Frequently Asked Questions
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What Does PMAPS Stand For?
Why Haven't I heard of PMAPS Before?
Who is Proposal Software, Inc.?
Who uses PMAPS today?
Why Would I Want to Use PMAPS?
Can PMAPS deliver a payoff if I'm using another database tool?
When was PMAPS first developed?
How was PMAPS Developed?
What is the IT footprint for PMAPS?
Do you have a hosted plan?
How much involvement of my IT department will be required to deploy PMAPS?
How would I get my existing database in PMAPS?
Can I use the internet to access PMAPS?
How long does it take to implement PMAPS?
What are the user requirements for PMAPS?
What's included in PMAPS?
How is Microsoft Word impacted by PMAPS?
Are keywords required to search in PMAPS?
Why does PMAPS have two parallel search databases?
How do I search in PMAPS?
How long does it take someone to learn/start using PMAPS?
What's involved in changing field names or customizing nomenclature in PMAPS?
Is there a PMAPS user group?
How is PMAPS supported?
How is PMAPS upgraded?
What enhancements will be added in upcoming releases of PMAPS?
Are there any extra modules not included in PMAPS?
How many people can use PMAPS concurrently?
How many fields are available for tracking RFPs and RFIs?
What is 'Document Portal' in PMAPS?
What is "Smart Search" Technology?
What is "Smart Assembly" Technology?
Can I assemble an entire proposal using PMAPS?
Can PMAPS assemble Pitch Books?
Can PMAPS search web-based surveys?
How are my documents stored in PMAPS?
How do I report on my proposal activities using PMAPS?
How do I maintain my database using PMAPS?
How so subject matter experts interact with PMAPS?
How are the different versions of PMAPS licensed?
Can we talk to other PMAPS clients?
How can I arrange a demo of PMAPS for evaluation purposes?
What does PMAPS stand for?
Proposal Management And Production System
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Why haven’t I heard of PMAPS before?
The first version of PMAPS was developed in 1994 for the healthcare industry. Most major healthcare organizations within the U.S. today use PMAPS as their enterprise-wide proposal platform. Not surprisingly, their RFP and RFI processes are nearly identical with other industries.
PMAPS Financial was created in 2001 for-and-by investment managers. In 2004, a Commercial version and in 2005 a Legal version were created tailored to those industries’ specific proposal needs. No other proposal software is ready to meet a healthcare providers’, investment manager’s or law firm’s needs ”right out of the box.”
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Who is Proposal Software, Inc.?
Proposal Software was spun off of Westport Software Group in 2004 to focus exclusively on the needs of proposal professionals throughout the financial, healthcare, commercial and legal communities. Its affiliate, Enterprise Incentive Software, Inc., provides Compensation Activity Tracking System (CATS®) in three Editions and is judged to be among the ‘best of breed’ in enterprise incentive compensation software solutions for the large corporate universe. Another affiliate, Westport Consulting Group, Inc. is a leading financial services marketing and new product development specialist firm.
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Who uses PMAPS today?
Over 200 major healthcare, investment management, commercial, and law firms have deployed PMAPS since its inception.
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Why would I want to use PMAPS?
The frequency and total number of RFPs and RFIs are growing…not declining. PMAPS will permit you to do ‘more with less’…either process more proposal volume with your current staff, or your current proposal volume with fewer staff. The enhanced productivity produced by PMAPS almost always returns the entire investment in less than one year.
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Can PMAPS deliver a pay back if I’m already using another database tool?
Yes, PMAPS has demonstrated productivity increases of between 25% and 35% over and above that of other frequently used proposal software solutions. Users with no existing proposal software have, on average, achieved an even higher 50%+ increase in work group productivity. There have been some proposal teams that have achieved 100%+. Any of this productivity increase is more than sufficient to support a software replacement purchase decision.
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When was PMAPS first developed?
PMAPS was first introduced in 1994. Since then, there have been ten (10) upgrade releases…virtually one every year. The 11th release, PMAPS 2008, is scheduled to ship by the end of the 3rd Q 2008.
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How was PMAPS developed?
PMAPS was developed from the ground up. A team of marketing and software specialists spent months, tracing the entire proposal process from consultant through the enterprise, across the proposal writer’s desk and back to the consultant. The entire proposal process was documented, mapped and then re-engineered to eliminate roadblocks and improve the productivity of each and every person involved in responding to an RFP or RFI. The application was then programmed from the desired output back to the start of the process. No other proposal software has undergone such a rigorous analytical process to get the software right from the proposal professional’s perspective. Technology was only employed when it made things better and faster.
