Request for Proposal Workflow

How is this RFP workflow audited?

Every step in assess.one — including RFP creation, status changes, supplier proposal submissions, panel scores, and approval decisions — is logged with a timestamp and the responsible user. This creates a continuous audit trail from scope definition through to contracting handoff, which can be reviewed by internal audit or compliance teams without needing to reconstruct events from email or spreadsheets. Status transitions such as 'Under Evaluation', 'Approved', and 'Rejected' provide clear checkpoints for audit review.

Who has access to supplier proposals and evaluation scores?

Access is configured directly within assess.one, allowing organisations to restrict visibility of proposals and evaluation results to the evaluation panel, requesting owner, and procurement approvers as appropriate. Role-based permissions ensure suppliers only interact with their own submission and cannot view competitor proposals or internal scoring. This supports segregation of duties and protects commercially sensitive supplier information.

How does this integrate with existing procurement approval processes?

The Request Procurement Approval and Route Approval Outcome steps can be configured to route to specific procurement approvers or approval hierarchies already used within the organisation. Notifications for approvals are configured inside assess.one, so procurement teams are alerted immediately when a decision is required. This means the workflow slots into existing sign-off structures rather than requiring a separate approval system.

Can the evaluation criteria and scoring structure be customised?

Yes, the requesting owner defines scope and evaluation criteria directly in the Create RFP Record step, and the scoring approach used in the Evaluation Panel Scores Proposals step can be adjusted to reflect organisation-specific weighting or category requirements. Fields, notifications, and approval logic can all be edited within assess.one to match internal procurement policy. Changes take effect immediately without any redevelopment work.

What happens if procurement rejects the preferred supplier?

If the approval outcome is negative, the workflow automatically routes the record to Set Status: Rejected and triggers the Notify Owner of Rejection step. This ensures the requesting owner is informed promptly and the RFP record reflects an accurate, closed status for reporting purposes. The audit trail retains the full evaluation and approval history even after rejection.

How long does implementation take?

This RFP workflow is a ready-to-use template that can be published in minutes directly within assess.one. Once published, the requesting owner, evaluation panel, and procurement approvers can begin using the live process immediately — there is no lengthy setup project or external software installation involved.

Who needs access to this workflow within our organisation?

Typical participants include the requesting business owner, procurement or category managers, the evaluation panel members, and procurement approvers, along with the contracting team who receive the final handoff. Access for each role is configured within assess.one, so each participant only sees the steps and information relevant to their responsibilities. External suppliers interact only with the proposal submission step, without gaining access to the internal record.

How does the handoff to contracting work once a supplier is approved?

Once procurement approval is granted, the workflow moves to Set Status: Approved, notifies the owner via the Notify Owner of Approval step, and then automatically hands off the record to the contracting team. The status is updated to 'Handed Off to Contracting', giving contracting full visibility of the approved scope, criteria, and evaluation history without needing a separate briefing process. This ensures continuity of information from evaluation through to contract drafting.