1 © mahindra satyam 2009 version 1.0 bid management process
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© Mahindra Satyam 2009© Mahindra Satyam 2009
Version 1.0
Bid Management Process
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© Mahindra Satyam 2009
Bid Management ProcessPurposeThe intent is to outline the process for opportunity management in order to: Generate feasible proposals and quotations that meet the needs and requirements of all potential
customers Ensure bid preparation activity with optimal efficiency Win the business contract from the Customers
Scope Starts with Relationship Manager or Sales Manager receiving the RFI /RFP from the Customer or
Prospect Ends with the knowledge capture of the submitted proposal post win/loss and handling over to delivery Covers all the RFIs / RFPs /Tenders / Pre-Bid Qualification information received from a Lead / Prospect /
Customer irrespective of the domain or naming conventions such as government bids/tender, etc.,
Out of Scope:Proposals out of the scope from the Bid Management process are those where there is no change in prevailing contractual terms and conditions and the bids that are covered under the following categories: Repeat business in terms of work packages (PO/WO) Business arising due to Change Control in current proposals/contracts Extension of existing contracts Standard Contracting Assignments on T&M basis where existing person day-rates are not being changed Contracts between Mahindra Satyam and other parties who provide products or services, which are
covered separately by the Vendor Management process.
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© Mahindra Satyam 2009
Key Highlights
• Comprehensive process covering end-to-end management of bids
• Integration of all sub-processes (for ex: 30-60-90, Estimation) which were earlier managed
in silos
• Checklists for Bid Qualification, Bid review, Contract sign-off and Transition to Delivery are
introduced
• Authority matrix highlighting approval levels for various bid sizes
• Integrated Win room process touch points
• Bid Manager as a role is identified in the process
• Sign-off by Delivery Head is introduced
• Process elements for formal Transition to delivery is introduced
• Win/loss analysis and repository creation/Updation is introduced
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© Mahindra Satyam 2009
Bid Management Process – High Level
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Bid Planning Bid Review
Proposal Defense &
Deal Finalization
Transition to Delivery
Contract Sign-off
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© Mahindra Satyam 2009© Mahindra Satyam 2009
Bid Management Process
YES
Submit Proposal
RFI / RFP with OPID and updated
/ Opportunity information in xSell
Proxima
Bid
Pla
nnin
g Bid Qualification
Bid-No Bid Criteria
Bid Go Ahead?
END
YES
NO
Bid Strategy and Planning
Pro
posa
l D
efen
se &
Dea
l F
inal
izat
ion
Proposal Defense
NO
Tra
nsiti
on to
D
eliv
ery
Bid Closure Review & Win-loss Analysis
KT and Handover to
DeliveryEND
Contract Review, Negotiations and Sign Off by Delivery, CoRCC, HR,
Commercials, Corporate Services, Finance, Legal & Corporate
Develop 1. Solution2. Delivery Plan3. Commercials4. Risks
Touch Points
•Estimation Process
•30-60-90 Planning Process
•Contract Management – Finance
•Contract Management – Legal
Touch Points
Repository Updation
Archive Contract
documents
Bid
Rev
iew
Con
trac
t S
igno
ff
Review & Approval by Delivery, CoRCC, HR,
Commercials, Corporate Services, Finance, Legal &
Corporate
Bid Approval
?
YES
Contract Approved
?
YES
NO
Bid Shortlisted
?
NO
Win Room to be involved for all deals >=$3M
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© Mahindra Satyam 2009
PHASE I - Bid Planning
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PR
OC
ES
S RFI / RFP with OPID and updated
/ Opportunity information in xSell
Proxima
Define scope
Conduct Kick-off Meeting with all Stakeholders
Res
pons
ibili
tyIN
PU
TS
Sales / Relationship
Manager
Pre-Sales, Sales /
Relationship Manager
Bid Manager, Presales, Solutions,
Delivery (IBU &CDU)
RFP/ RFI/ RFQ/LOI / Any
other Opportunity Info
Executive Summary Template
Bid-No Bid Checklist
Primary Accountability
Understand Requirements
Identify all stakeholders
(to involve Win Room if
bid value >=3m US$ ?)
