ITD Proposal Management System (ProSys)

Overview

The ITD Proposal Management System (ProSys) is a comprehensive software solution designed to improve the way Information Technology Department creates proposals for services and equipment requested by county agencies and departments, require approvals and tracks proposals, eliminating the need for traditional paper-based documentation.

Key Features and Benefits

2.1 Proposal Creation and Collaboration

ProSys is a Salesforce Platform application that offers a user-friendly interface

enabling ITD proposal creators to create, edit, and collaborate on proposals in a digital environment. County departments and agencies will be able to view, approve and provide the accounting information for their proposals as well as search for proposals by specific criteria. Each department has a customized approval workflow that

includes the Finance Department and streamlines the approval process.

2.2. Centralized Proposal Repository

ProSys serves as a centralized repository for all proposals, eliminating the risk of document loss or misplacement. Users can easily search, retrieve, and access proposals at any time, significantly improving efficiency and reducing the time spent searching for information.

2.3 Board Letter Generation

The system provides reports that can be used to easily generate the Board Letter text and the documents associated to a Board Letter (Financial Recommendation, Sum to Auditor).

Board Letter coordinators and ITD Finance can view/create specific reports to facilitate the processing of a Board Letter and Supporting Documents.

2.4 Automated Workflows and Notifications

ProSys automates the proposal approval workflows, including review and approval processes from ITD as well as Department approvers. ITD Account Managers can define customized approval workflows for their departments, and receive automated notifications, reducing bottlenecks and ensuring timely completion of proposals. The system tracks the approval steps and allows sending reminders to pending approvers.

2.5 Approvers Dashboards

ITD approvers as well as Departments approvers have a dashboard that allows them to view all the proposals waiting for their approval and act on them.

2.6. Analytics and Reporting

The system provides comprehensive analytics and reporting capabilities, offering insights into proposal performance and overall status of the proposals. ITD users can easily generate customized reports and share the reports with department users.

Conclusion

The Proposal Management System (ProSys) provides a paperless solution for efficient proposal creation, collaboration, and management. By leveraging digital tools and automation, it enhances productivity, data accuracy, and proposal quality while reducing operational costs and environmental impact.