the Subject Matter Expert should leave Track Changes turned on provide their edits within the Start and End markers of each record and use the approval comments box as needed e Returned From SME 0 v TIP There is an option to Download Documents again as well as Resend These options should generally only be used if the original file you generated is lost A new copy of the record is created and when returning records from the SME in the next step the document you return must contain records with a matching copy in the Sent to SME tab Return Records to Compliance Central Once you have received the edited document back from the Subject Matter Expert it is highly recommended that you review finalize edits and formatting and accept all change BEFORE returning the document to Compliance Central In the next step PMAPS will split the document back up to match the individual records shown in the Sent to SME tab Finalizing your edits now before importing will save you time as all records imported will be ready for approval Upload Method Unless your organization has opted to use POP3 email for returning records follow the method below Please ask your PMAPS administrator to confirm which method your organization 1s using 1 Save the reviewed document s to your local drive 2 To process the returned items
89. ents in the document pmaps WebPrs Remove Linked Comments PMAPS User Manual 25 Rev 7 8 2015 Dashboard Options You can dramatically decrease the time it takes you to locate proposals in PMAPS by selecting various options and saving those preferences Pe 0 My Line of Business Only In Process My Proposals Only weme RR Bienen You can access the Dashboard options by selecting the Show Options Show Options toggle next to the Search bar After making your selections you can hide the Dashboard Options by clicking the Hide Options Enter the proposal name into the Search bar to locate a specific proposal This field searches specifically on the Proposal Name field in the Summary tab The My Line of Business Only checkbox controls the region of line of business shown in your Dashboard results If you are using PMAPS to track multiple regions or lines of business this shows only those proposals in your region assigned by the PMAPS Admin If you are unsure if you are using multiple regions checking this option ensures that all proposals will show in the view You can check In Process to display only those proposals that have not yet been shipped This is quick method of reviewing what is in your queue for the selected date range My Line of Business Only PMAPS User Manual 26 Rev 7 8 2015 If you only want to see proposals where you name has been chosen as an contributor click the M
90. es The following screen is displayed Ciic To Open In New Window PRS a PRS doc Upload Chinese Simplified 2 Inch KB Chinese Simolified Styles doc Upload Chinese Traditional 4 2 Inch KS Chinese Traditional tyles doc Upload English UK a 2 Inch KB UK Stytes dee Upload French LT 2 inch KB French Styles doc Upload German A 2 inch KB German Styles doc Upload Itaban a 2 inch KB italian Styles doc Upload lapanese a 2 inch KB Japanese Styles doc Upload Korea a 2 inch KB Korean Styles doc Upload Master US LT 2 inch KB US Styles doc Upload 3 Select the language you wish for which you would like to upload the template 4 Click Upload Windows Explorer opens to allow you to choose the appropriate template from your network The uploaded file must end in doc or docx only fc sane Geman engi do 5 The file name is displayed in the Description column Add New Document with Parent Child Relationships 1 Click New Document to add the parent record This selection determines which document is the parent Even if you do not have the parent version of the document but have the content for one of the child documents proceed and select the parent template The text in the parent document is always sent out on all the child documents for translation Be sure to make your selection with that in mind E haa Nev ponme E pmaps Web rs Add new document from this template NO
91. esosventsperien A en ne ee ere eee ere 23 Overwrite PMAPS Document with Local Document eese 23 Ic DOE De Dos cerent iot woes cence voc reuerti dim 23 DPasbpoar d ODIUOHS ciii dd CEODEEE HAE PRATH VES DO HEINE REEF EINAN zo EE RA E EEO NEEE REAREN ANNES 26 Proposal Los unii pm 28 Update Q amp A Document from Proposal Document eee ecce eere eee eene eene 29 Delete PrODOSOIS sses rer S 32 loups c en 32 NTE ONC e Omi QUIT SS NN DU TE UT 32 Quick NE Go ipo HE EE E ERREUR EAE COEPERIT FURORE VINEIS E IR ERE IE PNE PN RUE 33 cladium E 34 FRG OT VU aU CES opasan tas cress Kt URN EReUMIU Um em EUIMUdU NUMEN MUN DD NUM EIU NEN UN 34 Reset A PRO ac nos rislest ies caetarecaatsineare ve ccncu dndceseasmaqnesndoatea steven acntaiiatsaueareesndesaeesetwersgariesiateneaes 35 PMAPS User Manual vi Rev 7 8 2015 RESI SOT PPM 35 Search Module Components ssesecccsccccccccccccocssocccccccescceccceccsoossecscoccccscccceccecsccessossssosccssecceceee 36 a E T A E O EE E E 36 ADS T E RE EA E E E E E E 39 EEE EE E E N E E E A N MG E DIE UN 40 ur 40 sirop al M 4 AIO MEL M 4 circuii m 4 Search e m
92. for update 1 Filter for all or a portion of the parent documents a Make sure your search options are set to PMAPS only For Parent Child documents only Q amp A document types may be sent out through the system for update If you have just changed this from any other option be sure to click Save Preferences to save your choice as your default b There are three options for filtering parent documents i Filter under Is Parent using quick filter for single choice right click Right mouse click on a True value in the Is Parent column a True False Master US a True Via False Master US a True False Master US e True False Master US ii Filter by Is Parent using quick filter for multiple choice funnel 1 Select the funnel icon in the column header of the Is Parent column Ei True False Master US a True False Master US e True False Master US a True False Master US 2 Check the True box PMAPS User Manual Appendix 136 Rev 7 8 2015 Uncheck All CheckAll Show All Options Remove This Filter WebPro Filters 3 Click Apply i Filter by Language column if a specific language is always the parent using quick filter for single choice right click Right mouse click on a Master US value in the Language column 00 Casi yiscma ima True False Master US iv Filter by Language column if a specific language is always the parent using quick filter for multiple
93. full or selected text into the RFP This will only work if the RFP is in the cloud Word replacements occur automatically during the insertion into the RFP The codes are created in the Admin module under Word Replacements See Admin manual for instructions on creating codes 500 523 lt lt AO Date gt gt 12 22 2010 lt lt lead sales gt gt Proposal Tracking Field Sales Manager lt lt Sales Rep gt gt Proposal Tracking Field Sales Manager lt lt FI accountbalanceLOW gt gt 5 lt lt EQ accountbalanceHIGH gt gt 37 number municipal accounts equity gt gt 28 number municipal accounts fixed 20 1 Add the code PSI in one of your search documents This must exactly match the entry in the Word Replacements table in the Admin menu Check with your DBA to find out which code you should be testing 2 Choose an RFP from the Dashboard by clicking on it 3 Click the Edit icon L to open the proposal e C LIE seo E sd 11 16 2009 12 4 2009 acme proposal Retail Enhanced Core Blend Fl amp Equity 11 16 2009 11 24 2009 12 31 2009 Acme RFP Phase 1 USA Growth Equity Domestic 11 25 2009 a 11 16 2009 12 4 2009 Acme Co RFP Institutional Core Fixed Income Blend Fl amp Equity 11 16 2009 4 Place your cursor in the RFP where you want the answered PMAPS User Manual 33 Rev 7 8 2015 5 Verify that the dashboard reflects the name of the proposal you are working on Working on Proposal
94. ge for other resources including Administration Manual Training Videos You can also link to our Quick Start Guides using the links below LOGIN INSTRUCTIONS At this time you are not able to change your password This includes use of the Forgot Password option This is a known issue in all Version 9 instances of PMAPS and is applicable to non Administrator users Any administrator can reset your password temporarily until this issue is resolved 1 Open Internet Explorer and go to the assigned website URL provided by your administrator User Name Password Remember Me LOGIN TO PMAPS WEBPRO Fo pmaps Web rs 2 Enter the user name and password provided by your administrator PMAPS User Manual 1 Rev 7 8 2015 v TIPS Clicking the Remember Me button upon logging in keeps you logged in during the entire Internet Explorer session It is not a means of saving your user name and password 3 Click Login First Time Login Change Password 1 Upon first login you may be brought to the Password area in the Administration module to change your password Must be atleast 8 Characters Must contain atleast one capital letter Must contain at least one number Must contain atleast one non alphanumeric character amp 5 etc The amp and does not work Change Password Current Password New Password Confirm New Password 2 Enter the password provided to you in the Current Password field 3
