Overview of capture proposal management for pmi baltimore chapter michael hackett march 15 2012
This presentation is the property of its rightful owner.
Sponsored Links
1 / 34

Overview of Capture & Proposal Management for PMI-Baltimore Chapter Michael Hackett March 15, 2012 PowerPoint PPT Presentation


  • 67 Views
  • Uploaded on
  • Presentation posted in: General

Overview of Capture & Proposal Management for PMI-Baltimore Chapter Michael Hackett March 15, 2012. Purpose. To provide an overview of: Capture Management Contracting processes with Dept of Defense Proposal Management

Download Presentation

Overview of Capture & Proposal Management for PMI-Baltimore Chapter Michael Hackett March 15, 2012

An Image/Link below is provided (as is) to download presentation

Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author.While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server.


- - - - - - - - - - - - - - - - - - - - - - - - - - E N D - - - - - - - - - - - - - - - - - - - - - - - - - -

Presentation Transcript


Overview of capture proposal management for pmi baltimore chapter michael hackett march 15 2012

Overview of Capture & Proposal ManagementforPMI-Baltimore ChapterMichael HackettMarch 15, 2012


Overview of capture proposal management for pmi baltimore chapter michael hackett march 15 2012

Purpose

  • To provide an overview of:

    • Capture Management

    • Contracting processes with Dept of Defense

    • Proposal Management

  • To have PMI-Baltimore Chapter personnel better preparedto support their company with growth

  • Promote Project Management skills in Business Development

Hope you learn something that can be

immediately applied!


Overview of capture proposal management for pmi baltimore chapter michael hackett march 15 2012

Agenda

  • Business Development Process

  • Capture Management

  • Your Company’s Growth?

  • BD-CMM Model

  • Capture Plans –Build a Story!

  • Proposal Process Overview

  • Proposal Writing

  • Closing Thoughts…..

Code of Conduct:

Feel free to ask questions that will help overall understanding of material.


Overview of capture proposal management for pmi baltimore chapter michael hackett march 15 2012

Honeywell Technology Solutions Inc.

OVER 50 YEARS PROVIDING QUALITY GOVERNMENT SERVICES

Space, Networks & Communications

Logistics Services

Technical Services

PROFILE

HERITAGE

  • Wholly-owned subsidiary headquartered in Columbia, MD

  • ~ 6,000 employees

  • Over 100 locations: 21 countries, 33 states, the District of Columbia

  • More than 100 active contracts

  • Bendix Radio (1950)

  • Bendix Field Engineering Corporation (1961)

  • AlliedSignal Technical Services Corporation (1993)

  • Honeywell Technology Solutions Inc. (2000)

    • -Dimensions International Acquired (2007)

Premier Provider of Solutions and Services!


Business development process

Business Development Process

Strategize

Position

Pursue

Propose

Negotiate

Transition

Marketing

Team

Sales/

Opportunity

Team

Proposal

Team

  • Includes traditional sales and marketing

  • Acknowledges different benchmarks applicable based on process goals

  • Seeks common best practices

Delivery

Team


Overview of capture proposal management for pmi baltimore chapter michael hackett march 15 2012

Business Acquisition Process - COMPLEX

Identify

Phase

Qualified

Phase

Capture

Phase

Proposal

Phase

Post-Award

Phase

Assess the effectiveness of the process and the product following proposal delivery and notification of award, and communicate results for lessons learned.

Identify specific targets of opportunity within approved markets as defined in the Strategic Plan.

Assess the position of the customer, the competitors, and your company, and develop a preliminary win strategy.

Refine the win strategy and develop a plan to capture the bid.

Write proposal, Q&A, Past Performance, BAFO, and Orals.

RFP Released

-24 months

-12 months

-10 months

The Capture Manager is responsible for winning the opportunity!


Typical government contracting process

Typical GovernmentContracting Process

Develop Acquisition Strategy and Plan

1

2

Approval and Funding

3

Establish Source Selection Authority

Develop SOW

4

5

Conduct Market Research

6

Send Draft Documents

7

Conduct Bidders

Conference

8

Release RFP

Answer Company Questions

9

10

Receive Proposals and Evaluate

Announce Award

11

Debrief with Companies

12

Contract Start-Up

13

14

Contract Performance

15

Contract Shutdown


How does your company plan for growth

How does your company plan for growth?

  • What processes does your company have to provide guidance on how to conduct BD?

  • Who is responsible for growth?

  • Do they have the authority to implement and obtain necessary resources for support?

  • Does the company have the infrastructure to support growth?

  • What incentive is there to support BD efforts?


