Information Management System for Bid and Tender Processes

Microsoft .NET 3.5 2008 framework, ASP.Net 3.5, C#

Manual methods of document management and no centralized repository was creating chaos in the client organization. Since this world class engineering company was spread across locations need arose for a centralized secure platform to facilitate the management of information, improve integration between marketing, tendering and back-office systems, reduce costs, and improve community- building among dispersed employees.

When the project was awarded to us we built an information management platform on ASP.Net that allows storing information relative to the complete bidding cycle. The system provides Active Directory based authorization with tender approval process complete with electronic signature. The application design is such that it can be accessed simultaneously by multiple users for data entry. The system provides advanced search feature that allows the users to search and generate reports related to various marketing and tendering processes based on factors such as Country, Form of Contract, and Client Name etc)

Designed on lines of manual entry forms the system was easily accepted by the employees and was up and running in record time.

Background

The client private multi-national company providing world class engineering and construction contracting services across the globe required a centralized information management system where their dispersed employees could have access to the official document repository containing Bid and tender related information.

The key requirements were

Sharing information over a secure platform, both internally and externally;
Online entry forms similar to manual entry forms
Tender approval workflows right from document creation to final approvals (electronic signature embedding)
Advanced search and Reporting module that allows accurate insight into the processes

Solution

The client wanted to provide a single point access for seamless working of site. Cygnet Infotech developed this information management platform on ASP.Net.

he system stores information relative to the complete bidding cycle. Active Directory based authorization and authentication allows privilege based access.

The tenders once placed require at least three signatures for final approval. The system automatically escalates the tender to authorized person for approval. After authentication the user can embed his signature and approve or reject the bid.

The search and reporting module allows the admin to keep track on all marketing and tender activities. The details can be filtered by Country, Form of Contract, and Client Name.

Technology Highlights

Software/ Tools	Microsoft .NET 3.5 2008 framework, ASP.Net 3.5, C#
Back End	SQL Server 2008 R2 Express Edition
Web Server	Windows 2003, IIS6

Benefits to the client

Enhanced Collaboration allowing dispersed employees
Exhaustive Search for quicker results.
Active Directory implementation lead to simplified IT management and less time spent on managing security and user access.
Minimal training due to the adaption of manual forms to electronic mode.
Process Improvement due to Approval Workflow implementation