95. go to Compliance Central Sent to SME tab and click the icon to Import Documents to Compliance Central PMAPS User Manual 1 Rev 7 8 2015 NOTE You will need Compliance Central Admin rights to perform this function Please refer to the Administrator Manual under permissions and restrictions for more information 3 Click the Select Individual Files icon pmaps Web rs 4 Click the Select Files icon X teh NG SmePekp P me PMAPS User Manual 1 Rev 7 8 2015 6 Wait for the records to load and then click the Upload icon A status bar will appear If any documents have failed to import that will be shown in the Status area of the upload window 7 Click OK when prompted the files are processed shown below You may now close or Cancel the upload window Click to the Returned to SME tab to refresh your screen and see your records in that tab WebPro ES a 1 files was processed Please refresh your SmartCart to see it Email Method If your organization has opted to use the POP3 email return method you will follow the steps below to return edited documents Please ask your PMAPS administrator to confirm which method your organization is using 1 Return the record s to your PMAPS email address 2 To process the returned items go to Compliance Central and click the icon to Import Documents to Compliance Central PMAPS User Manual 1 Rev 7 8 2015 G You will
96. hanges to a child document and the content manager deems the document can be edited locally and not sent to translation services the content manager may manually update the document using the Edit Document function 5 Check the Flag child document to capture the Date Downloaded and Downloaded By information on the Attributes tab of all the child documents being downloaded FR Download Multiple Documents pmaps Web Save Individual Files To CXLsers sBetty Manning Desktop s Parent Child Test Download parent record with current ID Flag child document Open folder when completed 6 Email or otherwise deliver the downloaded documents to the translation services team 7 Once all the updated child documents are received back from the translation services team content manager save the files to the folder created in Step 1 If you would like to save the original file that went out for translation move them to another folder v TIPS Before you approve the updates into the system you may want to go to the Sales Doc that is going to be refreshed and generate a copy to save Instead of over overwriting the existing sales doc go to the Sales Doc module on the Navigation toolbar make a copy of the current sales doc and change the sales doc name to include the new version number PMAPS User Manual Appendix 143 Rev 7 8 2015 8 Click on Upload Docs to process the updates back into the system This action will un check
97. he look of the copied text by assigning the Normal style to the pasted text and applying direct formatting Direct formatting includes characteristics such as font size italics or other formatting to mimic the style definition of the copied text Use Destination Styles PMAPS User Manual 47 Rev 7 8 2015 11 This option retains the style name that is associated with the copied text but it uses the style definition of the document where the text 1s being pasted For example you copy Heading 1 text from one document to another In one document Heading 1 is defined as Arial bold 14 point and in the document where you are pasting the text Heading 1 is defined as Cambria bold 16 point When you use the Use Destination Styles option the pasted text uses Heading 1 style Cambria bold 16 point Match Destination Formatting This option discards the style definition and most formatting that was applied directly to the copied text but it retains formatting that is considered emphasis such as bold and italic when it 1s applied to only a portion of the selection The text takes on the style definition in the document where the text is being pasted Define Formatting Brings up a window which allows the user to define the font size color and other formatting option including establishing indentation for that insert However this screen is displayed for each insertion Font style Regular Sample Kept Text Only Thi
98. he screen as well as the Search bar will be visible regardless of which tab you have selected What year was your organization founded 1994 Search D 150103 Viewing 110 100 of 560 rows lt Previous Next gt ste OMM ord i i i PF PPP 1 1 1 tid IPR Eee The Search Files area just under the Navigation bar contains the following The Search Text Box into which the words you wish to search for will be entered The Search Files button which initiates a search a Clear Search which will clear the contents of the search text box Show Options which will open the options area of the screen Please refer to the Search Options section of the manual for more details E EZEB9 e e Below the Search Files area are the following tools T Modify Columns qf Reset Sort v Modify Filters v Reset Filters Modify Columns Click here to set up your Results View Please refer to the User Preferences section of the manual for specific instructions Reset Sort If you have sorted on a column by clicking the column name click here to reset the sort to the default The default sort order of the Search Results shows the most recently added record at the top PMAPS User Manual 36 Rev 7 8 2015 Modify Filters Click here or on the Ci icon next to any column name to open WebPro Filters and made modifications
99. his option allows the user to upload a copy of either a Word or Excel document that resides only in the PMAPS application Link to a Proposal in SharePoint this option allows the user to link to either a Word or Excel document that resides both 1n the PMAPS application and on the SharePoint server PMAPS User Manual 13 Rev 7 8 2015 Link to a Proposal in on Your Network this option allows the user to link to either a Word or Excel document that resides both in the PMAPS application and on user s local network Create Proposal in Word 1 From the dropdown menu select the option to Create Proposal in Word The window will change to display the option selected and enable the Save option as well as display the Dashboard tabs 2 In order to save the proposal to PMAPS complete at least the mandatory fields these have a yellow background Complete all fields as instructed by your PMAPS administrator Click through all of the tabs to ensure all mandatory fields have been completed Click the Save icon 3 Atthe prompt to confirm adding the new proposal click Yes HE x Proposal for Marketing Services has been created Would you like to view it in WebPro now ove M j PMAPS User Manual 14 Rev 7 8 2015 The proposal will be launched in your browser and automatically selected indicated by a yellow background on the Dashboard LL T Acme Corporation a B Smith Cindy Z Acme Acme Assignment RFP
100. iable terms 1 Click on the report from the Report Log that you wish to create conditions for 2 Click on the Build tab 3 The build screen will appear as shown below Report Proposals 2009 e 4 Q 100 9 4 To add a term condition to the report click on the Add Term icon on the upper left corner of the window 5 Select the desired attribute from the pick list drop down menu 6 Select the available operation from the representative options as shown in the screen shot below Boolan True or False Date Numeric equal to not equal to lt less than gt greater than lt less than or equal to gt greater than or equal to In list or Not in list Textual equal to Contains Begins With Doesn t Begin With or Ends With PMAPS User Manual 94 Rev 7 8 2015 Select an Operator equal to Text Value RFP E v TIPS The reporting tool provides the Query Returned Results total within thin the window I When finished click OK The term will appear in the grid 8 To add another term follow steps 4 through 6 above v TIPS To remove a term from the report query click on the letter in front of the term box 9 Click the Save m icon when finished 10 Click the View tab to see the report View Tab 1 To view any the report log simply click on the report you d like to view 2 Click on the View tab to see the full report with the labels or attribu
101. ibe the philosc 2 17 2011 Betty Manning Betty Manning 3 31 2011 3 31 2011 Betty Manning Betty Manning To see all assignments for one specific proposal 1 Select the proposal from the dashboard 2 Click on the Assignments tab Acme RFP Acme RFP Not Viewed Not Viewed New New PMAPS User Manual 115 Rev 7 8 2015 10 Proposals Found m Working on Proposal Acme RFP 3 RFP Assignments for Betty Manning Acme RFP Section Date Assigned Assigned By Date Due Assigned To Proposal Assigned Status Compliance Please provide us witha c 2 17 2011 Betty Manning 3 31 2011 Betty Manning Acme RFP Not Viewed 6 Describe yourissues 2 17 2011 Betty Manning 3 31 2011 Betty Manning Acme RFP Not Viewed Has the firm its parent orgi 2 17 2011 Betty Manning 3 31 2011 Betty Manning Acme RFP Not Viewed What are your Firms market 2 17 2011 Betty Manning 3 31 2011 Betty Manning Acme REP Not Viewed Briefly describe the philos 2 17 2011 Betty Manning 3 31 2011 Betty Manning Acme RFP Not Viewed i ia Page 14 ofS p gt m View 1 5 of 5 3 Click on the underlined link in the Section column to open the assignment 4 Complete the assigned section You may manually enter your response OR Search for an answer in the PMAPS content library a Enter a blank line in the section for the answer to be inserted You can simply click at the end of
102. icon F in the column heading for the filter you want to reset The WebPro Filters dialog box appears The boxes for the items you are currently filtering on are checked 2 Click Show All Options 3 Uncheck the box es for the items you no longer want to filter Note the option to Uncheck All 4 Check the box es for the items you want to filter Note the option to Check All 5 Click Apply PMAPS WebPro User Manual 34 Rev 7 8 2015 6 Or select Remove This Filter to delete the filter while maintaining other filters in place Reset All Filters 1 Click Reset Filters to remove all filters Sort You can sort any column in your Dashboard Search Results or Compliance Central Grid 1 Choose the column you want to sort by mouse clicking in the column heading Before you click on the column the column header contains a filter icon Ed the name of the field only 2 Once you click on the column a sort icon 1s displayed Click the up arrows to sort A Z ascending 3 Click the down arrows to sort Z A descending beoposalame y 4 The column heading that includes the sorting icon designates which column and which direction the current dashboard is sorted by Reset Sort 1 Click Reset Ore to remove all sorts PMAPS WebPro User Manual 35 Rev 7 8 2015 Search Module Components Search Tab When you enter the Search module you will land on the Results tab initially The Navigation bar at the top of t