Bid Manager,Sales /Relationship, Presales, Solutions,
Delivery (IBU & CDU), Legal,
Finance, Win Room, CoRCC, HR, Commercials,
Corporate Services
Bid Manager,
Pre-Sales, Win
Room
Win Room to be involved for all deals >=$3M
Identify Bid
Manager
IBG/IBU Sales Head
A
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© Mahindra Satyam 2009
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PR
OC
ES
S Bid Strategy and Planning
(Key Deliverables,
Timelines)
Develop 1. Solution2. Delivery Plan3. Estimations 4. Pricing5. Procurement6. Risks7. Assumptions
Res
pons
ibili
tyIN
PU
TS
Bid Manager
Bid Manager, Bid Team, Pre-Sales,
Solution,*Delivery Head (IBU & CDU), Legal, Finance, CoRCC, HR, Corporate Services,
Quality, Sales / Relationship
Bid Manager, Presales,
Solutions, Bid Team
1.Proposal Checklist2.Proposal Schedule
1. Solution Architecture Brainstorming Worksheet2. Estimation Procedure, templates3. Risk Management Plan Template4. 30-60-90 Planning Process
Form Bid
Team
Primary Accountability
Customer Intelligence
A
Deviations identified during
Bid Review
B
Integrate Proposal
Sales / Relationship
Manager
PHASE I - Bid Planning Contd.C
Bid Go Ahead?
END
NO
YES
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© Mahindra Satyam 2009
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PR
OC
ES
SR
espo
nsib
ility
INP
UT
S
Delivery Head / Rep
(IBU & CDU)
1.Integrated Proposal2.Bid Review Checklist3.Proposal Response Review Checklist4.Delivery Manager’s Validation Checklist5. Proposal Approval Checklist6. Deal Review Checklist (Win Room)7. Deal Review Process (Win Room)
Y
Delivery Review
* No Proposal will be finalized without the sign off from DeliveryPrimary Accountability
PHASE II – Bid Review
Other SSUs (CoRCC , HR, Commercials,
Corporate Services) Reviews
Finance Review
Legal Review
Corporate Review**
Approved Approved Approved Approved
CC
CB
DY Y Y
N N N N
CoRCC, HR, Commercial, Corporate Services
Head / Rep
Finance Head /
Rep
Legal Head /
Rep
IBG Head / IBD Head, COO / CEO / CFO
Submit Proposal
Sales / Relationship Manager
Exceptions / Deviations Approved?
App
rove
d
Rejected - to be Re-Worked
Rej
ecte
d
END
To be used for deals $3M & above
** All deviations identified by Finance & Legal to be approved by Corporate
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© Mahindra Satyam 2009
PHASE III - Proposal Defense & Deal Finalization
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PR
OC
ES
S Proposal Defense
BAFO** Accepted
?
Res
pons
ibili
tyIN
PU
TS 1. Submitted Proposal
2. Guidelines for Due Diligence
N
YProposal Shortlisted?
N
1. Contract Management - Legal2. Contract Management - Finance
* During Negotiations, compromise to be made on commercials and not on effort beyond what delivery agrees Primary
Accountability
Contract Negotiation
Bid Manager, Bid Team, Pre-Sales,
Solution,*Delivery Head (IBU & CUD), Legal, Finance, CoRCC, HR, Corporate Services, Quality,
Sales / Relationship
D E
G
Customer
YBid Won
Negotiation Possible?
Y
N
F
** Best And Final Offer
Deviations identified during Contract Review, for re-Negotiations
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© Mahindra Satyam 2009
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PR
OC
ES
SR
espo
nsib
ility
INP
UT
S
Delivery Head / Rep
(IBU & CDU)
1.Contract from Customer2.Contract Sign-off Checklist
Y
Delivery Review
Note: Sign off from Delivery is mandatory
Primary Accountability
PHASE IV – Contract Signoff
Other SSUs (CoRCC , HR, Commercials,
Corporate Services) Reviews
Finance Review
Legal Review
Corporate Review**
Sign Off Sign Off Sign Off Sign Off
F F
E
Y Y Y
N N N N
Finance Head /
Rep
Legal Head /
Rep
G
F
Exceptions / Deviations Approved?
