Improve Win Rates and Capture Improve Win Rates and Capture RatiosRatios

“Benchmarks in World-Class Proposal Writing Capability”“Benchmarks in World-Class Proposal Writing Capability”

® Capability Maturity Model, CMM, and CMMI are registered in the U.S Patent and Trademark Office by Carnegie Mellon University

Introductions

© 2008 SpringCM Inc. All right reserved. 2

BD InstituteBD InstituteHoward Nutt, Executive Director

The BD-Institute is a non-profit organization, dedicated to promoting BD excellence through the BD-CMM. We provide direct support and services to organizations that use BD-CMM as their framework, path, and guide for managing and improving business development results

Privia by SpringCMPrivia by SpringCMAshok Sankar, Sr. Director, Product Management

Privia is the leading bid, capture and proposal management solution that improves top-line revenues through increased win rates and team productivity by streamlining the competitive procurement process – from opportunity identification to proposal delivery.

Agenda

Overview of Benchmark Study

Best Practices in Use of Automation

Implied Criteria for Selecting an Automation Solution

Summary and Questions

Entire research report available for

purchase at www.bd-institute.org

Motivations for the Study

Validate the state-of-the-art in proposal writing capability

Improve the efficiency and effectiveness across all types of proposal writing activities

Establish an end-state for world class proposal writing capability

Share results industry-wide

Study sponsored by:BAE Systems Electronics and Integrated SolutionsNashua, NH

Participants by Industry

Participants by Annual Revenue

Participants by BD-CMM Level

Benchmarks come from high maturity companies.

Benchmarks come from high maturity companies.

Summary of Benchmarks

182 best practices benchmarked across five areasProposal Steps, 51

Proposal Automation, 35

Organizational Constructs, 24

Training, 22

Other Factors, 50

32 companies screened, 23 studied

Top-10 Benchmark Practices

1. BD process guides- Seen as essential for predictable results

2. Proposal plans- Substantiated as way to optimize B&P expenditures

3. Storyboards in pre-proposal planning- Found to ensure that strategies and themes are effectively

communicated and used

4. Collaborative environments- Determined that success depends on commitment to tool and how it is

managed within the process

5. Active strategies for knowledge management- Viewed as best way to maximize value of intellectual

property and give teams a head start

Top-10 Benchmark Practices

6. Professional writers- Seen as best way to ensure that winning messages are effectively

communicated

7. Corporate branding- Found to be relevant in substantiating value of customer offering

8. Appropriate and timely staffing- Linked to team efficiency and success

9. Facilities aligned with process- Determined that effective virtual environment for BD is dependent on

broader Corporate commitment to virtual work environment

10. Coherent training strategy- Validated that “best” training is multi-layered and aligned with process

roles

Agenda

Overview of Benchmark Study

Best Practices in Use of Automation

Implied Criteria for Selecting an Automation Solution

Summary and Questions

Collaborative Environments

A variety of significant tools used for collaboration on bid responses

Successful execution was not specific to the technology or brand used

Highly dependent on how organizations institutionalized the tool

Use of secondary tools that integrate well

Knowledge Management Systems

Range from repositories of past bid responses to actively managed content libraries

Degree of sophistication selected based on the anticipated need for content reuse

Use of a knowledge management staff that provides a competitive advantage

Large organizations – dedicated content management team that comprises 5 percent to 15 percent of the proposal staff

Small organizations –part-time responsibility assigned and supported

Data and Art Repositories

Searchable repository for artwork as a key part of an overall knowledge reuse strategy

“Action captions” associated with artwork either as part of the individual file or, better still, in a separate, associated entry

Unique tracking number associated with each graphic

Branding and image reinforced with graphic repositories maintained by corporate media groups

Consistency, quality and conformance to corporate media guidelines ensured by graphics style guide

Symbol library of often-used graphic elements maintained for incorporation into actual graphics

Document Layout and Assembly

Ease of real-time production of drafts and review copies at any stage identified as significant advantage

Document layout and assembly facilitated through version control and configuration management

Formal configuration management techniques for proposals

Process incorporated into automation strategy and tools

Agenda

Overview of Benchmark Study

Best Practices in Use of Automation

Implied Criteria for Selecting an Automation Solution

Summary and Questions

Key Automation Criteria

Ease of use

Security and access control for employees, competitive divisions, subcontractors, and partners

Appropriate support for subcontractors and partner access essential

Version control and retention

Integration with a knowledge management systems

Process ManagementRecord responsibilities

Track status of response elements and milestones

Distribute notifications

Manage intervention

Distribute team information

Track action items

Support workflows

Key Automation Criteria (cont’d)

Enhanced communications for the response teamContact lists, messaging, etc.

Availability of project specific reference library

Ability to support storyboards and structured writing templates

Collaborative spaces for project teams, review teams, and various SME teams

Repository for necessary tools and templates

Ability to easily generate real time copies for management and color teams reviews

Agenda

Overview of Benchmark Study

Best Practices in Use of Automation

Implied Criteria for Selecting an Automation Solution

Summary and Questions

How to Use the Results

Understand the current state of proposal writing capabilities

Compare internal operation with “ideal state” benchmarks

Class “B” BD-CMM Appraisal

Identify alignment and gaps

Develop appropriate action plansCommitment to improvement

Invest and train as appropriate

Align metrics

Privia Solution

© 2008 SpringCM Inc. All right reserved.21

Management Tools•Opportunity Status•Dashboard Visibility•Exception Management

Content Reuse and Repeatability•Secure Consolidated Proposal Repository•Secure Artifact Library

• Resumes• Past Performance

•Opportunity Tracking and Reporting

PriviaWorkflow

Standardization and QualityBest Practices Process•Capture Phase Solution Development•Proposal Development•Task Order ManagementCustomized to Your Business

Task Orders

Proposal Opportunities

Change Orders

Privia by SpringCM

© 2008 SpringCM Inc. All right reserved. 22

CollaborationNotificationsIM / PresenceE-Mail

CollaborationNotificationsIM / PresenceE-Mail

Document ManagementVersion ControlSecurityCollaborative Review

Document ManagementVersion ControlSecurityCollaborative Review

Tracking and Reporting

Opportunity StatusDashboards

Ad-Hoc

Tracking and Reporting

Opportunity StatusDashboards

Ad-Hoc

Process Management

Time ConstrainedCustomizable

Process Management

Time ConstrainedCustomizable

• Central repository promoting content reuse & sophisticated search

• Security and access control

• Integration with opportunity sources

• Version control and configuration management

• Process Management

• Enhanced communications

• Virtual collaboration and reviews

• Status & milestone tracking

Best Practices To Meet New Challenges

© 2008 SpringCM Inc. All right reserved. 23

© 2004-2007 Business Development Institute International. All Rights Reserved.

Standardize Processes

Concurrent Activity

Organizational Integration

Virtualization

2424

Privia Customers

Privia® is used by over 10,000 business capture and proposal development Privia® is used by over 10,000 business capture and proposal development professionals and executives in the government contracting market.professionals and executives in the government contracting market.

Customer Proof-points

© 2008 SpringCM Inc. All right reserved.

25

Contact Information

Business Development Institute InternationalHoward Nutt, Executive Director

hwnutt@bd-institute.org

+1-602-502-5100

Business Development Institute International

www.bd-institute.org

“Benchmarks in World Class Proposal Writing Capability” orders

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• Privia by SpringCMwww.springcm.com

Email: sales@springcm.com

Phone: +1-877-362-7273

In Closing…

THANK YOU!