I've seemingly been charged with managing the meta data around my company's RFP responses, which is starting to amount a lot of data. Initially, I was just tracking this information through an excel spreadsheet, but ultimately I believe this will become rather unwieldy as time goes on, and trend analysis becomes a priority (which is truly already happening). Additionally, I've noticed that as the responses get older, the surrounding details become impossible to retrieve as employees move on, or documents are lost/misplaced.
What I would like advice on is a technology solution/system which I can utilize to help manage this process (if there even is such a thing) and being rather new to the GTD mentality, I thought a little group think might be in order. Being an avid RSS'er with the likes of lifehacker and freewaregenius I've tried out a couple solutions including Chandler and Incollector to try and put a handle on all this, but have not been satisfied with all the results as of yet.
Essentially I want to track stuff like products involved, parties involved, money proposed, but then after an RFP has been completed and a winner has been selected, I need to maintain a dialogue with the purchasing agents to try and obtain the competitive bids, and they can be reluctant/stingy at times so there is a bit of persistence required on my part. All of this, then a bit of reporting based on that meta data. Can anyone point me in an appropriate direction to get the ball rolling?
My thanks to you lot in advance.