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What is the IT footprint for PMAPS?
PMAPS is incredibly well engineered. It only requires 400MB of total storage space on a standard network server. Everyday desktop PCs are sufficient to run PMAPS. There are no IT maintenance responsibilities past the hosting of PMAPS on your network.
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Do you have a hosted plan?
Yes, PMAPS may be accessed under the PMAPS® On Demand SaaS (Software as a Service) program. It is priced on a monthly charge per ‘named’ user. There is a one-time set-up fee which, similar to all PMAPS licenses includes set-up, data conversion and initial user training.
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How much involvement of my IT department will be required to deploy PMAPS?
For customers installing PMAPS locally, short of permitting PMAPS to be installed on your network, and providing 400MB of total storage space on the server, your IT colleagues will not be required to have additional involvement with implementing PMAPS. There are no programming skills required to set up and/or maintain any aspect of PMAPS. The Document Assembly feature permits a sales and marketing oriented user with only Microsoft Word skills to create document templates ("Smart Templates") and maintain them for use throughout the enterprise without the need for a programmer or vendor support. For hosted customers, there is minimal IT involvement since all access is through a web browser.
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How would I get my existing database into PMAPS?
Proposal Software will convert your existing database into PMAPS. Our sources may take the form of information already in another application (e.g. RFP Machine), another database file or even simply Microsoft Office documents. Nothing you have will get lost and you’ll train on a fully implemented PMAPS that includes your own data.
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Can I use the Internet to access PMAPS?
Yes...Using Citrix MetaFrame® Access Suite and your web browser you achieve an instant “thin-client” operating environment. This permits dispersed proposal teams to share one installation of PMAPS with no performance degradation…even globally. The PMAPS Document Portal and PMAPS Search Accelerator modules are entirely Web-based and require only a browser.
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How long does it take to implement PMAPS?
One month is all that’s required to convert your data and tailor your screen nomenclature to your organization’s requirements in order to start training virtually or on-site.
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What are the user requirements for PMAPS?
Everyday users need only be at the intermediate level of Microsoft Office to begin training on PMAPS. PMAPS is a highly intuitive application, entirely consistent with Microsoft Windows and most users can start using it the day they receive their training.
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What’s included in PMAPS?
PMAPS was designed to include everything you need to professionally and efficiently manage the proposal process. Hence, there are no ‘extras’ to coordinate or surprise you with in getting the job done. Our integrated modules include a Management Component for RFP/RFI Tracking & Reporting, Contact Management for keeping track of all requests for information and/or review you’ve made throughout the organization (that can be coordinated with either Outlook or Lotus Notes calendars), completed Document Assembly, Database Management, Database Search, RFI Management & Assembly. For the Legal Edition, we even include a certified integration with LexisNexis InterAction CRM including the Matters database.
PMAPS comes with an industry-unique unlimited user (no per seat) license. For smaller proposal units or budget-constrained situations, PMAPS Gold comes with a pre-set number of concurrent user seats.
Versions of PMAPS include:
- PMAPS Platinum Unlimited User Enterprise License
(Installed Client/Server & Citrix ‘thin client’)
- PMAPS Search Accelerator Unlimited User Enterprise License (Web Application)
(Works with both PMAPS Platinum & Gold)
- PMAPS Gold User Per Concurrent User License
(Installed Client/Server & Citrix ‘thin client’)
- PMAPS On Demand (Hosted/SaaS Named User solution)
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How is Microsoft Word impacted by PMAPS?
PMAPS is engineered to coordinate with Microsoft Office applications like Word & PowerPoint. However, unlike other proposal software, PMAPS does not affect these applications in any way by embedding a tool bar. Your proposal documents and Q&A database will always be available to you directly in their native form without the need to view them through PMAPS.
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Are keywords required to search in PMAPS?
No…and this is a BIG time-saver vs. other proposal management applications. PMAPS employs a powerful proprietary search engine technology that eliminates the need for you to map your Q&A (Knowledge Base) documents using ‘keywords.’ Every character in every Word, PowerPoint and PDF document you store in PMAPS is 100% indexed and retrievable using the engines built into PMAPS Search or PMAPS Search Accelerator. You just enter the word, phrase or sentence you’re looking for and PMAPS instantly retrieves every occurrence in your database similar to how you search using Google or Yahoo.
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Why does PMAPS have two parallel search databses?
