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Table of Contents
1 INTRODUCTION ..........................................................................................................................5
1.1 PURPOSE.....................................................................................................................................5
1.2 SCOPE........................................................................................................................................5
1.3 OBJECTIVES.................................................................................................................................5
1.4 ABBREVIATION, ACRONYMANDDEFINITIONS...........................................................................................5
1.5 REFERENCES................................................................................................................................6
1.6 ROLESANDRESPONSIBILITIES...........................................................................................................6
2 PROCEDURAL STEPS................................................................................................................7
2.1 RECEIVE RFP..............................................................................................................................7
2.2 QUALIFY RFP..............................................................................................................................72.2.1 Call for Internal Bid Conference.......................................................................................................7
2.2.2 Internal Bid Conference...................................................................................................................7
2.2.3 Identify Variations and constitute Proposal Preparation Team.........................................................8
2.3 IDENTIFY RFB BOUNDARY..............................................................................................................82.3.1 Call for Initiation meeting.................................................................................................................8
2.3.2 Develop the business problem statement........................................................................................8
2.3.3 Issue Action Plan Meeting................................................................................................................9
2.3.4 Proposal Visioning Meeting..............................................................................................................9
2.3.5 Review the outputs of this phase.....................................................................................................9
2.4 PREPARE TECHNICAL PROPOSAL ......................................................................................................92.4.1 Develop the Technical Solution .......................................................................................................9
2.4.2 Review the Technical Proposal........................................................................................................9
2.4.3 Define Delivery Model....................................................................................................................10
2.4.4 Estimate Effort................................................................................................................................10
2.4.5 Estimate Resource and schedule..................................................................................................10
2.4.6 Technical Risks and Mitigation Strategies......................................................................................10
2.4.7 Review the Outputs of this phase..................................................................................................10
2.5 PREPARE COMMERCIAL PROPOSAL..................................................................................................102.5.1 Compile Annexure..........................................................................................................................10
2.5.2 Identify Commercial Risks and Mitigation Strategies.....................................................................11
2.5.3 Develop Commercial Plan and Budget..........................................................................................11
2.5.4 Review the outputs of this phase...................................................................................................11
2.6 CONSOLIDATE PROPOSAL...............................................................................................................112.6.1 Generate Proposal.........................................................................................................................11
2.6.2 Conduct English Review................................................................................................................11
2.7 REVIEW PROPOSAL......................................................................................................................112.7.1 Call for Review...............................................................................................................................11
2.7.2 Review Meeting.............................................................................................................................122.7.3 Incorporate Review Comments......................................................................................................12
2.8 SUBMIT PROPOSAL......................................................................................................................122.8.1 Send Proposal...............................................................................................................................12
2.9 CLOSE RFP..............................................................................................................................122.9.1 Review Proposal Decision.............................................................................................................12
2.9.2 Win/No-Win Decision.....................................................................................................................12
2.10 PREPAREA DEAL......................................................................................................................122.10.1 Create a deal document...............................................................................................................13
2.10.2 Deal Review and agreement........................................................................................................13
2.10.3 Baseline documents and handover to Project Office...................................................................13
2.10.4 Changes to Contract (post project initiation)................................................................................14
2.11 MEASUREMENTS........................................................................................................................14
2.11.1 Business Acquisition Efficiency Profile.........................................................................................142.11.2 Productivity Profile........................................................................................................................15
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2.12 VERIFICATION............................................................................................................................15
2.13 QUALITYRECORDSANDPROCEDUREOUTPUT....................................................................................15
2.14 APPLICABLETOOLS.....................................................................................................................15
3 PROCESS FLOW.......................................................................................................................16
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1 Introduction
The Business Acquisition Procedure deals with the project preparation activities regarding the
acquisition of business. It gives a purview of the activities to be performed starting from response to
RFP (Request for Proposal) till the preparation of the Project Initiation Docket (PID) and hand over of
the PID to the Project Office. It also takes into account the procedure to be followed in the event of any
change request, raised after project initiation, which might have implications on the contractual
agreement.
