PM Survival Guide to Proposal Management

PM Survival Guide to Proposal Management PM Survival Guide to Proposal Management How My Program Management Skills Saved Me as a Proposal Manager How My Program Management Skills Saved Me as a Proposal Manager

PM Survival Guide to Proposal Management PM Survival Guide to Proposal Management How My Program Management Skills Saved Me as a Proposal Manager How My Program Management Skills Saved Me as a Proposal Manager

Patricia Brosey, Lohfeld Consulting Group, Inc.Patricia Brosey, Lohfeld Consulting Group, Inc.

Presented to PMI Presented to PMI

June 2, 2009June 2, 2009

Patricia Brosey, Lohfeld Consulting Group, Inc.Patricia Brosey, Lohfeld Consulting Group, Inc.

Presented to PMI Presented to PMI

June 2, 2009June 2, 2009

2

AgendaAgendaAgendaAgenda

Comparing Project Management and Proposal Management

Very Similar Processes Roles and Responsibilities Key Factors to Successful Proposal Management Where Projects and Proposals Meet Proposal and Project Phases Proposal and Task Order Lessons Learned

Comparing Project Management and Proposal Management

Very Similar Processes Roles and Responsibilities Key Factors to Successful Proposal Management Where Projects and Proposals Meet Proposal and Project Phases Proposal and Task Order Lessons Learned

Copyright 2009 Lohfeld Consulting Group, Inc. All rights reserved.

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Project Management and Project Management and Proposal ManagementProposal ManagementProject Management and Project Management and Proposal ManagementProposal Management

Have you ever experienced the following? Had personnel conflicts on your project? Critical path analysis showed your project will be late? Found someone had charged your project number in error? Assessed the risk of your program and found more risks than you

had time to mitigate? Had scope and schedule changes at the last minute? Had Engineering change the solution at the last minute?

Project and Proposal Management have the same challenges

Both have similar processes and business goals

Have you ever experienced the following? Had personnel conflicts on your project? Critical path analysis showed your project will be late? Found someone had charged your project number in error? Assessed the risk of your program and found more risks than you

had time to mitigate? Had scope and schedule changes at the last minute? Had Engineering change the solution at the last minute?

Project and Proposal Management have the same challenges

Both have similar processes and business goals


Proposals are really projects on steroids!

Very Similar ProcessesVery Similar ProcessesVery Similar ProcessesVery Similar Processes

Copyright 2009 Lohfeld Consulting Group, Inc. All rights reserved.4

Project Management Processes Proposal Management ProcessesProject Integration Management – Identify, define, combine, unify and coordinate the various processes to be used on the project

Select the appropriate proposal processes based on the RFP (full process, task order process), our role (subcontractors adopt prime’s process), proposal personnel (proposal maturity)

Project Scope Management – Define the project – what needs to be accomplished. Ensure that the project includes all of the work required and only the work required to complete the project successfully

First management gate review defines the proposal scope. Scope is refined and communicated during subsequent gate reviews.

Project Time Management – Complete the project in a timely manner

Proposal schedule must be managed; status presented at gate reviews. Use critical path identification and management

Project Cost Management – Planning, estimating, budgeting and controlling costs to meet the approved budget

Proposal cost must be managed; status presented at gate reviews. Difficult to manage given the short duration of a proposal

Project Quality Management – Determine quality policies, objectives and responsibilities so that the project will satisfy the needs for which it was undertaken

RFP states which standards apply and which metrics will measure compliance. Quality is planned into a proposal or project; not inspected in.

Project Human Resources Management – Organize and manage the project team

Operations provides the proposal staff. How do I get the best staff and use who I have as best as I can?

Project Communications Management – Ensure timely and appropriate generation, collection, distribution, storage, retrieval and ultimate disposition of project info.

Set up daily status calls, proposal repository, track side meetings, track important decisions in baseline solution document

Project Risk Management – Risk management, planning, identify, analysis, responses, and monitoring and control on a project

Must assess and mitigate risk throughout process; status presented at gate reviews.

Project Procurement Management – Purchase and acquire the products, services or results from outside the project team to perform the work

Purchase and acquire the products, services or results. Team to fill a gap; perform ‘make or buy’ analysis; procure COTS

Roles and ResponsibilitiesRoles and ResponsibilitiesRoles and ResponsibilitiesRoles and Responsibilities


Project Manager Proposal Manager

Assigned to achieve the project objectives. Supports Proposals providing execution ‘realism’ and management support

Responsible to create the winning, compelling and compliant proposal on time and within budget

Managing a project includes: Managing a proposal includes:

• Identifying requirements • Enforcing requirements compliance

• Establishing clear and achievable objectives • Establishing clear and achievable winning solution objectives

• Balancing the competing demands for quality, scope, time and cost

• Balancing the competing demands for quality, scope, time and cost

• Adapting the specifications, plans and approach to the different concerns and expectations of the various stakeholders

• Adapting the specifications, plans and approach to the different concerns and expectations of the various stakeholders – create a compelling proposal

Key Factors to Successful Key Factors to Successful Proposal Management Proposal Management Key Factors to Successful Key Factors to Successful Proposal Management Proposal Management

What should you do if you are asked to manage a proposal? Know the proposal process Find an experienced proposal team

