NSTF - Awards Management System - Demo Script

NSTF Awards Management System - Demo Script

Pre-Demo Checklist

Technical Preparation

• Demo environment loaded with sample NSTF awards data
• Test nomination submissions (3-4 sample nominees across categories)
• Adjudicator panel accounts created (sample judges)
• Admin dashboard populated with realistic data
• Internet connection stable
• Screen sharing software tested
• Backup demo video ready (if live demo fails)

Audience Preparation

• Understand who’s attending (Executive Director, Awards Manager, IT, Finance?)
• Confirm their current pain points (from discovery call)
• Prepare relevant examples (NSTF awards categories, real scenarios)
• Have pricing options ready (if requested)
• Prepare Q&A responses (see Objection Handling Guide)

Materials Ready

• Demo script (this document)
• One-pager executive summary
• Pricing options sheet
• Implementation timeline
• Reference customer stories (MGSLG, SACE if applicable)

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Demo Flow Structure (30-45 Minutes)

Section	Duration	Purpose
1. Opening & Context Setting	3-5 min	Align on pain points, set expectations
2. Nominator Experience	8-10 min	Show user-friendly submission process
3. Adjudicator Interface	8-10 min	Demonstrate panel review and scoring
4. Admin Dashboard	8-10 min	Highlight management and analytics
5. Integration & Automation	3-5 min	Show Everlytic, email workflows
6. Q&A & Next Steps	5-10 min	Address questions, discuss timeline

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Section 1: Opening & Context Setting (3-5 Minutes)

Welcome & Agenda

Script:

“Thank you for taking the time to see how we can transform the NSTF awards process. Over the next 30-45 minutes, I’ll walk you through a platform specifically designed for the ‘Science Oscars of South Africa’ - addressing the challenges we discussed: the two-stage manual process, email-based submissions, and what NSTF describes as the ‘arduous undertaking’ of managing nominations.”

“I’ll show you three perspectives: what nominators see, how adjudicators review submissions, and the admin view that gives you complete control and insights. Feel free to stop me anytime with questions.”

Pain Point Validation

Script:

“Just to confirm we’re aligned - your current process involves an online registration form, followed by emailing completed nomination documents, manual data entry, and significant back-and-forth during the December-January office closure period. You also mentioned wanting better analytics on nomination trends and diversity. Is that still accurate, or has anything changed?”

[Wait for confirmation/additions]

Why This Matters:

• Establishes you understand their world
• Gets buy-in that solving these pain points is valuable
• Allows them to add any new concerns

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Section 2: Nominator Experience (8-10 Minutes)

2A: Discovery & Getting Started

Screen: NSTF Awards public landing page

Script:

“Let’s start where your nominators start. They visit the NSTF Awards page - which can be on your existing website or a custom subdomain like awards.nstf.org.za.”

Show:

• Clean, branded landing page (NSTF logo, South32 partnership branding)
• Clear categories (individual awards, organizational awards, special theme award)
• Key dates prominently displayed
• “Start Nomination” button

Talking Points:

• “Fully branded to match NSTF identity - this looks like NSTF, not a third-party tool”
• “Categories clearly explained with eligibility criteria right here - reduces unqualified nominations”
• “Timeline visible upfront - nominators know exactly what to expect”

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2B: Single-Stage Integrated Submission

Screen: Nomination form (live walkthrough)

Script:

“Here’s where we fundamentally change the experience. Instead of your current two-stage process - register, then email documents - this is a single, integrated submission.”

Demonstrate (Live Form Fill):

Step 1: Category Selection

• Dropdown: Select award category (e.g., “NSTF-South32 Award: Research Capacity Development”)
• Auto-populates relevant fields based on category

Step 2: Nominee Information

• Name, affiliation, contact details
• “Notice it auto-saves as they type - if they lose connection, nothing is lost”

Step 3: Nominator Information

• Who is submitting (can be self-nomination or third-party)
• Conflict of interest declaration checkbox

Step 4: Nomination Motivation

• Rich text editor (formatting, bullet points, bold/italics)
• Character/word count visible (if limits apply)
• “They can write directly here, or paste from Word - formatting is preserved”

Step 5: Supporting Documents

• Drag-and-drop file upload
• Show: Upload a sample CV PDF
• “Multiple files supported: CVs, publications, letters of support, images”
• File size limits clearly displayed
• Virus scanning automatic

