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APMP®
                 Accreditation Programme
               Planning the Proposal Phase
               Session 1: Requirements and
             Compliance Checklist Development
                                      Planning the Proposal Phase



© APMP 2005 and Bid to Win Ltd 2010                  Version: 0v9
In this session:

    Requirements Identification

    Compliance Checklist Development

    Establish your quality controls EARLY!

2    © Your Company 2003   Confidential
Requirements Identification

• Identify documented customer
  requirements




                                 Planning the Proposal Phase




Syllabus Requirement
Confirm the requirements:
When the RFQ arrives:

Distribute it to core   • Specific sections allocated for detailed review by individuals
  team members          • The Bid Manager should check the tendering rules


    Then ‘walk          • Look for ‘surprises’,
through’ as a team      • New requirements, anything that’s not clear


                        • Questions for the Customer
     Identify:          • Actions for the solution team



   RE QUALIFY!          • Can you still win?
How to identify requirements

Look for every “shall” and “will” (or similar) in the
requirements document. Identify them:
•   Coloured Markers
•   Underline or Circle
•   Cut from a paper copy
•   Electronically cut and paste
•   Proposal Preparation Software

Review for missed requirements, lower level
requirements or implied requirements
How to strip out requirements




Follow the order of the topics and paragraphs in the
tender document

List each requirement as a separate checklist item
• Use the prospect’s words and phrases in your checklist
• Start each checklist item with the ACTION verb in the tender document
Use the requirements checklist to assist outlining your
proposal
Review the checklist against the tender document to
ensure all requirements have been stripped out
Decompose complex requirements


Complex requirement              Basis for Requirements Checklist
2.3.2 Diagnostics
                                  Specify the diagnostic tools built into




                                                                             © Shipley Associates Proposal Guide, 2nd Edition
What diagnostic tools            our system.
are built into your
system? Indicate those            Indicate the diagnostic tools available
that are available only to       only to the network management
the network                      personnel.
management personnel.             Indicate the diagnostic tools available
Indicate those that are          only from the central switch site.
available only from the
central switch site and           Indicate the diagnostic tools available
those that are available         from nodes, terminal locations, etc.
from nodes, terminal
locations, etc.
Completed checklist fragment:
#   Ref:    Requirement                                            Type Priority
2   …       …                                                      S     M
3   …       …                                                      S     O
4   2.3.2   Specify the diagnostic tools built into our system     I     M
5   2.3.2   Indicate the diagnostic tools available only to the    I     M
            network management personnel
6   2.3.2    Indicate the diagnostic tools available only from     I     M
            the central switch site.
7   2.3.2    Indicate the diagnostic tools available from nodes,   I     M
            terminal locations, etc.
8   …       …
What if there is no RFQ?


   Build a   • Your understanding of the
requirements   requirements
  checklist  • Discussion with the
  based on:    Prospect
Compliance Checklist Development

• Candidates should be capable of building a
  compliance matrix




                                 Planning the Proposal Phase




Syllabus Requirement
Building a Compliance Matrix

Follow the order of the proposal request

List each requirement as a separate item

Use the customer’s words and phrases

Begin each item with the action verb
• “Describe, specify, list, provide details of…” etc
• Identify Mandatory / Optional: “Shall, must, may , should …”
Use the list as a guide to:
• check that every requirement is answered
• estimate individual section and total proposal page counts
Extend the compliance checklist into a
          response matrix:
#   Ref:    Requirement                          Type Priority We        Refer-
                                                               Comply?   ence
2   …       …                                    S    M       Full
3   …       …                                    S    O       Partial
4   2.3.2   Specify the diagnostic tools built   I    M       Full       3.2.3
            into our system
5   2.3.2   Indicate the diagnostic tools        I    M       Full       3.2.3
            available only to the network
            management personnel
6   2.3.2    Indicate the diagnostic tools       I    M       Full       3.2.3
            available only from the central
            switch site.
7   2.3.2    Indicate the diagnostic tools       I    M       Full       3.2.3
            available from nodes, terminal
            locations, etc.
8   …       …
In summary:

We have seen how to:
•Apply a systematic approach to
 identifying documented
 requirements
•Extend the Requirements
 Checklist into a Compliance Matrix
Syllabus Requirement

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APMP Foundation: Requirements and Compliance Check-list Development

