Embed Size (px)
Citation preview
Winning Proposals:Best Practices and Helpful Tools
NCMA Boston Chapter
March 16, 2011
Presenter: Jack Fagan, Shipley Associates
1
Session Agenda
Keys to effective proposal manager leadership- tools & best practices
Tasks and tools for a proposal manager
• Hold kickoff meetings – checklists, agendas
• Develop proposal strategies – bidder comparison template
• Create proposal schedule – proposal management plan
• Develop compliance checklists
• Establish detailed outline
• Conduct effective reviews – review input forms
• Oversee final revisions and production
Summary2
3
Assembling Your Proposal Team
4
p. 266
Prepare Your Team for Success
5
Do: Plan backups Set expectations Provide training Furnish information
Don't: Allow self-editing Overschedule authors Ask authors to be artists Have authors desktop publish
The Ideal Team
Proposal Managers Are Involved InMany Concurrent and Distracting Tasks
6
Task # Task Title Remarks
40 Draft WBS Match customer’s, if any
41 Schedule program Guidance for writers
42, 43Establish subcontract/teaming plans
Make/buy decisions, SOWs, agreements
45Prepare proposal management plan (PMP)
Content matters more than format
47 Define baseline offering Early design freeze helpful
48Receive, review, and comment on a draft RFP
Consider straw man; be strategic; influence final RFP
57 Draft or update executive summary Excellent communication tool
66 Validate bid decision Assess changes and risk
7
Critical Tools: Forms
Forms may include:
Proposal Management Plan (PMP)
Proposal Development Worksheet
Proposal Project Notification Form
Proposal Notification Distribution List
Proposal Kick-off Agenda
Meeting Minutes
Review Team Agenda
Review Team Evaluation Score Sheet
Printing and Delivery Checklist
Lessons Learned Form
Proposal Manager Coordinates Three Main Task Lines
9
Facilitate Daily “Stand Up” Meetings:A Critical Tool
10
Meeting Characteristics
• Brief schedule
• Regular time
• Defined agenda
• Mandatory attendance
• Entire “core” team
• Identified problems
• ID “open” issues
p. 47
Don’t Base Winning On Good Fortune!
Facilitating Kickoff Meetings
Good kickoff meetings are a valuable tool to motivate, inform, and direct proposal teams.
12
Plan an Effective Kickoff Meeting: Invite the Right People
13
Objectives of Kickoff Meetings
14
p. 97
Divide Kickoff Meeting, if Necessary
Communicate well in advance
Use well-thought-out agendas
Create action lists
15
Kickoff Meetings Are Critical!
Some ThingsSome Things You Shouldn’t Let Drop!You Shouldn’t Let Drop!
Developing Proposal Strategies
A proposal strategy is a plan for writing a persuasive, winning proposal. Proposal strategy is a subset of capture strategy.
17
Proposal Strategy
Hope is not a strategy.Norman R. Augustine
Former CEO Lockheed Martin
Good Proposal Strategies- Evolve From Capture Strategies
19
p. 251
Craft Strategies Using Bidder Comparison Tools
20
Why Plan?
“The wonderful thing about the absence of planning is that failure comes as a complete surprise and is not preceded by long periods of worry and stress.”
Planning is Critical to Survival!
23
Proposal SchedulesScheduling a proposal helps visualize necessary tasks and monitor progress. Schedule complexity depends on size of the proposal and number, expertise, and location of contributors.
24
Follow Scheduling Guidelines
Schedule backwards from submission
Reserve contingency time
Maximize parallel tasks
Estimate tasks using realistic standards
Assign personnel only when needed
Use standard work periods
Plan for production
Allow time for reviews
Manage to the schedule
25
Scale Efforts to Match Timelines
26
p. 236
Use Time Standards/Guidelines
27
Task Time Standard
Write new material 4 pages per day
Revise text or edit for content 8-10 pages per day
Proofread 20-25 pages per day
Create simple graphic 1-2 hours
Create complex graphic 2-6 hours
Retouch photograph 1-2 hours
Red teaming 40 pages per day
Desktop publish 30-60 pages per day
28
Use Simple Schedules for Simple Proposals
29
Create Detailed Schedulesfor More Complex Proposals
30
Compliance Checklists
Use compliance checklists to verify that every request has been answered and every requirement met. A good compliance checklist is the lynchpin of a compliant, responsive proposal.