App
rove
d
Rejected to be Re-NegotiatedWith Customer
Rej
ect
ed
** All deviations identified by Legal to be approved by Corporate
IBG Head / IBD Head, COO / CEO / CFO
CoRCC, HR, Commercial, Corporate Services
Head / Rep
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© Mahindra Satyam 2009
PHASE V - Transition to Delivery
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PR
OC
ES
S Bid Closure Review/ Win-loss Analysis
Handover all documents / Knowledge Transition to
Delivery
Res
pons
ibili
tyIN
PU
TS
Bid Manager, Sales, Relationship,
Solutions, Delivery (IBU & CDU), Legal, Finance, Bid Team
Bid Manager, PreSales, Solutions
Bid Manager, Delivery Head /
Rep (IBU & CDU)
1. Customer Feedback Form
2. Deal Win-Loss Analysis Template
Update Repository in
PreSales Portal
Archive copy of Contract
END
Legal, Finance Rep
1. Extract Learning Report2. Final Proposal
Primary Accountability
Sign off from Delivery
Presales, Bid Manager
GBid Won
Transition to Delivery Checklist
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© Mahindra Satyam 2009© Mahindra Satyam 2009
Roles & Responsibilities
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© Mahindra Satyam 2009
Roles & Responsibilities
IBG/IBU Heads•Ensure pipeline data compliance and accuracy of data on xSell Proxima
•Identify the Bid Manager
•Identify the right Deal Owner for Win Room Deals and communicating to Win Room
•Participate in deal reviews: Blue Team Reviews, Red Team Reviews & LOS Reviews
•Validate of all information on Deal Wins and Losses: IBG Heads will be copied on all Win Room-Deal
Team communication
•Act as the First point of resolution for deal teams
•Deal Team staffing
•Deal related escalations and support requirements
•For Win Room support, be in loop for all support requirements
•Help in Bid/No-Bid decision, where required
•Final Bid Sign-off based on clearance from Solution, Delivery, Legal and Finance .
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© Mahindra Satyam 2009
Roles & Responsibilities
Sales / Relationship Team•Qualify opportunity, update opportunity info in xSell Proxima and provide OPID info
•Participate in bid qualification/chances of winning and identify risks
•Participate in Bid/ No-Bid decision
•Receive and dispatch customer documentations e.g. RFP, RFQ, RFI, LOI etc.
•Inform customer drivers, preferences and background to the bid team
•Provide information about likely competition and their strengths/weaknesses
•Liaison with the customer for seeking clarifications queries
•Inform the bid team of happenings at the customer end and competition activities
•Prepare the Executive Summary and get the same reviewed
•Bid submission and related logistics
•Commercial Interaction with third-party suppliers
•Provide support during Proposal Defense.
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© Mahindra Satyam 2009
Roles & ResponsibilitiesBid Manager
•Carries end to end responsibility from the receipt of the proposal to the closure of the bid
•Proposal Planning & Tracking
•Responsible for Bid /No-Bid Decision
•Provide Response Strategy
•Obtain necessary approvals required for the bid
•Overall Co-ordination for strategic decisions & directions
•Participate in proposal defense
•Participate in contract review
•Ensure knowledge capture and updation of repository
•Ensure transition to delivery with sign-off in case of Win
•Responsible for production of the bid, integrating technical and other sections of the document
•Responsible for the final version of the proposal
•Agree and Track SLAs with all Stakeholders participating in the Bid
Bid Team•Provide support in proposal planning, tracking, and identification of risks
•Provide support in preparing & review effort estimates
•Review proposal for alignment with the acceptance criteria
Quality•Estimation Approach & Review
•Provide description of various process and company wide quality metrics
•Review bid process periodically
•Provide standard updated documentation on Quality management practices
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© Mahindra Satyam 2009
Roles & ResponsibilitiesDelivery Head / Delivery Team (IBU / CDU)
•Help in Bid/No-Bid decision based on experience with the customer and delivery capabilities
•Assign Proposal manager and delivery support staff
•Proposal / Executive summary review
•Provide delivery experience collateral relevant to the bid
•Prepare and review effort estimates
•Technical Interaction with third-party suppliers
•Prepare project team build-up plan
•Bid response Sign-off during bid review and contract sign-off
•Provide support during Proposal Defense.
Solution Team•Help in Bid/No-Bid decision based on technical capability and availability of skilled resources
•Provide technical solution and technology consultancy
•Liaison with third party product or technical services suppliers
•Provide product or technology comparisons and recommendations
•Prepare technology specific description in the proposal
•Identify and engage with external consultants or experts to assist in the bid preparation
•Prepare and review technical effort estimates
•Cost/ benefit analysis of alternate solutions thereby adding value to customer
•Provide support during Proposal Defense.
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© Mahindra Satyam 2009
Roles & ResponsibilitiesFinance
•Help in Bid/No-Bid decision depending on commercial risks and profits.
•Build proposal costing and commercial models
•Create commercial scenarios for pricing decisions (ex: taxes, insurance, shift-allowances, warranty, etc.,)
•Calculate proposal pricing and margin/ sensitivity analysis
•Calculate cash flow against milestones and credit period.
•Undertake customer credit check for new customers
•Highlight tough and risky legal and commercial terms with revenue impact and obtain corporate approvals, if any.