103. if you d like to send the document not only to the identified contact SME but also additional recipients You may want to CC yourself so that you receive a copy of exactly what is sent v TIPS Mouse over the Notes 4 icon on the grid to view the notes entered for that record in the Request Compliance Options window Click the box at the beginning of the row on the grid to select one document at a time While you may send the documents out one at a time The application is designed to send the documents in batches so that the recipients receive all their documents bundled in one attachment instead of being peppered with separate emails You may see the Administrator panel displayed on your screen when in Compliance Central This allows you to view records that you are processing as well as those being processed by other users This is a permission based feature that would be applied by your PMAPS Administrator See details in the Administrator Manual under Permission and Restrictions SmartCart Admin View the Document for Users without Documents will not appear in List Download Documents Generate Compliance Central document and send through regular company email Instead of emailing your documents to the SMEs directly you may want to download your documents to your computer and manually attach them to emails To download your documents 1 Click Download The following dialog box appears PMAPS User Manual
104. ii Rev 7 8 2015 Content Management via Compliance Central 68 Kedve ine Omplrdliee 5 e ue eae EEEEENEHRYR HESSE ESSERE YES SERERE ERE YR KEPT ONE ES ENNE VIR EVEUEE SESS RRU REPRE SUMUS 68 Cormpliance Central Oy Cr vie Wieso raced ego esc aes dete boda v cua nhu aS sue S Ruc ate iu spe MF ODE eU PME 68 Save to Compliance Central Single Existing Record ccccccccccccsssseesseeeeeeeeecaeeeeseeeeeees 69 Request Compliance Immediately Single Existing Record esses 70 Compliance requests from View Document window 111sesceccececeeneseseeseseecceeeaaaaessseeeess I2 Verify Package and Send Multiple Records via Compliance Central 73 Be 012 A E 73 Add to Compliance Central Pending Not Sent Tab nosessssooenessssssssseeessssssssseerssssssssses 73 Add to Compliance Central Sends document to SME and adds to Compliance Central 74 Internal Review Only Create Document s but does not email or track in Compliance Snc m m 75 Managing Requests in Compliance Central sees 76 IN E OMG TAD 76 vs subnscjlom 76 Download Documents Generate Compliance Central document and send through regular eoe nae e E E CS Mies RU I TIMAEUS
105. iliarize yourself with the functionality of the database fields v TIPS If you re not a first time user you may proceed directly to the Dashboard Module section PMAPS User Manual Appendix 121 Rev 7 8 2015 Capturing Data in WebPro Whether you are logging in a new proposal or adding a new record to your database you are required to fill out certain fields a inu Relevant Dates Date Receives 5 44 2009 A C Declined Lo IE 292009 1 1 i8 5282000 E E Ej i Ej Ej Ej Client Name ondon Borough of Brent Ej Proposal Name ondon Borough of Brent Ej Ej CIE E amp x ik Ej c s lt E Ei E Ej Ei Ei Equity Domestic Ei Ei P E E E Ei ij E Ej 5 29 2009 E Date Shipped 5 99 2009 E E E People Sates Manager Phileo Wendy wjBE ABAM WexerSteen vB IN pusiness em Jones Karen ME o Mel E Ej Ej Ej Baa amp Some of the fields are required by PMAPS and some of the fields are required by your Admin We refer to required fields as mandatory You can easily identify mandatory fields because they have a light yellow background Following is a list of the types of fields in alphabetical order by entry type along with instructions for filling out each type of field PMAPS User Manual Appendix 122 Rev 7 8 2015 Data Entry Fields 1 Click in the blank field 2 Type directly into the fiel
106. inistrator Click through all of the tabs to ensure all mandatory fields have been completed Click the Save Icon WU vp eos on existing Proposal Document MA 71 Summary IPs Logia IC Madaing gt Fatwa Mae 1 Evaluation Basicinformnalion Consultant Infzemalion hes Che Kame Acme Comporeon Consulting Fire Proposal Tide Praposal for Manceing Seneces Questionnaire Contact x Di tailad Infarmasion Relevant Dates Stray ba Dam Received SONIOTA 3 himt Clana kd Declined C Type e Ead air Hearch Direction J Proj Revenue Sl Dete Doe FEED gv Taxable w Date Salem Received E Client Alfieiny v Exiernion Date aT Linto Business Who Exinde M Pease Extended Date Completed pv Date Shipped 3 Paapia Oihar iniormasen alee Rp a Mehiche comm Li Commingled Fund Cim Servier Pep O Camminglea or Separate C tntematonal Fund s 4 At the prompt to confirm linking the new proposal click Yes ooo x Proposal for Marketing Services has been created Would you like to view it in WebPro now L w ji The proposal will be launched in your browser and automatically selected indicated by a yellow background on the Dashboard L1 4 Acme Corporation oe oe B Smith Cindy 4 Acme Acme Assignment RFP All Vehicles RFP BizSmih cindy T ABC Company ABC Company Commingled Fund Separate Account RFP ME Smith Cindy 2 aaa l2
107. irst time searching you may want to take a few minutes to familiarize yourself with your search options Remember filtering works the same in the Search Module as it does in the Dashboard To review go to the WebPro Filters section If you are familiar with search options and filtering and you are ready to work on your proposal you may skip to the Searching and Inserting section Search Options All Content B All Words all Expires m V Use Synonyms PMAPS On i Word Compliant B Md ees Sho Wile E i i i NH Save Preferences C Question Only ExactPhrase Non Compliant i Summary Field Only 1 Decide which areas of content you want to search through You have 4 options All Content includes all indexed content Your admin can index any files on your network intranet or internet This option automatically includes all indexed content along with PMAPS content e g Word PowerPoint presentations PDFs etc PMAPS Only restricts the search to PMAPS Q amp A content Question Only restricts the search to only the PMAPS question PMAPS User Manual 43 Rev 7 8 2015 Summary Field Only restricts the search to text located in the Summary field on the Attributes tab 2 Choose the method for how PMAPS matches what you enter in the Search field to the content You have four options All Words retrieves documents that contain all words in the search criteria field This means th
108. is option Current Date Current time and date Add Entry To add a calendar event PMAPS User Manual 90 Rev 7 8 2015 8 9 Click Add Entry under the Toolbox heading Complete No Choose whether it has been completed Click the Date field and a calendar pops Pracitv Fig Select a Date et LOtabe of Haw York Select the Priority OM SM Enter the item that is due in the What See J Cae field Click the Proposal Name drop down arrow to display your proposal list Select a proposal Enter the Section e g questionnaire executive summary etc 10 Your name is automatically entered in the Who field Synching with Outlook View Calendar Events To view a list of all events due on a specific day click on that day on the calendar The lower part of the screen displays a list of the events due on that day From this screen you can mark the event complete or change some of the previously selected options You cannot change the Proposal Name from this screen Selected August 14 2009 No v 8 14 2009 High v Proposal Due State of New York Small Ca Betty Manning REPORTS MODULE Custom Reports l Click on the Reports icon on the top tool bar PMAPS User Manual 91 Rev 7 8 2015 masinate m pe gt E indi ES Reports i A 4 e E E E 3 The Select view shows a log of all reports and includes details about each report as shown below
109. ked complete Assigned To person assigned to the task Proposal name Assigned Status values are Accepted Rejected Reassigned Not Viewed Status values are New In progress and Completed Compliance the compliance variables entered by clicking the Compliance Options button on the Assignments tab for each proposal 1 Click on the proposal name in the proposal name column to open the RFP in the PMAPS WebPro Viewer or download the proposal if the Viewer is not installed Note If the Viewer is not installed the user will receive a JavaScript error 2 Click the link in the Section column to view the assigned sections 3 When brought up in this mode the user will also see a new set of buttons at the top of the Assignment Word window Accept Reject Reassign a If the user clicks Accept or Reject the status of the document changes b If the user clicks Reassign a drop down list of all WebPro users comes up and the user can select a user Once the document is reassigned it 1s closed and it will no longer appear in the user s queue The new user receives an email indicating the document is assigned to them and that it was reassigned from the current user The new status of the document is Reassigned PMAPS User Manual 118 Rev 7 8 2015 4 The user can edit the document and save at any time When saving they will be prompted that Saving will confirm that you accept this document if the user has not already