31
Use Checklists toDevelop Compliant Proposals
32
p. 38
33
Build Checklists in Three Steps
34
Find All Requirements
35
Step 1: Capture All Requirements
36
RFP Paragraph
Compliance Requirement
B Requirements for production delivery and schedule (see RFP Section B table)
C.2.1 DESIGN ACTIVITIES
The Contractor shall develop the design and accompanying documentation for the DUDS specified in this SOW. The design and documentation shall meet the requirements of Section 3 of this SOW. Specific design activities shall include:
The Contractor shall design a prototype dropsonde. This dropsonde shall meet the technical specifications given in Section 3 and shall be the weight and have the size as given in the Contractor’s proposal. These units shall be powered in normal use in a manner determined by the Contractor. The prototype dropsondes shall also be capable of being powered externally for testing to allow full operation for extended test periods without loss of capability.
The Contractor shall design a prototype on-board receiver and data processor (ORDP) capable of being operated over a temperature range of 0 to 120 degrees F. The prototype ORDP shall meet the technical specifications given in Section 3 and shall be the weight as given in the Contractor’s proposal. The prototype ORDP shall be powered from a single DC voltage source with voltage as given in the Contractor’s proposal. The prototype ORDP shall be capable of receiving signals from the dropsonde units and communicating with the ground station and operating with them both as specified in Section 3.
The Contractor shall design a ground station capable of operation in a shelter located on the Earth’s surface. The ground station shall meet the technical specifications given in Section 3. The ground station shall be capable of receiving the data from the ORDP by line-of-sight radio or satellite/internet link and displaying the profile data locally. The ground station will be powered by standard 60 Hz, 120 VAC, single-phase electrical power provided by the Government.
Step 2: Separate Requirements
37
RFP Paragraph
Sub-Requirement
Compliance Requirement
B Requirements for production delivery and schedule (see RFP Section B table)
C.2.1 DESIGN ACTIVITIES
1 The Contractor shall develop the design
2 and accompanying documentation for the DUDS specified in this SOW
3 The design and documentation shall meet the requirements of Section 3 of this SOW.
4 Specific design activities shall include:
4.1 The Contractor shall design a prototype dropsonde.
4.1.1 This dropsonde shall meet the technical specifications given in Section 3
4.1.2 and shall be the weight
4.1.3 and have the size as given in the Contractor’s proposal.
4.1.4 These units shall be powered in normal use in a manner determined by the Contractor.
4.1.5 The prototype dropsondes shall also be capable of being powered externally for testing to allow full operation for extended test periods without loss of capability.
4.2 The Contractor shall design a prototype on-board receiver and data processor (ORDP)
4.2.1 capable of being operated over a temperature range of 0 to 120 degrees F.
4.2.2 The prototype ORDP shall meet the technical specifications given in Section 3
4.2.3 and shall be the weight as given in the Contractor’s proposal.
4.2.4 The prototype ORDP shall be powered from a single DC voltage source with voltage as given in the Contractor’s proposal.
4.2.5 The prototype ORDP shall be capable of receiving signals from the dropsonde units
4.2.6 and communicating with the ground station
Step 3: Simplify and Organize
38
RFP Paragraph
Sub-Requirement
Compliance Requirement
B Requirements for production delivery and schedule (see RFP Section B table)
C.2.1 4.1, 4.1.1 Contractor shall design a prototype dropsonde meeting technical specifications in Section 3 of SOW
C.2.1 4.1.2 Dropsonde shall be weight given in Contractor's proposal
C.2.1 4.1.3 Dropsonde shall be size given in Contractor’s proposal
C.2.1 4.1.4 Dropsonde units shall be powered in normal use in a manner determined by Contractor
C.2.1 4.1.5 Prototype dropsondes shall be capable of being powered externally for testing to allow full operation for extended test periods without loss of capability
C.2.1 4.2 Contractor shall design prototype on-board receiver and data processor (ORDP)
C.2.1 4.2.1 ORDP shall operate over a temperature range of 0-120 degrees F
C.2.1 4.2.2 Prototype ORDP shall meet technical specifications in Section 3
C.2.1 4.2.3 ORDP shall be weight given in Contractor’s proposal
C.2.1 4.2.4 ORDP shall be powered from single DC source with voltage given in Contractor’s proposal
C.2.1 4.2.5 Prototype ORDP shall receive signals from dropsonde units
C.2.1 4.2.6 Prototype ORDP shall communicate with ground station
C.2.1 4.2.7 Prototype ORDP shall operate with dropsondes and ground station as specified in Section 3
C.2.1 4.3 Contractor shall design ground station
C.2.1 4.3.1 Ground station shall operate in shelter located on Earth’s surface
C.2.1 4.3.2 Ground station shall receive data from ORDP by line-of-sight radio
C.2.1 4.3.3 Ground station shall receive data from ORDP by satellite/internet link
C.2.1 4.3.4 Ground station shall display profile data locally
Anything’s Possible With The Right Tools!
Establish Proposal Outlines
Sound proposal outlines are essential for team writing efforts. Base them on principles of customer focus and good organization.