•Signoff on financials of the bid response during bid review and contract signoff
Legal•Conduct due diligence of legal terms and conditions
•Negotiate contract terms with customer-end legal counterparts
• Draft NDA, MoUs, MSAs, Subcontracting Agreements, Alliance Agreements, Master Consulting Agreements, Teaming Agreements and IP related agreements etc.
•Highlight tough and risky legal and commercial terms to Corporate and the respective Stakeholders
•Obtain corporate approval on all identified deviations before Sign-off
•Ensure language in proposal ties in with Terms & Conditions
•Signoff on legal aspects of the bid response during bid review and contract signoff
Win Room:•Support to all Large Deals
•Management of Bid Information
•Facilitation and institutionalization of Deal Reviews
•Support and guidance through deal Mentors
•Support though high level Corporate intervention
•Win / Loss Analysis
•MSAT Pipeline management and Corporate reporting
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© Mahindra Satyam 2009
CoRCC•Ascertain availability of required project resources and assist in formulating resource build plan for the bid
•Develop Resource strategy for complex or large bids
•Provide CVs for the proposals
•Resource through contracting agencies and agree on contractor rates
•Maintain/ Provide up-to-date skill-wise data for inclusion in Bids
HR•Describe various HR practices for inclusion in bids where specifically asked
•Develop HR strategy for bids where transfer of customer people in scope
•Assist PSD in recruiting skills to meet the resource build plan
•Provide resource numbers data, attrition rates and other demographics
•Ensure VISA ready / immigration clearance associate available as per the requirement
•Insurance coverage to be taken care of by HR
•Engage local partner for recruitment in demographics as required and obtain the necessary approvals
Commercial•Vendor/sub-contractor selection & management
•Support in securing quotes for procurement and help in price negotiations
•Provide guidance on Procurement Policy
•Create commercial scenarios for pricing decisions
•Sign-off on vendor/sub-contractor terms & conditions
Corporate Services•Support in necessary logistic arrangements•Provide cost inputs for workstation availability, setup etc. required for project execution
Roles & Responsibilities
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© Mahindra Satyam 2009© Mahindra Satyam 2009
Annexures
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© Mahindra Satyam 2009
Templates / Checklists / Guidelines
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1. Bid-No Bid Checklist
2. Executive Summary Template
3. Proposal Preparation Checklist
4. Proposal Schedule
5. Solution Brainstorming Worksheet
6. Risk Management Plan
7. Bid Review Checklist
8. Contract Sign-off Checklist
9. Estimation Review Checklist
10.Finance Effort Estimation Sheet
11. Deal Win-Loss Analysis Template
12. * Empowerment Matrix
13.Customer Feedback Form
14.Extract Learning Report
15.Deal Review Template (Win Room)
16.Deal Review Policy (Win Room)
17.Transition to Delivery Checklist
18. ** Standard Rate Card Method
*Esupport >> Collaboration >> SSU >> Finance >> Pricing Portal >> Process & Empowerment
**Esupport >> Collaboration >> SSU >> Finance >> Pricing Portal >> Pricing Methods (write to finance for access to rate cards)
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© Mahindra Satyam 2009
Reference Processes:
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Process Path in Qualify
Contract Management - Finance Qualify >> Support Processes >> Finance >> Contract Management
Contract Management -Legal Qualify >> Support Processes >> Legal >> Contact Management
Estimation Process Qualify >> Generic >> Project Estimation
30-60-90 Planning Process Qualify >> Support Processes >> CORCC >> Resource Planning >> Demand Planning
Contract Review Procedure Quality>>Customer Relationships>>Contract Review
Win Room Process Available with Corporate Win Room team
Pricing Portal (Empowerment Matrix, Std Rate Card Method)
Esupport >> Collaboration >> SSU >> Finance >> Pricing Portal
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© Mahindra Satyam 2009
mahindrasatyam.net
Safe Harbor
This document contains forward-looking statements within the meaning of section 27A of Securities Act of 1933, as amended, and section 21E of the Securities Exchange Act of 1934, as amended. The forward-looking statements contained herein are subject to certain risks and uncertainties that could cause actual results to differ materially from those reflected in the forward-looking statements. Satyam undertakes no duty to update any forward-looking statements. For a discussion of the risks associated with our business, please see the discussions under the heading “Risk Factors” in our report on Form 6-K concerning the quarter ended September 30, 2008, furnished to the Securities and Exchange Commission on 07 November, 2008, and the other reports filed with the Securities and Exchange Commission from time to time. These filings are available at http://www.sec.gov
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