Select PSA Accurately


Select PSA Software Successfully

Unbiased PSA System RFP & Selection Toolkit - No Vendor Influence - 3,927 Criteria   (View Features)

This PSA RFP Template uses extensive software features to identify ALL your needs, provide an effective RFP, and evaluate vendor responses at ALL levels. Additionally, this RFP also addresses Real-Time capabilities, Workflows, Reporting Speed, Risk, and Dashboards, to correctly select the BEST PSA system.

Quickly Select PSA Software Accurately!℠   Updated 10-07-2022.

PSA RFP Templates

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RFP for Professional Services Automation Software has ALL the features for the
BEST PSA software selection!
    - Complete (3,927 criteria), Unbiased PSA Features  (View Lists)
    - Identify WHAT, and also HOW, vendors provide each feature!  (Delivery Types)
    - Includes Everything Needed to Select the BEST PSA System
    - Obtain everything, including Workflow, Risk, and Implementation needs
    - Evaluate Report Set-Up, Useability, and Production Speen
Evaluation of Vendor Responses Accurately (View List)
    - Accurately Compare Processes and Workflows Involving Many Departments
    - Evaluation Based on YOUR FIRM'S requirements / levels
    - Compare Vendor Responses Evaluated at the Functional Levels
    - Analysis of Vendor Responses at the Financial Levels

This list identifies the area included in this RFP to help you select professional services automation software. Examples are available for each, just click the marker to view detailed PSA RFP feature examples of each below.  Quickly Choose PSA Software Accurately!
Multi-Company, Multi-Location, Multi-Language This RFP queries vendors about ALL needed issues. Exampals are:
  • Does the proposed system support multiple corporate entities simultaneous
  • Can multiple native languages be used simultaneously?
  • Can the proposed system automatically transfer data, such as an employee’s responses/paperwork, among different divisions, companies, locations, and corporate entities (EINs)?
  • ...and many others!

Opportunity Management This RFP asks ALL questions needed here. Examples are:
  • Are user-defined Opportunity Codes used in the proposed software to identify and categorize business opportunities by method of generation?
  • Can the proposed software provide an Opportunity Event Maintenance screen specific to the method of opportunity generation?
  • The specific source of the Opportunity, i.e., the specific Web page URL, the referring customer, etc., be captured and recorded?
  • Can an authorized user define the Opportunity Type, i.e., a Web sales inquiry, a Customer Referral, etc., and the maintenance screen fields that will be used to collect information for each Opportunity of the type being defined?
  • ...and many others

PSA Contract Management This RFP asks ALL questions about Contract needs. Exampals are:
  • Does the proposed software link a contract to vendor file?
  • Can the proposed software classify a contract as the purchase of a product or service?
  • Can the proposed software classify a contract as a grant award?
  • Does the proposed software support the conversion of awarded bids, including multiple and split awards, to approved contract(s)?
  • Does the proposed software allow multiple start, delivery, and ending or expiration dates?
  • ...and many others!

Delivery Management This RFP queries vendors about ALL needed in this area. Exampals are:
  • Does the proposed software allow multiple start, delivery, and ending or expiration dates?
  • Does the proposed software evaluate vendor based on key user-weighted events – delivery date, quantity return / defective items, billing problems -- by commodity or contract?
  • Does the proposed system provide user the ability to ensure accurate delivery and management of leads, from capture to close?
  • Does the software support delivery of content items based on completion of review/approval workflow processes?
  • Does the proposed software support delivery of content items to a range of delivery channels and technologies, covering both on-line and off-line and including SMS/Mobile Phones, WAP, Interactive Digital TV, Interactive Voice Recognition, fax and print?
  • ...and many others!

Resource Management This RFP asks ALL needed questions about Resource. Exampals are:
  • Does the software provide the ability to schedule people to project tasks?
  • Does the software provide the ability to schedule non-people resources to project tasks?
  • Does the software link resource pools to needed areas (e.g., core team support)?
  • Does the software provide the ability to manage resources skills inventory?
  • Does the software provide the ability to adjust resources based on project priorities?
  • ...and many others!

