📋 Tender Management System - Complete User Guide
Version: 1.0 MVP | Last Updated: December 2025
Domain: tenders.ramram.in | Owner: Alok (Harmony Infotech)
📖 Table of Contents
🎯 System Overview
What is the Tender Management System (TMS)?
TMS is an intelligent platform designed to extract RCC pipe demand data from government tender documents. It automatically processes tender BOQ (Bill of Quantities) files and identifies RCC pipe specifications to support sales forecasting and market expansion for Raj Concrete Products.
Key Features
- Automated BOQ Processing: Upload ZIP files containing Excel BOQs - system automatically extracts and parses data
- RCC Pipe Detection: Intelligent keyword detection identifies pipe-related items (RCC, Spun, Hume pipes)
- Smart Mapping: Map BOQ items to structured categories with auto-suggestions from learning system
- Demand Reporting: Generate pipe demand reports by diameter, class, location, and timeline
- Learning System: System learns from your mappings and provides suggestions for similar items
Who Should Use This System?
- Operators: Process tenders, upload files, map BOQ items
- Sales Team: View demand reports, track tender pipeline
- Management: Monitor system statistics and operator productivity
🚀 Getting Started
1. Logging In
Step 1: Navigate to http://tenders.ramram.in
Step 2: Enter your email and password
Step 3: Click "Login" to access the dashboard
Default Admin Account:
Email:
[email protected]
Password:
admin123
Please change this password in production!
2. Dashboard Overview
The main dashboard has four sections accessible via the top navigation:
- Tenders: View, create, and manage tenders and upload BOQ files
- Mapping: Map BOQ rows to structured categories (operators)
- Reports: View demand reports, statistics, and analytics
- Documentation: Access this guide and API docs
📄 Managing Tenders
Creating a New Tender
Step 1: Click "Tenders" tab in navigation
Step 2: Click "+ New Tender" button
Step 3: Fill in tender details:
| Field |
Description |
Required |
| Tender No |
Unique tender number (e.g., MMPPNA_23_24_236) |
Yes |
| Title |
Brief description of the tender |
Yes |
| Authority |
Issuing authority (e.g., PWD Assam) |
Yes |
| State |
State where work will be executed |
Yes |
| District |
District location |
No |
| Closing Date |
Tender closing/submission date |
Yes |
| Estimated Value |
Estimated contract value in INR |
No |
| Status |
open, technical, financial, awarded, cancelled |
Yes |
| Source URL |
Link to original tender document |
No |
Step 4: Click "Create Tender"
Uploading BOQ Files
Step 1: Click on a tender card to view details
Step 2: Click "Upload BOQ File" button
Step 3: Select a ZIP or Excel file from your computer
Step 4: Wait for upload and processing (usually 10-30 seconds)
Supported File Types:
- ZIP files containing Excel BOQs (.zip)
- Excel files directly (.xls, .xlsx)
- Maximum file size: 50MB
Viewing BOQ Data
After processing, BOQ rows appear in the tender detail view:
- Blue highlighted rows: Pipe candidates detected by the system
- Detected attributes: Shown as badges (diameter, class, etc.)
- Filter options: Show only pipe items or unmapped items
🎯 Mapping BOQ Items
Mapping is the core workflow where operators categorize BOQ items into structured data.
Starting a Mapping Session
Step 1: Click "Mapping" tab in navigation
Step 2: Select a tender from the dropdown
Step 3: Optional: Check "Pipe Items Only" to focus on pipe candidates
Understanding the Mapping Interface
The mapping interface has two panels:
Left Panel - Raw BOQ Row
- Full description text from the tender
- Quantity and unit from original BOQ
- Sheet name and row number
- Detected attributes (if pipe candidate)
- Navigation buttons (Previous/Next)
Right Panel - Mapping Form
- Category dropdown (RCC Pipes, etc.)
- Dynamic attribute fields based on category:
- Diameter (mm): Select from standard sizes (150, 200, 300... 2000mm)
- Class: NP2, NP3, NP4, P1, P2, P3
- Joint Type: Flush Joint, Spigot-Socket, Collar Joint (optional)
- Quantity and Unit (pre-filled, editable)
- Save Mapping button
Mapping Workflow
Step 1: Review the BOQ description in the left panel
Step 2: If a suggestion appears (green box), review it:
- System shows category, attributes, and confidence score
- If correct, click "Accept Suggestion" or just click "Save Mapping"
- If incorrect, manually select category and attributes
Step 3: Select category (usually "RCC Pipes")
Step 4: Fill in attributes:
- Diameter: Look for "mm" or "dia" in description
- Class: Look for NP2, NP3, NP4 keywords
- Joint Type: Optional - look for "flush", "spigot", "collar"
Step 5: Click "Save Mapping & Next" (or press Enter)
Step 6: System automatically moves to next row - repeat!
Tip: After mapping 10-20 similar items, the system will start suggesting mappings automatically with high confidence. This dramatically speeds up the process!
