Articles in this section

Proposal Management

Avatar
John Mackenzie
Updated
Follow

Events> Call For Proposals

Proposal Management allows the user to add, review, edit, and accept/decline proposals. For a complete overview of the Call for Papers/Proposals process visit the Call for Papers Set up Article.

 

 

Search

Use the Search form to get a list of proposals that already exist in the system. The search criteria drop downs and Keyword option allows the user to narrow the list of results.

ProposalMgmt_v14_1.png

  • Keyword – typing a word or words will limit search results to only those that contain the keyword(s).
  • Search In – Select a field to use for keyword searches. Leave at ‘Search All’ to search all possible fields.
  • Tracks – All Tracks that are associated with this Event Type AND have display enabled will be available in the drop down. Select a track to see only proposals associated with that track, or leave at the default ‘--All--‘ to return results with any (or no) track associated.
  • Session Format - All Formats that are associated with this Event Type AND have display enabled will be available in the drop down. Select a Format to see only proposals associated with that Format, or leave at the default ‘—All--‘ to return results with any (or no) Format associated.
  • Status – Leave at ‘--All--‘  to see proposal with any status, or select a status from the drop down to narrow the results.
    • Approved - proposals that have been marked as approved, and made into a session.
    • Declined - proposals that have been marked as declined.
    • Submitted - Proposals that have been completed but not graded, accepted, or declined.
    • Graded - Proposals that have been graded but not accepted or declined.
    • In Progress - Proposals that started but not yet completed the submission process.
    • Withdrawn - Proposals that were withdrawn from the submission process by the submitter. 
  • Grade - After grading has been completed, use the drop downs to select a grade threshold. This is intended to assist in the Accept/Decline process.

  • Sort by - Select a field to sort the search results on.

    • Proposal ID - Unique identifier in the system for a proposal.
    • Proposal Title - Name of the proposal, as it appears on the Proposal Info screen.
    • Track Name - Name of the track selected on the Proposal Info screen.
    • Format Name - Name of the format select4ed in the Proposal Info screen.
    • Submitter Last Name - The last name of the person that submitted the proposal. This field will be blank if the proposal was added in Global Admin.

List of Proposals

ProposalMgmt_v14_2.png

  • Proposal ID - Unique identifier in the system for a proposal.
  • Track - Name of the track selected on the Proposal Info screen.
  • Format - Name of the format selected in the Proposal Info screen.
  • Proposal - Name of the proposal, as it appears on the Proposal Info screen. Click the Proposal name to enter the edit screen, see below for editing information.
  • Presenters - Names of the presenters that are associated with the proposal, click on a presenter's name to edit their information.
  • References - Names of the references that are associated with each presenter for the proposal, click on the references name to edit their information.
  • Submitter - The name of the person that submitted the proposal. This field will be blank if the proposal was added in Global Admin.
  • Submission Date - Date and time the proposal was submitted. Note - the system displays time in Central Time.
  • Grade - After a session has been graded, click ‘View’ to see the grading information.
  • Status - The Status of the proposal
    • Approved - proposals that have been marked as approved, and made into a session.
    • Declined - proposals that have been marked as declined.
    • Submitted - Proposals that have been completed but not graded, accepted, or declined.
    • Graded - Proposals that have been graded but not accepted or declined.
    • In Progress - Proposals that started but not yet completed the submission process.
    • Withdrawn - Proposals that were withdrawn from the submission process by the submitter. 
  • Details - click ‘View’ to see a summary screen of the proposal information.
  • Login - Clicking Login will log the user into the Event site as the submitter. This is intended to allow the Global Admin user to complete the submission process for the submitter.

Add

On the top right of the window is the ‘Add Proposal’ link. Clicking this link will open the Add Proposal form.  After the form has been submitted, there will be a green success message, and the user will be automatically taken to the Edit screens. In Global Admin only the proposal title is required. To manage what fields are required on the Event Site form go to Events> Call for Proposals> Settings> Proposal Fields Configuration.

