APMP Foundation: Proposal Process Management

APMP®

Accreditation Programme

© APMP 2005 and Bid to Win Ltd 2010

Choosing the Right OpportunitiesSession 2: Proposal Process

Management

Version: 0v9

Proposal Process Management

Understanding the key elements of a good proposal development process

Syllabus Requirement

Learning from Experience

Opportunity QualificationProposal Process Management

Review Management

Choosing the right opportunities Establishing Requirements Developing Strategy

Managing Time, Cost and Quality

Communicating your PlanPlanning the Proposal Phase

Learning objectives for Proposal Process Management:

To recognise the key elements of a good proposal development process

To develop an understanding of the essential reviews

Proposal Guide 187


A good process should be:• Scalable – size and type• Flexible – size and type• Repeatable – size and type• Documented

A good process should have • an owner• training available to inform, support and re-enforce• document based reviews - to control and add value• Milestones - with verifiable inputs and outputs

Key Elements of a GoodProposal Development Process

4

5

The process should be documented...

Opportunity Assessment

Capture Planning

Proposal Planning

ProposalPreparation

Post Submittal Handover

Proposal Guide 189

Pursuit Decision Prelim. Bid BID Decision Submit Offer Approve Deal Close

6

The process should have an owner ...and clear process steps

Opportunity Assessment Capture Proposal

PlanningProposal

PreparationPost

Submittal Handover

Strategic Direction and Bid Decisions Qualify

Direct

Manage

Deliver

Proposal Guide 189


7



PlanningProposal

PreparationPost

Submittal Handover

Strategic Direction and Bid Decisions

Develop Strategy

Learn Lessons

Proposal Management and Reviews

Develop Solution

Develop Proposal

Present & Negotiate

QualifyDirect

Manage

Deliver

Proposal Guide 189


8



PlanningProposal

PreparationPost

Submittal Handover


Develop Strategy

Learn Lessons


Create Proposal Content

Develop Solution

Develop Proposal

Present & Negotiate

QualifyDirect

Manage

Deliver

Proposal Guide 189


9

It should be based on documented reviews and decisions


PlanningProposal

PreparationPost

Submittal Handover

Direct

Manage

DeliverOutputs/Products/Results

Pursuit Recommendation

Opportunity / Lead Description

Capture Plan

Sales Presentation

Bid Recommendation

Proposal Plan

Writers Packages

Draft Executive Summary

Storyboards

Red Team Draft

Business Case

Final Proposal

Closure Plan

Oral Presentation

Final Offer

Lessons Learned

Program Transition Plan

Proposal Guide 189



Develop Strategy

Learn Lessons


Create Proposal Content

Develop Solution

Develop Proposal

Present & Negotiate

Qualify

The process should be scalable...


PlanningProposal

Preparation Win Case Handover

Outputs

Size Task

Develop Proposal

Submit Offer& Win Case

Win /LossHandover &

Close

Submitted Proposal

Negotiated Contract

Business as Usual

Large Bids

Typical Bids

Small Bids

Pursuit Decision Preliminary Bid. BID Decision Submit Bid Approve Deal Close

The process should be flexible ...Opportunity Assessment Capture Proposal

PlanningProposal


OutputsOutline Business

Case

Project Brief

Size Task

Develop Proposal


Win /LossHandover &

Close

Initiation & Planning

Develop Proposal


Win /LossHandover &

Close

Win Strategy / Project Approach

Initial Solution & Price to Win

Submitted Proposal

Negotiated Contract

Lessons Learned

Business as Usual

Large Bids

Typical Bids

Small Bids


… repeatable by size and type


PlanningProposal



Case

Project Brief

Size Task

Develop Proposal


Win /LossHandover &

Close


Develop Proposal


Win /LossHandover &

Close



Proposal Strategy

Proposal Stage Plan

Detailed Business Case

Proposal Final Draft

Submitted Proposal

Negotiated Contract

Lessons Learned

Initiation Planning Develop Proposal

Win /LossHandover &

Close

Sub-mit

Win Case

Business as Usual

Large Bids

Typical Bids

Small Bids


... adjustable to time available


PlanningProposal



Case

Project Brief

Size Task

Develop Proposal


Win /LossHandover &

Close


Develop Proposal


Win /LossHandover &

Close



Proposal Strategy

Proposal Stage Plan

Detailed Business Case

Proposal Final Draft

Submitted Proposal

Negotiated Contract

Lessons Learned

Benefits Realisation Plan


Develop Solution

Develop Proposal

Win /LossHandover &

Close

Sub-mit

Win Case

Initiation Planning Develop Solution

Develop Proposal

Win /LossHandover &

Close

Sub-

mit

Pre-

sent

BAFO

Business as Usual

Large Bids

Typical Bids

Small Bids


A good process should be:• Scalable – size and type• Flexible – size and type• Repeatable – size and type• Documented

