Beyond Sharepoint: Capture & Proposal Management That Helps You Win
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Beyond Sharepoint: Capture & Proposal Management That Helps You Win

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This whitepaper breaks down the features and benefits of using Privia versus Sharepoint for your proposal management efforts.

This whitepaper breaks down the features and benefits of using Privia versus Sharepoint for your proposal management efforts.

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Beyond Sharepoint: Capture & Proposal Management That Helps You Win Beyond Sharepoint: Capture & Proposal Management That Helps You Win Document Transcript

  • White Paperely on a proven, trusted solution. Watch your win rates soar. Compete and succeed in the government market. Connect teams and collabora amlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete and succeed in the government market. Connect teams an llaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete and succeed in the government market. Connect teamnd collaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete and succeed in the government market. Conneams and collaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete and succeed in the government markeonnect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete and succeed in the governmenarket. Connect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete and succeed in thovernment market. Connect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete and succeede government market. Connect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete an cceed in the government market. Connect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compend succeed in the government market. Connect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soaompete and succeed in the government market. Connect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watch your win rate ar. Compete and succeed in the government market. Connect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watch your wtes soar. Compete and succeed in the government market. Connect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watch you n rates soar. Compete and succeed in the government market. Connect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watc ur win rates soar. Compete and succeed in the government market. Connect teams and collaborate seamlessly. Rely on a proven, trusted solutioatch your win rates soar. Compete and succeed in the government market. Connect teams and collaborate seamlessly. Rely on a proven, truste lution. Watch your win rates soar. Compete and succeed in the government market. Connect teams and collaborate seamlessly. Rely on a proveusted solution. Watch your win rates soar. Compete and succeed in the government market. Connect teams and collaborate seamlessly. Rely onoven, trusted solution. Watch your win rates soar. Compete and succeed in the government market. Connect teams and collaborate seamlessly. Ren a proven, trusted solution. Watch your win rates soar. Compete and succeed in the government market. Connect teams and collaborate seamlesslely on a proven, trusted solution. Watch your win rates soar. Compete and succeed in the government market. Connect teams and collabora amlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete and succeed in the government market. Connect teams an llaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete and succeed in the government market. Connect team Beyond SharePoint: Capture and Proposal Management that Helps You Win
  • With so much of today’s government procurement shifting to GWAC and IDIQmultiple award contracts, the ability to track the barrage of task ordersgenerated from these contracts has put new pressure on prime andsubcontractors alike.As the bid process becomes more Does SharePoint deliver what contrac-complex so do the teams required to tors need to deploy bids, handleanalyze, win and execute on each task capture information, synthesize a Winning Biddersfrom every bid. Even finding the right proposal and track the myriad of task Need To:team members – whether part of your orders that will result from an award?organization or outside – can be a • identify and qualifydaunting task. Given all the players Does SharePoint offer your team and opportunitiesrequired to succeed, it’s no surprise subcontractors the tight integrationthat collaboration tools have become a needed to keep everyone on the same • manage complex businesscritical component for government page? Will it provide only as much information as a team member needs information and analysescontractors seeking new business. Thequestion is which tools should you be based on their role? Can virtual teams • build the right teamlooking at today to meet tomorrow’s that are mobile and fast-paced collabo-demands? rate from anywhere they may be and • develop compliant and access the workflows they need toMany contractors start with Microsoft compete? compelling proposalsOffice SharePoint. With some features The rest of this overview will compare • collaborate within theavailable as a free download, the lowbarrier to entry seems to offer simple SharePoint to Privia’s custom-designed organization and withcollaboration and a platform for solution especially for government various partnersdeveloping web-based applications that contractors’ bid and proposal process.you can use to support your enterprise’sbid and proposal management. Withbasic document management functions An In-Depthand a host of add-ons, templates, Look at Priviaintegrations, and developers ready to Privia is the only comprehensive,customize for you, SharePoint seems out-of-the-box ready applicationlike a good starting point. designed specifically for businesses Beyond SharePoint: Capture and Proposal Management that Helps You Win 2
