This example is for a fabrication RFQ. It shows how the hierarchy of Company Admin, Admin User and User perform in working together to take this RFQ from a predicted Start to Finish.

1. Technical Scope Technical Scope
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Specific to the RFQ Standards and Specifications
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** Piping Isometric Drawings for the
piping spools with Bill Of Material.
** Highlight free-issue material and
access for collection by Vendor.
** Testing and Inspection
Requirements.
** Specific delivery requirements e.g.
break-up of spools.
** QA/QC Requirements.
** Shipping, Packing, Delivery,
Storage Requirements.
** Identify any Third Party
Inspection, Client Approval
requirements.
** Other Interface Requirements and
contact details, addresses.
** List applicable standards for the
fabrication, testing, inspection,
painting, QA/QC, Shipping, Packing,
Delivery, Storage, Lifting,
Transportation, Site Installation, Site
Inspection, Interface management
and any other documents related to
the Vendor Scope of Services.
** Bid Submission Requirements.
** Award and Delivery Process.
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Specific to the RFQ Standard Documents
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** Details of at least three Vendors
or if exclusive then that for one
Vendor.
** Technical support and availability
of Spare Parts post scope delivery.
** Life Cycle of the Product and cost
of acquisition review.
** Purchase Order Terms and
Conditions.
** Standard Contract Applicable to
the Scope of Services.
** Invoicing and Payment submission
and approval process.
** Spare Parts Requirements.
** Installation and Maintenance
Requirements.
Other Requirements Other Requirements
REAL LIFE EXAMPLE OF A REQUEST FOR PROCUREMENT (RFQ)
FOR FABRICATION OF PIPING SPOOLS
PREPARATION OF DOCUMENTS AND REFERENCES
DocumentControltoprovideaccesstoUser
Identify which Users will contribute the data and docs
that apply to the RFQ life cycle of the acquisition
StandardCheckLists-DevelopperRFQType
STEP-1 (EXTERNAL TO THE SOFTWARE APPLICATION)

2. Specific to the RFQ Progressive to all RFQs
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Initialization Setup
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** With Reference to Step-1 identify
the Category of Procurement and
who it will be used by.
** Identify the Users who will be
involved in the RFQ Process from
Start to Close-Out.
** Identify the Roles and
Responsibilities of the Users
particular to the RFQ 12 stage
workflow.
** Identify which Departments the
Users belong to.
** Identify the responsibility of the
Departments involved.
**Identify which Admin Users in your
own department will be able to assist
you in the administration of this RFQ
type.
** Validate the Vendors selected in
Step-1.
** Create Departments.
** Create Categories.
** Create Vendors.
** Create Admin Users.
** Assign Permissions.
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Common Setup Administration
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** Finalize License Plan, Users.
** Company Details to be entered
** Profile information to be updated
** Check and Revise Email Templates
** View Dashboard features and
messaging / communications
systems available.
** View and generate reports to see
functionality.
** Plan which of your Admin Users.
will assist you in specific functions e.g
creating Users, input materials, etc.
** Edit, activate, delete as and when
applicable.
Getting Started Overall Progress
REAL LIFE EXAMPLE OF A REQUEST FOR PROCUREMENT ( RFQ)
FOR FABRICATION OF PIPING SPOOLS
COMPANY ADMIN SCOPE
TheCommonSetupandtheInitializationiskeyresponsibility
Every RFQ allows existing setup data to be used and if
necessary new data added to suit new RFQs
SetupperRFQprogressivelybuildsupdata
thatcanbeusedforfutureRFQs
STEP-2 (LOGIN TO THE SOFTWARE APPLICATION)

3. Specific to the RFQ Progressive to all RFQs
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Initialization Setup
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** With Reference to Step-1 validate
the data, documents and references
prepared for the RFQ.
** Identify the Users who will be
involved in initiating the RFQ.
** Identify the Material that will be
free-issued to the Vendor.
** Be aware of your permissions and
if you need more permissions,
message the Company Admin.
** Be aware of how to perform your
duties when assigned a role(s) in the
12-Stage workflow for an RFQ.
** Create Users.
** Manage Material.
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Common Setup Administration
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** Profile information to be updated
** Check and Revise Email Templates
** View Dashboard features and
messaging / communications
systems available.
** View your calendar to see your
workload when assigned a role(s) in
an RFQ workflow.
** View and generate reports to see
functionality.
** View Technical Reviewers,
Technical Approvers, Single Source
Approvers, Commercial Approvers.
** Edit, activate, delete as and when
applicable.
Getting Started Overall Progress
REAL LIFE EXAMPLE OF A REQUEST FOR PROCUREMENT (RFQ)
FOR FABRICATION OF PIPING SPOOLS
ADMIN USER SCOPE
TheCommonSetupandtheInitialization
iskeyresponsibility
Every RFQ allows existing setup data to be used and if
necessary new data added to suit new RFQs
SetupperRFQprogressivelybuildsupdata
thatcanbeusedforfutureRFQs
STEP-3 (LOGIN TO THE SOFTWARE APPLICATION)

4. Specific to the RFQ Specific to the RFQ
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Initialization Setup
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** With Reference to Step-1 verify
the availability and access to data,
documents and references prepared
for the RFQ.
** Identify which Admin Users and
Users will participate in the 12 Stage
workflow for the RFQ. Must be
available by drop-down selection and
if not message the Company Admin
and / or the Admin User
** Confirm availability of the Material
that will be free-issued to the Vendor.
Must be available by drop-down
selection and if not message the
Admin User.
** Be aware of your permissions and
if you need more permissions,
message the Admin User.
** Be aware of how to perform your
duties when assigned a role(s) in the
12-Stage workflow for an RFQ.
** Input all data necessary when
initiating the RFQ.
** Input all references applicable to
the scope.
** Ensure clarity in scope of services
for the Vendor during this initiation
stage.
** After completing the initialization
process, move to building the
12-Stage workflow, assigning Users
and dates.
** Ensure that the Close-out Date of
the 12-stage workflow suits the
delivery date of the scope of services
required from the Vendor.
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Common Setup Administration
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** Profile information to be updated
** View Dashboard features and
messaging / communications
systems available.
** View your calendar to see your
workload when assigned a role(s) in
an RFQ workflow.
** View and generate reports to see
functionality.
** Be aware that the Vendor bid
submissions are carried out external
to the software application.
** Edit, activate, delete as and when
applicable.
Getting Started Overall Progress
REAL LIFE EXAMPLE OF A REQUEST FOR PROCUREMENT ( RFQ)
FOR FABRICATION OF PIPING SPOOLS
USER SCOPE
TheCommonSetupandtheInitialization
iskeyresponsibility
Every RFQ allows existing setup data to be used. However
new data will be required for future RFQ's,
unless it was exactly the same as an existing RFQ
SetupperRFQprogressivelybuildsupexperience
thatcanbeusedforfutureRFQs
STEP-4 (LOGIN TO THE SOFTWARE APPLICATION)