DOCMON for Public Tenders

Have you ever had to participate in a public tender and found yourself overwhelmed by documents, rules and controls? It often seems like an obstacle course, with a thousand details to check and little time to do it. And in the end, a small oversight is enough to lose all the work done.

DOCMON is here to help you. This tool allows you to organize, check and send all documents, through proven, efficient and customized processes.

DOCMON gives you the possibility to upload documents, organize them and customize each phase of the work. In fact, each company has its own work methodologies and processes, DOCMON is created to adapt to any need, defining phases, controls and authorizations.

Workflow tailored for you

Whether it’s a simplified process to manage small projects or a detailed workflow for complex tenders, DOCMON allows you to build the ideal path. For example, you can set up a process in which the document is first uploaded, then reviewed by a colleague and finally approved by a supervisor. If one of the steps has elements to correct or fix, DOCMON signals it indicating what needs to be integrated or modified, so as not to overlook any detail and avoid huge losses of time (and money).

Document Evaluation with KPIs

DOCMON is smart: it allows you to evaluate documents with ready-to-use KPIs (key performance indicators) or define new ones ad hoc based on needs and context.

These KPIs help you understand if the document is complete and correct. Evaluations can be done manually with a formal review process or automatically with the use of Artificial Intelligence.

To support the manual review process, DOCMON has defined 13 KPIs to evaluate document quality. These KPIs are in line with the ISO 25010 standard and cover the document quality areas of the standard:

• Functional suitability: evaluates whether the document meets the purposes for which it was created, verifying completeness, correctness of information and compliance with the required standards.
• Usability: checks the clarity and accessibility of the document. This includes the readability of the text, the organization of the contents and the overall aesthetics (look & feel).
• Reliability: measures the maturity and consistency of the information in the document, ensuring that it is complete, accurate and free of errors.
• Security: ensures that the document meets confidentiality and integrity requirements, also ensuring the traceability of changes (non-repudiation).
• Compatibility: evaluates whether the document complies with standards and can be used in different contexts without interoperability problems.
• Portability: checks that the document is easily transferable and usable on different platforms, also verifying that its size is adequate.

DOCMON also includes 3 automatic KPIs based on artificial intelligence to support the automatic evaluation of document quality. These indicators are automatically generated through document analysis and are the following:

• Lexical richness: measures the lexical richness and diversity of the document. This indicator evaluates how varied and sophisticated the vocabulary used is.
• Syntactic complexity: analyzes the syntactic structure of the text. It helps identify sentences that are too complex or difficult to understand, thus improving the clarity of the document.
• Semantic quality: evaluates the coherence and logical flow of ideas in the document. This indicator measures how well the content is organized and whether the information is presented in a clear and logical way.

These automatic KPIs leverage artificial intelligence models to simplify the work of reviewers, identify critical issues and improve the overall efficiency of the evaluation process.

If the predefined KPIs in DOCMON are not enough, you can create your own customized KPIs based on the needs of the project. For example, you can add specific controls for a technical tender or for European funding. Each KPI can be adapted exactly to what is needed.

Manual and automatic checks

You can choose how to do the evaluation: manually or automatically. Manual checks allow you to assign a reviewer to check every detail. If you want to speed up the work, DOCMON’s artificial intelligence does an initial automatic analysis.

AI can generate automatic summaries of long documents, indicate the most important parts and report possible problems. A practical example: let’s imagine you have to participate in a call for technological funding. With DOCMON:

1. You upload all the necessary documents to the platform.
2. You assign roles: your colleague writes the report, a reviewer checks that all the certifications are there.
3. DOCMON automatically checks completeness and readability. If something is missing, it notifies you immediately.
4. Is everything correct? Then you can submit the application knowing that you have met all the requirements.

This way you avoid the most common errors, significantly increasing the chances of success.

With DOCMON, everything is under control: each phase is clear, the documents are assessed precisely and the team works in a coordinated way, avoiding errors, anxiety and moments of stress due to deadlines.

Find out how DOCMON can help you win public tenders! Go to PC Cube and try DOCMON today!
For more technical specifications on DOCMON, we invite you to read this article or contact us by filling out the following form.