40
41
Follow a Structured Outlining Process
42
p. 124
Resolve ConflictsBetween Sections L and M
43
Use SMaRTform to Build Outlines
44
Allocate Pages by Topic Importance
45
Estimated Weights and Initial Page AllocationFactor Weight Proposal Section Initial Allocation
Technical 50 50
1. System Hardware 14
2. System and Network Software 28
3. Training 8
Management 30 4. Project Management 30
Cost 20 5. Cost 20
Total 100
Adjusted Allocations
# Proposal Section Pages Comments
ES Executive Summary 6 Approximately 5 to 10 percent of total
1 System Hardware 12 Reduced; not a discriminator
2 System and Network Software 27 Equal to weight less executive summary
3 Training 10 Increased; hot button of key evaluator
4 Project Management 32 Increased; discriminator for us
5 Cost 8 Decreased; use tables extensively
Total 95
Contingency 5
Page Limit per RFP 100
Ensure Elements of an Effective Proposal
3
2.5
2
1.5
1
3
2.5
2
1.5
1
Compliance
Responsiveness
StrategicFocus
CompetitiveFocus
Quality Of Writing
Page and Document Design
Visualization and Graphics
Make Clear Writing Assignments
Proposal managers must develop clear, effective writers’ packages for volume and section contributors.
47
Proposal Development Worksheet
Disseminates information and instructions
Aids section planning before execution
Builds coherent strategy into proposal
Facilitates coordination between sections
Supports logical section development
Improves win probability
48
p. 243
Facilitate Proposal Reviews
Reviews are critical milestones on the road to a successful proposal. Understand their purpose and how your team can benefit from them.
49
50
Use Pink Team to Confirm Planning
51
p. 222
Use Red Team for Final Review
52
p. 222
Plan and Support Review Teams
Identify and invite members early
Overlap personnel between Pink and Red Teams
Train members in review protocol
Furnish review materials in advance
Provide logistical and administrative support
Promote constructive, not destructive, reviews
Adequately staff each team
Review cost volume
Prepare proposal team for review results
53
Other Reviews Serve Distinct Purposes
54
Review Description
Blue Team #1 Approves capture plan
Black Hat Team Predicts competitors’ solutions
Blue Team #2 Approves proposal plan
Green Team Draft review
Gold Team Approves final proposal and price
White Team Lessons-learned review
Final Proposal Revisions
Final proposal revisions are your last chance to correct weaknesses or deficiencies before source selection. They are prepared when you know more about the customer's desires than at any previous time.
55
Approach Proposal Revisions Carefully
Resolve open issues
Remedy weaknesses and deficiencies
Use all information learned
Be cautious about change
Follow the proposal development process
56
Oversee Proposal Production and Delivery
Even the best proposal will not win unless the proposal manager produces and delivers it on time.
57
Proposal Managers Are People of Vision!
Proposal Managers Are People of Vision!
Production Planning
Appoint production manager
Publicize production flow at kickoff
Prepare production mock-up
Determine review requirements
Purchase supplies early
60
p. 194
Guidelines for Electronic Submittal
Follow instructions exactly
Ask for detailed instructions
Consider viewing methods
Use PDF format when possible
Minimize graphic file size
Check for viruses
Test delivery method
Furnish hard copy
61
p. 53
Proposal Delivery Issues
62
Issue Remarks
Packaging and labeling Follow instructions of Sections A and L.
Backup copies Produce and stage contingency copies?
Shipping mode
Hand delivery gives confidence.
Express services may have superior resources.
Access and handlingWill delivery person have physical access to correct location?
Security
Special considerations for transporting classified material?
Is courier needed?
Support Proposal Archiving and Lessons Learned
63
Session Wrap-up
This session has covered information and tools to help a proposal manager improve an organization’s probability of winning.
64
Session Summary
As Managers, We Must: Translate capture strategies into proposal strategies
Understand the proposal manager’s relationship to capture and program managers
Lead proposal teams effectively
Prepare for kickoff meetings
Develop proposal schedules
Develop compliance checklists
Outline proposals in accordance with RFPs
Cross-map requirements to outline topics
Convert compliance checklists into proposal response matrices
65
Session Summary
As Managers, We Must: Provide written instructions to proposal authors
Oversee proposal operations
Prepare for Pink Team reviews and incorporate feedback into proposals
Prepare for Red Team reviews and use the results to improve the final product
Benefit from other reviews
Coordinate activities necessary to produce finished proposals
Respond to a request for proposal revision
66
Good Decisions Increase Win Rates!!
"If winning isn't everything,why do they keep score?"
"Winning is not a sometime thing: it's an all the time thing. You don't win once in a while: you don't do the right things once in a while; you do them right all the time. Winning is a habit. Unfortunately, so is losing."
--Vince Lombardi