A good process should have • an owner• training available to inform, support and re-enforce• document based reviews - to control and add value• Milestones - with verifiable inputs and outputs

So Remember: Key Elements of a GoodProposal Development Process

14

understand common proposal reviews

assemble appropriate information for reviews

manage time to allow reviews and proposal amendment

Learning objectives for the Review Management topic

15 Choosing the right opportunities


Proposal Process Reviews

16

Blue Team Win StrategyBlack Team Competitive ReviewPink Team Storyboard ReviewRed Team Final Proposal ReviewGold Team Business Review / ApprovalWhite Team Lessons Learned

Common Proposal Reviews

17

Proposal TimelineProposal Timeline

Proposal Guide 222


PlanningProposal

PreparationPost

Submittal Handover



18

Win StrategyBlue Team



Proposal Guide 222


PlanningProposal

PreparationPost

Submittal Handover



19



Competitor StrategyBlack Hat



Proposal Guide 222


PlanningProposal

PreparationPost

Submittal Handover



20





Proposal Strategy or Storyboard

Pink Team


Pink Team


Proposal Guide 222


PlanningProposal

PreparationPost

Submittal Handover



21






Pink Team


Pink Team

Final DocumentRed Team



Proposal Guide 222


PlanningProposal

PreparationPost

Submittal Handover



22






Pink Team


Pink Team



Business CaseGold Team



Proposal Guide 222


PlanningProposal

PreparationPost

Submittal Handover



23






Pink Team


Pink Team





Lessons LearntWhite Team

Lessons LearntWhite Team


Proposal Guide 222


PlanningProposal

PreparationPost

Submittal Handover


Information Required for Reviews• Win Strategy (Blue Team)

– Completed Sales, Opportunity and Capture Plans

– Draft Proposal Delivery Plan

• Competitor Strategy (Black Hat Thinking)– Opportunity information– Competitor information

• Proposal Strategy or Storyboard (Pink Team)– Proposal Outline and/or

Storyboards

• Final Document (Red Team)– Copy of customer request for

proposal– Working papers– Win strategy papers– Final draft of complete

proposal• Business Case (Gold Team)

– Internal approval forms• Lessons Learned

(White Team)– Internal feedback– Customer feedback

Pursuit Decision






Storyboards






Pursuit Decision Prelim. Bid






Storyboards






Pursuit Decision Prelim. Bid BID Decision



– Draft Proposal Delivery Plan• Competitor Strategy

(Black Hat Thinking)– Opportunity information– Competitor information


Storyboards






Pursuit Decision Prelim. Bid BID Decision Submit Offer






Storyboards






Pursuit Decision Prelim. Bid BID Decision Submit Offer Approve Deal






Storyboards







Guidance for Managing Reviews

Proposal Guide 222

Quick Quiz Question: Which is NOT an attribute of a good process?

a. Aligns with the prospect’s buying cycle

b. Having different processes for different prospects

c. Scalable

d. Uses document reviews at each milestone

Please select your answer in the Polling panel.

How did you do?

A good process should be:

• scalable – size and type• flexible – size and type• repeatable – size and type• documented

A good process should have:

• an owner• training available to inform, support and re-enforce • document based reviews - to control and add value• Milestones - with verifiable inputs and outputs

What would NOT be a good attribute of a good process, is something that means EVERY different type of bid should handled differently.

Quick Quiz Question: What is the decision made after Opportunity Assessment

a. The Pursuit Decision

b. Decision to Submit the Proposal

c. Validated Bid Decision

d. Acquire Vendor

Please select your answer in the Polling panel.

Let’s see how we answered

a. The Pursuit Decision is made after reviewing the opportunity assessment.

b. The Decision to Submit the Proposal is made as a result of the business approval or Gold Team review.

c. The Validated Bid Decision is made at the end of the Proposal Planning process.

d. The decision to Acquire a Vendor is not part of the Proposal Process.


Preparing for the eTorial Instructions for Process Management Exercise:• Review the Process topic in the Proposal Guide,

P187-193 • Refer to the ManCo case study and Figure 2 on

Page 189 of the Proposal Guide. Where are ManCo in their buying process?

• If you were bidding products to ManCo what bid activities would you be engaged in?

• Place your work in the Class Space.

APMP Foundation: Proposal Process Management

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