Pete Brandano & Geoff d’Alelio of VMware show how to build specific customized search dictionaries that support; pricing, legal, proposal and technical review functions.

1. © 2015 VMware Inc. All rights reserved.
How VMware is using VisibleThread to
Increase Quality & Drive Efficiency
Peter Brandano
Geoff d’Alelio
VMware Technical Program Managers
&

2. Operational Notes
1. Call will last about 45 minutes.
2. Please ask any questions using the ‘Questions’ facility.
3. We’ll make the recording available in next few days. We’ll mail you once available.
4. We’ll make these slides also available.
5. Q&A at end

3. About VMware
3
Founded in 1998
Revenues of
$6.04 Billion in 2014
More than 18,000
employees worldwide
serving more than
500,000 customers
Headquartered in
Palo Alto, California
with offices in more than
100 countries

4. VMware’s Worldwide Presence
4
Europe, Middle East, and
Africa (EMEA)
Americas Asia Pacific & Japan
(APJ)

5. Organization, Roles and Alignment
Pursuit and Capture Roles
– Provide Expertise and Leadership; Shape and Win Strategic Programs
• Pursuit Manager: Shaping Strategies
• Capture Manager: Win Strategies and Tactics
• Technical Program Manager: End-to-End, Technical Strategies, Solutions
• Proposal Manager: Lead/Coordinate all Cross Functional Proposal Content
– Lead P&C Strategic Programs Pipeline: Identification
– Participate with Program Selection and Priority
– Goaled to Win
– 6 Capture Managers aligned by
sub-segments:
• SLED:
• National Security/Healthcare:
• National Security:
• DoD/Civilian:
– 3 Technical Program Managers
– 1 Proposal Manager
– 1 Sr. Strategist
– 2 Contracts Manager
• SLED
• Federal
5
Pursuit and Capture Team

6. Before and After Introducing VisibleThread
• Current Work Products
– Blue Team Deck: This deck provides the Pursuit Summary, Strategy, SWOT, etc. to enable a go-no go decision and
to set the strategy, themes and direction for the capture effort.
– Technical Requirements Traceability Matrix (RTM): TPM uses VT to produce RTM which provides technical
requirements traceability, compliance check, gap ID, product mapping, and technical prose for VMware & partners.
• New Work Products Enabled by VT
– Auto SWOT: Capture Manager (CM) will use VisibleThread (VT) to produce an RTM which categorizes
requirements by VMware Strengths, Weaknesses, Opportunities, and Threats to aid in building true SWOT.
– Customer Language Discovery: Proposal Manager (PM) will use VT to generate a heat map of word frequency
found in RFP and provide it to writers as a list of customer terms for use in the response. (i.e. Service Desk vs. Help Desk)
– Pricing, Contracts & Legal, Management & Delivery, Proposal, and Master (roll up) RTMs: These
new work RTMs provide requirements traceability, proof of compliance, gap identification, and prose for VMware
and partners in each of the named domains. The master RTM provides a summary view of all RTMs for the CM.
– Structure, Readability, and Acronym Analysis reports: These reports, which are generated automatically by VT
for the proposal manager will provide inline comments and metrics for pink, red, and gold reviews on compliance to
structure, readability, and proper acronym definition.
– Past Performance RTM: This document will shred our final proposal on products, partners, etc. for use in past
performance and content reuse.
6

7. P&C Work Package Life Cycle
7
Pursuit Blue Pink Red Gold White Delivery
Auto SWOT - CM
Customer Language Discovery - PM
Technical RTM - TPM
Contracts & Legal RTM – Contracts Mgr.
Pricing RTM – Pricing Mgr.
Management & Delivery RTM – CM
Proposal RTM – PM
Blue Team Deck – CM
Red RTMs - All
Red Architecture & LOM - TPM
Red Pricing & BOM - Pricing
Red Draft Response - All
Red Structure Analysis - PM
Red Readability Analysis - PM
Red Acronym Analysis - PM
Pink RTMs - All
Pink Architecture & LOM - TPM
Pink Pricing & BOM - Pricing
Pink Draft Response - All
Pink Structure Analysis - PM
Pink Readability Analysis - PM
Pink Acronym Analysis - PM
Gold RTMs - All
Gold Architecture & LOM - TPM
Gold Pricing & BOM - Pricing
Gold Draft Response - All
Gold Structure Analysis - PM
Gold Readability Analysis - PM
Gold Acronym Analysis - PM
Final Pricing & BOM - Pricing
Final Response - All
Past Performance RTM - PM

8. Developing Areas of Responsibility
• RFP Document Shredded into Separate Areas of Responsibility
– Proposal
– Pricing
– Contracts and Legal
– Management and Delivery
– Technical
• Master Dictionary's used to build MASTER_Workpackages
– MASTER_Proposal
– MASTER_Pricing
– MASTER_Technical
– MASTER_Contracts and Legal
– MASTER_Management and Delivery
8

9. Master Dictionary Development Workflow
9

10. Resultant Search Dictionaries
10

11. Customer Language Discovery
11Pursuit

12. Master “Roll-Up” RTM
12Blue Pink Red Gold

13. Management & Delivery RTM
13Blue Pink Red Gold

14. Contracts and Legal RTM
14Blue Pink Red Gold

15. Pricing RTM
15Blue Pink Red Gold

16. Proposal RTM
16Blue Pink Red Gold

17. Technical Requirements Traceability Matrix (RTM)
17Blue Pink Red Gold

18. 18

19. Readability Analysis
19Pink Red Gold

20. Readability Analysis - Demonstrating Improvements
20Pink Red Gold

21. Structure Analysis
21Pink Red Gold

22. Processes and Procedures WIKI- CONFLUENCE
22CONFIDENTIAL

23. Making Order out of Chaos
23

24. Thank You