Request for information (RFI) Template

Use Cases of Request for information (RFI) Template

Vendor Selection in IT

An IT department seeking a new software solution can utilize an RFI template to collect vendor information. The RFI may include questions about software features, compatibility, pricing models, support services, and data security measures. This enables the IT team to compare and evaluate vendors before deciding.

Real Estate Development

A real estate developer planning a new project can issue an RFI to architectural firms and contractors. The RFI may seek information on the firm’s experience with similar projects, cost estimates, timelines, and proposed design concepts. This assists the developer in selecting the most suitable partners for the project.

Supply Chain Management

A manufacturing company looking to optimize its supply chain can issue RFIs to logistics and transportation companies. The RFI may inquire about transportation capabilities, shipping processes, technology integration, and sustainability practices. This helps the manufacturing company assess the potential partners’ ability to meet supply chain needs.

Research and Development Collaboration

A research institution seeking collaboration with private companies can use an RFI to gather information about companies’ research capabilities, ongoing projects, and willingness to engage in collaborative ventures. The RFI helps the institution identify suitable partners for joint research initiatives.

Facility Management Services

A facility manager looking to outsource maintenance and facility management services can issue an RFI to service providers. The RFI may cover areas such as service offerings, pricing models, response times, and experience in managing similar facilities. This assists the facility manager in selecting the most qualified service provider.

How SurveySparrow streamlines information collection from potential vendors or partners

Secure Encrypted Forms and Password Protection

Secure Encrypted Forms: It employs industry-standard encryption protocols such as SSL/TLS to secure the data collected through RFIs. This encryption ensures that information submitted by respondents is transmitted and stored securely, protecting it from unauthorized access or interception during transit.

Password Protection: This feature involves adding an extra layer of security to the forms. Businesses can set up access controls and require a password for respondents to access and submit the RFI. This ensures that only individuals with the appropriate credentials can provide the requested information, adding a layer of authentication.

Data Analytics through Dashboards

The dashboards are designed to provide a visual representation of the RFI data. The dashboards include charts, graphs, and widgets that dynamically update as responses are received. Users can gain real-time insights into response patterns, identify trends, and make informed decisions based on the data presented.

Users can customize the dashboard to display key performance indicators (KPIs) relevant to the RFI, enabling a quick and efficient overview of the information collected. This feature enhances the ability of businesses to monitor and act on the collected data in a centralized and visually intuitive manner.

Signature and Approval

SurveySparrow offers a built-in signature and approval feature as part of the RFI process. This feature allows key stakeholders to digitally sign and approve RFIs directly within the platform. This can be especially useful for streamlining workflows, reducing manual paperwork, and expediting the approval process.

Electronic signatures may be legally binding and comply with industry regulations. The ability to track and timestamp digital signatures enhances accountability and provides an audit trail, making it easier for businesses to demonstrate compliance and track the approval history of RFIs.

Integrations with Data Analysis Tools and Data Visualization Tools

Integrations with Excel Online or Google Sheets: It allows users to export RFI data seamlessly to spreadsheet formats, such as Excel Online or Google Sheets. This facilitates further data analysis, manipulation, and sharing within familiar spreadsheet environments. Businesses can use these tools for deeper analysis, reporting, and collaboration.

Integrations with Data Visualization Tools (e.g., Tableau, Power BI): integrations with advanced data visualization tools like Tableau and Power BI enable users to create interactive and visually compelling representations of RFI data. This integration allows for more sophisticated analysis, trend identification, and the creation of comprehensive reports that can be shared across the organization.

Assure data security for RFI submissions and sensitive business information (GDPR)

Secure and Encrypted Transmission

SurveySparrow utilizes Secure Sockets Layer (SSL) or Transport Layer Security (TLS) encryption protocols to secure data transmission between respondents and its servers. This encryption ensures that the information submitted through RFIs is protected during transit, reducing the risk of interception by unauthorized third parties.

GDPR Compliance

SurveySparrow is designed to comply with the General Data Protection Regulation (GDPR), a European Union regulation that aims to protect individuals’ privacy and personal data. This compliance involves providing features and tools that enable businesses to manage and protect personal data by GDPR requirements.

Users of SurveySparrow have control over the data they collect through RFIs, including the ability to determine the purposes for which the data is processed, obtain consent from respondents, and implement data retention policies. Additionally, SurveySparrow provides features that facilitate compliance with data subject rights, such as the right to access, rectification, and erasure.

Access Controls and Authentication

It implements robust access controls and authentication mechanisms to prevent unauthorized access to sensitive data. This ensures that only authorized individuals within an organization can access and review the submitted information. Password protection and multi-factor authentication are utilized to enhance access security.

Data Processing Transparency

It provides transparency regarding how RFI data is processed. This transparency may include clear information about data processing practices, purposes, and the rights of respondents. Providing clear and accessible privacy policies and terms of service contributes to building trust with users and demonstrates a commitment to data protection.

IP Whitelisting

IP Whitelisting is a security feature that allows organizations to specify which IP addresses are permitted to access the form. This can be applied to both survey administrators and end-users. By whitelisting specific IP addresses or ranges, organizations can control access to SurveySparrow, ensuring that only trusted locations or networks can log in.

Single Sign-On (SSO)

Single Sign-On (SSO) is a feature that allows users to access multiple applications, using a single set of login credentials. Instead of having separate usernames and passwords for each application, users can log in once using their organizational credentials. This enhances user convenience and security by reducing the need to remember multiple passwords.

Domain White-Labeling

Also known as custom domain support, allows organizations to brand the survey share URLs with their company domain. This means that when respondents access surveys, the URL will be associated with the organization’s domain rather than SurveySparrow’s default domain. This provides a sense of security and professionalism to respondents.