Top level view of the bd cmm

Key Process

Categories

Customer

Focus

People

Capabilities

Themes

Increasing

Customer Value

Improving Performance

and Synergy

Building Competencies

and Teams

Enhancing Systems

and Processes

Levels

Key Process Areas (KPAs)

5

Optimizing

  • Innovation and Transformation

Optimizing

4

Managed

  • Relationship Management

  • Enterprise Influence

  • Quantitative Process Management

  • High-Performance Teams

  • Business Develop Systems Integration

  • Infrastructure Management

Managed

3

Defined

  • Solution Development

  • Organizational Tactics

  • Quality Management

  • Organizational Competencies Development

  • Business Develop-ment Processes

  • Support Systems

Defined

2

Repeatable

  • Response Generation

  • Business Development Administration

  • Quality Control

  • Individual Skills Development

  • Sales/Capture Procedures

  • Work Environment

Repeatable

1

Initial

  • Ad Hoc

Initial

Top-Level View of the BD-CMM

Source: BD-Institute International www.bd-institute.org


Components of the model

1.

1.

Initial

Initial

Maturity Levels

Maturity Levels

Maturity Levels

Maturity Levels

2.

2.

Repeatable

Repeatable

3.

3.

Defined

Defined

4.

4.

Managed

Managed

Indicate

Indicate

Contain

Contain

5.

5.

Optimising

Optimising

Indicate

Contain

Process

Process

Capability

Capability

Areas where an

Areas where an

Key Process Areas (KPAs)

Key Process Areas (

KPAs

)

Key Process Areas (

Key Process Areas (

KPAs

KPAs

)

)

organization should focus

organization should focus

to improve its process.

to improve its process.

Achieve

Organised by

Achieve

Achieve

Organised by

Organised by

Commitment to Perform

Commitment to Perform

Common Features

Common Features

Common Features

Common Features

Ability to Perform

Ability to Perform

Goals

Goals

Activities Performed

Activities Performed

Measurement

Measurement

Address

Address

Contain

Contain

Verification

Verification

Contain

Address

Implementation/

Implementation/

institutionalization

institutionalization

Essential process

Essential process

Key Practices

Key Practices

Key Practices

Key Practices

elements

elements

Communicate widely

Communicate widely

Describe

applicable principles

applicable principles

Describe

Describe

Activities or

Activities or

Infrastructure

Infrastructure

Components of the Model

Source: BD-Institute International www.bd-institute.org


What is capture management

What is Capture Management?

Capture Management is the process of winning an opportunity from identification through award and execution by:

Understanding the client’s requirements and expectations

Understanding the environmental and political conditions

Developing management, technical, pricing and teaming strategies

Positioning your company for winning

Sharing lessons learned for future bids


Overview of capture proposal management for pmi baltimore chapter michael hackett march 15 2012

Capture Management

Can we win? How will we win?

Strategic Thinking

(Planning & Positioning)

Tactical Thinking

(Project and Proposal Mgmt)

  • Organization

  • Key Decision Makers

  • Politics

  • Hot Buttons

  • Problems

  • Buying History

  • Influence RFP

Customer

Capture Plan

Tollgate Reviews

Actions

Budget

  • Competition

  • Teammates

  • Customer Intimacy

  • Past Performance

  • Technical Capability

  • Global Environment

Competitive Landscape

Proposal

Your Company

Process, Metrics, Deliverables, Innovations

  • Take all the information gathered and weave into Win Strategy

Win Strategy


Elements of a capture plan external and internal analysis

Elements of a Capture PlanExternal and Internal Analysis

  • Executive Summary

  • Opportunity Information and Assessment

  • Customer Intelligence and Communication

  • Teaming Analysis and Status

  • Competitor intelligence and Analysis

  • Your Company’s Competitive Strategy

  • Value Proposition and Solution

  • Key Personnel and Staffing

  • Pricing Strategy

  • Past Performance

  • Risk Management

  • Elevator Speech

  • Customer, schedule, deliverables

  • Org., decision makers, reqts, and hot buttons

  • Products/Services, past performance, relationship with customers, rates

  • SWOT Analysis

  • How does this position us?

  • What do we offer that is unique?

  • What expertise can we propose?

  • Price to Win?

  • PP to site and/or survey to CO?

  • What are the risks and what are we doing about it?


Overview of capture proposal management for pmi baltimore chapter michael hackett march 15 2012

  • Win Strategy – a strategic assessment of what it will take to win a procurement and aplanfor how we can get there. Should address all key evaluation criteria. The strategy should provide an attractive solution for the customer that stands apart from the competition, neutralize strengths the competition may have, and come in at a very competitive price.

  • Discriminators – something unique that only we can offer; no one else can make the same claim. Government evaluators look for discriminators in proposals to help them justify their decision. Tests for a winning discriminator:

    • Is it important in the eyes of the customer?

    • Is it unique to your approach?

