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Content and Context Convergence in the Capture Process. Grant Laing Product Development Manager INPUT Session 609 Wednesday, April 27, 2004 10:30 – 11:30 a.m. Agenda. Introduction The Capture Process Challenges and Problems The “Capture Maturity Model”

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content and context convergence in the capture process

Content and Context Convergence in the Capture Process

Grant Laing

Product Development Manager

INPUT

Session 609

Wednesday, April 27, 2004

10:30 – 11:30 a.m.

NCMA World Congress 2004

“Maximizing Value to Stakeholders…Contract Management in the Business World”

agenda
Agenda
  • Introduction
  • The Capture Process
  • Challenges and Problems
  • The “Capture Maturity Model”
  • Business Impact of Content-Context Integration
  • Outlook for Content-Context Integration
  • Conclusions and Recommendations

NCMA World Congress 2004

“Maximizing Value to Stakeholders…Contract Management in the Business World”

introduction
Introduction
  • Complex sales require an organized capture management approach
  • Capture management is no longer just a human process
  • Successful capture management is best achieved through integration of content and software

NCMA World Congress 2004

“Maximizing Value to Stakeholders…Contract Management in the Business World”

what is capture management
What is Capture Management?

Sell Side

Capture

Relationship (Contract)

Buy Side

NCMA World Congress 2004

“Maximizing Value to Stakeholders…Contract Management in the Business World”

why does capture management exist
Why Does Capture Management Exist?
  • As size and complexity of a sales transaction grows:
    • Bid and proposal costs grow
    • Number of stakeholders grows
    • Level of communication and collaboration required grows
    • Risk grows

NCMA World Congress 2004

“Maximizing Value to Stakeholders…Contract Management in the Business World”

capture process evolution
Capture Process Evolution

Opportunity Size and Complexity

NCMA World Congress 2004

“Maximizing Value to Stakeholders…Contract Management in the Business World”

the capture process and activities
The Capture Process and Activities

NCMA World Congress 2004

“Maximizing Value to Stakeholders…Contract Management in the Business World”

key risks and challenges in capture management
Key Risks and Challenges in Capture Management
  • Knowledge drain
  • Inadequate process
  • Long sales cycle
  • Challenges in collaboration and communication
  • Opportunity costs and wasted B&P dollars

NCMA World Congress 2004

“Maximizing Value to Stakeholders…Contract Management in the Business World”

knowledge drain
Knowledge Drain
  • Turnover in sales and business development
  • Undocumented capture process
  • Stove-piped knowledge
  • New systems rarely incorporate knowledge from replaced systems

NCMA World Congress 2004

“Maximizing Value to Stakeholders…Contract Management in the Business World”

inadequate process
Inadequate Process
  • Only the largest companies have a documented capture process
  • When undocumented, employee selects the process, not the company
  • Little or no technology to support or reinforce the process
  • Low executive visibility; lack of robust reporting

NCMA World Congress 2004

“Maximizing Value to Stakeholders…Contract Management in the Business World”

long sales cycle
Long Sales Cycle
  • Public sector sales cycle is an average 180 days (6 months)
  • Turnover regularly occurs during the cycle
  • Environmental factors cause shifts in the capture process
  • Many activities must be completed to ensure solid results

NCMA World Congress 2004

“Maximizing Value to Stakeholders…Contract Management in the Business World”

challenges in collaboration and communication
Challenges in Collaboration and Communication
  • As opportunity grows, number of people involved in sale grows
    • Both internally and externally (partners and customers)
  • Each have different roles and information needs
  • All need to share information and work together
  • Collaboration and communication become as important as intelligence gathering

NCMA World Congress 2004

“Maximizing Value to Stakeholders…Contract Management in the Business World”

opportunity costs and wasted b p dollars
Opportunity Costs and Wasted B&P Dollars
  • Most procurements are multi-year, multi-million dollar efforts
    • Average size is over $50 million
    • Typical duration is 5 years
  • Potential for big wins, but also big losses
    • Effective pre-sale activities are key
  • Lots of money and time invested in bidding

NCMA World Congress 2004

“Maximizing Value to Stakeholders…Contract Management in the Business World”

the capture maturity model context complements content
The Capture Maturity ModelContext Complements Content
  • Software enables a more robust and mature process
  • Content enables a more informed decision
  • As company’s process matures:
    • Win rate increases
    • B&P operations become more efficient
    • Enables a company to bid on larger, more complex projects -- to Scale!

