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Proposal Management Process Develop proposals that  WIN , reduces rework & halves the turnaround time Anand Subramaniam
[object Object],[object Object]
Highlights ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Proposal - Overview
Solicitation Types ,[object Object],[object Object],[object Object],[object Object]
Contract Types ,[object Object],[object Object],[object Object],[object Object]
Proposal – Development Steps Steps Storyboarding kick-off proposal teams with respect to baseline development Physical steps used to develop a proposal Use of automation tools, sections, compliance matrices etc Theme development Gates used to control proposal development Incorporation of price-to-win / cost-to-win Management reviews - teams, timing, frequency, depth & level
Proposals – Team Alternatives ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Why proposals fail? Failure Failure to address requirements No match-up of offering to requirements No experience plus high risk with no contingency plan No  substantiation for claims Failure to give buyer what he / she asked for Lack clearly expressed communication Non-compliant and carry a high price tag  No front-end planning or marketing intelligence No rationale for alternatives
Proposal – Success Criteria Success Criteria Well defined team roles & responsibilities Adopt a proposal development methodology & continuously refine it Understand customer’s environment,  their pain factors and use this in your proposal Brainstorm theme statements & link quantified benefits to features  Avoid boilerplates & tailor story-boards to the opportunity Use storyboards to track progress & focus team members on their next, immediate task Select team that strengthens your value proposition Pay attention to the evaluation criteria Communicate your action plan and provide validation that you understand the requirements First develop a compliance matrix & monitor it regularly for adherence Whether you win or lose – request a debrief
Proposal – Process & Pointers
[object Object],[object Object]
Proposal - Process Win Strategy & Themes Proposal Outline & Schedule Issue writing Assignments Proposal Manager  Comply No Create Baseline Manager Approval Yes Proposal Draft Yes Executive Summary Submission Cover Letter No Blue Team Risk /Issues Identified Assignment Issued Capture Manager Incorporate Changes Comply Complete Yes Yes No No Make Changes Proposal Production & Delivery Yes Capture Manager Assignment Issued Risk/Issues Identified Red Team Comply Incorporate Changes No End Gold Team Yes No No Bid Bid RFP Received Start Bid / No Bid End Prepare Proposal Management Plan & Compliance Matrix Kick-off Meeting
Bid / No Bid - Criteria ,[object Object],[object Object],[object Object],[object Object],[object Object]
Bid / No Bid – Process Flow
Proposal – Major Players  Editors / Writers Proposal Board / Committee / CEO / GM External Consultants / Peak Body Legal Counsel Sales / BDM Proposal Coordinator Players Proposal Manager Pricing / Support staff
Proposal – Organisation Structure Board / CEO / GM / Project Manager Proposal Manager Proposal Coordinator Management Section Leader Technical Section Leader Pricing / Cost Section Leader Past Performance Section Leader Writers / Illustrators Writers / Illustrators Writers / Illustrators Writers / Illustrators Industry Section Leader Quality Control / Risk Advisor Writers / Illustrators
Proposal - Roles / Responsibilities ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Pointers - Proposal Management Plan  ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Pointers – Compliance Matrix ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Pointers – RFP Outline & Criteria ,[object Object],[object Object],Filename RFP Sect. #s Section Title Writer Draft Done Review Done 10/11 1_FuncSpec 4.0 Functional Specification Anand 23/11 Criteria Interface to SCADA and MES systems
Pointers – Events Plan Events Plan Proposal kickoff Storyboards - section brainstorming sessions Draft questions about RFP due to client contact Drafts reviewed & due (Blue Team, Red Team, Orange Team etc) Final edit and formatting Final questions due to the client Work plan and costing due dates Board / CEO / GM / Project  Manager review(s) Production (print, proof master, copy, assemble and ship!) Proposal delivery time lines Daily back-up after each activity Other RFP dates such as orals and contract award Any scheduled absences / vacations of team members
Proposal – Kick-off Meeting Agenda ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Proposal – Project Schedule