1.1 Purpose
The purpose of this document is to develop a methodology that clearly expresses the expectations,
responsibilities, and liabilities of both Payoda and the customer.
1.2 Scope
This procedure applies to all instances of business acquisition in Payoda.
1.3 Objectives
The objective of the Business Acquisition Procedure is to ensure that:
The entry and exit points, as well as responsibility for various activities, are clearly defined.
To have a mechanism for smooth co-ordination between different entities involved in translating aclient requirement into new business.
This also helps to track all activities and the transactions that take place between different groups in
the organization from the point an initial client requirement is recorded to the point of actual project
initiation.
Informed and validated decisions are taken when entering into a contract with the client.
Transition from client requirement to project initiation happens in a planned manner.
1.4 Abbreviation, acronym and definitions
Abbreviations Expansion
PPP Proposal Presentation ProcessProp Man Proposal Management System
RFP Request for Proposal
VP GSD Vice President-Global Solutions Delivery
BEST Business Enabling Support Team
ADG Application Development Group
CEO Chief Executive Officer
RFP Request for Proposal
DPR Detailed Proposal Request
RFQ Request for Quote
BAM Business Acquisition Manager
PPS Proposal Presentation Schedule
PID Project Initiation Docket
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1.5 References
Software Configuration Management Procedure (PA-AQS-P-SCMP)
ADG Skill Reference Matrix (Available with BEST Lead)Standard Proposal Template (PA-AQS-T-PRT)
1.6 Roles and responsibilities
VP GSD The person in charge of the delivery organization
in Payoda, this spans pre and post sales for the
company.
Proposal Manager The person who Heads the virtual team (this
includes, ADG Head, Project Managers, Tech
leads, functional groups, etc), which responds to
the RFP. This person owns the entire proposal and
works with the team to ensure its delivered on time
in a quality fashion. This person could be from any
part of the organization
Sales support manager A presales representative from the Geography
which has requested the proposal
ADG Head Head of Application Development Group within the
Delivery organization of Payoda.
BEST Lead Head of BEST Team, who responsible for
Proposal preparation.
BAM Notify BEST Lead about RFP; responsible for the
commercials conveyed to the client in the
proposal, including the pricing of the solution;
delivery of final proposal to client and entering into
a deal with the client.
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2 Procedural steps
2.1 Receive RFP
The BAM receives an RFP or detailed proposal Request, and sends it to the Geo Head/Account
Manager for preparation of a proposal. In the rest of the document, the term RFP refers to either an
RFP or an RFQ or the client requirement note from the BAM.
In case the RFP has not been received from the Customer, the Geo Head and/or the Account Manager
create the DPR (Detailed Proposal Request). Based on RFP/DPR the bid profile document (PA-AQS-D-
BFD) is created.
2.2 Qualify RFP
The main purpose of this phase is to determine the feasibility of the Request for Proposal. The input for
the Proposal Presentation is the Request for Proposal (RFP) that is initiated by the Customer and
communicated to the Organization by the Sales team.
The Geo Head/Account Manager then sends the same by mail to the following:
BEST Lead
BEST Team members
VP GSD
CEOs
An acknowledgement mail is then sent back to the Sales team by the BEST Lead.
2.2.1 Call for Internal Bid Conference
A mail will be sent by BEST Lead inviting for the Bid Conference to the following:
Sales Geo Head
Business Account Manager
Applicable ADG Head, as per ADG Skill Reference Matrix.
Optionally to VP GSD, CEOs.
Before bid conference, BEST lead suggests a suitable Proposal Manager.
The date for the Internal Bid Conference will be given by the GEO Head /Account Manager in the profile
document (PA-AQS-D-BFD).
2.2.2 Internal Bid Conference
The active participants of the bid conference are
Account Manager
Applicable ADG Head
Business Enabling Support Team (BEST) lead.
Additionally, if the proposal demands it may consist of CEOs
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Solution Delivery Head
GEO Head.