110. load the documents for sending to the SMEs a Click on the SmartCart icon on the Navigation toolbar smart Cart Pendi 1 Sent D View Requests to All Requests 35 View 15 V Items per Page Page 1 incite Knowledge Festure incite Knowledge Manager PMAPS a WebPro PMAPS WebPro Knowledge Bases Database View 139967 Steven Heffter Sun 11 29 09 me multiple knowledge bases in a single UI YES YES PMAPS WebPro How was PMAPS developed PMAPS was developed from the ground up A team of marketing and software specialists spent Steven Heffter Wed 11 11 09 months tracing the entire proposal process from consultant through Please provide an overview of your firm Watson Wyatt is the trusted business partner to the world s leading organizations on people and Colleen Chasrland Tue 11 24 09 financial issues Our client relationships many spanning dec Describe your best practices workflow Steven Heffter Wed 11 4 09 Any documents you previously added to the Smart Cart through a compliance request verification request or have manually added are ready to be sent c Click the box EN in the first column heading to select all documents at one time or manually check selected documents if desired d Click Request Compliance emails the documents directly to the SME of record using a generic email template PMAPS User Manual Appendix 139 Rev 7 8 2015 1 To Request Compliance the following dialog box is
111. lowing options Click Include Attributes Table 1f desired Select from the attributes listed in the Order By drop down to order the records PMAPS User Manual 1 Rev 7 8 2015 Then click Submit Internal Review Only Create Document s but does not email or track in Compliance Central The Internal Review is used in scenarios where you are certain you will not be receiving edits to the documents that will need to be uploaded back to PMAPS Do not use this option 1f you wish to later import the document with edits and approve via Compliance Central You must select either Add to Compliance Central Pending tab or Add to Compliance Central Sends document to SME and adds to Compliance Central 1 Select Q amp A Only in the search options box 2 Atthis point you may apply any WebPro filters you like to narrow down the output Once the documents you want to export are appearing in the Search Results area continue to the next step 3 Click the Verify icon 4 The Verify Multiple Documents Options screen is displayed posal 07 new record Muliple Docuenants Verify Multiple Documents Options i emal Rena Oniy Create documents but do mot ema ce track Compliance Central O8 Open Descente Lens Word put al documenta in are Hie Shoe Haley 7 Ci ave Deeumenis In Foieer C onm tod iocumerta Indude Attributes Tabie oF Onder By O Add ta Coeclance Ceniedd Sends document lo SHE ae
112. n to a specific subset of records that you wish to send out gt Follow the Verify process If you choose to Add to Compliance Central and Send to SME you are using PMAPS to generate the email You may also choose to Add to Compliance Central Pending Not Sent tab and proceed to the Not Sent section for more options Save to Compliance Central Single Existing Record 1 Begin in the Search module Select the record you would like to send using Compliance Central and click the Add to Compliance Central 1con 2 In the Request Compliance window apply any modifications to the content on the Edit Document tab and then click the Attributes tab or the right arrow 3 Click the Save icon Request Compliance 4 The Save Options window appears Select the option to Save to Compliance Central which will place a copy of the record in the Not Sent tab of Compliance Central where it can be processed later using either the Send to SME or Download Documents options This option is used most commonly used particularly when multiple records require review but you are selecting them one at a time OR if it is your organization s process to use the Download Documents option when sending Save to Compliance Central places a copy of the record in the Not Sent tab and gives the user more options in packaging and sending the records PMAPS User Manual 1 Rev 7 8 2015 pmaps wWeb 8 Save to Compliance Central C Save
113. n when sending to a PMAPS user This option includes only a link to the Assembly Center sections Cancel returns you to the previous screen The 6 selected documents are about to be sent would you like to include the documents as attachments in the emails that are about to be sent Reminder You have to save changes first if you are re assigning or have made any changes to any of these items Tip Set and save a due date before sending an email for a selected document in order to attach a reminder to the email 6 Once Yes Include Attachments or No Attachments has been chosen a confirmation message is displayed to confirm whether or not the sections were sent successfully PMAPS User Manual 105 Rev 7 8 2015 A The email operation concluded with the following results Dine 3 was Sent Successfully Line 4 was Sent Successfully Lime 85 was Sent Successfully Line 7 was Sent Successfully Lene 88 was Sent Successfully 7 The Assignee for each section receives an email for each assigned section m Example email when the No Attachments option was chosen Subject WebPro Assembly Center Acme RFP Customer Satisfaction Brochure lt j Message ijReminder ics 508 B This email is being sent from PMAPS WebPro You are responsible for this document in the Assembly Center for Acme RFP Click here to go to the relevant PMAPS Assemby Center Document The email does not include an attachment It does
114. nt highlight the text you wish to search for 4 Click the Binoculars icon on the PMAPS Viewer 5 Select the answer you want to use 6 Choose Insert Full e to insert the complete answer from the database record PMAPS User Manual 46 Rev 7 8 2015 Application Selector The first time you select an insert option the Application Selector is automatically launched The Application Selector opens and lists all currently open documents from your local computer REI PMAPS Application Selector Insert Where Active Applications Proposal Editor Acme Proposal 2012 E BE Lucus Keep Source Formatting Insert Into Selected Application Use Destination Styles Match Destination Formatting Define Formatting C Keep Text Only Copy To Clipboard Use this Application for all insertions from now on 8 Choose the proposal you are working on 9 Check the box to Use this Application for all insertions from now on if you plan to continue working on the selected document This will allow you to skip past the application selector step until you have saved and closed the proposal you are working on and moved on to another document 10 Under Insert Into Selected Application select an insertion option All of these options depend upon Word to format as selected This is outside the control of PMAPS The following are the descriptions of each option as defined in Word Keep Source Formatting This option retains t
115. nter notes pertaining to the section When you email the section out for completion the Notes are included in the email Click the Move Line Down or Move Line Up icons to reorder the sections of your Assembly project Add Additional Lines Sections to a Template 14 Click the Add Line A line is added to the bottom of the template Fill in details as appropriate PMAPS User Manual 103 Rev 7 8 2015 e amp 0 sS c Fat O Sexh Cad E vus M T TF aiis Dueh ties nro oc iu O Bh Ce Kowa o TE zi BETET 7 amp we a bias Same rect Fal Ho sme Cindy mi peo Od ES TH Section Dares hse ae o sees mim HO Seth Cty B wimi Ta Er Ed actes Bork ee HEKO S mrima Fai EO reh cady Epen M Fi TH Sedes Daak Hee E kd o Oo Ini feat ergy E mi z TI Pp 15 Repeat Step 8 15 until you have all the lines you need for your template 16 Link the lines sections of the template to your documents 17 Click the Save Assembly icon M s often to save your customizations If you move away from this screen without saving your changes will not be saved Edit or View a Linked File You may edit or view the linked file from the template wizard screen by clicking the Edit View Document WV icon Delete a Template Line You may delete a template line or section by clicking on the Delete Line o icon Email one Section of a Template to a Colleague Click the Email Document to Responsible Party e icon to email the section to the pers
116. o Steven Wexler A message that your Attribute Group has been successfully saved appears Y TIPS All Attributes created by all users appear on one list If you have different business units creating Attribute Groups consider beginning each attribute group with a business unit code to keep items listed for each business unit grouped together in alphabetical order For Attribute Groups that everyone uses e g General Firm Information consider beginning those with an to sort them to the top of the list PMAPS User Manual 64 Rev 7 8 2015 Download Checkout and Upload Documents Download Checkout Documents This feature allows users to use their Viewer to download documents directly from the Search results page to bypass Compliance Central Using this option will not activate Track Changes in the downloaded documents and these documents cannot be processed through Compliance Central These documents must not be renamed if planning to use the Upload Documents feature to make changes To download or checkout documents 1 From the Search module use Search Options and or WebPro Filters to ensure only the records you wish to download are visible in the Results tab and then click the Download Checkout icon fus th Wei ia pmaps Web neste Ls n E v ue L z P ul Limo of Dumisen inni ld 5 T tasty Geter dk reni yf vow Fn F nee Fee a Show Fori O Erret on 7 teresa Doce Dy reece Fian Department