Step 6: Review & Submit

• Summary page showing all entered information
• “Confirm and submit” button
• Click submit

Confirmation Screen:

• “Thank you! Your nomination has been received.”
• Reference number displayed (e.g., “NSTF-2025-RCD-042”)
• Automated email confirmation sent (show email in inbox)
• Status tracking link (“Check your nomination status anytime”)

Talking Points:

• “This is what NSTF described as ‘arduous’ - now it’s 15-20 minutes, not hours of document preparation”
• “Files stay organized - no digging through email attachments”
• “Nominators get instant confirmation - they know you received it”
• “Reference number for all future communication - no more ‘did you get my email?’ inquiries”

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2C: Nominator Self-Service

Screen: Nomination status portal

Script:

“Here’s a bonus feature - nominators can check their status anytime, without emailing your team.”

Show:

• Enter reference number + email
• Dashboard shows:
  • ✅ Submission received (Feb 15, 2025)
  • ⏳ Under review by adjudication panel
  • ⏱️ Shortlist announcement (Expected: May 2025)
  • ⏱️ Winner announcement (Expected: August 2025)

Talking Points:

• “Reduces ‘Where’s my nomination?’ emails by 80%”
• “Transparent process builds trust”
• “You control what stages are visible (no need to show internal deliberations)“

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Section 3: Adjudicator Interface (8-10 Minutes)

3A: Panel Member Login & Dashboard

Screen: Adjudicator dashboard

Script:

“Now let’s see the adjudicator experience. Your panel members log in with secure credentials - they can be anywhere in the world, reviewing on their schedule.”

Show:

• Personalized welcome: “Welcome, Prof. [Name] - NSTF Awards Adjudication Panel 2025/2026”
• Assigned nominations dashboard:
  • Category: Research Capacity Development (12 nominations assigned)
  • Category: Engineering Achievements (8 nominations assigned)
• Deadlines clearly visible
• Conflict of interest declarations logged

Talking Points:

• “Panel members only see nominations in their assigned categories - no information overload”
• “Deadlines front and center - they know when reviews are due”
• “Conflict of interest management built-in - if they know a nominee, they can flag it”

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3B: Reviewing a Nomination

Screen: Nomination review page

Script:

“Let’s open a nomination and see what the review process looks like.”

Show:

• Full nomination details displayed (all fields nominators entered)
• Supporting documents accessible (click to view PDF in-browser)
• Scoring rubric (customizable based on NSTF criteria):
  • Example criteria:
    • Scientific Excellence (1-10 points)
    • Impact & Innovation (1-10 points)
    • Capacity Development (1-10 points)
    • Diversity & Inclusion (1-5 points)
  • Total: /35 points

Demonstrate Scoring:

• Select score for each criterion
• Add comments/notes (private to adjudicator, or shared with panel - configurable)
• Attach additional documents (panel members can upload reference materials)
• Click “Save Progress” - can return later
• Click “Submit Review” - locks in scores

Show: Panel Collaboration (Optional Feature)

• If enabled, panel members can see aggregate scores (anonymized or attributed)
• Discussion thread for borderline cases
• “This is configurable - some panels prefer blind scoring, others collaborate”

Talking Points:

• “No more printing 50-page nomination documents”
• “Panel members work at their pace - no scheduling nightmares for in-person meetings”
• “Scoring is structured and consistent - easier to compare nominees objectively”
• “Discussion threads reduce back-and-forth emails”

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3C: Conflict of Interest & Ethics

Screen: Conflict declaration workflow

Script:

“Academic and professional communities are small - conflicts happen. Here’s how we handle it.”

Show:

• Adjudicator sees nomination, recognizes nominee
• Clicks “Declare Conflict of Interest”
• Workflow triggered:
  • Nomination automatically reassigned to another panel member
  • Admin notified
  • Adjudicator can’t access that nomination anymore
  • Audit trail maintained

Talking Points:

• “Ethics and transparency built-in”
• “Automated reassignment - no awkward conversations”
• “Full audit trail for governance and accountability”

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Section 4: Admin Dashboard (8-10 Minutes)

4A: Administrator Overview

Screen: Admin dashboard (bird’s-eye view)

Script:

“This is the nerve center - where NSTF staff manage the entire awards program.”