Proposal - Your Storyboard Storyboard ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Proposal – Win Strategy Themes Point of emphasis Undeniable  truth Recurring  thought Unique benefits  Advantage  Compelling  point (value for money) Themes Your theme statement that gives you the highest rating Where your Competition is unable to make the same claim
Proposal – Why Themes? Why About You Your capabilities and competencies Your related or relevant experience and / or exposure Your “thought leadership” in the chosen field Your strengths Your past performance Your approach Your value proposition Your management style
Proposal – Blue Team Review Emphasis on preparing a solid Red Team draft Draft Complete Usually occurs 2 ~ 7 days before Red Team Focus on identifying serious weaknesses Being constructive Focus on inconsistencies, and on RFP-compliance Blue Team Limited to proposal contributors only Checkpoint for Board / GM / proposal Manager
Proposal – Red Team Review Limited to non-authors, senior staff members Draft should resemble the final proposal as it will be delivered Red Team debrief should occur 3-5 days before due date Reviewers should make specific and constructive comments Proposal should be scored to show strength & weakness To be critical and to find fault Red Team Post-Red Team debrief -- new assignments are made Include subject mater experts and / or outside consultants
Proposal – Gold Team Review Generally involves GM / Proposal Manager Proposal manager has an overall say on the final changes Final pre-production review Final validation of compliance, complete-ness, and accuracy Gold Team Last opportunity to verify scope, themes, message Board review required for bids say $5m+ and high risks
Proposal – Risk Record
Proposal – Final Review & Delivery Review by Internal groups and divisions Customer name correctly spelt Proposal / project name Bullets, headers, footers etc consistent Resumes format and credentials Ensure consistency of themes and key messages Final Review Terminology to match the RFP Key terms and acronyms spelled out
Proposal – Final Outline ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Proposal - Checklists
Proposal – Technical Section Checklist ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Proposal – Pricing Section Checklist ,[object Object],[object Object],[object Object],[object Object]
Proposal – Completion Checklist ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Proposals – Best Practice
[object Object],[object Object]
Proposal Life Cycle - Using Best Practices ,[object Object],[object Object],[object Object],[object Object],[object Object]
Using ITIL, PMBoK, CMMI, ISO, PDCA etc CMMI Proposal Life Cycle Service Management ISO 9001: 2000 Lean / Six Sigma Project Management
Applying CMMi to Proposal Development Level Characteristics 5 – Optimised Continuous proposal development process improvement is enabled by quantitative feedback from piloting innovative ideas and technology. 4 – Managed Detailed measures of the proposal development process and results are collected.  Both the process and products are quantitatively understood and controlled. 3 – Defined Process for proposal development activities is documented, standardised, and integrated into the organisation.  All activities follow an approved, tailored version of the organisation’s standard process. 2 - Repeatable Basic proposal development management processes are established to track cost, schedule, and functionality.  The necessary process discipline is in place to repeat earlier successes 1 - Initial Proposal process is characterised as ad hoc, and occasionally even chaotic.  Few proposal processes are defined, and success depends on individual effort and heroics.
Proposals – Centre of Excellence
Proposal – Centre of Excellence (CoE) ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
CoE – Closing the Gaps ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Profit Approach Cost Approach Technical Approach Management Approach Risk Assessment Proposal Response Guide . . .
Lessons Learned
Lesson Learned ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Lesson Learned (Contd.) ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
[object Object],[object Object]
[object Object],[object Object]

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Develop Proposals that WIN and Reduce Rework

  • 1. Proposal Management Process Develop proposals that WIN , reduces rework & halves the turnaround time Anand Subramaniam
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  • 7. Proposal – Development Steps Steps Storyboarding kick-off proposal teams with respect to baseline development Physical steps used to develop a proposal Use of automation tools, sections, compliance matrices etc Theme development Gates used to control proposal development Incorporation of price-to-win / cost-to-win Management reviews - teams, timing, frequency, depth & level
  • 8.