Customer Relationship Management (CRM) This RFP asks ALL questions about CRM needs. Exampals are:
  • Can applications provided by others be easily integrated with the proposed software through a standard, documented Application Programming Interface (API) collection?
  • Does the proposed software provide an ad-hoc TASK delegation system with full RSVP?
  • Does the proposed software fully support the ability to share data with a home PC or a laptop in the field?
  • Can user-defined queries be saved for future use?
  • Does the proposed software provide facilities for fully capturing data from the Customer's existing Web site via HTML forms?
  • ...and many others!

Team Collaboration The RFP asks ALL needed questions about Teams. Exampals are:
  • Does the software provide a "work-space" for project teams?
  • Does the software provide a means for allowing team-members to see their specific assignments / tasks?
  • Are the task assignments of each team member are available for viewing on a daily, weekly, and monthly basis?
  • Can the proposed software prepare Gantt charts for each team member? (the user simply selects the team member desired)
  • Can the software make easier collaboration among team members and coordinate marketing activities?
  • ...and many others!

Project Costing Example Project Costing Feature:
  • Can the software calculate and display Work-In-Process (WIP) data for a specific work order?
  • Can the system provide a Project Cost Actuals Report to view actual work-in-process labor and work material costs for a specific work orders?
  • Can the system produce a Work Order Cost Adjustments History Report enabling users to review the cost adjustment transactions entered for work orders ?
  • Does the system provide a Project Cost Labor Report enabling users to review labor costs for a given work order?
  • Does the system provide a Project Cost Material Report enabling users to review material costs for a specific work order?
  • ...and many others!

Time and Expense This RFP queries vendors about ALL needed ABC issues. Exampals are:
  • Example RFP Questions About Time & Attendance software Feature:
  • Does the system support and utilize a user-defined Work Breakdown Structure (WBS)?
  • Can period types and lengths be overridden on an individual employee basis?
  • Does the system enable users to enter the activity performed during a specific time range?
  • Are Time Clock punches made available to authorized employees for viewing/reporting purposes in real-time?
  • Is the use of MS Outlook for time entry and assignment fully supported?
  • ...and many others!

Revenue and Billing Management This RFP asks ALL needed questions about Resource. Exampals are:
  • Does the proposed software calculate order due date and payment method based upon an order specific terms code?
  • Can previously entered order comments be selectively printed on a specific invoice?
  • Does the proposed software allow an invoice to be reprinted on demand?
  • Does the proposed software allow selective printing of one invoice only?
  • Are recurring invoices supported by the proposed softwa
  • ...and many others!

PSA Artificial Intelligence (AI) This RFP queries vendors about ALL needed AI issues. Exampals are:
  • Is the proposed AI system provided by a third party?
  • Does the proposed system provide the ability to interpret different languages?
  • Is the user able to speak to the AI and explain exactly what document they are searching for?
  • Before buying the proposed system, can we test the AI with our own data?
  • ...and many others!

Business Intelligence This RFP queries vendors about ALL needed PSA issues. Exampals are:
  • Does the proposed system enable end-users to create hyperlinks to external web pages?
  • Are end-users able to search locally, i.e., within their own archived data and reports?
  • Are end-users able to search globally, i.e. within all or a subset of all enterprise-wide databases and reports?
  • Can end-users bookmark data for review in the future?
  • Within such workgroups, can end-users publish and share their reports and views?
  • ...and many others!

Workflow Processing This RFP queries vendors about ALL needed Workflow issues. Exampals are:
  • Does the proposed workflow product require an application server?
  • Can the proposed system export to XML?
  • Is process data maintained internally as XML by the proposed system?
  • Can the proposed system act as a Web-enabled Services platform to request, broker, and deliver Web services?
  • Does the proposed software provide a "point and click" wizards for management reporting function?
  • ...and many others!

Reporting and Inquiry Capabilities This RFP queries vendors about ALL needed issues. Exampals are:
  • Can a user in any remote location use the Web to access the proposed software to initiate and receive a report via email?
  • If the proposed software offers a custom report writer, can newly created reports be added to the menu for later reuse, without programming?
  • Is a popular, standard report generator used to create both the standard and custom reports offered by the proposed software?
  • Does the proposed software provide standard, menu-driven reports enabling the user to generate a summary or detail level report?
  • ...and many others!