  • 1. APMP® Accreditation Programme Planning the Proposal Phase Session 1: Requirements and Compliance Checklist Development Planning the Proposal Phase © APMP 2005 and Bid to Win Ltd 2010 Version: 0v9
  • 2. In this session: Requirements Identification Compliance Checklist Development Establish your quality controls EARLY! 2 © Your Company 2003 Confidential
  • 3. Requirements Identification • Identify documented customer requirements Planning the Proposal Phase Syllabus Requirement
  • 4. Confirm the requirements: When the RFQ arrives: Distribute it to core • Specific sections allocated for detailed review by individuals team members • The Bid Manager should check the tendering rules Then ‘walk • Look for ‘surprises’, through’ as a team • New requirements, anything that’s not clear • Questions for the Customer Identify: • Actions for the solution team RE QUALIFY! • Can you still win?
  • 5. How to identify requirements Look for every “shall” and “will” (or similar) in the requirements document. Identify them: • Coloured Markers • Underline or Circle • Cut from a paper copy • Electronically cut and paste • Proposal Preparation Software Review for missed requirements, lower level requirements or implied requirements
  • 6. How to strip out requirements Follow the order of the topics and paragraphs in the tender document List each requirement as a separate checklist item • Use the prospect’s words and phrases in your checklist • Start each checklist item with the ACTION verb in the tender document Use the requirements checklist to assist outlining your proposal Review the checklist against the tender document to ensure all requirements have been stripped out
  • 7. Decompose complex requirements Complex requirement Basis for Requirements Checklist 2.3.2 Diagnostics  Specify the diagnostic tools built into © Shipley Associates Proposal Guide, 2nd Edition What diagnostic tools our system. are built into your system? Indicate those  Indicate the diagnostic tools available that are available only to only to the network management the network personnel. management personnel.  Indicate the diagnostic tools available Indicate those that are only from the central switch site. available only from the central switch site and  Indicate the diagnostic tools available those that are available from nodes, terminal locations, etc. from nodes, terminal locations, etc.
  • 8. Completed checklist fragment: # Ref: Requirement Type Priority 2 … … S M 3 … … S O 4 2.3.2 Specify the diagnostic tools built into our system I M 5 2.3.2 Indicate the diagnostic tools available only to the I M network management personnel 6 2.3.2 Indicate the diagnostic tools available only from I M the central switch site. 7 2.3.2 Indicate the diagnostic tools available from nodes, I M terminal locations, etc. 8 … …
  • 9. What if there is no RFQ? Build a • Your understanding of the requirements requirements checklist • Discussion with the based on: Prospect
  • 10. Compliance Checklist Development • Candidates should be capable of building a compliance matrix Planning the Proposal Phase Syllabus Requirement
  • 11. Building a Compliance Matrix Follow the order of the proposal request List each requirement as a separate item Use the customer’s words and phrases Begin each item with the action verb • “Describe, specify, list, provide details of…” etc • Identify Mandatory / Optional: “Shall, must, may , should …” Use the list as a guide to: • check that every requirement is answered • estimate individual section and total proposal page counts
  • 12. Extend the compliance checklist into a response matrix: # Ref: Requirement Type Priority We Refer- Comply? ence 2 … … S M Full 3 … … S O Partial 4 2.3.2 Specify the diagnostic tools built I M Full 3.2.3 into our system 5 2.3.2 Indicate the diagnostic tools I M Full 3.2.3 available only to the network management personnel 6 2.3.2 Indicate the diagnostic tools I M Full 3.2.3 available only from the central switch site. 7 2.3.2 Indicate the diagnostic tools I M Full 3.2.3 available from nodes, terminal locations, etc. 8 … …
  • 13. In summary: We have seen how to: •Apply a systematic approach to identifying documented requirements •Extend the Requirements Checklist into a Compliance Matrix Syllabus Requirement

Editor's Notes

  1. Welcome to the first session in the module Planning the Proposal Phase in our APMP Foundation Training webinars.The detailed planning of Proposal Activity is usually initiated by the issue of the Prospect Request for Proposal.We hope that it’s not a “surprise RFP” and that you’ve already been able to define your strategy and do most of the planning in the earlier Capture activities.As you’d expect, there is quite a lot to cover in this module and in other sessions we’ll also talk about:OutliningStoryboardingExecutive Summary DevelopmentBut first we want to look at the basics: What are the Requirements?