| 2012 sheraton dallas hotel, dallas, texas | may 22-25, 2012 are good proposal managers two faced?...
TRANSCRIPT
|2012Sheraton Dallas Hotel, Dallas, Texas | May 22-25, 2012
Are Good Proposal Managers Two Faced?
Yes, and they have to be!
Kristin Pennypacker, AM.APMPLohfeld Consulting Group
Agenda
Which scenario are you in? When should you bring in the Proposal Manager? The Strategic Proposal Manager and activities to
engage early in the capture/ strategy phase Transition to proposal development and switching to
a tactical focus as a Proposal Manager Conclusion
Which scenario are you most familiar with as a Proposal Manager? Scenario 1
“We expect the RFP to hit sometime soon, maybe in the next two weeks, and we need to identify a proposal manager and get them up to speed quickly”
Scenario 2 “We are building a core team to pursue this opportunity
and would like to bring you on as the proposal manager”
When should you bring in the Proposal Manager?
The Strategic Proposal Manager Help identify information gaps and plan to obtain the
information needed to write the proposal Identify and develop the pre-proposal products
Resumes Past Performance Executive Summary Win Themes
Establish relationships early Core team Executive leaders Teammates
Program Management Plan Draft Proposal Outline Teammate Data Calls Graphics
Setting the Boundaries
Clearly define roles between the capture manager and the proposal manager Candid conversation on swim lanes Document roles – leave no ambiguity Agreed upon leadership structure Chance to build the working relationship to
develop a good working cadence with the capture manager before the RFP drops
Knowing the Core Team
Have you worked with these folks before? Do they have any proposal experience? What was their previous proposal experience?
Does the team need training in advance? Developing win themes? Writing a resume? Developing a technical approach? Preparing for orals?
Be Engaged with the Teammates Become familiar with teammates and their
capabilities Set expectations for proposal development
Given the short turn around do you need a 24 hours response time? Available on the weekends?
Brief the leadership structure and lines of authority Explain your companies proposal process
Gate reviews can be different from company to company
Understanding Leadership Involvement
Take the time to understand the expectations and participation level of the Partner, Vice President, Account Executive How involved will they be? Will a set core of reviewers be present for the gate
reviews? Have the leadership at key meetings where
critical decisions are needed
Develop Pre-Proposal Products During Capture
Help develop materials and concepts to move the proposal forward before the RFP drops
Win Themes Past Performance Management Approach Staffing Approach and Resumes Teammate Data Calls Proposal Management Plan
Developing Win Themes You will need a solid grasp of the information to write the
proposal Understand the clients perceptions, issues, preferences,
objectives and goals. Why Us?
• Capabilities • Resources • Value proposition• Evidence
Why Not the Competition?• Their capabilities and past performance• Resources and likely approach• Cost
Selecting the Past Performance Work with the Past Performance lead to
Identify a list of potential quals early Build a matrix that shows coverage across the
SOW• Where are the gaps?• Have we included our teammates?
Perform an internal due diligence • What do the CPARs look like?• Do we know that the customer will provide with a
positive questionnaire response?
Understanding the Program Management Approach
Start making decisions based on anticipated client, procurement and execution issues
Organizational structure Recruit, Maintain, Train and Retain Task Order Process Staffing approach Managing Cost, Schedule and Performance Quality Control Program Management Tools Infrastructure and Facilities
Developing Resumes, Cameos and Personnel Qualification Matrix
Build resume template to show how staff experience maps to the SOW and labor categories
Highlight relevant knowledge Experience Education and Certification Skills
Develop a matrix to show how our proposed staff meet or exceed the requirements
Elements of Teammate Data Calls Corporate history Capabilities including certifications Staffing matrix to include clearances, education,
certifications Resume format Past Performance template Company logos Pricing Awards and Bravo Zulus
Creating the Proposal Management Plan
Documents all the elements for developing the proposal Budget Communication Plan Resources/staffing Information gathered during capture Potential reviewers Draft Schedule Logistics
What the Strategic PM has focused on during Capture Phase
Identifies and prepares proposal products that will be used during the proposal
Understands the customer territory – objectives, history and relationships
Established key working relationships with core team, teammates and leadership
Transition to Proposal Development
Time for the Proposal Manager to Switch from Strategic to Tactical
Once the RFP is released the PM Switches to a Tactical Focus
Analyze RFP Confirm bid decision Conduct Kick-off meeting Refine the schedule Establish daily operations
Standup Develop the compliance
matrix Refine or construct proposal
outline
Validate/finalize solution Construct or refine
storyboards Begin writing Execute Gate/milestone
reviews Manage production Submit proposal
ConclusionHaving a strategic facing Proposal Manager during the capture phase helps to ensure that the Capture Manager is attuned to what is needed to enable the Proposal Manager to write a compelling winning proposal.
So yes, good proposal managers are two faced!
Contact Information
Kristin PennypackerLohfeld Consulting Group
Phone: [email protected]
www.lohfeldconsulting.com
PO Box 77272Washington, DC 20013-7272
Phone: (202) 450-2549
www.apmp.org