Security and Compliance This RFP questions vendors about ALL needed Security and Compliance functions. Exampals are:
  • Does the proposed system offer VeriSign Encryption and Secure Sockets Layer (SSL)?
  • Does the proposed system offer Folder level access restrictions for specific users and/or groups?
  • Does the proposed system offer Document-level access restrictions for specific users and/or groups?
  • Does the proposing vendor utilize DOCUMENTED Secure software development lifecycle procedures?
  • Does the proposed system undergo an ANNUAL third-party application security assessments?
  • ...and many others!

Implementation and On-going Support This RFP questions vendors about ALL needed Support functions. Exampals are:
  • Describe the techniques that will be used to integrate the various databases already in use at the present time:
  • Describe how your firm's project management experience can ensure a successful implementation:
  • Describe the software implementation project management experience and capabilities of your firm:
  • What methods will be employed to reduce the potential of system level conflicts between the many software applications comprising this system?
  • Please explain how the TOTAL ownership costs incurred over the life of this system will be minimized:
  • ...and many others!


Select PSA Software Accurately

Designed specifically for selecting PSA software systems for professional services automation, the template-based tools below can save time & money during each step needed to successfully choose PSA software.  Quickly select the best PSA software system by using these:
  RFP Template Capabilities for Professional Services Automation Software  
COMPARISON and EVALUATION Template for Professional Services Automation Systems

Actual questions and screens from this PSA RFP template are listed below to show how it enables you to easily collect the unique metrics needed to successfully identify, acquire, select, and implement the PSA software solution best suited to your organization's needs.
  In-Depth PSA RFP Functionality - Obtain Meaningful Responses that are Easily Compared and Evaluated. This RFP Template INCLUDES the following capabilities:

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IDENTIFY FEATURE AVAILABILITY & DELIVERABILITY. Not like other PSA RFPs, Infotivity Professional Services Automation RFP Masters automatically collect the information needed to identify BOTH the DELIVERABILITY of software features, and their AVAILABILITY, i.e., HOW those features will be delivered. This PSA RFP collect ALL information which can be used to predect more reliable PSA implementation schedules.

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ENHANCEMENT COST TRACKING - This PSA System RFP template feature provides a facility for cross-referencing the cost of specific custom programming and/or scripting tasks with vendor invoices. This enables the RFP to become a very useful implementation cost management/audit tool. Ideal for Earned Value Management (EVM).

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Determine RISK and SUPPORTABILITY. PSA RFP Masters automatically evaluate vendor response data collected to quantitatively determine the SUPPORTABILITY INDEX ™ of each proposed Professional Services Automation software system. This index ranks the potential support problems inherent in each proposal. Accurately compare the amount of ongoing support needed to keep each proposed PSA software system up and running. Measure the true impact of each system on your business over the long term.

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CUSTOMIZABLE WEIGHTED GRADE SCORING - (automatically calculate suitability to unique company needs!) Highly flexible weighted grade score based on user-defined weights down to the detail row and response level is calculated for each RFP question criteria. This user-defined, customizable weighting allows vendor RFP responses to be evaluated based on your company's specific needs priorities. Calculate weighted scores by department, by workflow process, by application, or by activity to calculate a score that reflect the true value and impact of a proposed PSA software system.

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WORKFLOW TOPICS ensure the proposed PSA software can be fully integrated and utilized to enhance business procedures at all levels of the enterprise.

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VENDOR RESPONSE VALIDATION saves time and effort, and reduces errors, when evaluating vendor software proposals. View example here.

EASILY CUSTOMIZED to meet your unique PSA system needs, using basic Excel techniques.

PROVEN MS EXCEL TECHNOLOGY. Everybody already knows Excel. Save time & effort across the board!
No installation, no learning curve.