The agenda of this meeting is Bid / No-Bid decision (Which emphasizes that all participants should have gone through the RFP).
Priority
Identify and confirm the proposal manager.
To arrive at and/or review the Bid/No-Bid decision, it is assumed that in most cases the Geo Head will
be in a position to decide Bid/No-Bid decision. However in all cases Internal bid conference should
rewrite the Bid/No-Bid decision. The decision has to be communicated to the top management. In case
a No-Bid decision is taken, then the BEST lead communicates the No-Bid decision to all stakeholders
through a Bid-Profile document, and the RFP is closed. Proposal Manager is identified and any
exceptions from the regular process are documented.
2.2.3 Identify Variations and constitute Proposal Preparation Team
The virtual proposal team will contain the Proposal Manager, Account Manager, Sales Support
Manager, ADG Head, Delivery Project Manager, Architect, DBA etc. The roles, responsibilities and
deliverables of every team member are also defined.
The proposal creation schedule is then generated and updated by the BEST lead. The BEST lead then
reviews the key outputs of this phase, namely,
Duly filled in Bid Profile document (PA-AQS-D-BFD).
Bid/No-Bid decision
Proposal importance, priority and selling pitch strategy.
All the outputs of this phase are managed and controlled. The BEST lead then updates the Bid Profile
Document (PA-AQS-D-BFD) details. And the details of RFP/DPR are communicated to all the
stakeholders
2.3 Identify RFB Boundary
The main purpose of this step is to thoroughly understand the RFP/ DPR and identify any issues that
need clarification and get all such issues clarified before proceeding to the process of making the
technical and commercial proposal.
2.3.1 Call for Initiation meeting
The proposal manager calls for the Initiation meeting. Invitation to the initiation meeting is sent to all
virtual proposal team members. The agenda of this meeting is as follows:
Any updates to proposal creation task list of Bid Profile document (PA-AQS-D-BFD) are identified in
this meeting.
Identify scope and out of scope of the project.
Date for the next meeting is also set in this meeting.
Concurrently during this phase, the virtual team members work on the issues list.
2.3.2 Develop the business problem statement
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The Proposal manager creates the business problem statement, which is recorded in the business
problem statement.
2.3.3 Issue Action Plan MeetingThe active participants of this meeting are the members of the virtual proposal team. In this meeting, the
Customer Issues list and the Payoda issues lists are created.
Customer Issues List: The list of system, technical, and commercial issues that require clarification
from the Customer.
Payoda Issues List: The list of issues that needs to be resolved within and by Payoda to complete
the Proposal.
The Proposal Manager works with the concerned people in resolving issues.
The Proposal Manager then mails the Payoda Issues List to the concerned PA team. Similarly, the
Proposal Manager mails the Customer Issues list to the Sales team.After receiving the clarifications from the concerned people, Proposal Manager communicates the issue
resolutions \clarifications and updated Bid Profile document (PA-AQS-F-BFD) to all the stakeholders.
Proposal manager calls for the Proposal Visioning Meeting.
2.3.4 Proposal Visioning Meeting
The agenda of the meeting is:
Tailored structure and outline for the specific proposal is expected as the output.
Define development and production environment.
The active participants are proposal manager and accounts manager. At the end of the meeting, a
proposal outline and a contents sketch are created. The proposal manager communicates the same toall the stakeholders.
2.3.5 Review the outputs of this phase
The Proposal Manager then reviews the outputs of this phase, namely,
Customer Issues List
Payoda Issues List
Proposal Creation Task List
Business Problem Statement
Bid Profile Document (PA-AQS-D-BFD).
All the outputs of this phase are managed and controlled (Refer: PA-AQS-P-SCMP).
2.4 Prepare Technical Proposal
The main purpose of this phase is to evolve the technical aspects of the proposed system.
2.4.1 Develop the Technical Solution
ADG Head with his team prepare a technical solution is document using the Technical Solution
Template and refers to the Knowledge Repository. The knowledge repository contains various Technical
Solutions for technology/practices.