ProposalMgmt_v14_3.png

  • Title - Name of the proposal. If the proposal is approved, this will be the name of the resulting session.
  • Duration -Select a duration option from the drop down. Durations are managed at Events> Call for Proposals> Settings> Duration Management. https://a2zevents.zendesk.com/entries/28334277
  • Format - Select a session format option from the drop down. Formats are managed at Event> Call for Proposals> Settings> Format Management. https://a2zevents.zendesk.com/entries/28854796
  • Track -Select a track option from the drop down. Tracks are managed at Event> Call for Proposals> Settings> Track Management. https://a2zevents.zendesk.com/entries/28383057
  • Ability Level - Select an Ability Level option from the drop down. Ability Levels are managed at Event> Call for Proposals> Settings> Ability Level Management. https://a2zevents.zendesk.com/entries/28333857
  • Session Type - Select a Session Type option from the drop down. Session Types are managed at Event> Call for Proposals> Settings> Session Type Management. https://a2zevents.zendesk.com/entries/28891456
  • Abstract/Description - Type, or cut and paste, the description of the proposed session into the text area.
  • Learning Objectives - Type, or cut and paste, the Learning Objectives for this proposed session into the text area.
  • Methodology - Type, or cut and paste, the Methodology that will be used to present the proposed session into the text area.
  • Custom Proposal Info - Any custom fields of type proposal will appear at the bottom of the form.  Any fields that are marked as required will need to be filled in before the proposal can be saved.

Edit

To edit a proposal, use the Search box to get the results list, and click on the name of the proposal to open the editing screens.

  1. Proposal Info
     This screen is the same as the Add Proposal screen. See the ‘Add Proposal ‘ section above for details.
  2. Add Presenter
     The current presenters are listed first, below that is the option to associate a contact as a presenter. If the contact does not already exist the user can add a new contact and associate them in the Add Presenter form.
  • Presenter List - View the list of current presenters, update their information, or remove them from this proposal.
    ProposalMgmt_v14_6.png
    • Presenter name - The first and last name of the presenter as entered in the contact form.
    • View Presenter Info - Click this link to view or update the presenter’s information, including address and custom presenter fields
    • Delete - Click the delete text to remove this presenter from this proposal. Note - this does not remove the presenter from additional proposals OR from the system’s database.
  • Associate Presenter - Add an existing contact as a presenter for this proposal.  If the contact does not exist in the system data base use the ‘Click Here to add New Presenter’ link to open the Add Presenter form.
    ProposalMgmt_v14_4.png
    • Enter Last Name - Type the first few letters of the contacts last name into the search box.
    • Search - Click the Search button to search the database, a pop up will appear indicating whether or not a match has been found.
    • Contact Name - If a match has been found drop down the Contact Name box and select the appropriate contact. If none of the listed contacts are the correct person, search again with less characters, or add the contact using the ‘Click Here to add New Presenter’ lin
  • Add Presenter - For new contacts, the user will need to fill out the Add Presenter form. There are 10 default required fields, additionally there may be required Custom Presenter fields.
    ProposalMgmt_v14_5.png
  • References
     If the event requires presenter references, then this tab will become available. When this feature is used references are required to complete the proposal process on the Event Site, but are not required when the proposal is entered in Global Admin.  A reference contact is associated with each presenter for the proposed session. References are proposal-specific, if a presenter is associated with multiple proposals a reference would need to be added to each instance (this could be the same reference in each case).
    • Reference List - The list of each presenter associated with the proposed session, and their reference if one has been added. If the Reference Name column is blank for a presenter there is not a reference associated with them for this proposal. 
      ProposalMgmt_v14_8.png
      • Presenter Name - The first and last name of the Presenter, clicking the presenter name will open their contact record.
      • Reference Name - The first and last name of the reference for this presenter, clicking on the reference name will open their contact record.
      • Delete - Clicking the Delete link will remove the reference for this presenter. This does not remove the reference’s contact record from the system database or disassociate them from other proposals.
    • Select Presenter - To associate a presenter with a reference, first choose the presenter from the drop down. A presenter can have multiple references.
      ProposalMgmt_v14_9.png
    • Associate Reference - After a presenter has been selected, a reference can be selected. Use the Associate Reference form to add an existing contact as a reference, or use the ‘Add Reference’ form  to add a new contact into the system and associate them as a reference.
      ProposalMgmt_v14_10.png
      • Enter Last Name - Type the first few letters of the contacts last name into the search box.
      • Search - Click the Search button to search the database, a pop up will appear indicating whether or not a match has been found.
      • Contact Name - If a match has been found drop down the Contact Name box and select the appropriate contact. If none of the listed contacts are the correct person, search again with less characters, or add the contact using the ‘Add Reference’ form below.
    • Add Reference - to add a new contact into the system and associate them as a reference for the selected presenter the user will need to fill in the Add Reference form. There are 10 required fields that must be entered in order for the record to be saved.
      ProposalMgmt_v14_7.png

    Related articles

    Powered by Zendesk