  All Vendor Response Evaluation & Comparison tools listed below are INCLUDED with this PSA software RFP. Evaluate Proposed Software Based on Suitability, Quality, Supportability, and Financial Impact.

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    "APPLES-to-APPLES" FEATURE COMPARISON of vendor RFP responses (proposals) is assured by extensive use of quantitative RFP questions and full vendor response validation. Compare proposed PSA system software features side-by-side faster and more accurately with the fully automated Color Comparison Chart matrix included with this RFP at no extra charge. View a typical comparison here.

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    "PSA Response Evaluation Ratios (scores) indicate how a vendor is planning to provide the proposed solution, e.g. the pros and cons of a vendor proposal from a practical "is it doable?" perspective. See HOW a vendor is planning to address each of your requirements, and just how reliable it really is. View a typical evaluation ratios here.

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    RESPONSE QUALITY ANALYSIS RATIOS - SIDE-BY-SIDE COMPARISON - (Compare proposal feasibility side-by-side!)

Compare the "doability", i.e., the feasibility, of vendor proposals compared to each other in detail. See HOW each vendor is planning to provide the solution to your needs, and if that solution is really viable.


  All Vendor Response Graphicx tools listed below are INCLUDED with this PSA software RFP. Evaluate Proposed Software Based on AUTOMATED WEIGHTED GRADE POINT SCORING, Feature Delivery Methods, Supportability, Overall Comparison, and Vendor Profile Scores.

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    AUTOMATED WEIGHTED GRADE POINT SCORING is a quantitative measure of how well a proposed PSA system matches up to your business priorities. This graph compares the overall total scores for each proposed system. This Score is based on all PSA vendor responses except Pricing and Vendor Background. View sample 3-D Bar Chart comparison here.

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    Feature Delivery Methods This graph compares HOW each PSA vendor is planning to deliver the proposed system for PSA. The bars show how much of each competing system is going to be delivered Fully Supported "out-of-the-box", how much will be delivered using the Report Writer, a Configuration option or 3rd Party product, and how much is dependant on Custom Programming & Scripting. The scores used in this PSA comparison are based on responses to PSA system questions only, i.e., no vendor, pricing, or support responses are utilized. View sample 3-D Bar Chart comparison here.

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    The Supportability Comparison indicates the amount of support and maintenance a specific PSA software system will need to keep running at complete potential over it's full life. This score is calculated by the amount of custom coding is needed to implement the proposed PSA software as proposed, and the business processes that depend on the customized software. View sample 3-D Supportability Comparison grafic here.

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    Overall Comparison This graph compares the total Weighted Score of each proposed PSA system along with its Supportability Index and associated Vendor Profile. Use this when assessing the RISK of a proposed PSA system and whether or not the system can indeed be implemented by the proposing PSA vendor successfully. View sample 3-D Bar Chart comparison here.

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    Vendor Profile Scores This graph compares a score measuring the background, expertise, capabilities, and other data collected in the Vendor Global Issues section of the professional service PSA RFP. The Vendor Profile Score provides a way of assessing the Capabilities PROFILE of a proposing PSA vendor. View sample 3-D Bar Chart comparison here.

  The Supporting Documents below are INCLUDED with this PSA Software RFP:

COVER LETTER SAMPLES - Make the task easier with this professional service RFP cover letter template collection. Choose from Letter samples designed for all events, such as "RFP Response Request", "Intent to Respond", "No Intent to Respond", "RFP Change Enclosed", "Proposal Rejection" "Finalist Selection", and " Best & Final Offer Request" to meet your unique professional service system needs.
FULL VERSION of the RISK ASSESSMENT MATRIX CHECKLIST focused on professional service system acquisition and implementation projects for working sample "Click Here"
BPR / BPE / WORKFLOW Processing Checklists - Excel-based template for mapping the current "AS-IS" state of an existing professional service business process down to the data element level, a time-saving organizer when developing the new "TO-BE" state, or when trying to determine what is required to implement a new process, or when preparing for data conversion.
The OPTIMIZED RFP GUIDE. Designed to be viewed in a browser off-line, this document outlines the best procedures for creating custom professional service RFP questions. Included or Sold Separately
The professional service SOFTWARE CUTOVER CHECKLIST Helps Streamlines Implementation! Included or Sold Separately
MS Word DOCUMENTATION describing the organization and usage of the professional service RFP and Evaluation/Comparison matrices.

