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In Prophic, a project represents one RFP or client engagement. It holds the requirements, all five pipeline stages, the team’s edits, and the final proposal. A project maps to a single client engagement, not a single document. A client may send several documents, all managed inside the same project through scope versions.

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Before you start

  • At least one Service Role configured under Configurations, then Service Roles.
  • At least one Configuration Template configured under Configurations, then Configuration Templates.
  • At least one Proposal Template configured under Configurations, then Proposal Templates.
  • A Customer record helps, but you can also create one inline during project creation.

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Create the project

1

Open New Project

Click New Project from the Dashboard or the Projects list.
2

Name and customer

Enter a project name and select a customer. Create a new customer inline if needed.
3

Project type

Set the project type: Fixed Bid or Time & Material.
4

Payment frequency

Set the payment frequency: Milestone Bound or Quarterly.
5

Dates

Set start and end dates if known.
6

Configuration Template

Select a Configuration Template. This sets the service roles, rates, hours per day, and buffer percentage for this project.
7

Create

Click Create Project.

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Add requirements to a scope version

After the project is created, open the Scope tab. Click Add Scope Version (or use the default V1). Paste raw text into the requirements editor or click Add Document to upload a PDF or DOCX file. Multiple documents can be attached to the same scope version. Save the requirements when finished.

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Run the five stages

The project surfaces five sequential stage tabs across the top. Each stage builds on the previous one, but any stage can be accessed at any time and skipped when needed.
  1. Requirement Analysis: click Generate Analysis to produce the seven analysis sections.
  2. Functional Specification: click Generate FSD to lock the scope before estimation.
  3. Work Breakdown Structure: click Generate WBS to build the effort hierarchy.
  4. Summary: review totals and click Generate Proposal.
For a stage-by-stage breakdown, see Pre-sales workflow. For WBS editing details, see Edit the WBS.

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Change requests via scope versions

When the client sends a revised brief, add a new scope version in the same project. Prophic re-analyzes the requirements and flags what changed against the previous version, including which assumptions and open questions were addressed and which remain open.
Any stage can be skipped when your process does not require it. You can also access any stage at any time, so you are never locked into a linear flow.

Pre-sales workflow

Understand what each pipeline stage produces and when to use it.

Edit the WBS

Adjust tasks, hours, roles, and complexity before you recalculate totals.