117. o remove 14 Click the Remove icon Or double click the item to move it 15 The item is removed from the Visible Columns to the Column on the tab where it is displayed in the application 16 When you are finished modifying your Search Results columns click OK l v TIPS If you choose more fields than can display on the Search Results use the horizontal scroll bar to view all of your columns You may add more or remove more than one item at a time by holding down your Ctrl key and then clicking on as many items as you like Or select several adjacent items Click the Ist item in the group hold down your Shift key and selecting the last item in the group Select International Date Format This International Date format is controlled in the PMAPS user s Internet Explorer settings 1 Goto the Tools option on your menu bar 2 Choose Internet Options 3 Click on Languages under Appearance PMAPS User Manual 1 Rev 7 8 2015 4 If your country s language is not on the list click Add to choose it p Add the languages you use to read websites listing in order of preference Only add the ones you need as some characters can be used to impersonate websites in other languages Language English Australia en AU English United States en us Prefix and suffix options Do not add www to the beginning of typed web addresses Specify the suffix for example net that should be added to
118. oject management tool built right into PMAPS that can provide vast control over each aspect of the proposal process PMAPS User Manual 98 Rev 7 8 2015 This module can be used to create template questionnaires with standard attachments ready for printing or to create a template form document such as biographical groupings This feature acts as a file manager tracking each section of the proposal Administrators have the ability to create templates that can be automatically linked to a new proposal Lines or sections of the template can be added or deleted depending on the details of each specific proposal s requirements This section covers selecting customizing and assembling templates Please see the Assembly and Project Management Center Module section of the Admin manual for instructions on creating templates Add or Select a Proposal 1 Begin in the Dashboard module 2 Login the proposal or select an existing proposal by clicking on it to highlight it Please see Add New Proposal for instructions on entering a new proposal 3 Proposals Found m m Working on Proposal amp cme Follow Up o o0 7g A Dashboard Nf toosas lt ing Bf Fotowup d c Af Evaivation dj View 15 A Us 1 23 2010 3 5 2010 Equity Domestic All Vehicles 4 USA Acme RFP Phase 1 11 24 2009 2 25 2010 Equity Domestic T Institutional Acme Co RFP 11 16 2009 12 3 2009 Blend Fl amp Equity lt 4 The Assembly and Project
119. on chosen under the Person Responsible column Email Multiple Sections with One Click Enhancements in this update allow you to send out multiple emails at one time For PMAPS users you may send a link to their Assembly Center assigned sections For non PMAPS users you may send an Attachment 1 Select a proposal from the Dashboard 2 Select the Person Responsible for each section from the drop down list 3 Fill in the Section Due date for each section The Assigned date is automatically filled out once the sections are emailed 4 Check the check all checkbox PMAPS User Manual 104 Rev 7 8 2015 PHI i z amp BO AS c Fra rath Crus B siue iy Fi TE Sedes Maat Hen T amp S 4 o rod Cove Letter tot Seah Grey ES brit Fo Tea eg Sechos Eres tho T aO A nece Fra e Wo Eee Cin Ni cie Cu Fr TH Sedis Drak Moe s ea x Dasima bo e E Semi Ony Am oz M Ta d Section Enak Mas s 5 2 mamai Fr Bran Cru W srai DU Ga Tra Settee Benak Men 5 Click the Email Selected hs button The following dialog box is displayed showing the number of sections that are being emailed and the following options Yes Include Attachments Select this option when sending to a non PMAPS user This option includes a link to the Assembly Center sections and attaches the assignment to an email and sends the email to the assignee Individual emails are sent for each assigned section No Attachments Select this optio
120. otes just type directly into the Notes field Once saved the Notes tab will become highlighted in yellow as shown PMAPS User Manual 40 Rev 7 8 2015 History Tab The History tab displays the usage history of the current record It shows the Date inserted Who inserted it the Proposal Name if the document is uploaded to the cloud the Method of insertion and whether or not it has been Re linked The fields Last Insertion and Times Inserted can be added to the Search Results grid using Modify Columns Wl Cancel Changes Wl save Changes History Last Insertion 7 9 2012 ER Times Inserted 2 g 7 9 2012 Cindy Smith Full false 6 28 2012 Cindy Smith Sample Test Questionnaire Cindy Smith Full false Revisions Tab The Revisions tab displays the details on every revision made to either the document itself or anything on the Attributes tab New in Version 9 you can now revert back to a previous version Lent Revision 5 29 2014 Ta Revision Count 44 Date ESied 5 29 2014 Tu Ados OY cindy smith Date Added 5 29 2014 I eo me MN Ie Cash South Surmary informatnn Budding ParertiChid Retatonshes Overview The P llr sto Dane CIC RA CUN Taa 7 Qq ouem 5 dan Cindy Smh Summary informaton Rudding Parera Chis Retutenshigs Overvim Tha B_jtrunc ate e ma aaaeaii g am Peng an Cindy Smith Summary information Appendix Buding ParentiChic Relatonships Ove run sec Apcendis Bul eq Parest Chi Relalenshios Ove _
121. oundatoneseadeantioetonasence 125 Edit Values Edit AGO tO PC T1615 2scsund cestuxsacestatcatessunautecnussecaseucquazstetcatessunaudacamsacasdues 125 Add a New Client NAME C i i 125 Adran eTa CO ig e E auauesuliseteatataresesennectieos 127 Building Parent Child Relationships ssssseeccccosssscececcocsssssccecocosssssccecocosssssscecesosssssseeeosoo 130 O NER TT E E E E 130 Set Up Templates for Parent Child Documents esses 131 Create Upload Templates for Each Language sse 132 Add New Document with Parent Child Relationships eeseeseeeeeese 133 Send Parent documents out for update ssssssssssssssssssssssssseeeeeeeeee nennen nnns 136 Download marte IE Mernik sassen seas choa no E DDR MESE Ede I D MN ELEM SC MUNI EEUSUNS 140 Salus whenin SINT OIE RR m 142 Send Child Documents for Update eeeeeeseessessessseesseeeeeeee nennen nennen 142 PMAPS User Manual X Rev 7 8 2015 ABOUT THE WEBPRO USER MANUAL Throughout the WebPro manuals there are graphical representations of screens Please be advised that due to client application customization the names of some of the fields in those graphics may not match the names you use within your application v TIPS This symbol indicates a tip or best practices suggestion for WebPro users ADDITIONAL RESOURCES In addition to this User Manual please also refer to the Help pa
122. ources ieee nes See eee nee UC ee eee eee 1 ESO GIFY TI SUE COINS ERE ETE TOO A OS 1 First Emme Login Change PASS W Or sssivessssessescavacvavcacaacevessviucvansessessavannsncascardevessvixeransessessavannavn 2 Navigation CCID uoccuse cc cos sndecu sirnana ene cud naeeua arei sennor ur ora Ud 3 Choose USEF PEOIOEOBOOS oues SE E EU ER IMITEI EE EIER EISE Ed 4 MAST OE 4 Modifying Dashboard Columns e eeeeessssseeeeeeesssseee eene nsnn nnne ssa annees nnns 4 Add Order and Remove Dashboard Columns ccccccceccsccuccuccucceccucceceecccccuceecaucescaecaecens 5 v uH UU Mn TT 6 BS AO ht i ieu RMC 8 Modi yt SOTA OE 8 Add Order and Remove Dashboard Columns cccccccecceccnccecceccnccecceccececceuceucaucascaecancans 9 Select International Date P OYm l zssssessescetus meret eres oU Pucbeueeb uus ma e UPUIS ES RUBU UE uer uUn 10 VAS TO Al ee 13 Addin a New FEODOSOLnissciu ei etareiencesnsnstais vsisisustecceetersscncesessstaes UIT aiie prc ERR USELESS 13 K spondme to PEODOSOIS coca cscivesdccecassecscecsnscexencesesseuendesmensdusssessescemecsesessiucncccvecsdusssasenssenecseaers 22 Other Proposal Editing Saving Options ccce ecce eee ee eee eee eee e eee tete eee tete ee esee 22 TN EON T SG cc ees ec chet ee cece ene cet ecg esas eee eect S MEINE 22 save Docal e hee UD oe
123. p Project Management Center Icons list for examples of the available icons To link the section to a file PMAPS User Manual 101 Rev 7 8 2015 1 Click the o icon in the Type column 2 Choose the appropriate option for the file you are linking Link to the existing RFP client questionnaire or standard questionnaire This option automatically links to the questionnaire that has been uploaded to the cloud 5 Link to the exisiting RFP SUES ee EE EE EE EE l Selecting this will insert the RFP this assembly is linked to v TIPS Linking to an existing RFP ensures that your Word Replacement codes will be functional Link to a Q amp A or Indexed document in PMAPS Enter the document ID of the database record you wish to link Link to a Q amp A or Indexed document QRNSRREESESESSEEEENISSSSIESERSESISSEESEUSESISSESSUSEISISSSZIESERIERISSEEISURESISSEIISSEUAIREUSIESUNTERSESSEISSSZISISESSIRSEUIESISISSISURESSUREISSSRESSESEETSISSEUIERES ISSZSIRERSORESSERSESSESSUIFISSSUSERSSGERE Upload a document to link to from your computer Browse your network to locate the file to link to Upload a document to link to from your computer S RRRRRERRSRSSEREERERSSSAEEREISSSZEEREISIZSZSERRESISZSERREERIRRSEREERSSZSSRRERSSZSISIEESSESEIISEREERIRISSSRERERZSSARERREZSZUAERRERISZUAERERISZUARERRRRTSUAZRREERERRSRRRERERISRISERERRSRISERERRSRIRSSRRERSRRRRRRRREE Choose file to upload Link to a document on the web Enter o
