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Analysis and management of Public Tenders vs. Record of Records

While a record of files in an application serves as a general file for follow-up, a tender management system allows us to interact with the process, its phases and stakeholders throughout the life of the file.

This is the big difference: control and analysis.

It is necessary to park the idea of ​​automatic records, to find a solution that includes both the analysis of characteristics and attributes, as well as indicators on offers, prices, award criteria, competitors, etc.

Public tender analysis
Public tender analysis

Save time, lower cost:

Actually, a record of the tender allows us little interaction and analysis, to achieve this we will need several specific systems, workflow, document management, analytics, to cover the functions of these processes.

Therefore, a tool that integrates the different processes and provides us with a single point for all these functions will help us and facilitate our work, saving us time and costs. You will agree, right?

Let’s see in a very graphic and simple way, the value provided by a specific solution on the registry.


Analysis and specific management 

Tenders and negotiations

Should include:



Usually includes:

Record of files

  • Structured, ranging from automatic integration to indicator analysis.

Record of files

  • Structured, not automatic, using excel, ERP or CRM.

Integrated Workflow 

  • Flexible, associated with the type of file and configurable.

Specific Workflow 

      • Specific solutions without other Tenders functionalities.

Document management

  • Document management integrated to the processes.

Document management

  • Specific document management solutions, adaptation to Tenders.

Alert and notification

  • Notices of dates, pending, fulfillments, emails…



  • Traceability of changes in master data, approvals, signatures…


  • Distributed across multiple systems, difficult to manage.


  • Analysis with indicators of consumption, competition, adjudications, tenders…


    • Integration with other analysis systems is required.

Roles, responsibilities

    • Integrated with the processes and functionalities, workflow, approvals, documents, etc.

Roles, responsibilities

  • Distributed, unclear and difficult to manage.

Cost and effort

  • Lower than non-integrated solutions.
  • More flexible and scalable.

Cost and effort

  • High, as it requires several systems and their integration.


After contrasting the different solutions applied by many companies, both pharmaceutical and medical devices, we have been able to verify.

  • Most companies do not have the analysis and management of files integrated in the same system.
    The analysis of the process and the success of the Tenders is not carried out in most companies. For example: in successful public tenders, compliance with the agreement regarding the quantities to be acquired by the client is not systematically analyzed.
  • Almost all the solutions implemented in companies in the sector are partial, some lack workflow, others document management, others approvals, traceability, etc. and almost none have built-in analytics.

In short, historically, companies in the sector have opted for file registration solutions to solve their day-to-day work, perhaps pressured by deadlines. However, currently the hospital public bidding process and commercial negotiations have acquired much more commercial relevance for companies, so the implementation of an integrated solution is increasingly important.

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