PMAPS recognizes that the underlying Q&A documents need to be in a powerful fully-formatted file like Microsoft Word and PowerPoint. But the search and retrieval abilities of these Office applications are modest and in the past required the creation of an artificial hierarchy using clumsy and limiting ‘keywords.’
The second search database in PMAPS is an index of 100% of every character in Word, PowerPoint and PDF record stored in PMAPS. This database is coupled with a ‘Google-like’ search engine and works just like any web search tool you’re already familiar with. It’s really the best of both worlds and there’s nothing you have to do to make it happen beyond saving your next answer in PMAPS.
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How do I search in PMAPS?
You can start by simply placing your cursor at the beginning of any question in a Word document and clicking the Search button. Or highlight any sentence, paragraph, phrase or word within a Word questionnaire. You can also type directly into a search field. PMAPS also permits search filtering using any combination of 26 unique attributes assignable to every Q&A record. Built-in Boolean logic provides additional searching power in the PMAPS Search Engine.
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How long does it take someone to learn/start using PMAPS?
A fully functional and set-up PMAPS is used for the one-on-one training that takes place at either at your site or via virtual training sessions. You start immediately building real proposals as part of the first day’s training.
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What’s involved in changing field names or customizing nomenclature in PMAPS?
Each Edition (Healthcare, Financial, Commercial & Legal) of PMAPS has been tailored to meet the needs of most proposal professionals right out of the box. However, every one of the 250+ data fields in PMAPS can be relabeled in real time by the person with PMAPS supervisor rights without support from Proposal Software.
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Is there a PMAPS user group?
Yes. Over 75% of the changes in our latest release are directly from each Edition’s user group. These groups of world-class proposal professionals ensures that PMAPS will always embody ‘best practices’ when it comes to proposal management.
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How is PMAPS supported?
PMAPS comes with world-class manuals designed for the everyday User, Supervisor, Report Developers and Database Administrator. Help is also embedded in the application itself in the form of a library of training videos available 24/7 on key features and functionalities. And you may launch a ‘Case’ for support directly from the PMAPS application. In addition, there‘s a user group Bulletin Board and a self-service web site is available to registered PMAPS users. Finally, a Help Desk is just a phone call away for those rare situations where there are questions these resources cannot handle. The Help Desk is equipped with a custom web meeting portal that permits ‘on the fly’ sessions to demonstrate on screen what’s required to answer the question.
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How is PMAPS upgraded?
Clients are notified via email when, both version upgrades, as well as quarterly updates or patches are available. These upgrades and updates are available via a single file download from our secure FTP site. The email contains instructions on how to implement the changes including all the necessary documentation. Upgrades are designed to be seamless and any user specific preference or customization you have developed within PMAPS is maintained during the upgrade process.
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What enhancements will be added in upcoming releases of PMAPS?
As a leader in implementing new and supported technologies, PMAPS is incorporating features based on Web Services, XML, Web “2.0”, Silverlight, Ajax and others. For a list of specific enhancements to the newest release, PMAPS 2008, you can read the New Features Highlight Brochure.
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Are there any extra modules not included in PMAPS?
Yes, but only three...one called the "PMAPS Document Portal".... a separate, enterprise-wide web-based module that provides Read–Only access through the Internet, the web-based "PMAPS Search Accelerator" permitting search and “Pitch-book” assembly functionality directly via a web browser, and one called "Synch Link." Synch Link is designed to coordinate the databases between proposal groups that may be working independently of each other but under a common brand, for example, a North American group and a similar unit in Europe each responding to their own market’s RFPs but owned by the same organization.
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How many people can use PMAPS concurrently?
PMAPS was engineered to be a ‘work group’ vs. ‘shrink wrapped’ product shared among a team of proposal professionals. Current users have groups as large as 25 people at one site with hundreds of ‘Read Only’ access users. There are also instances of up to 15 different sites concurrently accessing and using one installation of PMAPS on a global basis. For all practical purposes, PMAPS will work out of the box with groups of up to 100 concurrent production users with its current blazing speed characteristics. Access to the web-based PMAPS Search Accelerator has for all practical purposes no limits on its scalability. And your Subject Matter Experts do not require direct access to PMAPS, nor any software or licenses to participate fully in the maintenance of your database.
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How many fields are available for tracking RFPs and RFIs?
There are over 250 database fields (most are “Pick List” driven with an unlimited number of entries) available for tracking and reporting on any and all aspects of any RFP or RFI in PMAPS.
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What is 'Document Portal' in PMAPS?