  • bidding on state, local and federal dashboard alerts when tasks are contract reporting. Automation of task contracts. Privia measurably improves overdue or at risk. Business develop- order response processes, including top-line revenues through increased ment teams can stay connected without activity tracking, helps implement best win rates and team productivity by physical meetings, thus reducing time practices and allows gating of reviews streamlining the competitive procure- and travel costs. and alerts for at-risk milestones. And ment process from opportunity Privia’s dashboard gives a centralized identification to proposal delivery. It is Proposal Teams view into all requests and contract used by more government contracting vehicles whether IDIQ, GWAC or other. Privia supports industry best practices professionals than any other bid and and automates repetitive administrative proposal package. IT Team tasks involved in proposal development while tracking milestones and reporting Privia’s out-of-the box solution means Available both as Software-as-a-Service exceptions. your IT staff can focus on the bottom- (SaaS) and for on-premises implemen- line. The integration with external tation, Privia is simple to adopt and Once you launch a proposal, Privia: capture sites like FedBizOpps, Onvia tailor to the specific needs and business • captures past performance and GovWin via the Privia toolbar environment of any contractor. The information means your team can easily find most critical benefits of Privia are: • builds a capabilities matrix contracts to bid on and import the information with the click of a button. Business Development Teams • facilitates management of external Privia’s openness means you can team members and contractors From the start, Privia offers automation deploy it on your servers or in a hosted of repetitive business development • provides a virtual ‘war room’ for environment, while utilizing almost any tasks. Collecting bid information from team members to communicate and document type or browser. data providers like epipeline, Centurion, collaborate FedBizOpps, GovWin, and others is now a one-click import of opportunity The software tracks and reports on progress and identifies potential An In-Depth Look details. A central repository exists for all users to draw from, and a common bottlenecks before they impact the at SharePoint proposal. Much of the ‘dead time’ SharePoint consists of four basic tools: workspace gives everyone on the team between tasks is reduced or eliminated insight into opportunity, milestone and Portal Server: resulting in a faster time to proposal. budget metrics. This “single system of Integrating with Active Directory, the record” ensures you find the email, portal server enables users to create, spreadsheet or presentation needed Task Order Response display and edit various types of data without difficulty. Privia helps untangle the mess of into lists and eases management of multiple contacts and task orders. It users and groups. A built-in index and Privia was designed on an interface that creates a parent-child relationship search engine lets users locate informa- is easy to use and adapts to the needs between task order requests and tion, and the look and feel of the user of your business. It includes email and contract vehicles to ease pipeline and interface can be tailored to your needs.3 Beyond SharePoint: Capture and Proposal Management that Helps You Win
  • Collaboration System:SharePoint uses a set of specialized lists SharePointto implement calendars, Shortcomings “While SharePoint allowsannouncements, discussions and tasks. users to create their own For all its features, there are several shortcomings when using SharePoint as applications and customizeDocument Repository: your bid/proposal engine. Some of the SharePoint intranet sites, theEnables users to upload and download more important issues to consider are: management and support ofdocuments, assign permissions, and Security: these sites can quicklyversion documents authored with the Limited options may not handle theMicrosoft Office suite, including become a quagmire for the complexity of multi-layered permissionscheck-in/ check-out, auditing, and organization, which often involving roles for external users likeediting within the original application. subcontractors versus internal user finds that neither itsAlso provides basic document routing, rights. development team nor itsapproval and records management. operational staff possess the Procurement-Awareness:Development Platform: specialized skills required to SharePoint has no out-of- the-box waySharePoint offers APIs and an object to capture, process, and evaluate support them”*model to allow the creation of custom opportunity data from diverse sourcesfunctions. as FBO, Onvia, etc. Individual — “Now is the Time to DetermineThese tools combine to offer some SharePoint sites need to be created for SharePoint’s Place in Yourparticular strengths. SharePoint every single opportunity. SharePoint’s Application Development Strategy”integrates seamlessly with Microsoft presence detection relies on a contact Forrester, July 2008Office applications; if all you are list which is bid/task specific, rathersharing is Word documents and than global.PowerPoint presentations it can be a Workflow:simple way to collaborate. Simple Basic capabilities do not include rulesIntranet sites can be deployed with for folders and management reporting,included templates allowing a team and workflows are disconnected fromto share information quickly. resource pools. Thus each resourceIf you are working on a small number of must be manually designated for eachbids that won’t have multiple award workflow step. SharePoint users cannotcontracts, SharePoint can offer configure time-based workflows orsomething more easily shared than pen change them on the fly as needsand pencil notes. change. Beyond SharePoint: Capture and Proposal Management that Helps You Win 4
  • Openness: already deployed code causing even its maintenance and support can create SharePoint is Microsoft Office-centric, more IT burden. an added burden for IT and LOB alike. and doesn’t easily support other apps and file types. Many long running Continuity: So, while some organizations will decide processes such as capture and proposal Mission-critical development is that SharePoint is suited to their needs, management require expensive hampered by the lack of backup/ most will discover a different approach add-ons. It is also very Internet-Explorer restore tools and integration with other that will fulfill their requirement both centric, creating a problem for BYOD, enterprise data. more completely and cost effectively. Mobile and MAC users. Easily Scalable: Version Control: SharePoint recommends no more than The High The modest version controls must be 10 users access a document and there is a hard limit of 99 users for collaboration. Cost of “Free” turned on manually with each instance It is important to understand the hard and inside each folder. Even templates SharePoint can become a very expensive and soft dollar costs Involved in can’t eliminate extra steps to deploy, platform requiring specific IT skills, and deploying SharePoint. A SharePoint and version upgrades could break SharePoint Up-Front Costs $157,00 MS SharePoint Server SharePoint for Internet Servers 8% Windows External Connector 6% Office Forms Server 28% Forms Server for Internet SQL Server 51% 6% 1%5 Beyond SharePoint: Capture and Proposal Management that Helps You Win
  • deployment can involve extensive costs Client PCs must be equipped with the Since these costs only represent thefor both hardware and software, following: SharePoint platform, you need alsoincluding a full Microsoft stack upgrade • Windows XP Professional or later take into account the additionalas well as vendor integration upgrades. customization costs to implement full • InfoPathsThis chart illustrates Microsoft’s document management functionality • Office 2003 or laterrecommendation of the requirements and the additional applicationsfor an internal/external SharePoint • Windows Workflow Foundation required to implement a fullconfiguration. • Visual Studio.NET bid/proposal system.Required server software includes: It is important to note that you may Procuring a hosted SharePoint solution• Windows Server with SharePoint also require additional Client Access rather than an on-premises implemen- services installed Licenses (CALs), additional hardware to tation might seem like a more cost- support high availability and disaster effective strategy—until services and• SharePoint Internet Portal Services recovery environments.. Scaling to storage costs and transaction fees are• SQL Server support more users will also add to tallied. With either an on-premises or a both software and hardware costs. hosted version of SharePoint, license SharePoint Customization Costs $374,00 Architecture 4% Project Operation Management Development and Configuration 4% 16% Infrastructure Support Testing and Provisioning 15% IT Operations Troubleshoot and Bug Fix 19% Education and Training 6% 17% 19% Beyond SharePoint: Capture and Proposal Management that Helps You Win 6
  • costs for non-employee users and yielding a more complex environment customization (key elements that are for IT to support and an added step that often taken for granted) add consider- business process owners would rather Discover how ably to the total expense. not have to deal with. Add-ons must be Privia can help managed, upgraded and integrated your organization without causing older code to fail, and SharePoint none of this even touches on the cost of Available as a Software-as-a- Customization Costs the hardware required to host applica- Service (SaaS) solution or tions and storage. For organizations seeking to deploy installed on-premise, Privia document management and collabora- offers affordable, flexible tion, additional activities, time spent, and costs can include: Privia or SharePoint? licensing models to fit the • Architecture Taking the Next Step requirements of organiza- • Development and Configuration For all its features, SharePoint