Show:

• Key Metrics (Dashboard Widgets):
  • Total Nominations: 87
  • By Category breakdown (bar chart)
  • Submission Timeline (line graph showing daily submissions)
  • Adjudication Progress: 65% complete
  • Geography: Provinces represented (map visual if applicable)
  • Diversity Metrics: Gender, race, institution type

Talking Points:

• “This is what you don’t have today - real-time insights into the awards program”
• “No more manually counting spreadsheet rows”
• “Board meetings and funder reports become 10-minute tasks, not day-long exercises”

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4B: Managing Nominations

Screen: Nominations list view

Script:

“Here’s every nomination in one place - searchable, filterable, exportable.”

Demonstrate:

• Filter by category: Show only “Research Capacity Development” nominations
• Search by keyword: Type “University of Cape Town” - shows all UCT-affiliated nominees
• Sort by submission date: See recent submissions first
• Bulk actions:
  • Select multiple nominations
  • Assign to adjudicator panel
  • Export to Excel/PDF (for offline review if needed)
  • Send bulk communication (e.g., “Thank you, your nomination is under review”)

Click into a nomination:

• Full details visible
• Edit capability (if nominator made a mistake, NSTF can correct)
• Timeline showing all actions (submitted, assigned, reviewed, shortlisted, etc.)
• Communication log (all emails sent to nominator)

Talking Points:

• “Complete control and visibility”
• “No more digging through email folders to find a nomination”
• “Bulk actions save hours during high-volume periods”

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4C: Adjudication Management

Screen: Panel management view

Script:

“Managing your adjudication panel is simplified here.”

Show:

• Panel Members List:
  • Name, affiliation, expertise areas, assigned categories
  • Review progress (e.g., “Prof. Smith: 8/12 reviews complete”)
  • Last login date

Demonstrate:

• Add new panel member: Form to invite (auto-sends login credentials)
• Assign nominations: Drag-and-drop or bulk assign
• Send reminders: “Prof. Smith, 4 reviews pending - deadline in 7 days”
• Download scores: Export all adjudicator scores to Excel for shortlisting discussions

Talking Points:

• “Panel management is automated - invite, assign, remind, track”
• “No more chasing panel members via email - system sends automated reminders”
• “Export scores for your shortlisting meetings - all data in one place”

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4D: Awards Lifecycle Management

Screen: Workflow stages

Script:

“The awards program has clear stages - the platform manages the transitions.”

Show Workflow:

1. Registration Open (Nov 4 - Jan 29)
2. Full Submissions Due (March 5)
3. Adjudication (March - May)
4. Shortlisting (May)
5. Winner Selection (June)
6. Announcement (August - Awards Ceremony)

Demonstrate:

• Status changes: Move a nomination from “Under Review” to “Shortlisted”
• Automated notifications: Nominator receives email “Congratulations! Shortlisted for NSTF Award”
• Winner announcement: Select winners, system generates winner certificates, media release content

Talking Points:

• “You control the timeline - system enforces deadlines and automates transitions”
• “Nominators stay informed at every stage - builds anticipation and engagement”
• “Winner announcement is one click - certificates, media content, website updates all prepared”

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4E: Analytics & Reporting

Screen: Advanced reports

Script:

“Let’s look at analytics - this is where the platform becomes strategic, not just operational.”

Show Reports:

Report 1: Diversity & Inclusion Analysis

• Gender breakdown (nominees, winners over time)
• Racial demographics
• Geographic distribution (provinces, urban vs. rural)
• Institution types (universities, private sector, government, NGO)
• “Track progress on diversity goals, inform future outreach”

Report 2: Nomination Trends

• Year-over-year growth by category
• Which categories attract most nominations (inform resource allocation)
• Submission timing (do most submit last-minute? Inform reminder campaigns)

Report 3: Adjudication Quality

• Inter-rater reliability (do panel members score consistently?)
• Average review completion time
• Identify categories needing more panel members

Report 4: Funder Reporting

• “For South32 partnership or other sponsors - show program reach and impact”
• Exportable to PDF/PowerPoint for board presentations

Talking Points:

• “This data helps NSTF make strategic decisions - where to focus outreach, which categories need promotion”
• “Funder reporting becomes effortless - South32 wants impact metrics? Done.”
• “Diversity tracking ensures NSTF awards reflect South Africa’s talent pool”

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Section 5: Integration & Automation (3-5 Minutes)

5A: Everlytic Integration

Screen: Email campaign automation

Script:

“You mentioned using Everlytic for communications. We integrate seamlessly.”