NCMA World Congress 2004

“Maximizing Value to Stakeholders…Contract Management in the Business World”

the capture maturity model context complements content1
The Capture Maturity ModelContext Complements Content

Technology Maturity

NCMA World Congress 2004

“Maximizing Value to Stakeholders…Contract Management in the Business World”

slide16

Capture

Internal Knowledge

External Knowledge

Process

Technology

Foundations of Capture

NCMA World Congress 2004

“Maximizing Value to Stakeholders…Contract Management in the Business World”

solutions context content convergence
Solutions – Context/Content Convergence
  • Knowledge Drain
    • Technology:
      • Allows collaboration and promotes storage of critical information
      • Removes turnover as a factor by creating data warehouses independent of the individual
      • Facilitates the capture of data from both internal and external sources (partners)
  • Inadequate Process
    • Technology:
      • Can reinforce a defined process
      • Puts management controls in place to force compliance
      • Ensures a uniform capture approach

NCMA World Congress 2004

“Maximizing Value to Stakeholders…Contract Management in the Business World”

solutions context content convergence cont
Solutions – Context/Content Convergence (cont.)
  • Long Sales Cycle
    • Technology mitigates risk from:
      • High turnover
      • Environmental changes
      • Duplication of effort
  • Challenges in collaboration and communication
    • Collaboration and data sharing is enabled
    • Activities can be worked in parallel, reducing cycle time
    • Allows partners or consultants to interface (extranet)

NCMA World Congress 2004

“Maximizing Value to Stakeholders…Contract Management in the Business World”

solutions context content convergence cont1
Solutions – Context/Content Convergence (cont.)
  • Opportunity costs and wasted B&P dollars
    • Technology enables effective planning and budgeting to maximize the effectiveness of corporate resources
    • Long term, the win rate increases

NCMA World Congress 2004

“Maximizing Value to Stakeholders…Contract Management in the Business World”

solutions overall
Solutions - Overall
  • Automated Capture
    • Allows for collaboration and data sharing, including external parties pertinent to the bid
    • Maps out a capture plan, including resource needs
    • Enables the sales and business development staff to remain engaged with prospects
    • Ensures accurate and credible data is collected
    • Provides detailed reporting at any step in the process
  • Capture KM
    • More evolved than just automated capture
    • Includes data warehousing, knowledge-bases to employ lessons learned
    • Includes fully-functional extranet capability – granting access but maintaining controls

NCMA World Congress 2004

“Maximizing Value to Stakeholders…Contract Management in the Business World”

outlook long term
Outlook – Long Term
  • Today, distinct solution domains:
    • For Sellers
      • Island solutions for partner organizations
    • For Buyers
  • Isolated ecosystems that are not integrated
  • The natural convergence of these domains, in an open market can deliver:
    • Transparency
    • Shorter cycles
    • More efficient processes

NCMA World Congress 2004

“Maximizing Value to Stakeholders…Contract Management in the Business World”

conclusions
Conclusions
  • Capture can not succeed in stove-pipes
  • Capture is a set of activities; not phases – must be done in parallel; not series
  • Technology enables; does not just support – keeps individuals focused on the goal
  • Collaboration is key to success

NCMA World Congress 2004

“Maximizing Value to Stakeholders…Contract Management in the Business World”

conclusions cont
Conclusions (cont.)
  • Automated Capture Management technology has reached maturity
  • Automated Capture Management delivers:
    • Predictability
    • Control
    • Efficiencies
    • Management Oversight

NCMA World Congress 2004

“Maximizing Value to Stakeholders…Contract Management in the Business World”

recommendations
Recommendations
  • Companies must create the knowledge-base
  • Capture Management Systems in place today also add value in the long-term
    • Choose solutions that facilitate coherent analysis of at least 5 years of data
    • Plan for recompete business
    • Build a set of lessons learned
  • Content in Context is the true value criterion
    • Look for the highest quality of Opportunity Intelligence combined with the most innovative delivery applications
  • Be cognizant of all factors influencing successful capture:
    • External knowledge
    • Internal knowledge
    • Process
    • Technology

NCMA World Congress 2004

“Maximizing Value to Stakeholders…Contract Management in the Business World”