2.4.2 Review the Technical Proposal
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A Reviewer for the technical proposal is identified at the time of Virtual Proposal Team formation. This
reviewer reviews the Technical Proposal, and the review comments are submitted to the Proposal
Manager.
2.4.3 Define Delivery Model
The ADG Head with his team defines the Delivery Model. While performing this activity, he refers to the
knowledge repository of Delivery Models.
2.4.4 Estimate Effort
The ADG Head with his team then uses this Delivery Model to estimate the effort of the project. In doing
so, he refers to the Standard Effort Estimate Matrix (PA-AQS-S-SEE).
2.4.5 Estimate Resource and schedule
Using the effort estimate created in the previous phase, the ADG Head with his team Estimates theResource and Schedule Estimates.
Develop deliverable matrix, Development Methodology, and Project Organization.
The next step is to develop the following:
Deliverable Matrix
Development Methodology.
Project Organization
During this activity, ADG HEAD with his team refers to the respective knowledge repository for each
individual task.
References for each mentioned above should exist in the respective knowledge repository.
2.4.6 Technical Risks and Mitigation Strategies
The ADG Head with his team identifies the technical risks and mitigation strategies. It must be noted
that Risks should be mapped to the SDLC Phases
2.4.7 Review the Outputs of this phase.
The Reviewer appointed at the time of Virtual Proposal Team creation, reviews all the outputs of this
phase and submits the review comments to the Proposal Manager.
2.5 Prepare Commercial ProposalThe main purpose of this phase is to develop the commercial aspects of the proposed system. The
Sales Manager creates the Commercial Proposal. He/she uses a standard commercial proposal
template to prepare the proposal. The following points are kept in mind while creating the commercial
proposal, namely:
Commercial proposal has to be customized to the requirements of each RFP and Customer.
Except for applying rates, all the tasks including preparing items, other costs, approvals and
other commercial and general material has to be prepared.
2.5.1 Compile Annexure
The Sales Manager compiles the Annexure that includes:
Company profile and organization
Quality write-up
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Case studies
References and testimonials
Resumes of key personnel who are fit for the project.
Any personalized requirements of RFP and the customer Alliances relevant to the RFP.
During this activity, the Sales manager refers to the knowledge repository of annexure.
2.5.2 Identify Commercial Risks and Mitigation Strategies
The Sales Manager then identifies the various commercial risks that apply to the proposal and the
mitigation strategies for each of these risks.
2.5.3 Develop Commercial Plan and Budget
Sales support manager also develops the Commercial Plan and budget. For this, inputs from PA IT-
Operations department are taken, if applicable. This includes any costing of any software or hardware
licenses and any other needed documents.
2.5.4 Review the outputs of this phase
The reviewer, identified at the time of virtual proposal team formation, reviews the key outputs of this
phase, namely,
Commercial proposal
Commercial Risk Matrix (PA-AQS-T-CRM)
Commercial Plan and budget
2.6 Consolidate Proposal
In this phase, all the outputs of the previous phases are consolidated to form the proposal document.
2.6.1 Generate Proposal
Using the outputs from the previous phase, the RFP and the Bid Profile Document (PA-AQS-D-BFD),
the Proposal Manager generates the Proposal in the Standard Proposal Template (PA-AQS-T-PRT). To
the consolidated proposal thus generated, the Proposal Manager then applies Pricing terms.
2.6.2 Conduct English Review
The Technical Writer then subjects the Consolidated Proposal package to an English language review.
The reviewer is identified at the time of Virtual Proposal team formation. The review comments are then
communicated to the Proposal Manager.
2.7 Review Proposal
In this phase, the senior management reviews the proposal thus formed, and gives feedback on
possible enhancements or modifications to the proposal.
2.7.1 Call for Review
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The Proposal Manager calls for a review of the consolidated Proposal package. Invitation to the
Proposal Review meeting is sent to
Virtual Proposal Team
Optionally, to TMG, CEOs.