Show:

• Nomination submission triggers Everlytic workflow
• Automated email sequences:
  • Confirmation email (instant)
  • Reminder email if submission incomplete (3 days before deadline)
  • Status update emails (shortlist, winner announcement)
• Example: “When a winner is selected, Everlytic automatically sends congratulations email with personalized certificate attached”

Talking Points:

• “We don’t replace Everlytic - we enhance it”
• “Automation reduces manual email campaigns from hours to minutes”
• “Personalized communications at scale (hundreds of nominators, customized messages)“

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5B: Website & Database Integration

Screen: Integration architecture diagram (optional)

Script:

• “Awards page embeds into your existing NSTF website - no separate platform feel”
• “Data syncs with your NSTF database - nominees/winners added to your CRM automatically”
• “API available for future integrations (if you add other systems)”

Talking Points:

• “Seamless experience - nominators don’t feel like they’re on a different platform”
• “Data lives where you need it - not siloed in a separate tool”

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Section 6: Q&A & Next Steps (5-10 Minutes)

Anticipated Questions (Have Answers Ready)

Q: “How long to implement?” A: “8 weeks for pilot (core features), 12 weeks for comprehensive system. We can target November 2025 awards cycle if we start by Q1 2025.”

Q: “What if nominators struggle with technology?” A: “The interface is simpler than email attachments. We provide video tutorials, and NSTF help desk can assist (we train your team). In trials, 95%+ users complete without support.”

Q: “What happens to historical data?” A: “We migrate previous years’ nominees and winners - creates a historical archive. You can showcase past winners and analyze trends.”

Q: “What if we want changes mid-project?” A: “Agile process - we show you progress weekly, you provide feedback. Minor changes are included, major scope shifts are discussed (may affect timeline/cost).”

Q: “Ongoing costs?” A: “R50K-R80K annually covers hosting, security updates, and support. Much less than staff time saved (60-70% admin reduction).”

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Call to Action

Script:

“Based on what you’ve seen, does this address the ‘arduous process’ you’ve experienced?”

[Wait for response]

If positive:

“Great! Here are the next steps I recommend:”

1. “I’ll send you a detailed proposal with pricing options (pilot vs. comprehensive)”
2. “We schedule a 60-minute requirements session - dive deeper into NSTF-specific needs”
3. “Target decision by [date] to start implementation for Nov 2025 cycle” “Does that timeline work for your planning?”

If hesitant:

“What concerns or questions do you still have? I want to make sure this is the right fit for NSTF.”

[Address objections - see Objection Handling Guide]

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Demo Best Practices

Do’s:

✅ Tell stories: “Imagine it’s 11pm, Dec 23, someone submits a nomination - instead of waiting until Jan 7 for your office to reopen, they get instant confirmation” ✅ Show real data: Use NSTF award categories, realistic nominee names (with permission or anonymized) ✅ Pause for questions: Don’t rush - engagement is more important than finishing on time ✅ Customize: Reference their specific pain points (“You mentioned the challenge of office closures - here’s how we solve that”) ✅ Demonstrate value, not features: “This saves your team 15 hours per awards cycle” not “This button exports to CSV”

Don’ts:

❌ Don’t show bugs: Test demo environment thoroughly beforehand ❌ Don’t get technical: Save architecture diagrams for IT stakeholders, focus on user experience ❌ Don’t oversell: If a feature isn’t ready, say “We can add that” not “We already do that” ❌ Don’t ignore the room: If someone looks confused, stop and check understanding ❌ Don’t skip Q&A: Even if time is short, answer questions - that’s where deals are made

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Post-Demo Follow-Up

Within 24 Hours:

• Send thank-you email
• Attach demo recording (if recorded)
• Include one-pager executive summary
• Provide pricing options document
• Suggest next meeting (requirements session)

Within 1 Week:

• Follow up if no response
• Offer to demo for additional stakeholders (Board, IT, Finance)
• Provide customer references (if requested)

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Demo Script Owner: iSu Technologies Sales Team Last Updated: December 2, 2025 Next Review: After first 3 NSTF demos (incorporate learnings)