Generating a Responsibility Matrix

Overview

A Responsibility matrix is a tool used in the Request for Proposal (RFP) process that allows users to assign a team or an individual to their respective matched content from the RFP, so that the assigned team or user is responsible for providing response in the proposal.

See Responsibility Matrix Overview and Working with the Responsibility Matrix Tool for more information.

Select the applicable tab for your edition of Responsive.

• Generating a Responsibility Matrix

  1. In the Workspace page, click on the workspace for which you want to create the Responsibility Matrix. The selected workspace's page appears.
  2. Next, click the Create Matrix icon in the Responsibility Matrix section. The Generate Matrix page appears.
     
  3. Specify a name for the matrix.
  4. Enter a description for the matrix (optional).
  5. Select the document you want to generate the responsibility matrix for.
  6. Click Next in the upper-right corner. The Mark Sections page appears.
     
     • When a new matrix is created with a document that was configured for another matrix, you can opt to carry the configurations from the previously shredded document to the new matrix. You can edit the configuration, if required.
       
     • During matrix creation, sections and sub-sections are now auto-identified for the documents that have Table of Content (TOC) or have the sections and subsections with proper heading formatting.
       
       
  7. Click and select the required sections and mark them as sections or sub-sections (optional)
     Note: You can view the marked sections, and sub-sections by clicking the respective icons from the upper-right bar.
  8. Click Next in the upper-right corner. A pop-up as shown below appears. You can either select the content from the Table of Contents on the left pane or from the Preview.
     
  9. Click Got it. The Select Content page appears. 
     
  10. Select Partial Content or Entire Content.
      • Partial Content: Select if the document has only partial content that has requirements. If you select this option:
        • Click or drag to mark the content.
          
        • Click the C in the upper-right corner to view the marked content.
          
      • Entire Content: Select if the whole document has to be shredded.
  11. Alternatively, you can select the sections from the Table of Contents. If a parent section is selected, all child sections will be selected by default. Similarly, when a parent section is removed, the child sections are also removed.
      
  12. Click Next in the upper-right corner. The Configuration page appears.
      
  13. Select how you want the document to be shredded:
      • Sentence: Breaks the document(s) down into sentences and each sentence fragment is listed on the matrix.
      • Paragraph: Breaks the document(s) down into paragraphs and each paragraph is listed on the matrix.
  14. Choose a dictionary from the list based on how you want to shred the document. You can either use the default dictionary, create your own custom dictionary, or skip this step.
      Note: We recommended using a custom dictionary in order to clearly distinguish the responsibilities for each team or user.
  15. Click the Preview icon to display the details of the selected dictionary in a pop-up as shown below.
      
  16. Click Generate to initiate the responsibility matrix generation process. When finished, the generated traceability matrix appears as shown below.
      Note: The time to generate the matrix depends on the size and number of the document(s). You may navigate to another task if required. You will receive an email notification when the matrix is ready.
      

• Essentials features are subscription-based and may not be available for all users. Contact the Customer Success Team, or customersuccess@responsive.io, for more details.

  Generating a Responsibility Matrix

  1. In the Workspace page, click on the workspace for which you want to create the Responsibility Matrix. The selected workspace's page appears.
  2. Next, click the Create Matrix icon in the Responsibility Matrix section. The Generate Matrix page appears.
     
  3. Specify a name for the matrix.
  4. Enter a description for the matrix (optional).
  5. Select the document you want to generate the responsibility matrix for.
  6. Click Next in the upper-right corner. The Mark Sections page appears.
     
     • When a new matrix is created with a document that was configured for another matrix, you can opt to carry the configurations from the previously shredded document to the new matrix. You can edit the configuration, if required.
       
     • During matrix creation, sections and sub-sections are now auto-identified for the documents that have Table of Content (TOC) or have the sections and subsections with proper heading formatting.
       
       
  7. Click and select the required sections and mark them as sections or sub-sections (optional)
     Note: You can view the marked sections, and sub-sections by clicking the respective icons from the upper-right bar.
  8. Click Next in the upper-right corner. A pop-up as shown below appears. You can either select the content from the Table of Contents on the left pane or from the Preview.
     
  9. Click Got it. The Select Content page appears. 
     
  10. Select Partial Content or Entire Content.
      • Partial Content: Select if the document has only partial content that has requirements. If you select this option:
        • Click or drag to mark the content.
          
        • Click the C in the upper-right corner to view the marked content.
          
      • Entire Content: Select if the whole document has to be shredded.
  11. Alternatively, you can select the sections from the Table of Contents. If a parent section is selected, all child sections will be selected by default. Similarly, when a parent section is removed, the child sections are also removed.
      
  12. Click Next in the upper-right corner. The Configuration page appears.
      
  13. Select how you want the document to be shredded:
      • Sentence: Breaks the document(s) down into sentences and each sentence fragment is listed on the matrix.
      • Paragraph: Breaks the document(s) down into paragraphs and each paragraph is listed on the matrix.
  14. Choose a dictionary from the list based on how you want to shred the document. You can either use the default dictionary, create your own custom dictionary, or skip this step.
      Note: We recommended using a custom dictionary in order to clearly distinguish the responsibilities for each team or user.
  15. Click the Preview icon to display the details of the selected dictionary in a pop-up as shown below.
      
  16. Click Generate to initiate the responsibility matrix generation process. When finished, the generated traceability matrix appears as shown below.
      Note: The time to generate the matrix depends on the size and number of the document(s). You may navigate to another task if required. You will receive an email notification when the matrix is ready.