2.7.2 Review Meeting
The participants of the review meeting then review the proposal package. The Active participants of this
meeting are
Virtual Proposal Team
Optionally, TMG, CEOs
2.7.3 Incorporate Review Comments
The Proposal Manager then incorporates the comments of the review of Proposal Package, in the
Proposal Package.
2.8 Submit Proposal
The final proposal document is submitted to the client.
2.8.1 Send Proposal
In this phase, the Sales Manager prepares electronic/paper copies and related items. The Sales
Manager then sends the proposal to the Customer. The Sales Manager conducts a walkthrough of the
proposal with the Customer. After the walkthrough, the Sales Manager follows up with the Customer on
concerned issues. The Sales Manager ensures: Proper receipt of the proposal
Any questions from the customer are clarified.
The outcome of the bid is known.
2.9 Close RFP
2.9.1 Review Proposal Decision
In the final phase of the Proposal Presentation, the Sales Manager receives and reviews the Proposal
decision of the customer. The Sales Manager communicates the decision to all the Stakeholders.
2.9.2 Win/No-Win Decision
The Stakeholders take a Win/No-Win decision. If the decision taken is a No-Win decision, the Sales
Manager analyzes and understands the reasons of the No-Win Decision. After this, the Sales Manager
does a Lost Order Analysis goes to the next step. In case of a Win decision, the Sales Manager initiates
engagement and understands any changed terms.
The output of the Proposal Presentation Procedure is the packaged proposal and the win/no-win
decision by the customer.
2.10 Prepare a Deal
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2.10.1 Create a deal document
When the client finally accepts a proposal, the BAM, with help from BEST Lead, gathers all documents
and all correspondence related to the Contract. This includes but is not limited to:
The Request for Proposal
The Proposal accepted by Customer
All PSO deliverables, including project schedule and estimates
Reports and minutes prepared during the proposal-making exercise till the current point in time
Copies of any related correspondence
Any other relevant document
The BAM then prepares a deal document and project initiation docket (except pricing information),
which comprises the following:
Contract and legal terms Schedules for project delivery
Pricing Information
Customer's acceptance criteria
Agreed upon change control and UAT process
Customer's role in the development process
Resources/Receivables to be provided by the customer
Standards and procedures to be used (any customer supplied)
Assumptions and dependencies (for estimation, development, deployment)
Servicing, support and maintenance requirements.
Deal review checklist
The completed project information docket is handed over to respective ADGs.
2.10.2 Deal Review and agreement
A Deal Review meeting is called. A copy of the proposed deal document, as well as all documents that
had been used by the BAM during preparation of the contract, are presented to reviewers during the
review.
The reviewers are from Sales, Quality, Training, Facilities, Delivery and if necessary, from the Finance
department.
Review is conducted as per the Deal Review Checklist (PA-AQS-C-DRC).
The BAM captures all changes suggested and agreed upon during the review in the Minutes of Meeting
(PA-AQS-T-MOM) document. This is shared with all reviewers. These changes are incorporated in the
deal document by the BAM. Geo Head reviews the deal document finally and approves release to the
client. The approval must be recorded.
The BAM records any deviation in the final deal document from the submitted proposal in an Exception
Report [Ref. PA-AQS-F-EXR]. This is sent to TMG.
2.10.3 Baseline documents and handover to Project Office
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Once the client approves the deal, the BAM sends out the Business Acquisition Intimation Form [Ref.
PA-AQS-F-BAIF] to the Project Office with a copy to the key persons (including the TMG) identified in
the Business Acquisition Intimation Form [PA-AQS-F-BAIF]. Post this; the TMG initiates the project
delivery cycle by appointing an ADG Head, who in turn nominates a Project Manager.
Along with sending the Business Acquisition Intimation Form, the BAM also bundles all correspondence
and documents created during the activities as described in the above steps to form the PID as per AQS
guidelines. This is again submitted to the Project Office as baseline documents.