124. r Manual 4 Rev 7 8 2015 Visible Columns summary Asset Class Client Type ClientServices Rep Consultant Contact Consulting Firm Date Completed Date Declined Date Due Internal Review Date Received Date Shipped Date Extension Declined gt for Re OTE The left hand side of the screen displays names of the available fields Fields are group alphabetically by tab The right hand side of the screen Visible Columns lists the names of the fields that have been chosen to display in the Dashboard from any of the tabs Add Order and Remove Dashboard Columns 2 3 10 11 12 Click to select a field to add Review the list of fields that you have already chosen or were entered by default under Visible Columns Click to select the new field you would like to add to the Visible Columns Click the add Q icon or double click the item you wish to add Add additional and order additional fields by repeating steps 2 5 Click on the field name that you want to reorder Click the Up arrow to move the item up Each time you click it moves the item one row up A T You can also move an item to the top of the list using the icon Click on the field name that you want to reorder Click the Down arrow W to move the item down on the list Each time you click it moves the item one row up You can also move an item to the bottom of the list using the icon PMAPS User Manual 1 Rev 7 8 2015
125. r paste the url address to complete this step Link to a document on the web QERRRRRRRSEERERSEERSSERRSSRERSSERRZARERZSARERSSERRZSERRISERRZSSRRRZSRRRRISRRRISRRRZRSRRRISRRRZEZRRRZZRRRSIRRRZERRRZSZRRRZSSERRZSERRSIARRSSRRRZRRRSSZRRRSZRRSSZRRRSERRRISRRRZSSERRSSRRSSZERSSZEERRZSRRRZSRRRSRRRRRRRR PMAPS User Manual 102 Rev 7 8 2015 3 Click OK v TIPS You may link files to the sections at any time during the process However you will not be able to assemble the document until you link all the sections to a file 4 Change the Status 1f desired 10 11 t2 13 Check Include 1f you want the current item included in the assembly This option allows you to add items to the project that you don t want or need assembled The Admin that created the template may have filled out the Person Responsible However you may change it at this time Fill in the Section Due date Add the Completed date once you have finalized the section When you are ready to email the sections out fill out the Assigned date Under New Page choose the section format from Paragraph Break Page Break Section Break Continuous Section Break Next Page Check the Merge box if you want documents merged together For example if you split up the questionnaire and assign different sections to different members of the proposal team this feature will join the document back together during assembly The Notes field allows you to e
126. record s formatting 9 Before the answer is inserted you must choose the application document you want the answer inserted into using the Application Selector Other Search Features Inserting in Excel After performing the Search and locating the response you need 1 Open the selected record by clicking the View Document icon 2 In your Excel Document click into the cell where you wish to have the text inserted 3 In the PMAPS record select text you want 4 Click the Insert Selected icon The Application Selector will open Select your Excel document and click Insert If this does not produce the desired results you can copy text from preview and paste it into the formula bar or directly into the cell v TIPS tis recommended that you use the Insert from Preview Insert Selected steps outlined above for best results Full Insert can be used but be aware of Excel character limits which may cause your answer to be truncated upon insert PMAPS User Manual 52 Rev 7 8 2015 e If you have stored Excel responses on the Forms tab shorten the label for the checkbox as in the example below Then in your results view Modify Columns to include the attribute If a short answer exists it will for a given result a value of True will be shown on the results screen Forms for Excel or Web Excel Responses CC V M u Word Replacements The Word Replacements Codes feature works with any Word document inserted
127. rrent search session by clicking on the Internet Explorer icon on your Windows taskbar leaving the Preview open or you can close the Preview window Repeat Steps 1 through 4 above for additional documents until you have added all desired documents to your Pitch Book Pitch Book Manager When you are ready to manage all the documents added to your Pitch Book 1 Click the Pitch Book icon PMAPS User Manual 86 Rev xx XXXX This brings you to the Pitch Book Manager where you can rearrange and delete pages as well as assemble the final Pitch Book 2 Torearrange a page click on the page to move and drag and drop it to the correct location A large cursor indicates the new location Repeat this process until you have achieved the desired order and content for your Pitch Book Fe cearoh Cyole ES 1 2 f E Buffalo Partolpant Service c History of the fen Ontoreos peteqeet carmasc m nodules T obo onte Group via lassi wr LI noe Poghtored with the Sox urtion aed Car hareCaroritetan urder the LH Cornerstone Produ LH Cornerstone Produ LH Cornerstone Produ LH Cornerstone Produ Pg 1 Pg 6 Pg 2 Pg 7 3 Products and Services B e offers a ful rangs ef imm ent and recendiomeing product and savon cured rid viduilyor a a bundled provide der T and dud beh t dam ndufing a 7 Dally Valued In ve cent Vehide Record Keeping Services res Car ftans atra 1 Il li ele c Acre Grans alrcaat
128. rtment Fax Email SBU Proposal Lists ClientServices Rep ConsultantAnalyst Owner Portfolio Manager V Proposal Writer Responsible Reviewer Sales Manager Writer2 Writer3 Be sure to fill in at least the name and email address 9 The list of checkboxes on the right allow you to select or de select which contact fields a contact name will be shown in All contact fields will be selected by default The fields listed under Proposal Lists are the Dashboard fields Scroll down to see Search Lists which shows all Search attribute contact fields 10 Click Save 11 Click Close PMAPS User Manual Appendix 128 Rev 7 8 2015 Building Parent Child Relationships Overview The Parent Child feature allows administrators and content managers to manage documents that have parent documents in one language and child documents in one or more additional languages Following is the Parent Child relationships best practices workflow l Gather all or singular parent documents using the Verify module for export email to content experts This emails the documents in batches instead of by the individual document Receive updated parent documents back from content experts review and use preferred method to move the updates to the SmartCart Inbox Once all parent documents are available in the SmartCart Inbox approve all documents at once to PMAPS The approval process automatically checks the Needs Tran
129. s adds by Compliance Central DENIM 7 Add tn Compdance Central Peeing Tab 5 You may display the documents by Document Search ID or by totals for each SME 6 Choose Internal Review Only PMAPS User Manual 1 Rev 7 8 2015 8 Internal Review Only Create document s but do not email or track in Compliance Central Open Documents Using Word put all documents in one file Save Documents In Folder C Users Molly Documents 7 Choose either a Open documents Using Word OR b Save Documents in Folder Choose the folder from Microsoft Explorer 8 Click Include Attributes Table if desired 9 Click the Order By dropdown to select an attribute by which to order the records in the document 10 Click Submit MANAGING REQUESTS IN COMPLIANCE CENTRAL Click the Compliance Central icon in the top middle Navigation bar icon to view items Compliance Central S Not Sent Tab Any documents you have saved to Compliance Central but not yet sent will be shown in the Not Sent tab A s pmaps Web s miin O B 0 5 E oen TEEN a a Dok B J senTeSME 0 Returned From SME 0 Whew 15 ems per Page NO FILTERSE GeDow Wt zl EQ Mey Paten Bis Service M Puls umm 1704 ETT gem REP Haapseaas Csrnqenny irira Chars Servicen Mey am priced pid D Page 1 Send to SME 1 Click the box in the first column heading to select all documents at one time or check the box for individual
130. s option discards all formatting and non text elements such as pictures or tables The text takes on the style characteristics of the paragraph where it 1s pasted and takes on any direct formatting or character style properties of text that immediately precedes the cursor when the text is pasted Graphical elements are discarded and tables are converted to a series of paragraphs Click Insert The answer is inserted into the chosen document on the first blank line below the question you were searching in It also inserts an extra blank line for spacing between the question and the answer You are returned to the selected document to continue searching PMAPS User Manual 48 Rev 7 8 2015 12 Repeat Steps 1 through 6 to complete your document As long as the PMAPS Viewer and IE remain open the Application Selector 1s not launched for subsequent inserts The application selector automatically inserts into the document you selected until you close Internet Explorer or the PMAPS Viewer After you the current document you are working on or if you close IE or the PMAPS Viewer the very next time you click on one of the insert buttons or the preview button the Application Selector is launched again for you to select the document you are working on to insert answers into v PMAPS VIEWER TIPS When using the Viewer to search when working in an Excel document you cannot highlight a word and click the binoculars as you would in Word Instead just typ