Marking Items as Not Relevant
If a BOQ row is not related to pipes or relevant items:
- Click "Mark as Not Relevant" button (red)
- This removes it from the unmapped queue
- Still logged in database for audit purposes
Keyboard Shortcuts
| Shortcut |
Action |
| Tab |
Move to next form field |
| Enter |
Save mapping and move to next row |
| Ctrl+Enter |
Accept suggestion (if available) |
| Esc |
Mark as not relevant |
Progress Tracking
The progress bar at the top shows:
- Mapped rows / Total rows
- Completion percentage
- Pipe candidates vs. total items
📊 Reports & Analytics
Click "Reports" tab to access four types of reports:
1. Dashboard (Statistics)
Overview of system-wide metrics:
- Tenders: Total, open, upcoming, states/districts covered
- BOQ Rows: Total processed, pipe candidates, files
- Mappings: Total, manual vs auto, ignored items
- Learning System: Patterns learned, confidence, usage
- Recent Activity: Last 7 days stats
2. Pipe Demand Report
Critical report for sales planning:
Shows:
- Total pipe quantity by diameter, class, state, district
- Number of tenders containing each pipe type
- Earliest and latest closing dates
Filters:
- Date range (closing date)
- State and district
Export:
- Click "Export to CSV" to download data
- Use in Excel for further analysis
3. Tender Pipeline Report
List of all tenders containing RCC pipes:
- Tender number and authority
- Location and closing date
- Status (open, awarded, etc.)
- Pipe item count and total quantity
Use Case: Track upcoming opportunities, prioritize bid preparation
4. Operator Productivity Report
Management tool to monitor operator performance:
- Tenders processed per operator
- Rows mapped, ignored, updated
- Average rows per day
- Days active in the system
💡 Tips & Best Practices
Mapping Efficiency
- Focus on pipe items first: Use "Pipe Items Only" filter to prioritize revenue-relevant items
- Batch similar items: Process tenders from the same district together - descriptions are often similar
- Trust the suggestions: After 50+ mappings, system suggestions are usually >85% accurate
- Use keyboard shortcuts: Can achieve <30 seconds per row with practice
Data Quality
- Verify diameter: Double-check diameter extraction - it's critical for demand forecasting
- Class matters: NP3 vs NP4 affects pricing significantly - check carefully
- Quantity units: Ensure unit is Rm (running meters) for pipes, not Cum or Nos
- Mark irrelevant items: Don't skip non-pipe items - mark them as irrelevant to keep data clean
File Upload Best Practices
- Prefer ZIP files: Most tenders come as ZIPs - upload directly
- Check file names: Ensure meaningful names for easier tracking
- One tender = multiple files OK: Upload NIT, BOQ, drawings separately
- Wait for processing: Don't navigate away while files are processing
🔧 Troubleshooting
File Processing Issues
Problem: File uploaded but no BOQ rows appear
Solutions:
- Check if file contains Excel sheets (not PDFs)
- Verify Excel has data rows (not just headers)
- Wait 30 seconds - large files take time to process
- Refresh the page and check again
Problem: "Invalid token" error
Solution:
- Your session expired - click "Logout" and log in again
- Sessions expire after 24 hours
Mapping Interface Issues
Problem: No unmapped rows available
Solutions:
- All rows already mapped - congratulations!
- Uncheck "Pipe Items Only" to see all items
- Select a different tender
Problem: Category dropdown doesn't show expected fields
Solution:
- Select "RCC Pipes" category specifically
- Other categories may have different field sets
- Refresh page if fields don't appear after category selection
Common Questions
Q: Can I edit a mapping after saving?
A: Not currently in the UI. Contact admin to update via API if critical.
Q: How does the learning system work?
A: When you map an item, the system stores the description pattern and your mapping. When it sees similar descriptions, it suggests the same mapping. Confidence improves with usage.
Q: What if I make a mistake?
A: All mappings are logged with operator ID and timestamp. Mistakes can be corrected via database if needed.
Q: Can I process multiple tenders at once?
A: Upload files for multiple tenders, but map one tender at a time for better focus.
Q: How do I know if I'm making good progress?
A: Check the Productivity report - aim for 50+ rows/day. Experienced operators hit 100+ rows/day.
📞 Support & Feedback
For Technical Support:
- Contact: Alok (Harmony Infotech)
- System Logs:
/opt/claude/tenders/logs/
- Report Issues: Include tender number, timestamp, and screenshot
Feature Requests:
This is MVP version. Planned enhancements include:
- Auto-scraping tenders from government portals
- WhatsApp alerts for matching tenders
- Mobile app for field sales team
- OCR for scanned PDF tenders
Success Metrics (Target for Month 1):
- 100+ tenders processed
- 500+ pipe items mapped
- >85% accuracy on specifications
- 10+ demand reports generated
Tender Management System v1.0 MVP | Built by Harmony Infotech for Raj Concrete Products | December 2025