Make sure you have the following: Client requirements understood and documented Competitive assessment complete Preliminary solution developed and linked to customer requirements Solution positioned with the customer Win themes developed and compelling Teaming agreements in place Pwin analysis complete and acceptable Risk assessment complete and acceptable Task Order (TO) factory, if IDIQ/GWAC Cooperative management

What should you do if you are asked to manage a proposal? Know the proposal process Find an experienced proposal team

Make sure you have the following: Client requirements understood and documented Competitive assessment complete Preliminary solution developed and linked to customer requirements Solution positioned with the customer Win themes developed and compelling Teaming agreements in place Pwin analysis complete and acceptable Risk assessment complete and acceptable Task Order (TO) factory, if IDIQ/GWAC Cooperative management

Copyright 2009 Lohfeld Consulting Group, Inc. All rights reserved.6WHandoff to Proposal Manager

Where Projects and Proposals Where Projects and Proposals MeetMeetWhere Projects and Proposals Where Projects and Proposals MeetMeet

Good news – you won! Bad news – you won! What should you expect from a Proposal Manager?

RFP with all amendments Full proposal submission

Technical, Management, Pricing, Past Performance, Contracts Volumes

All backup data Execution plan developed during the proposal

Schedules, plans, procurement agreements, proposal notes ECP plan based on prop technical and pricing solution

Plan to improve profitability/lower costs beyond proposal plan The Key is Program Execution: Price to win, manage to price!

Good news – you won! Bad news – you won! What should you expect from a Proposal Manager?

RFP with all amendments Full proposal submission

Technical, Management, Pricing, Past Performance, Contracts Volumes

All backup data Execution plan developed during the proposal

Schedules, plans, procurement agreements, proposal notes ECP plan based on prop technical and pricing solution

Plan to improve profitability/lower costs beyond proposal plan The Key is Program Execution: Price to win, manage to price!


Handoff to Project Manager

Proposal and Project PhasesProposal and Project PhasesProposal and Project PhasesProposal and Project Phases


Pursuit•Organize capture team•Understand customer requirements and objectives•Develop preliminary solution•Position solution with customer•Assess competition•Develop win strategy•Build and execute teaming strategy•Establish price to win•Assess risk•Prepare gate review package

Pre-Proposal Preparation

•Assign proposal resources•Conduct baseline solution review•Identify and develop early stage proposal products•Prepare proposal development plan•Plan kickoff meeting•Prepare gate review package

Proposal Development•Prepare and validate proposal outline•Prepare and conduct kickoff meeting•Begin writing proposal•Develop oral presentation (concurrent with proposal development)•Review and approve price proposal•Conduct Pink Team•Revise text•Conduct Red Team•Revise text•Complete detailed edit•Gain final management approval (Gold Team)•Produce proposal•Quality check•Deliver proposal

Opportunity Identification/Assessment

•Identify opportunity•Meet with customer•Qualify opportunity•Prepare gate review package

Release Draft RFP

Release RFP

Industry Day Award

Receive Proposals

ConductOrals

SourcesSought

Post Submittal•Write thank-you notes to proposal team•Respond to customer requests for additional information and engage in discussions•Rehearse and present oral presentation•Prepare final proposal revision and submit•Receive award notice•Attend debrief•Document lessons learned

Concept(Project Selection)

PlanningDesign

And Development

Closeout(Lessons Learned)

Implementation

Project Management Phases

Proposal Management Phases

Lessons LearnedLessons LearnedLessons LearnedLessons Learned

Be compliant and responsive Use compliance matrices Make response easy to score Develop win themes early Identify differentiators Document solution Link proposed solution to objectives Avoid wordy explanations Avoid “buzzwords” Avoid complacency Staffing

Identify key staff Support skills matrices within resumes

Be compliant and responsive Use compliance matrices Make response easy to score Develop win themes early Identify differentiators Document solution Link proposed solution to objectives Avoid wordy explanations Avoid “buzzwords” Avoid complacency Staffing

Identify key staff Support skills matrices within resumes


Lessons LearnedLessons LearnedLessons LearnedLessons Learned

Management Supporting examples/metrics Industry “best practices” Proposed team’s responsibilities/authorities Exceed evaluation criteria

Past Performance Comparable past performances Diverse experience Current references Engage business units

Graphics Keep the proposal schedule – communicate schedule often! Keep configuration management; use collaboration environment

Management Supporting examples/metrics Industry “best practices” Proposed team’s responsibilities/authorities Exceed evaluation criteria

Past Performance Comparable past performances Diverse experience Current references Engage business units

Graphics Keep the proposal schedule – communicate schedule often! Keep configuration management; use collaboration environment


Your Project Management Skills Can Save You Too!

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Questions?Questions?Questions?Questions?


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ContactsContactsContactsContacts

Pat Brosey, Principal Consultant, Capture and Proposal Management

[email protected]

19377 Diamond CourtLeesburg, Virginia 20175703.282.1774

Bob Lohfeld Lohfeld Consulting Group, Inc.940 South River Landing RoadEdgewater, Maryland 21037410.897.1100www.LohfeldConsulting.com

Pat Brosey, Principal Consultant, Capture and Proposal Management

[email protected]

19377 Diamond CourtLeesburg, Virginia 20175703.282.1774

Bob Lohfeld Lohfeld Consulting Group, Inc.940 South River Landing RoadEdgewater, Maryland 21037410.897.1100www.LohfeldConsulting.com


mailto:[email protected]

mailto:[email protected]

PM Survival Guide to Proposal Management

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