is not tions of any size. designed or to deliver the comprehen- • Project and Operation Management sive, targeted functionality needed to www.privia.com • Infrastructure Support support bid capture and proposal 866-531-9370 • IT Operations management processes. Government • Testing and Provisioning contractors in today’s highly competi- tive market can’t afford to employ These additional costs do not include poorly suited tools and sticky-note the development of additional workarounds. processes or extending access and collaboration to subcontractors and As the industry’s leading application partners, nor do they include the with comprehensive out-of-the-box additional security, identity and access functionality, only Privia gives organiza- management, governance and work- tions like yours the tools to streamline flow issues that extending the circle of every part of the proposal and capture collaboration would entail. management pipeline. The results, proven in real-world Ongoing Operational Costs for implementations, include: SharePoint • Higher productivity Since SharePoint is a platform rather than an application, its deployment is • Improved success rates more like an operating system than an • More effective use of global application. The actual business rules resources need to be layered on to the platform, • Dramatically increased revenues7 Beyond SharePoint: Capture and Proposal Management that Helps You Win
  • ly on a proven, trusted solution. Watch your win rates soar. Compete and succeed in the government market. Connect teams and collaboratamlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete and succeed in the government market. Connect teams anllaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete and succeed in the government market. Connect team d collaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete and succeed in the government market. Connecams and collaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete and succeed in the government markeonnect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete and succeed in the governmenarket. Connect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete and succeed in th vernment market. Connect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete and succeed ie government market. Connect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete ancceed in the government market. Connect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compet d succeed in the government market. Connect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soaompete and succeed in the government market. Connect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watch your win rate About Priviaar. Compete and succeed in the government market. Connect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watch your wites soar. Compete and succeed in the government market. Connect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watch you Reputation For Excellencen rates soar. Compete and succeed in the government market. Connect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watc Large companies and small businesses alike have come to rely on Privia to lowerur win rates soar. Compete and succeed in the government market. Connect teams and collaborate seamlessly. Rely on a proven, trusted solution their costs, maximize their efficiency, and reduce stress among their new businessatch your win rates soar. Compete and succeed in the government market. Connect teams and collaborate seamlessly. Rely on a proven, truste teams. Our partnerships with leading organizations like the BD Institute and Shipley lution. Watch your win rates soar. Compete and succeed in the government market. Connect teams and collaborate seamlessly. Rely on a proven Associates mean that we keep on top of the latest best practices and integrate thoseusted solution. Watch your win rates soar. Compete and succeed in the government market. Connect teams and collaborate seamlessly. Rely on into our products. And our relationships with companies of all sizes are long-termoven, trusted solution. Watch your win rates soar. Compete and succeed in the government market. Connect teams and collaborate seamlessly. Re and mutually successful—just ask them ! a proven, trusted solution. Watch your win rates soar. Compete and succeed in the government market. Connect teams and collaborate seamlessl ly on a proven, trusted solution. Watch your win rates soar. Compete and succeed in the government market. Connect teams and collaborat A Culture Of Responsivenessamlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete and succeed in the government market. Connect teams an Because we have worked so closely for so long with our clients, we have been ablellaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete and succeed in the government market. Connect team to respond to their needs at critical times and continue to evolve the Privia product base to meet their needs. As margins grow smaller and the marketplace ever more competitive, Privia has risen to our customers’ challenges and delivered more streamlined processes. Our attention to usability means we are always improving the user experience of our product. We listen to our customers—and the results are measurable. Get in touch! Privia LLC 555 Herndon Parkway Suite 250 Herndon, VA 20170 866.531.9370