    • Is it credible and defensible for you and not for the competitor?

  • Ghosting – a way to sell ourselves and “unsell” the competition by alluding to competitors’ weaknesses and our strengths. By ghosting, we try to influence the customer’s opinion by countering the messages of competitors and highlighting our strengths.

Win Strategies, Discriminators, Themes


Overview of capture proposal management for pmi baltimore chapter michael hackett march 15 2012

  • Themes are specific messages that are communicated throughout the proposal. They are intended to substantially influence the customer to choose us over the competition.

  • Themes present a rationale for why we should WIN

  • Themes answer the question: “WHY SHOULD THE CUSTOMER PICK US?” “What makes us special?” “Why not the competition?”

  • Themes should represent a BENEFIT TO THE CUSTOMER

  • Example: The Right People, Right Time at the Right Price

Themes… Why Should the Customer Select Us?


Build a story

Build a Story!

  • Customer /Evaluators

  • What is the customer concerned about?

  • How are you going to resolve their problem or issues?

  • Why should they select your solution?

  • What are the risks of not selecting your solution?

Company Management Plan linked to customers’ needs to include:

-Corporate reachback for support

-Team and Organization (Roles, Responsibilities, Authority, Lines of communication, etc..)

-HR: Recruiting, Staffing and Retaining

-Contracts and Subcontracts

-Financial Business Mgmt

-Procurement

-Quality and Safety

-Information Technology

-Risk Mgmt

-Technical Solution – Tech Volume

-Past Performance and For Examples

-Pricing Volume


Know your competition

Know your Competition!


Pursuit team organization sample of complex proposal

Pursuit Team Organization: (Sample of Complex Proposal)


Sources of capture and proposal management training

Sources of Capture and Proposal Management Training

  • Association of Proposal Management Professionals www.apmp.org

  • Shipley Associates www.shipleywins.com

  • Hy Silver and Associates www.hsilver.com

  • Capture Planning www.captureplanning.com

  • Business Development Institute International www.bd-institute.org

  • Lohfeld Consulting Group Inc. www.Lohfeldconsulting.com

    There are many others in the MD/DC/VA area!!


Rfp proposal phase

RFP / Proposal Phase

Request for Proposal


Overview of capture proposal management for pmi baltimore chapter michael hackett march 15 2012

Analyzing the RFP

The typical RFP sections contain the following information:

Schedule Sections A-H

Contract Section I

List of Documents, Exhibits, Attachments Section J

Representatives and InstructionsSections K-M


Overview of capture proposal management for pmi baltimore chapter michael hackett march 15 2012

Analyzing the RFP

The typical RFP sections contain the following information:

Section A:Solicitation/Contract Form (e.g., SF33). Customer, date of issue, date and location of delivery, solicitation number, and point of contact.

Section B: Supplies or Services and Prices/Cost. Contract Line Items (CLINS) to be priced.

Section C: Description/Specification/ Work Statement. Scope of work to be performed, standards of workmanship, and position qualifications.

Section D: Packaging and Marking. Point of delivery.


Overview of capture proposal management for pmi baltimore chapter michael hackett march 15 2012

Analyzing the RFP (Continued)

Section E: Inspection and Acceptance. Quality Program requirements.

Section F: Deliveries of Performance. Period and place of performance.

Section G: Contract Administration Data.

Section H:Special Contract Requirements. Organization conflict of interest, list of key personnel, cost reporting requirements (e.g., Cost/Schedule Status Report [C/SSR]), Notice of Service Contract Act (SCA) applicability, subcontracting plan, and transition data.


Overview of capture proposal management for pmi baltimore chapter michael hackett march 15 2012

Analyzing the RFP (Continued)

  • Section I:Contract Clauses.

  • Section J: List of Attachments. Attachments can include SOW, Wage Determination, position descriptions, and Government-Furnished Equipment (GFE) lists.

  • Section K: Representations and Certifications. Representations, certifications, and other information.

  • Section L:Instructions, Conditions, and Notices to Offerors. Proposal preparation instructions, pre-proposal conference, bidders’ library information, security clearance requirements, and alternate proposal requirements.

  • Section M:Evaluation Factors for Award. Evaluation criteria.

Authors should be familiar with entire RFP, especially Sections L, M, and the SOW.You have to read the RFP carefully because some requirements may need to be addressed in both the Technical and Management volumes and as a separate plan.


