Automation Support for Proposal Development - … · Automation Support for Proposal Development...
Transcript of Automation Support for Proposal Development - … · Automation Support for Proposal Development...
AutomationSupportforProposalDevelopment
Association of Proposal Management ProfessionalsChesapeake ChapterMay 25, 2017
YourPanelistsandHostName/Organization Highlights
Erik JohnsonGeneral Dynamics Information Technology
• Extensive experience managing and producing proposals
• Leading implementation of tools• Wrote government contract requirements for
RFPs
Fergal McGovernVisibleThread
• Extensive experience with marketing and proposal software tools
• Perspective of how industry is using tools
Tracy WitmerNorthrop Grumman
• Extensive experience managing and producing proposals
• Technical and Program perspective
Melisa PayeMPMWriting Services
• Extensive experience writing and editing compelling proposal content
• Develop tools and recommended technologies to support proposal development
Agenda• Automation: Features and benefits
• Tool Demonstration
• The Burning Questions
ProposalDevelopmentProcess
• Analyzing and comparing RFP versions
• Managing and locating content
• Translating content• Assembling documents• Formatting documents
• Understanding agency mission and needs
• Formulating the message• Differentiating the
organization• Drafting targeted content• Building in quality
RFP Analysis and Proposal Generation Activities
20%
Strategic Tactical
80%
HowCanAutomationHelp?
024681012
ManualAutomation
Days Spe
nt
Thirty Day Proposal Effort
Automation shifts the time allotment among proposal process activities.
AutomationBenefits• Focus efforts on value‐added solutions• Start with a basic RFP burst vs cut‐and‐pasting a compliance matrix from scratch
TimeTime
• Consistent formatting and content• Increased qualityConsistencyConsistency
• Supports and automates process management• Provides a consistent experience regardless of proposal team role
Coordination & EfficiencyCoordination & Efficiency
• Analyze performance against outcome• Identify strengths & weaknesses for continuous process improvement
Insights & AnalysisInsights & Analysis
DemonstrationOverview
• Technology – overview and “state of the state”• Functions we will review today:
1. Shredding RFP into Compliance or Responsibility Matrices2. Comparing RFP Versions3. Acronym Integrity4. Readability and Clear Language Evaluation5. Use Discovery for Resumes and Qualifications6. Win Theme Usage and Consistency
1.ShreddingRFP– Compliance&ResponsibilityMatrices• Highly manual copy/paste process – can take hours/days• OR if using MS Word macros, prone to error• e.g. RFP Sections L&M, SOW, System Spec, Model Contract• Automation can’t think for you but it can cut down the heavy lifting
• Beware – which automation approach• Option 1: Training the tool by prepping the content.
Pitfall, energy and time required to prep can be prohibitive
• Option 2: Ingest the doc as is. Get quick results but need tweaking80‐20 rule (get 80% there with 20% of effort)
1.ShreddingRFP– Compliance&ResponsibilityMatrices
2.ComparingRFPVersions
• I’ve used MS Word to compare a draft RFP against the final revision of the RFP.
2.ComparingRFPVersions
• I’ve used MS Word to compare a draft RFP against the final revision of the RFP.
2.ComparingRFPVersions
• I’ve used MS Word to compare a draft RFP against the final revision of the RFP. Some issues with Microsoft Word Compare :
designed to merge documents, not compare differences side‐by‐side
difficulthard to seeread all ofthe merged documents paragraphs
hard to identify and line up the related paragraphs in each document revision
Word performance seems to be a problem
once important changes are identified, how do you assign tasks & manage the workflow ?
Let’s see how VisibleThread “compares”…
2.ComparingRFPVersions
2.ComparingRFPVersions
Easy to read side‐by‐side comparison
Compares text changes only, ignores formatting
Quickly see which paragraphs have changed – Identical, Modified, Deleted
Use Excel to filter on Modified, Deleted paragraphs
Add additional columns to manage workflow e.g. status, owner
Ability to exclude text/patterns from the comparison e.g. page numbers, dates, renamed products, entities
3.AcronymIntegrity
• Checking for correctly defined Acronyms painful• Time consuming.• Simple search fine, but…also need to consider:
• Conflicting definitions• Usage before definition• Repeated definitions• No definitions
3.AcronymIntegrity
4.Readability&ClearLanguageEvaluation• Need single tone of voice
• Not all SMEs (Subject Matter Experts) write well
• How to ‘score’ and fix in an objective way?
4.Readability&ClearLanguageEvaluation
4.Readability&ClearLanguageEvaluation
5.UseDiscoveryforResumes&Qualifications• Finding the right resumes to put into a Proposal can be tricky, & labor intensive
• Who has the right Clearance Levels (TSI etc.)?
• Who has the PMI certification or has done Agile projects?
• Who knows Java or is a cyber expert?
• Etc.
5.UseDiscoveryforResumes&Qualifications
6.WinThemeUsage&Consistency
• Are we aligned with the customer?
• Using the right language & mirroring their approach?
‘Risk Abatement’ versus ‘Risk Mitigation’
• Addressing all factors/sub‐factors?
• Emphasizing our win themes?
6.WinThemeUsage&Consistency
FinalQuestionsorComments?
ThankYou!With the greatest appreciation to you and your organization!
Erik Johnson, Senior Proposal ManagerGeneral Dynamics Information Technology
Tracy Witmer, Senior Proposal ManagerNorthrop Grumman
Additional Information:
Fergal McGovernCEO, [email protected] | 301‐793‐1355
Melisa Paye, MPM Writing ServicesAPMP Chesapeake Chapter (Past Chair)[email protected] | 410‐804‐9143