      (See bottom of this page for pricing information.)


      A Detailed & Comprehensive List of:

Professional Service Automation PSA System Features

Thousand plus of pre-defined ERP/PSA software RFP criteria ensure no important business requirements or software features "slip through the cracks".  All are in a quantitative format that guarantees vendor responses will be meaningful, consistent, and easy to compare. All questions are professionally prepared by application specialists to address BOTH the STANDARD features and EXCEPTION CASE software functions required.

professional services automation table of content


Identify BOTH Professional Service Automation Software Features Availability and Deliverability

Unlike other PSA RFP templates that try (and fail) to gather useful solutions data about complex PSA system features, RFP Masters are not constrained to the use of summary-level "Yes" or "No" answers. This RFP Master uses a Feature Support Matrix (FSM) that identify BOTH feature AVAILABILITY and DELIVERY Method. This PSA-RFP Master function is useful during both the ERP/PSA software selection AND the system implementation phases of large projects because it enables effective Earned Value Management through detailed cross-referencing of usable software functionality and vendor invoicing.

Project costing sample questions


Determine the Risk & Supportability of Proposed

Software Solutions for PSA

Unlike other RFP templates, an PSA software RFP Master template can illustrate potential support problems (and risk) inherent in vendor software proposals. The Feature Support Matrix (FSM) used in each RFP Master categorizes the inherent risk posed for each criteria, and uses that information to calculate the SUPPORTABILITY INDEX for each vendor RFP response. For example, a feature delivered "out of the box" FULLY SUPPORTED is less risky than one delivered through custom programming, even if the programming is free. This RFP Master function is useful during both the software selection AND the implementation phases of a large system because it enables effective Earned Value Management through detailed cross-referencing of usable software functionality and vendor invoicing.

RFP sample of questions taken from the PSA project management section


Effectively Manage Implementation

Enhancement Cost Tracker

This PSA RFP system template provides an "Enhancement Cost" column for cross-referencing vendor invoices with the estimated cost of each custom custom script and/or source code modification proposed by the vendor. This makes the professional services automation RFP an ideal tool for managing vendor invoices effectively. The uses of this are many: preventing payments to vendors from exceeding usable system progress, preventing vendor over-billing, and prevents proposed tasks from being omitted, and as an implementation audit tool.



You can create very detailed ratings that enable you to choose professional services automation systems very easily. These comprehensive and CUSTOMIZABLE Weighted Grade Point Scoring functions are used to determine how well MATCHED a vendor proposal is to your specific prioritized requirements.


      Workflow Topics Included.

      The ability of the proposed software to successfully integrate with existing business process workflows, or implement new workflows, is critical to a achieving the high productivity increases and ROI expected of the new system. This software RFP Master examines all pertinent Workflow features in detail.

typical workflow criteria questions for professional services


Utilize an Extensive List of:

Professional Service Automation Fit/GAP Analysis

Precisely identify, collect, & prioritize all PSA features, functional and process deficiencies between the software system currently in use and client/company current or projected needs. Easily document the severity, category, and requirements type of missing functionality using GAP analysis, and then calculates a score, for each GAP. The GAP process creates a prioritized, detailed list of PSA software requirements useful in all later phases of the PSA management system evaluation/selection process, i.e., in RFP creation, Software Demonstrations, Price (BAFO) negotiation, and software system implementation. View details at Fit/GAP Analysis Details.

PSA mobile application sample questions


      Vendor Response Input Validation.

      Vendors must answer each RFP question by choosing from a pre-defined list of possible responses. See below for an example of this drop-down list. This forces all vendors to respond to each PSA software question in a consistent, standard manner. Eliminates the days of time typically wasted trying to compare the inconsistent or incomplete vendor responses obtained by using traditional, non-quantitative RFP questions! Ensures vendor proposals are easy to compare and evaluate!

career portal sample questions from the RFP Master template


Everything needed to select professional services automation is INCLUDED! See below...

