Session 6: ProposalHelper - Compliance Matrix: Boon or Curse?

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The document discusses compliance matrices and how they can be both beneficial and problematic if misused. It provides examples of how ProposalHelper has benefited from compliance matrices generated through VisibleThread Docs, such as reducing the time to create compliance matrices from 2-3 hours to 20-30 minutes. However, it also warns that overreliance on compliance matrices can lead evaluators to miss the full context of a proposal and potentially undermine responsiveness. Effective use of compliance matrices requires experience and using them as only one tool alongside human review.

Software

© 2019 ProposalHelper LLC
COMPLIANCE
MATRIX
Boon or Curse?

© 2019 ProposalHelper LLC© 2019 ProposalHelper LLC
 ProposalHelper has been a VisibleThread partner since
2016
 Went from manually creating compliance matrices to
automated VisibleThread Docs
 Use VT Docs for CM, Acronym Lists, Amendment
compares, and much more
 Went from 2-3 hours just for CM, down to 20 – 30
minutes

© 2019 ProposalHelper LLC
Source:https://www.visiblethread.com/solutions/rfps-contracts/

© 2019 ProposalHelper LLC
WHAT IS A COMPLIANCE MATRIX?
 Quick shred of the document for
focused reading
 Removes RFP noise

© 2019 ProposalHelper LLC
LET’S HEAR IT!
How do you use a
Compliance Matrix?

© 2019 ProposalHelper LLC
How does ProposalHelper use VT Docs
Compliance Matrix?
Compliance Matrix serves many purposes in our organization
 Check that writers haven’t missed a requirement
 Independent Content Reviewer checklist
 QA team uses the CM as a scorecard
 Build a Cross-Reference Matrix (CRM) for inclusion in
the proposal

© 2019 ProposalHelper LLC
The Boon!
Knowing when and how to use a Compliance Matrix is
critical.
Companies who use it well, achieve the following benefits:
 Ensure responsiveness (not necessarily compliance)
 Improve responsiveness
 Ensure nothing is missed in narrative
 Make the evaluators’ job easy(ier)

© 2019 ProposalHelper LLC
Responsiveness
Ensure & Improve Responsiveness
1) Look at every ‘WILL, SHALL, MUST’ clearly called out and then read
the content in the proposal
2) Ensure the proposal sections respond to the requirements - that
every requirement is addressed in someway in the proposal
3) Provide immediate feedback to writers where requirements were
missed or content can be improved
This is the standard way!
It’s practical, useful, utilitarian
ProposalHelper tailors the baseline VT Docs Compliance Matrix to fit our processes

© 2019 ProposalHelper LLC
Narrative Compliance
Ensure nothing is missed in narrative
 VT Docs CM makes reviews literal
 The reviewer looks for a response to every requirement (this may
not be a responsiveness check - more of a narrative compliance
check)
 Reviewer may not be a subject matter expert - read the response in
its most native manner
 Check of content contributes to the overall compliance check

© 2019 ProposalHelper LLC
Evaluation Check
ProposalHelper adds EVAL scale and comments to the VT Docs CM

© 2019 ProposalHelper LLC
Over Reliance on the CM
 Lack of experience using CMs during evaluation results in either
 Overconfidence due to biased ratings (get it over with mentality)
OR
 Death by comments because of isolationist reading (reading out of
context)
 Miss the forest for the trees when evaluating solely based on a CM
 Danger of undoing or overdoing an isolated section of the proposal
 Missing compliance after all (issues related to formatting, delivery,
production, etc.)

© 2019 ProposalHelper LLC
Missed Compliance because of CM
 CM does not replace the RFP
 Just ONE tool in the tool-box, it’s not the ONLY tool in
the toolbox
 Parsing technology is not 100% reliable – any tool that
relies on parsing still needs human intervention
 Still need experienced staff to know what to read, how
to read, and what to do with with the machine-
generated CM
 Compliance can be missed despite a CM

© 2019 ProposalHelper LLC© 2019 ProposalHelper LLC
is a fantastic tool highly recommended by
Just know when to use it, how to use it.
• Time-saver
• Cost-saver
• When used as intended, guides areas to improve proposal
• Improves compliance

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