Microsoft Scenario Library Government Improve procurement cycle time

Available with: Microsoft 365 Copilot

Government scenario: Improve procurement cycle time

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Scenario

Use AI throughout the procurement process to secure favorable terms with less work.

1. Gather RFP requirements

Utilize Copilot in Word to generate a list of required items for the RFP based on referencing previous RFPs. By swiftly summarizing and compiling content from documents and the web, Copilot helps supercharge productivity.

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Copilot in Word

Example prompt: Generate a list of required items for the RFP based on /[previous RFP files].

2. Analyze procurement data

Track and analyze procurement metrics with Copilot in Excel, identifying areas that improve procurement cycle time.

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Analyst

Example prompt: Identify areas for cycle time improvement based on the data in /[production data].

3. Standardize contract templates

Utilize Copilot in Word to create standardized contract templates that ensure consistency and compliance. Turn important requirement bullet points into text and integrate quickly into drafts.

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Copilot in Word

Example prompt: Create a standardized contract template ensuring compliance with procurement policies.

4. Present procurement strategies

Use Office Agent to develop high quality presentations that make it easy to convey a clear message, helping to reduce the time to close a deal, and outline strategies for improving procurement cycle times. 

Example prompt: Develop a PowerPoint presentation outlining strategies to improve procurement cycle times.

5. Summarize stakeholder meeting

After the stakeholder meeting is over, review the meeting recap created by Copilot in Teams for a summary of key points and action items. Copilot automatically summarizes key discussion points, identifying alignment or disagreement among participants, and suggesting action items.

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Copilot in Teams

Example prompt: Summarize the stakeholder meeting, highlighting key points and action items.

6. Send email approval

Use Copilot to turn a list of bullet points into a professional email summarizing approvals for various vendors, including doing a final review to ensure the language is clear, concise, and impactful.

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Copilot in Outlook

Example prompt: Turn these bullet points into a professional email summarizing vendor approvals.

KPIs

Opportunity to impact key functional area KPIs

How Microsoft Copilot can help maintain budgets

Copilot can be extended into financial systems and other processes to bring data together and speed decision-making based on targets and trends.

Speed data analysis and reporting

  • Quickly analyze trends
  • Generate informative charts
  • Create strategy presentations

Inform your decisions

Improve your data

How Microsoft Copilot can help improve courtroom efficiency

Automate the tracking of Judicial utilization to uncover data insights and increase courtroom efficiency and transparency.

Task organization

  • Ensure critical tasks are addressed first
  • Track multiple deadlines

Save time

How Microsoft Copilot can help improve communications

Copilot streamlines employee creativity and collaboration, reducing the time and effort needed to meet communication demands and bolstering public trust.

Content creation

  • Ideate creative new ways to communicate
  • Tailored content to increase
    engagement and reach
  • Translation to expand global reach
  • Analyze effectiveness to update in real time

Task organization

Meeting insights

How Microsoft Copilot can help reduce procurement cycle time

Enable faster delivery timelines and contract compliance percentage rates to ensure contract terms and are met.

Optimizing Procurement Workflows

  • Reduce time spent on administrative tasks
  • Find knowledge and take action
  • Efficiently draft and format documents
  • Swiftly scan and summarize documents

Advancing Review

Facilitating Decisions

1Access Microsoft 365 Copilot Chat at m365copilot.com, or the Microsoft 365 Copilot Chat mobile app and set toggle to “Web”.

2Access Microsoft 365 Copilot Chat at m365copilot.com, the Microsoft 365 Copilot Chat mobile app, or the Microsoft 365 Copilot Chat app in Teams, and set toggle to “Work”.

3AI Agents allow Copilot to access your organization-specific apps. In the past this would have required an API call to get data from a system of record.

The content in this example scenario is for demonstration purposes only. You should evaluate how Copilot aligns with your organization’s business processes, regulatory requirements, and responsible AI principles.