131. s own pick list The easiest way to make a selection 1s 1 Tab to or click on the field you want to complete 2 Start typing directly into the field As you type you are automatically taken to the options matching the letters you enter 3 Once you have landed on the selection you wish to choose tab or click off of the field to save it and move to the next field to complete Or if you are unfamiliar with the available options you may 1 Click the down pointing arrow to display the available choices 2 Click on an item from the list to select it 3 Tab off of the field to the next field to select the name you are on and move to the next field Pick List Fields Single Selection Internal Contact Master This 1s also a single selection pick list However all internal contact lists with the exception of the Consulting Firm Broker contact on the Summary tab point to one master contact list Even though you may have field labels that display roles like Sales Rep Proposal Writer Client Services Rep Underwriter Portfolio Manager etc everyone on your internal contact list 1s displayed when you select an internal contact pick list to choose from Use the Single Selection Pick List method for choosing a contact name SME Smith Cindy You may view the contact information for the person chosen for any internal contact field by clicking on the card B icon to the right of the field PMAPS User Manual Appendix 124 Rev 7 8
132. saeasinomous sias EI PMAPS User Manual 62 Rev 7 8 2015 SmartAdd Working within an RFP in the cloud users can now highlight a question and answer pair and add it to the Search database using the Smart Add feature with just a few clicks 1 In the Proposal Editor window highlight the question and answer you wish to add 2 Click Add Q amp A WebPro will open a new database document and automatically paste your selected text into it being sure to add two hard returns after the question text as shown You may also format the records as needed during this step prsposal M baba 9 m nes Bsa mapemaa jd coa Lu Mu AL S amine habe aanse AAH Tas d nme d Mm rerom RO ded wai A EESE 0 VAme Ule care Hosting feeding Tiie ree Subtetm p Dei e UNE oui 3 Select an Attribute Group Abiu Grup T Hole 4 Enter any notes you like which will be inserted into the Notes tab of the record 5 Click Save asd Create an Attribute Group Attribute Groups allow you to save commonly used sets of attribute data as groups to shorten the time it takes to add a new record to the database To add an attribute group to the library 1 Locate a record in your database that has a set of attributes that you d like to save PMAPS User Manual 63 Rev 7 8 2015 2 Click Save as Attribute Group 3 Enter the name for your Attribute Group Type a name for the attribute group General Firm Inf
133. se PMAPS ppt 148859 Profit and Loss doc 148881 History of the firm doc Upload Documents Date modified Type 8 12 2013 4 51 PM Microsoft Office P 8 12 2013 4 51 PM Microsoft Office 8 12 2013 4 51 PM Microsoft Office Only documents that have been extracted from PMAPS using the Download Checkout option may be uploaded using the Upload Documents option If the document name has been changed the upload will be unsuccessful PMAPS User Manual 66 Rev 7 8 2015 To update documents that were updated offline after downloaded checked out 1 Place only the documents you wish to upload into a folder designated for this purpose 2 From the Search Results click the Upload Documents icon 3 By default the Upload checked out documents option is selected Click Browse to locate the folder containing the documents to upload pmaps Web rs 4 Open the folder containing the documents to upload then select those to be uploaded and click Open You may upload multiple documents at once PMAPS User Manual 67 Rev 7 8 2015 5 Once the window refreshes to display the files selected for upload click the Upload button C Users Colleen Desktop PMAPS Uploads 1488598 148859 M8881 CAUsers Colleen Desktop PMAPS Uploads 148881 6 Each document is uploaded replacing the original with the revisions or updates Note that revisions are tracked automatically on the Revisions tab CONTEN
134. slation box and enters the approved date as the Needs Translation Date for all child documents associated with only the parent records that had actual edits to the document contents If just an attribute 1s changed the box 1s not checked The next time a Sales Doc 1s generated using the newly approved documents the new information is pulled into the Sales Doc Content managers for each child language filters by the language and the Needs Translation field They use the Download AII ao to download the documents as individual files to send to the translation services team If there are minor changes to a child document and the content manager determines the document can be edited locally and not sent to translation services the content manager may manually update the document using the Edit Document function Once the updated child documents are received from the translation services team the content managers save the files to a folder and use the Upload Documents feature to import the updates back into the system This action will un check the Needs Translation box and will also remove the Needs Translation Date PMAPS User Manual Appendix 130 Rev 7 8 2015 There are two permissions related to this functionality Multiple Doc Download and Multiple Doc Upload Any user may manage these documents provided the administrator grants permissions to these two features Cd 6000000000000 60000 The person managing these documen
135. t the field to filter The display shows all available values in that field along with the number of records in each Check the boxes for one or more items to filter If desired add another filter by selecting an additional field from the Add new filter drop down list This list will display only the records that are under the filter established previously in step 4 Check one or more items to filter Repeat step 5 as desired until PMAPS displays the desired results Click Apply PMAPS WebPro User Manual 33 Rev 7 8 2015 In the example below we selected USA as the region which displayed the available Departments and we selected Marketing and Sales Marketing Department Uncheck All Check Al Show All Options Remove This Filter Region E Legal 1 V Marketing 20 C Mutual Fund Reporting 1 Peformance Reporting El Propoal Group 2 ll Sales T Co Securites Operations El Trading 5 Filters are tabbed and multiple filters can be viewed from the Modify Filters screen for easy navigation Just select the appropriate tab and you can see the results for that filter Specify a single date or a range of dates to filter on date fields such as Due Date in the Dashboard Numerical fields show counts by value In multi select pick lists choose one or more values Counts are not show as more than one value may appear on any given record Reset Filters Reset Individual Filters 1 Click on the filter
136. te ae Line of Ezine Who Falende Ramon tended Dae Completed ar Date Shipped People Other information Sales Hen J vae C AA Vanitas a MMMM E Commingied Fund Cnt Berrios en jm Commingled ar Separala aiii Sra Ces 7 C Intemational Fund 6 At the prompt to confirm linking the new proposal click Yes oo Eli Proposal for Marketing Services has been created Would you like to view it in WebPro now The proposal will be launched in your browser and automatically selected indicated by a yellow background on the Dashboard k d 4 Acme Corporation Proposal ix Makaing B Smith Cindy 4 Acme Acme Assignment RFP All Vehicles RFP BI Smith Cindy T ABC Company ABC Company Commingled Fund Separate Account RFP ms Smith Cindy Fd PMAPS User Manual 19 Rev 7 8 2015 Link to a Proposal on Your Network 1 From the dropdown menu select the option to Link to a Proposal on Your Network The window will change to display the option selected and enable the Browse and Save options as well as display the Dashboard tabs Link to a Proposal on Your Network Le 2 Click the Browse icon and navigate to the document you would like to link between network and the Dashboard select it and then click the Open icon a v Search Training Organize v New folder d Name Date modified Type Ji Archive 1 7 2014 6 19 AM File folder Curriculums 9 19 2014 829 AM File folder d Customer
137. tes selected PMAPS User Manual 95 Rev 7 8 2015 SHEE HEHEHE HEHE HEHE HEHEHE Hee eee Het 3 31 2008 3 29 2008 3 28 2008 10 9 2009 7 27 2009 9 20 2009 6 22 2008 6 22 2008 6 22 2008 BE Test Jett B Heffter Steven BE Torbe Helen BE Heffter Steven BE Philleo Wendy B wexler Steven BZ Heffter Steven Report Proposals 2009 3 Click to the next page at the upper left corner to see additional pages of the report 5 Click on the Excel v TIPS e SALESDOCBUILDER WIZARD icon to export the report into Excel You may also export the report to XML or Text Delimited Complete a Form to Generate Proposal 1 Log in to WebPro 2 Select or log in the proposal for which you want to complete a SalesDoc If you need to log in the proposal follow the instructions for Add New Proposal 3 Select the proposal by clicking on it on the Dashboard The proposal will be highlighted in blue 4 Click the Create Sales Doc 1con PMAPS User Manual 96 Rev 7 8 2015 5 Click the New Sales Doc icon 6 Select the appropriate Sales Doc from the list You will be able to choose from permitted Word and PPT Sales Doc Forms Select Form Word Document Standard RFP Product 1 Word Document Standard RFP Product 1 7 Fillout the form senos Y Wizeking on Pr goRsk Aona iyrant BPE Seea Fom Word Document Standard RFP Product 1 Comer Letter chain ave
138. the question and press enter on your keyboard once or twice to make room in the document for inserting the content from the library b Go back to the question and select highlight the word s to search for c Click the search binoculars on the PMAPS Viewer d Locate the information to insert into your proposal e Click the Insert Full button f Choose the document to insert into Proposal Software Proposal Section Assignment Editor Microsoft Word PMAPS User Manual 116 Rev 7 8 2015 PMAPS Application Selector e m Ies Insert Where Active Applications Proposal Software Proposal Section Assignment Editor Insert Into Selected Application re Microsoft Word Keep Source Formatting xz 2011 Log xlsx Use Destination Styles m Microsoft Excel yz PMAPS WebPro Whats New in 3 0 0 80 docx Microsoft Word Use this Application far all insertions from now on Proposal Bid Managers or Administrators All Assignments that have been made are displayed on the Assignments tab of the current proposal or on the RFP Assignments screen from the Navigation bar The RFP Assignments module icon is displayed at the top of the screen The icon is highlighted if the current user has any open or not yet completed assignments If the user 1s an administrator they will be able to filter the list based on a single user When the user clicks on the link they see a list of all assignments that are assigned to them