  • 9. Why proposals fail? Failure Failure to address requirements No match-up of offering to requirements No experience plus high risk with no contingency plan No substantiation for claims Failure to give buyer what he / she asked for Lack clearly expressed communication Non-compliant and carry a high price tag No front-end planning or marketing intelligence No rationale for alternatives
  • 10. Proposal – Success Criteria Success Criteria Well defined team roles & responsibilities Adopt a proposal development methodology & continuously refine it Understand customer’s environment, their pain factors and use this in your proposal Brainstorm theme statements & link quantified benefits to features Avoid boilerplates & tailor story-boards to the opportunity Use storyboards to track progress & focus team members on their next, immediate task Select team that strengthens your value proposition Pay attention to the evaluation criteria Communicate your action plan and provide validation that you understand the requirements First develop a compliance matrix & monitor it regularly for adherence Whether you win or lose – request a debrief
  • 11. Proposal – Process & Pointers
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  • 13. Proposal - Process Win Strategy & Themes Proposal Outline & Schedule Issue writing Assignments Proposal Manager Comply No Create Baseline Manager Approval Yes Proposal Draft Yes Executive Summary Submission Cover Letter No Blue Team Risk /Issues Identified Assignment Issued Capture Manager Incorporate Changes Comply Complete Yes Yes No No Make Changes Proposal Production & Delivery Yes Capture Manager Assignment Issued Risk/Issues Identified Red Team Comply Incorporate Changes No End Gold Team Yes No No Bid Bid RFP Received Start Bid / No Bid End Prepare Proposal Management Plan & Compliance Matrix Kick-off Meeting
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  • 15. Bid / No Bid – Process Flow
  • 16. Proposal – Major Players Editors / Writers Proposal Board / Committee / CEO / GM External Consultants / Peak Body Legal Counsel Sales / BDM Proposal Coordinator Players Proposal Manager Pricing / Support staff
  • 17. Proposal – Organisation Structure Board / CEO / GM / Project Manager Proposal Manager Proposal Coordinator Management Section Leader Technical Section Leader Pricing / Cost Section Leader Past Performance Section Leader Writers / Illustrators Writers / Illustrators Writers / Illustrators Writers / Illustrators Industry Section Leader Quality Control / Risk Advisor Writers / Illustrators
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  • 22. Pointers – Events Plan Events Plan Proposal kickoff Storyboards - section brainstorming sessions Draft questions about RFP due to client contact Drafts reviewed & due (Blue Team, Red Team, Orange Team etc) Final edit and formatting Final questions due to the client Work plan and costing due dates Board / CEO / GM / Project Manager review(s) Production (print, proof master, copy, assemble and ship!) Proposal delivery time lines Daily back-up after each activity Other RFP dates such as orals and contract award Any scheduled absences / vacations of team members
  • 23.
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  • 26. Proposal – Win Strategy Themes Point of emphasis Undeniable truth Recurring thought Unique benefits Advantage Compelling point (value for money) Themes Your theme statement that gives you the highest rating Where your Competition is unable to make the same claim
  • 27. Proposal – Why Themes? Why About You Your capabilities and competencies Your related or relevant experience and / or exposure Your “thought leadership” in the chosen field Your strengths Your past performance Your approach Your value proposition Your management style
  • 28. Proposal – Blue Team Review Emphasis on preparing a solid Red Team draft Draft Complete Usually occurs 2 ~ 7 days before Red Team Focus on identifying serious weaknesses Being constructive Focus on inconsistencies, and on RFP-compliance Blue Team Limited to proposal contributors only Checkpoint for Board / GM / proposal Manager
  • 29. Proposal – Red Team Review Limited to non-authors, senior staff members Draft should resemble the final proposal as it will be delivered Red Team debrief should occur 3-5 days before due date Reviewers should make specific and constructive comments Proposal should be scored to show strength & weakness To be critical and to find fault Red Team Post-Red Team debrief -- new assignments are made Include subject mater experts and / or outside consultants
  • 30. Proposal – Gold Team Review Generally involves GM / Proposal Manager Proposal manager has an overall say on the final changes Final pre-production review Final validation of compliance, complete-ness, and accuracy Gold Team Last opportunity to verify scope, themes, message Board review required for bids say $5m+ and high risks
  • 32. Proposal – Final Review & Delivery Review by Internal groups and divisions Customer name correctly spelt Proposal / project name Bullets, headers, footers etc consistent Resumes format and credentials Ensure consistency of themes and key messages Final Review Terminology to match the RFP Key terms and acronyms spelled out
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  • 38. Proposals – Best Practice
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  • 41. Using ITIL, PMBoK, CMMI, ISO, PDCA etc CMMI Proposal Life Cycle Service Management ISO 9001: 2000 Lean / Six Sigma Project Management
  • 42. Applying CMMi to Proposal Development Level Characteristics 5 – Optimised Continuous proposal development process improvement is enabled by quantitative feedback from piloting innovative ideas and technology. 4 – Managed Detailed measures of the proposal development process and results are collected. Both the process and products are quantitatively understood and controlled. 3 – Defined Process for proposal development activities is documented, standardised, and integrated into the organisation. All activities follow an approved, tailored version of the organisation’s standard process. 2 - Repeatable Basic proposal development management processes are established to track cost, schedule, and functionality. The necessary process discipline is in place to repeat earlier successes 1 - Initial Proposal process is characterised as ad hoc, and occasionally even chaotic. Few proposal processes are defined, and success depends on individual effort and heroics.
  • 43. Proposals – Centre of Excellence
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