How to use the RFP Analyzer - Grant Example - (2025)

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In this video, we're going to take a quick run through a more complex RFP than the previous video which ran through a client notes type simple RFP. So, we've kind of already built everything and we're just going to run through how it was done and show the results real quick just to speed up the video. So, this is going to be for an agriculture grant proposal submission.

So, we're just going to go into our document projects, edit our project, and you'll see there are 34 chapters selected here. So, we're going to go straight to the RFP Analyzer. So, when you use the RFP Analyzer, this would have been zero.

There would have been no documents picked initially. And we would fill in the Company Data and Client Data screens. These are the name and address information that gets merged into the proposal once created.

So I go into the RFP Analyzer and you can see we loaded a document, the RFP. And I'll just do a quick show of the RFP here. So you can see it's seven pages long.

It's got a table of contents. It's got a lot of information in here. All right.

So this is the RFP we start with. And note that the RFP documents when they get more complex, you should break them up into chapters. So if you look at every chapter, you can see they use the standard Word Heading 1.

So, as long as you apply standard Word headings to your chapter titles, the Wizard's RFP Analyzer will see those and will and it will be able to break up the RFP into smaller pieces. Now, the flip side of that is if your RFP is short enough, it's not going to bump up into any size limitations. You could one–shot an entire RFP document by just simply not using Word headers.

All right. So that is our RFP and you can see it says pre–processed. So we already ran through all four operations here previously.

So you can see the status is complete and this required steps says yes or no. This just means yes means that's a required step you have to do. It's like if you have a required step that those required steps have to be done first before following steps can be done.

So you can't go straight to building the lists and reports until you do the pre–process for example or you can't go and do the AI Writer or submission or other future operations until you build the chapter list. All right. So let's say we ran the the pre–process and every time you run an operation, it'll create a report in addition to anything else it needed to do for that operation.

So for the pre–processing, that's pretty basic. It just runs through the RFP, determines how many chapters there are, splits it up into pieces, does a little bit of checking, and creates this report. So, you can see it determined there were 12 chapters that it's going to chunk the RFP into.

It gives you some ideas of how long each of those chapters are and how many chapters your RFP gets broken up into. That kind of helps determine how many AI credits that each operation that gets sent to the AI system is going to cost. So, it'll give you a breakdown of that here.

These AI credits needed that will be the same number as when you click an operation and click this Credits Needed button. So you can see if we want to do the Submission Rules Report, it says three credits which matches this. And the credits needed will depend on the operation, how complex it is, and how many chapters the RFP gets broken up into because each chapter winds up invoking another AI API call.

All right. So that was the pre–process operation and then let's say we ran the Build Chapter List operation next and the results of that are in this report. So when this operation was run on that seven page RFP, it determined 31 chapters for the proposal and these chapters are the actual Proposal Kit template chapters out of the library of thousands available chapters.

So what the AI system does is it runs through every chapter of the RFP, analyzes all the information in each chapter and builds a list of chapters that are going to be needed in the response. And these are a breakdown of kind of how it went about determining that. And then says how mapped – Mapped by the AI.

So in some cases a what if the AI couldn't find a direct mapping it will kick that over to you the user to do a direct mapping and determine what chapter you want to use. So that might change how a map would be mapped by the user. All right.

So, and then it tells you, okay, the system would added a few extra pages just to flesh out what a full proposal would look like with the cover letter, front and back covers, table of contents, and the final table here. This kind of tells you the topic name that it found in the original RFP, that seven–page RFP, and what the mapped Proposal Kit chapter is. So say it determined, oh, we need a risk mitigation plan.

Well, it mapped it to the Proposal Kit Risk Management chapter. All right. So the second thing that happens when we ran this chapter list, this Build Chapter List operation is it also selected those chapters for our project.

So let's go out of the RFP Analyzer. And this is how we got these 34 chapters. So that build operation actually selected all of those chapters for our project automatically.

So you don't have to go in and pick them one at a time from the Pick Documents screen. All right. So let's go back into the RFP Analyzer.

All right. So, at this point, we have the RFP broken up, analyzed. We've selected the chapters for the project.

Now, we want to set up the AI Writer. So, we can run this Build AI Writer Instructions operation. And what this will do is it will create a Q&A session from the RFP with all the questions you need to answer in order for the AI Writer to create the first draft and it creates a little report of all the pieces of information it found questions to answer our requirements found and so on.

This is just a pretty basic report that just gives you an idea of how many things it it figured out you need. And the second thing that happens is when it gets run is if you go into the AI Writer screen here, go over to the Instructions tab, it will have created all these instructions files, creating Q&A sessions for every chapter. So let's go into say Risk Management.

Now, we've already filled in this Q&A session. So, we've kind of overwritten the actual question and answer tables that were in here with red highlighted text. We just have already filled this in.