The database created in PMAPS represents an invaluable enterprise-wide repository of key policies and information regarding all aspects of your company’s value proposition. The “Document Portal” permits you to provide password-protected access to any number of sales, marketing and management colleagues. This provides them with web-based self service coupled with a “Google-like’ search engine. It eliminates the need for these individuals to call you for answers to on-the-fly questions.
By deploying this web based “Document Portal” module, any Subject Matter Expert or employee of your organization can easily search PMAPS directly through your Intranet or via the Internet using only a web browser including web-enabled PDA devices. However, while providing direct access to read and retrieve fully formatted files, it prohibits these non-proposal professionals from adding or deleting anything in the PMAPS database.
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What is ‘Smart Search’ technology?
Smart Search technology is a patented algorithm allowing direct searching from within a Word, PowerPoint, or PDF document, Excel worksheet or Web-based form without the need for copying and pasting. Simply place your cursor anywhere within the document and click a button.
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What is ‘Smart Assembly’ technology?
Smart Assembly technology is another unique feature of PMAPS not found in other proposal software solutions. It essentially creates a unique ID between questions asked by consultants in their RFIs and the appropriate answer in the PMAPS database. This permits incredible productivity when responding to the next RFI update as PMAPS highlights only those questions where you have updated the answer since the last response and/or the question is being asked for the first time. What takes days can be reduced to hours when responding to RFIs.
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Can I assemble an entire proposal using PMAPS?
Yes, the Assembly Center in PMAPS and the PMAPS Search Accelerator was designed to permit an entire proposal, with all of its sections, to be assigned, tracked and assembled from within the application as one seamless and fully integrated document.
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Can PMAPS Assemble Pitch Books?
Yes, using the PMAPS Search Accelerator, PowerPoint slides may be assembled, rearranged and outputted as a single document.
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Can PMAPS search web-based surveys?
Yes, PMAPS can search against web-based (HTML& XML) surveys, Word documents and even Excel spreadsheets.
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How are my documents stored in PMAPS?
PMAPS stores everything in two places. Each Q&A pair is stored as an individual record in a secure folder on the PMAPS server. Their contents are replicated in the PMAPS index database that powers the search engine. When using the PMAPS Search Accelerator you have the option of either storing the file on the PMAPS server or leaving it on any number of local drives that have been indexed.
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How do I report on my proposal activities using PMAPS?
PMAPS comes with a powerful report writer built in. There are over 29 ‘canned’ reports plus a tool that permits the creation of any report using any of the 250+ data fields in PMAPS. Reports can be exported in a wide variety of data file formats. And all reports employ Microsoft Graph functionality and can be customized by you, identical to how charts and graphs are created in Word, PowerPoint and Excel.
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How do I maintain my database using PMAPS?
There is a control panel reserved for use by the PMAPS Supervisor and/or Database Administrator for this purpose. Controls permit automated and direct, from the application, communication via e-mail with all Subject Matter Experts about the expiration dates of their answers. There is also a global font and word replacement feature throughout the database and archival functionality based on Q&A usage. There is no licensing or software required by the Subject Matter Expert receiving an automatic notice from PMAPS other than he/she having Microsoft Office on their desktop.
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How do Subject Matter Experts interact with PMAPS?
Each Subject Matter Expert can set their own expiration date (e.g., annual, quarterly, per bid) for each and every Q&A record they ‘own’ in the PMAPS database. In advance of these expiration dates, the PMAPS Supervisor can have PMAPS automatically send these documents via e-mail to the SME for review, updating and reinsertion in the PMAPS database. The entire activity is conducted using familiar Microsoft Office files.
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How are the different versions of PMAPS licensed?
A one-time perpetual license PMAPS solution for one person (PMAPS Gold/one concurrent user vs. a named user) or an unlimited number of users (PMAPS Platinum) or PMAPS On Demand (Hosted/SaaS Named User). The PMAPS Search Accelerator, with its ‘Pitch Book’ assembly functionality, is available for a one-time, unlimited user enterprise-wide license.
All four licenses include set-up, installation support & document conversion. Please contact Proposal Software for an assessment of your proposal management needs and a specific price quote.
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Can we talk to other PMAPS clients?
Yes. We have many existing clients who are more than happy to share their PMAPS experiences with you. Please call Proposal Software at 203-604-6597 or e-mail sales@proposalsoftware.com to obtain their names and numbers.
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How can I arrange a demo of PMAPS for evaluation purposes?
You can schedule an on-line demonstration of PMAPS by calling Proposal Software at
(203) 604-6597 or e-mailing the request to sales@proposalsoftware.com.
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