Process overview and schedules complex proposal

Sample 30-Day

Sample 45-Day

Process Overview and Schedules – Complex Proposal

  • After Solicitation (RFP) Release / Leadership Go Decision

  • Includes Proposal Development & Submittal (not Post-proposal work: Q&A, Orals, FPR)

  • 30 or 45 Day Schedules


Overview of capture proposal management for pmi baltimore chapter michael hackett march 15 2012

RFP

Release

• Distribute and Analyze RFP

• Develop Structure and Outline

• Determine Schedule and Activities

• Refine Org Chart

• Develop Proposal Plan

Preliminary

Activities

Tech/Mgmt/Past Performance Proposal Process

Develop/

Review

Storyboards

Write

Second

Draft

Write First

Draft

Pink Team

Review

Red Team

Review

Write Final

Draft

Proposal

Delivery

Final

Production

Kick-off

Meeting

Resources & Training

Cost

Strategy

Review

Generate

Cost

Proposal

Red Team

Review

Gather

Cost Data

Bid

Review

Develop

Rates

Cost Proposal Process

Proposal Process – Post RFP Release


Overview of capture proposal management for pmi baltimore chapter michael hackett march 15 2012

Storyboards!

  • Help the proposal team identify, evaluate, and agree upon proposal approach early in the development cycle.

  • Formally provide authors with their assignments and initial guidance.

  • Have authors think through and summarize their approach in outline form before starting to write!

  • Provide a quick-look at overall approach to fine tune it early:

    • Outline of Approach

    • Features and Benefits of Approach

    • Theme Statement

    • Draft graphics

    • Innovations

    • Risks

    • Past Performance or examples of proven approaches


Overview of capture proposal management for pmi baltimore chapter michael hackett march 15 2012

Proposal Writing – “101”

Reqt’s

Hot Buttons

L & M

SOW

Compliant

What

How

For Example

Past Performance

Compelling

Win Themes & Discriminators

Features , Benefits and Substantiation

Innovations

Graphics

Risks & Mitigation

Writers should focus on each of these elements to Hit the Target!


Overview of capture proposal management for pmi baltimore chapter michael hackett march 15 2012

Key Proposal Terms - REVIEWS

  • Black Hat and Blue Team Reviews: A countermeasure tactic used to strengthen our win strategy. Key individuals simulate our competitor’s perception of our company’s strengths, weaknesses, and strategies. This input is then used to anticipate our competitors’ probable approach to beating us. The results are strategies, themes, discriminators, and solutions developed to respond to these specific threats.

  • Pink Team:An internal review, conducted early in the proposal process to ensure that the authors are on the right track and storyboards match Capture Plan


Overview of capture proposal management for pmi baltimore chapter michael hackett march 15 2012

Key Proposal Terms - REVIEWS

  • Red Team:Conducted when a complete draft of the proposal has been prepared. Made up of people who are independent in developing the proposal. A review for compliance and messaging.

  • Gold Team:A final high-level review of the proposal to ensure that Red Team changes have been made and that the proposal is ready to be submitted.

  • Book Check: The complete check of every page in each copy to ensure printing/production was completed correctly.


Ex human resources hr roles responsibilities

Ex: Human Resources (HR): Roles/Responsibilities

Key

Activities

  • HR Proposal Strategy

  • Coordination of Job Fairs

  • Initial resume & candidate assessment

  • Recruiting & Hiring (including key personnel)

  • Labor Mapping

  • Total Compensation Plan

  • Staffing Strategy Plan

  • Job Descriptions

  • Union Strategy & Approach

  • Collective Bargaining Agreements

  • Talent Management Plan

  • Learning/Training programs

  • Proposal Content as required

  • Contract Start-up Activities (Post Award)

  • Key Deliverables:

  • Labor mapping & salary ranges

  • Job Descriptions

  • Benefits & Total Compensation Plans

  • Proposal input for learning & training programs


Capture mgmt aligns with pmp

Capture Mgmt Aligns with PMP

  • Integration Mgmt

  • Scope Mgmt

  • Time Mgmt

  • Cost Mgmt

  • Quality Mgmt

  • HR Mgmt

  • Communication Mgmt

  • Risk Mgmt

  • Procurement Mgmt

Cuts across Organization

Bid to the RFP!

Meet customer deadlines

Price to Win /B&P budgets

Ensure accuracy

Recruit, Staff, Comp Plans

Throughout all phases/levels

Identify and Mitigate/Accept

Include BOMs, Suppliers


Why should project managers be concerned about capture management

Why should Project Managers be concerned about Capture Management?

  • A growing discipline/approach that can be developed within your company

  • Increase your Project Mgmt skills across disciplines for a multitude of stakeholders

  • You can assist your company to increase revenue, customer base, and hopefully be rewarded for efforts!

  • Promote the proper use of Project Mgmt techniques and demonstrate application of the tools

Everyone is responsible for Business Development!


Overview of capture proposal management for pmi baltimore chapter michael hackett march 15 2012

Michael HackettProgram ManagerHoneywellWork: 410-964-7766Cell: [email protected]


  • Login