139. tically re inserts ALL documents you inserted from PMAPS into your open proposal This is an excellent tool for repopulating a proposal you have done in the past with current information in PMAPS PMAPS User Manual 23 Rev 7 8 2015 We added a new feature Show Bookmarks to the Proposal Editor that allows the user to quickly view any bookmark contained within the document 1 To view this feature open a document from the Dashboard that has some responses that have been inserted and or where assignments have been made 2 Click the Show Bookmarks link in the upper right of the Proposal Editor window pmapsweb s Mim M ME S cg um S e sees 3 To go to the bookmarked text the record insertion click on the links under Linked Documents by record number this 1s the Search Document ID number This will show you the text included in the bookmark this 1s what has been inserted full from PMAPS Please note that Selected Text option does not include a bookmark and this is correct for this option PMAPS User Manual 24 Rev 7 8 2015 4 Click on the Label Linked Docs icon to add a Comment to every bookmarked insertion Dmaps Web re The Comment will show the Word user s name initials how the document is linked and the record number Document ID irum er 4 Pleaseindicate the face amount ofinsuramn a Frrors and omissionse 5 Click on the Remove Linked Comments icon to remove all Comm
140. tor that is not on the Assign Section To list click on the Show all users link The Assign Section To list now displays all PMAPS users Select the contributor from the list This new name will appear on the short list until removed To remove a writer from the short list click on the name on the list then press delete on your keyboard Due Date the date when this answer should be completed by When you select the Due Date for the first assignment that date 1s automatically populated for the remaining sections However you may choose a different date for each section PMAPS User Manual 111 Rev 7 8 2015 4 The system inserts a bookmark around the selected text 1n the proposal that will later be used to merge the completed sections together This is similar to how the Q amp A bookmark is formatted 5 The system creates a comment to the right of the section displaying the following information Assigned to Qn Date and Time Due 6 Continue through the document assigning all sections To increase your speed for this task try this a Click on the Assign Section To field b Begin typing the last name of the contributor into the field unit the system lands on the correct name c Press Tab on your key board twice which will land you on the OK button if you need to change the date tab only once and change the date and then tab again d Press Enter on your keyboard to save and return to your questionnair
141. tral sees 76 IN E OMG ir mec 76 vs subnscjlom 76 Download Documents Generate Compliance Central document and send through regular eoe nae e E E CS Mies RU I TIMAEUS UA M MU SUUM IM MM UPI UE 78 wid LU ELE JUI EOM Q5 erc E T E 80 Return Records to Compliance Central cccccccssssssssssssccccccccssssssssscccccccsssssscssscccssssesess 80 MVNO IUCN M 80 I At IVC BO ea E E E E E E 82 Returned from SME tab Approving edits made via Compliance Central 83 Status when in Compliance Central eese eene eene enne eene nnns 84 Deletms Compliance Central Memis eese eoe a E E ado cauce aos 84 Compliance Central Report EXxport ccccsscsssecccccccceeessseecceeeeeeeeeeesseeceseeeseaeeseeeeeeeeeaaas 85 REC TOOK VN GUNG 5a ssid cates A E E E A S A E E 85 D a a IE N AEI O EE O T A S ET EE T 85 Adding Slides Pages to the Pitch BO00K ssseeececccsssssceecocosssssccccccossssscceccocosssssececcssssssssceeesoo 86 sire SOO MU EIECTUS ETT T T TU 86 calendar MOOUIE saeco M 89 Calenddr OU NS un irte Iona an Inn IMEEM 90 cole C R 90 SiS NO BEREIT RET OO E EET 90 Soi MT 90 PMAPS User Manual iii Rev 7 8 2015 CUO DIE E E T E A E E
142. ts must also have permission to Run Verify Process c4s 660600000000000209 Following are sections detailing instructions on setting up and using the Parent Child feature Set Up Templates for Parent Child Documents 1 Determine which languages are required and add the names of the languages to the Language drop down list This field is located in the Search module on the Attributes tab a Ej Ej Ba E E E PMAPS User Manual Appendix 131 Rev 7 8 2015 a Click on the icon The following screen is displayed r Label for Screen E Label Description Language wb Language v User must complete field before saving User must complete field after Ship Date V Administrator editing only V Administrator adding or editing of Pick Lists a Update Calendar C Default Value Yes Disable Field b Click Edit Values to build the pick list c Click the icon to add a new language to the pick list Master US Portuguese Brazilian Spanish d Save e Repeat a d to add the remaining languages to the list Create Upload Templates for Each Language You may create a separate template for each language 1 Select the Administration icon 2 Administration from the Navigation toolbar You must be assigned an Administrator license in order to perform this step PMAPS User Manual Appendix 132 Rev 7 8 2015 2 On the left hand navigation bar select the last option Document Templat
143. uch as title email phone and more PMAPS User Manual Appendix 126 Rev 7 8 2015 3 Click the Add button on the bottom of the screen 4 Enter the value you want to add to the list 5 Click the Save button to save the new name 6 Click Close to exit the screen Add an Internal Contact 1 Select any proposal from the Dashboard 2 Click on the Summary tab 3 Scroll down to the bottom of the page to the People area 4 Choose any field displaying the Rolodex icon iin MATIT Manning betty i LN c Ej c e e eye PMAPS User Manual Appendix 127 Rev 7 8 2015 5 Click on the icon The Label Definition screen is displayed 6 Click Edit Values 7 Click Add Berardino Kevin Charland Colleen D Angelo Maria B Dixon Trina Dungan Tammy Epps Karen Hatcher Leslie B Heffter Steven Manning Betty Marston Leah Nelmon Nick B Peters Molly B Philleo Wendy Smith Cindy 8 Hill in the contact information Label for Screen 4 Label Description Bid Manager gt Bid Manager User must complete field before saving User must complete field after Ship Date Administrator editing only Administrator adding or editing of Pick Lists ia Update Calendar L Default Value Yes Disable Field t keep the same meaning of field First Name Middle Name Last Name User Name Title Phone Extension Depa
144. ure to place two hard returns after the question preposals i new necora M m Ed Document smrioutas ludo ome insert Page Layout Gererencer i cut Mailingt Renew flew Acrobat IB tae com Times Hewsem 2 A 6 Aan IEEE GEHE HL as AAE AAE AaBBC AaBbC AaBbC AaBbC AA iim F Fomati 2 4 Ds a ox a AS Smite n thWP Bul TIWP Con PAWEL Ce TIAP Hih TANP Mi EP Hea SMe om Ciipinars 1 Fant 4 Paragragh zhyirs Whenis your company s annual conference 1 Generally held in November our annual user conference covers a variety of topics forall user levels over a two day event including networking opportunities Specific dates and locations vary from yearto year 4 PMAPS User Manual 60 Rev 7 8 2015 5 Then click the Attributes tab or use the arrows to navigate 6 Select an Attribute Group from the drop down list See Creating Attribute Groups for more information Attribute Templates mem s OR Fill out the Attributes one field at a time All mandatory yellow fields must be completed Mandatory fields may differ in your application based on field customizations made by your Administrator praposalso Wi new record R Eon Document anrus Basic tributes Document States Active Review Cyelec Annually Regie US Date Expires 1212015 SME Seth Cn y E LastWenfied 12712014 Be sure to check the box for Q amp A at the bottom of the Attributes tab This ensures PMA
145. y Proposals My Proposals Only Only checkbox Use Due Date to narrow your results to view only meDae E3 A proposals only within a specific date range enter a date range To view all proposals in the system do not enter a date Save Preferences to save your selected options WebPro will default your Dashboard view to your MM Save Preferences saved preferences when upon login The number of proposals displayed in the current search is always indicated above the proposal icons on the left hand side of the screen In this example we have 201 Proposals Found as a result of the current search or filters that have been applied You may also choose the number of proposals you want displayed on the screen Your options are 5 10 15 25 50 or ALL You may click on the page numbers to scroll through the pages Page 1 2 The proposal you have selected on the dashboard BB Working on Proposal Acme Proposal 2012 displays as the proposal you are working on PMAPS User Manual 27 Rev 7 8 2015 TIPS If you have entered a proposal name in the proposal Search field and you then change the date range PMAPS automatically searches for that name within the new date range The Clear Search button removes all existing text from the Search field Be sure to Clear Search before clicking Save Preferences so that no search text 1s saved as part of your default settings f you are displaying a

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