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SayPro Templates to Use: Submission Tracking Sheet: A document for tracking submission dates, deadlines, and follow-up actions for each proposal or bid
Submission Tracking Sheet Template
1. Proposal/Bid Overview
Column Heading
Description
Proposal/Bid Name
The title or name of the proposal or bid.
Client/Organization
The name of the client or organization requesting the proposal or bid.
Project/Opportunity Number
Unique identifier for the project or opportunity, if applicable.
Project Manager
The internal team member responsible for overseeing the proposal or bid preparation.
Submission Method
The method used to submit the proposal (e.g., email, online portal, physical submission).
2. Submission Deadlines and Dates
Column Heading
Description
Proposal/Bid Deadline
The final date by which the proposal or bid must be submitted to the client.
Internal Review Deadline
The deadline for completing internal reviews and finalizing the document before submission.
Draft Submission Date
The date when the draft of the proposal/bid should be submitted for internal review or client feedback (if applicable).
Follow-up Date
The date set for following up with the client after submission to confirm receipt and inquire about the decision timeline.
3. Submission Status
Column Heading
Description
Submission Status
The current status of the proposal or bid submission (e.g., “Submitted,” “Pending,” “In Progress”).
Submission Confirmation Received
Indicate whether confirmation of receipt has been received from the client. (Yes/No)
Follow-up Status
Status of follow-up actions (e.g., “Scheduled,” “Completed,” “Pending”).
Client Feedback
Any feedback or comments received from the client after the submission.
Next Steps
Action items based on client feedback, further steps, or internal actions required.
4. Proposal/Bid Details
Column Heading
Description
Proposal Version
The version number of the proposal or bid (e.g., Version 1, Final Version).
Submitted By
The name of the team member who submitted the proposal or bid.
Amount/Quote
The quoted price or budget proposed in the bid or proposal.
Scope of Work (SOW)
A brief summary of the scope of work as described in the proposal.
Key Deliverables
A short list of the key deliverables that the proposal or bid promises to deliver.
5. Client Action and Feedback Tracking
Column Heading
Description
Client Response Date
The date the client provided feedback or a decision after receiving the proposal.
Client Decision
The final decision made by the client (e.g., “Accepted,” “Rejected,” “Under Review”).
Follow-up Action Required
A description of any follow-up actions required based on the client’s decision.
Final Contract Date
The date when the contract was finalized or when the project officially began (if applicable).
6. Post-Submission Actions
Column Heading
Description
Post-Submission Follow-up Action
Details of any required actions post-submission, such as contacting the client for further clarification, attending a debrief meeting, or submitting additional documents.
Post-Submission Feedback Received
Whether feedback was received from the client after submission (e.g., “Yes” or “No”).
Project Awarded
Indicate whether the project was awarded to SayPro (Yes/No).
Project Notes
Any additional information related to the post-submission process (e.g., client comments, next steps).
Usage Instructions for SayPro Team:
1. Data Entry:
Completing the Sheet: Fill out the Submission Tracking Sheet as early as possible in the proposal preparation process. The data should be updated regularly as the proposal progresses through each stage (drafting, submission, review, follow-up, etc.).
Timely Updates: Ensure that all columns are updated in a timely manner to maintain an accurate overview of the status of all proposals and bids.
2. Monitoring Deadlines:
Deadline Alerts: Use the “Proposal/Bid Deadline” and “Internal Review Deadline” columns to track important submission deadlines. Set reminders in your calendar to ensure these dates are met and that all internal reviews are completed on time.
Follow-up Actions: Set reminders for the “Follow-up Date” to ensure consistent communication with clients post-submission, whether to confirm receipt or gather feedback.
3. Tracking Submission Status:
Status Updates: Regularly update the “Submission Status” column to reflect whether the proposal has been submitted, is in progress, or pending further actions. This will help everyone on the team stay aligned and aware of where each proposal stands.
Confirmation of Submission: Record whether a submission confirmation has been received from the client to avoid any confusion regarding receipt.
Client Feedback Tracking: Use the “Client Feedback” column to track any comments, concerns, or additional requests from the client after submission. This will guide your next steps in responding appropriately.
4. Follow-Up Actions:
Follow-up Tracking: After submitting each proposal, use the “Follow-up Status” column to track the progress of your follow-up actions. Whether the follow-up is scheduled or completed, this helps keep the communication lines open with the client.
Document Feedback: If the client provides feedback on the proposal, record it under “Client Feedback” and outline any further actions required in the “Next Steps” column.
5. Post-Submission Monitoring:
Client Response Tracking: When the client provides their decision, note the “Client Decision” and the corresponding “Client Response Date” to keep track of where you are in the proposal cycle.
Project Awarded: Update the sheet to reflect whether the project has been awarded to SayPro. This will help track your success rate with proposals and identify any areas for improvement in future submissions.
SayPro Monthly Document Preparation Process:
Purpose: The Submission Tracking Sheet is an essential tool in the SayPro Monthly January SCMR-1 document preparation process. It allows the team to systematically track all submissions related to tenders, proposals, and bids, ensuring that deadlines are met, follow-ups are conducted, and any necessary actions are taken.
1. Proposal Tracking:
As part of the SayPro Tenders, Bidding, Quotations, and Proposals Office under SayPro Marketing Royalty SCMR, every proposal is assigned to a team member for tracking. The Submission Tracking Sheet is used to monitor the entire submission process from the creation of the proposal to its final outcome.
2. Document Preparation and Submission:
Use the Submission Tracking Sheet to ensure that the preparation and submission of each proposal are completed on time, and that necessary internal and client reviews are conducted.
3. Follow-Up and Post-Submission:
Regularly update the tracking sheet as you follow up with the client and after receiving their decision. The information can also be used for reporting purposes to understand the success rate and effectiveness of proposals.
By using this Submission Tracking Sheet, SayPro ensures that all proposals, tenders, bids, and quotations are carefully monitored, deadlines are adhered to, and all follow-up actions are taken in a timely and efficient manner. This level of organization maximizes the chances of success in securing contracts and enhances communication and coordination across the proposal team.
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