2.10.4 Changes to Contract (post project initiation)
In case of any change request that might impact the final deal document and/or contractual terms after
the project is initiated, the following steps are followed:
The ADG Head informs BAM about the required change. BAM decides whether the change will impact the final deal document and/or contractual terms or
not.
The ADG Head and the BAM determines the required changes in the deal document and/or
contractual terms and accordingly the BAM makes the modification.
This is approved by the TMG and the approval is recorded.
The Project Manager is informed and the revised deal document is added to the baseline
documents.
Change is managed and controlled. All documents and correspondence related to this are maintained
and archived with Project Office (added to baseline documents).
2.11 MeasurementsThe following measurement are collected on a monthly basis to measure the effectiveness of the
business acquisition process:
1. Number of RFPs received for every Geo.
2. Number of proposals submitted for every Geo.
3. Number of work orders received for every Geo.
4. Total effort spent across all Geos.
5. Productivity = Total work orders received across all Geos/Total Effort Spent across all Geos.
6. Hit Rate = Total proposals won/Total proposals submitted * 100.
For calculation, # 4 of measurement, the work hours spent by the resources from Global Solution
Delivery (GSD) will be collected from the timesheet application. Effort spent by non-GSD resources isnot considered for measurement.
The following profiles are generated based on the above measurements that are collected:
2.11.1 Business Acquisition Efficiency Profile
a) All Geos
This will be generated on a monthly basis and annual basis. This will consist of a graphical
representation of Geo (x-axis) Vs. Measurement 1, Measurement 2 and Measurement 3 (y-axis).For annual evaluation, the annual cumulative figures for the three measurements are considered.
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This will be represented as a bar chart.
b) Individual Geo
This will be generated on an annual basis. This will consist of a graphical representation of Month
(x-axis) Vs. Measurement 1, Measurement 2 and Measurement 3 (y-axis). The annual cumulative
figures for the three measurements are considered for this. This will be represented as a linear
graph.
2.11.2 Productivity Profile
This will be generated on a quarterly and annual basis. This will consist of a graphical representation of
Month (x-axis) Vs. Measurement 5. This will be in the form of a linear graph.
2.12 Verification
Senior Management and SQA representatives review and audit the activities and work products related
to the business acquisition procedure on a periodic and event driven basis. The review results are
recorded in Minutes of Meeting document [PA-AQS-T-MOM]. The audit results are documented as part
of the SQA report.
2.13 Quality records and procedure output
Serial
Number
Document Name AQS Document Number
1. Business Acquisition Intimation Form PA-AQS-F-BAIF
2. Exception Report PA-AQS-F-EXR
3. Minutes of Meeting PA-AQS-F-MOM
4. Deal Review Checklist PA-AQS-C-DRC
5. Bid Profile Document PA-AQS-D-BFD
6. Standard Effort Estimate Matrix PA-AQS-S-SEE
2.14 Applicable tools
None
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3 Process Flow
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ReviewProposal
SubmitProposal
CloseRFP
DefineTechnical
Solution
Estimate
ESRR
Prepare Technical Proposal
Consolidate
Proposal
QualifyRFP
IdentifyRFPBoundary
(5%) (15%)
(20%) (30%)
Prepare
Commercial
Proposal
(50%)
(10%) (15%)(5%)
RequestForProposal(RFP)
Proposal
Package(PP)
ReviewProposalReviewProposal
SubmitProposalSubmitProposal
CloseRFPCloseRFP
DefineTechnical
Solution
Estimate
ESRR
Prepare Technical Proposal
DefineTechnical
Solution
Estimate
ESRR
DefineTechnical
Solution
DefineTechnical
Solution
Estimate
ESRR
Estimate
ESRR
Prepare Technical Proposal
Consolidate
Proposal
QualifyRFP
IdentifyRFPBoundary
(5%) (15%)
QualifyRFP
IdentifyRFPP
Boundary
Prepare
Commercial
Proposal
RequestForProposal
(RFP)
Proposal
Package(PP)