Say Problem Statement. Okay, this is more of the format that the Q&A session. So it would have created this requirement and then the answer would have been as the question saying okay now insert your answer here.

So, we've gone and pasted in our answers. And once we've filled all this in and filled in all the Q&A sessions, then we're ready to use the AI Writer to create the narrative content and have it fill in the first draft of every one of these pages. All right.

So now say we've done that and we can come over here and say okay what did the AI Writer create for that Risk Management page. Okay. So now we've gone from RFP to a Q&A session.

We pasted in answers ran the AI Writer and the AI Writer has created this content for this page. Now let's take a look at the Capacity. All right.

So you can see it's created content that's ready for us to read and edit for the final proposal. Now you don't need to do your editing on these raw pages here. You can wait till it's all assembled and then just edit proofread the final first draft.

So we'll show that next. Let's go back into RFP Analyzer for one more operation. The Submission Rules Report.

Now in our previous video where we showed client notes for a small project, there was no Submission Rules Report because the client notes didn't really have anything submission related that it needed to keep track of. But for this complex RFP, it does. So now say we ran this Build Submission Rules Report.

We come over to the results, open the report and what it did was it ran through the whole RFP. It picked out anything that's like really important like mandatory rules. And it gives you a Word document and format with check marks.

So you can use this as your own checklist to go through as you're finishing the proposal to ensure that you've covered all these rules. And it will tell you, okay, this is the chapter that the RFP rule came from, the rule you need to be aware of that you've covered. And then there's conditional preferred rules.

These aren't mandatory, but you know, it's probably things that you might want to be aware of. Then it'll give you anything that found that's disqualifying, prohibited, discouraged to ensure you don't make mistakes doing something you shouldn't be doing in the RFP. This one's obvious.

Late submissions are not accepted. Proposers must not contact reviewers directly. And then optional rules.

Yeah, adding letters of commitment is optional. Informationational rules. This is just things it found that are more informational that might help keep you on track.

And then suggestions, best practices. These are things that it didn't necessarily find in the RFP, but something you might want to do just as a best practice, you know, before submission, perform a self check using the compliance matrix. All right, so this is the Submission Rules Report.

Now, in the future, we're going to be adding more and more operations here for different types of reports that will give you more detailed breakdowns of things that might help you manage the RFP process like eligibility requirements or a glossery of terms that are found in the the RFP that are going to go into a page in the proposal and so on. All right. So that's the basics of the RFP analyzer.

So you're basically loading some RFP documents, getting them in Word format, run operations to select a chapter list, build your AI Writer instructions, and then just create reports for various situations to help manage the RFP process. So, we'll come back out here to your main project. And this RFP called for some financial information.

So, Project Budget. Now financial pages and schedules are not created by the AI system. They are managed by the line item quote system.

So for the budget, you know, we've added some income sources, assets, and expenses. So you can see what line items we've added for this RFP. All right.

Now we have a project in our Wizard. We have pages selected for the final proposal. We've entered company and client name and address information.

We've filled in a budget in the line item quote system. We've used the AI Writer to create all the initial narrative content. And now we click the green button.

Okay, Save Project and Build Documents. Now we've already built it previously, but when you click that button that's going to build the actual Word document, the final response proposal. So we've already done that.

I'm going to cancel out of here. And that will put you back into the editing screen when it's built the document and Combined Project Document. This is the assembled first draft of the response proposal.

So you can see we've got a cover letter, name and address information that was pulled out of the company data screen and client data screens. The design theme, this is one of our Proposal Packs in an agriculture design theme. The table of contents, this is the list of all those 34 chapters.

And we just go through the narrative pages. Problem Statement. So the AI Writer wrote this page based on the RFP and all of our answers to the Q&A session.

And this is straight out of the AI Writer and RFP Analyzer. This document has not had any human–in–the–loop editing done to it. So what you're seeing is directly out of the AI system first draft for this RFP.

Now the only time consuming part really so far has been the time taken to answer the questions in the RFP session. Everything else has been just letting the AI and Wizard assemble and build everything. I'm going to skip down to find our budget page.

All right. So, the Project Budget, this is created by the line item quote system from that data I showed you in the line item quote screen. Everything else is out of the AI Writer and RFP Analyzer.

All right. Compliance Matrix. So now it's just up to human editors to read and edit this response proposal for the final submission.

So, that is a basic rundown of how to use the RFP Analyzer for a more complex RFP all the way through creating your first draft response proposal. Now, once you've edited and finished your proposal, if you need, say, a PowerPoint slideshow to go along with it in a presentation, I've created that here using our Create PowerPoint Slideshow tool. So, we'll just open that up.

And this is an example of how to go from your final finished proposal once you've done the human editing to create also a matching PowerPoint slideshow if you need to give a presentation that matches the actual submission. And there you go. And there are other videos on using the AI Writer and the Word to PowerPoint system.