      Color-Coded, "Apples-to-Apples" Comparison of Proposed Systems

Software Comparison for PSA

      These comparison matrices automatically change vendor response cell background color to GREEN, YELLOW, or RED, to reflect how favorable each response is to your needs! Compared to the tedious task of reviewing hundreds of mono-color Yes/No answers, these colored responses allow problem areas to be spotted more easily, and risk assessment is made much more accurate. All required response comparison matrices are included and ready-to-use! Quickly and easily compare professional service software system proposals side-by-side, feature by feature, in detailed comparisons you control! Keep your project on-schedule and under-budget.

sample of vendors answers side by side to compare in the matrix


      Evaluation Ratios

      Use an extensive set of ratio calculations to compare PSA vendor proposals quickly and efficiently.


Evaluation Ratios Side-by-Side Comparison

    This scorecard uses an extensive set of ratio calculations to compare vendor proposals quickly and efficiently.  High RFP scores can be lifted by a large number of customization or 3rd party scores.  Due to this, it is important to see HOW each proposed system has been set up to perform key processes.  This could insure a very complete PSA system choice!


Cost Savings Analysis.

    COST SAVINGS ANALYSIS - Calculates and illustrates:
  • Yearly Savings
  • Yearly Maintenenc
  • Payback Period
  • Return on Investment (ROI)
  • Internal Rate of Return (IRR)
  • Discount Rate
  • Net Present Value (NPV)
  • B/C Ratio
  • IRR


      Weighted Grade Score Graph

      Compares the Weighted Grade Point Score calculated for each proposed PSA system. This is calculated as follows: The PSA vendor response to each RFP question is assigned an unweighted "raw" score. This raw score is then multiplied by the weight factor you entered previously (default = 1) for that professional services software RFP question to calculate the weighted score for each response. All of these individual scores are then totaled for use in this comparison. This score is essentially a measure of how well a PSA software system fits your business and software needs, prioritized by the weight (importance level) you assigned to each question in the RFP. In essence, this score measures the SUITABILITY of each proposed software system to your overall requirements. . NOTE this score measures just software functionality, and does not include any measure of vendor background, expertise, support, or programming ability.


      Feature Delivery Method Comparison:

      An analysis of how each PSA vendor is proposing to deliver the system feature/function contained in their PSA proposal. The graph below shows the percentage that is Fully Supported "out-of-the-box", the percentage to be done via Report Writer, a Configuration Parameter, or Third-Party add-in, versus the percentage to be done via Custom Coding (Scripting / Programming). This information is very useful in terms of identifying RISK, since a Fully Supported (and tested) PSA feature presents far less risk than that same PSA feature done as a "custom programming" task. Also, see the Supportability Index, which sums up these detail risk factors.


      PSA Supportability Index Graph:

      The Supportability Index is a forecast of how much PSA management software support and maintenance may be required to keep each proposed software system running at full potential over it's lifetime. This score is determined by how much custom coding is required to implement the proposed PSA software, and which business processes depend on the customized software.


      Overall Comparison Graph:

      This graph compares both the Weighted Grade (Suitability) Score, Supportability Index, and the Vendor Capabilities Profile side-by-side for easy reference. It is important to see how much custom coding is in a proposed PSA system that also has a high Weighted Score, along with the Vendor Profile. The more custom code, the higher the risk posed by that PSA system. Therefore, the more custom coding, the more expertise and capabilities a vendor should have.


      Vendor Profile Score Graph:

      The backgrounds, expertise, capabilities, and certifications of each vendor is obtained in the Vendor Global Issues section of the PSA RFP. The PSA vendor responses to this section are totaled separately from the software functionality topics, and this data is used to calculate the "Vendor Profile Score". The higher the score, the more CAPABILITIES a vendor is probably going to be.

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  • Weighted Grade Scoring
  • Side-by-Side Response Comparison with Heat Map
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  • ALL Financial Analysis Ratios
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  • ALL 3-D Bar Chart Comparison Graphs
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