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APMP Foundation: Proposal Schedule Development

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Completes the module Communicating your Plan from the Bid to Win APMP Foundation Accreditation Preparation programme.

Covers the Schedule Development, Proposal Risk Management and Kick Off Meeting Management KCAs from the APMP Accreditation Syllabus

Published in: Business
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APMP Foundation: Proposal Schedule Development

  1. 1. APMP® Accreditation Programme Communicating Your Plan: Schedule Development, Proposal Risk Management, Kick Off Meeting Management Communicating your Plan© APMP 2005 and Bid to Win Ltd 2010 Version: 0v9
  2. 2. Communicating your Plan Schedule Development Creating a realistic timeline with milestones that will drive your proposal activities© APMP 2005 and Bid to Win Ltd 2011
  3. 3. Learning Objectives for ScheduleDevelopmentunderstand how to tailor proposal tasks to suitthe proposalfully understand your organisation’s processesassess client timescales and estimate theresources required to execute the proposalproduce a cost budget for a routine proposalSyllabus Requirement
  4. 4. Consider a Realistic ScheduleIf you fail to planthen you’re planning to fail … so ... Proposal Guide 238
  5. 5. Consider a Realistic ScheduleIf you fail to planthen you’re planning to fail … so ... Available Time Proposal Guide 238
  6. 6. Consider a Realistic ScheduleIf you fail to planthen you’re planning to fail … so ... Available Time Planning 10 – 20% Proposal Guide 238
  7. 7. Consider a Realistic ScheduleIf you fail to planthen you’re planning to fail … so ... Available Time Planning Proposal Development 10 – 20% 50 – 60% Gold Team Proposal Guide 238
  8. 8. Consider a Realistic ScheduleIf you fail to planthen you’re planning to fail … so ... Available Time Planning Proposal Development Production 10 – 20% 50 – 60% 20% Proposal Guide 238
  9. 9. Consider a Realistic ScheduleIf you fail to planthen you’re planning to fail … so ... Available Time Contingency 10% Planning Proposal Development Production 10 – 20% 50 – 60% 20% Proposal Guide 238
  10. 10. Consider a Realistic ScheduleIf you fail to planthen you’re planning to fail … so ... Available Time Contingency 10% Planning Proposal Development Production 10 – 20% 50 – 60% 20% Writing and Reviewing Strategy Kick Off Story Red Deliver Review Board Team Bid Review Gold Team Proposal Guide 238
  11. 11. Communicating the schedule Keep the team informed of milestones, reviews and outputs
  12. 12. Tailoring Tasks to the ProposalDo it and do it earlyDo it every time and at every new stage in the processIf you start late in the process, go back and examinewhat you have missed and decide what you need to doAdd milestones such as review dates
  13. 13. Typical Proposal Process Milestones Key Milestones: Final Go / No Proposal Final business Go kick-off proposal case decision meeting review review
  14. 14. Assessing Proposal TimescalesWork back from due date• Allow 15% of total time for start-up and planning• Allow 20% of total time for final review, amendment & productionSchedule contingency time (up to 10%)Have defined start and end dates for activitiesSchedule tasks in parallel not in sequenceReview dates must be regarded as absoluteSyllabus Requirement
  15. 15. Estimating resources requiredGraphics per page 2 every 3 pagesSimple graphic 1–2 hoursComplex graphic 2–6 hoursNew materialAdapting boilerplateFormal reviewTranslation Proposal Guide 238
  16. 16. Estimating resources requiredGraphics per page 2 every 3 pagesSimple graphic 1–2 hoursComplex graphic 2–6 hoursNew material 4 pages per dayAdapting boilerplateFormal reviewTranslation Proposal Guide 238
  17. 17. Estimating resources requiredGraphics per page 2 every 3 pagesSimple graphic 1–2 hoursComplex graphic 2–6 hoursNew material 4 pages per dayAdapting boilerplate 20 – 40 pages per dayFormal reviewTranslation Proposal Guide 238
  18. 18. Estimating resources requiredGraphics per page 2 every 3 pagesSimple graphic 1–2 hoursComplex graphic 2–6 hoursNew material 4 pages per dayAdapting boilerplate 20 – 40 pages per dayFormal review 40 pages per dayTranslation Proposal Guide 238
  19. 19. Estimating resources requiredGraphics per page 2 every 3 pagesSimple graphic 1–2 hoursComplex graphic 2–6 hoursNew material 4 pages per dayAdapting boilerplate 20 – 40 pages per dayFormal review 40 pages per dayTranslation ~1500 words per day Proposal Guide 238
  20. 20. Elements of a Cost Budget Professional advisors Production Reviewers costs Delivery Contributors costs Sub Management Contracts Facilities £$€ TravelSyllabus Requirement
  21. 21. Proposal Risk Management• Recognise proposal risks• Help to establish a proposal risk management policy Communicating your Plan Proposal Guide 229Syllabus Requirement
  22. 22. What is at risk?
  23. 23. What is at risk? Project Proposal Methods Methods
  24. 24. Proposal Risk Management• Risk – The chance exposure to the adverse consequences of future events• Risk Analysis – A formalisation of the common sense that capture managers apply to their opportunity• Risk Management – A process designed to remove or reduce the risks which threaten the achievement of objective
  25. 25. Addressing Risk ManagementWhy have a • Improves the likelihood of success Risk • Increases visibility of risksManagement • Adds realism to achievement of proposal deadline Policy? Risk • Tolerate / Accept • Terminate (avoid)Management • Treat (mitigate) Options • Transfer
  26. 26. Risks to the proposal – what is yourrisk response strategy? Key personnelIT failure Insufficient absence resources Know the size of your print task Have a contingency Test run your production system plan
  27. 27. Kick Off Meeting Management• Ability to prepare for kick-off meetings• Brief kick-off meeting attendees Communicating your PlanSyllabus Requirement
  28. 28. ALWAYS Run a Bid Kick-off Meetingand allow time to prepare for it Invite the right Kick-off Briefing• ~ 15 percent of the people Package available time • Where• Plan before the kick- • Managers, • Comprehensive • When off meeting • Sales, • Distributed ahead of • Who the kick-off • Specialists, • What • Proposal Contributors, • Partner Companies Prepare a Planning complete agenda Proposal Guide 97
  29. 29. Prepare a comprehensive kick-offpackage Copy of Draft Executive customer’s Summary request for proposal Proposal Storyboard Strategy templates (if briefing paper being used) Competitor Schedule & Profile/Analysis Responsibilities Customer Kick-off Contact list Profile Package Proposal Guide 97
  30. 30. Briefing Kick-off Meeting AttendeesEstablish a tone of competent, professionalproposal leadership and managementEstablish additional ground rules for tele-conference kick-off meetingsPresent a briefing of the kick-off “package”
  31. 31. Quick Quiz Question:What proportion of the available time shouldyou allocate for unplanned activities?a) 5%b) 10%c) 25%d) 40%
  32. 32. And the answer is:B. About 10% of the available timeshould be allocated for contingency
  33. 33. e-torial preparation• Read the topic Production in the APMP Guide• Complete Exercise Six Proposal Scheduling• Attempt Half Hour Paper 1• Watch the slide-cast session on graphics by Colleen Jolly

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