APMP®

Accreditation Programme
Choosing the Right Opportunities
Session 2: Proposal Process
Management

© APMP 2005 and Bid to Win Ltd 2010 Version: 0v9

 Proposal Process Management
Choosing the right opportunities Establishing Requirements Developing Strategy

Opportunity Qualification
Proposal Process Management
Review Management

Managing Time, Cost and

Planning the Proposal Phase Communicating your Plan
Quality

Learning from Experience

Understanding the key elements of a

good proposal development process
Syllabus Requirement
Learning objectives for Proposal
Process Management:

To recognise the key elements of a

good proposal development process

To develop an understanding of the

essential reviews

Proposal Guide 187

Syllabus Requirement
Key Elements of a Good
Proposal Development Process

A good process should be:

• Scalable – size and type
• Flexible – size and type
• Repeatable – size and type
• Documented

A good process should have

• an owner
• training available to inform, support and re-enforce
• document based reviews - to control and add value
• Milestones - with verifiable inputs and outputs
 The process should be documented...
Opportunity Capture Proposal Proposal Post
Handover
Assessment Planning Planning Preparation Submittal

Pursuit Decision Prelim. Bid BID Decision Submit Offer Approve Deal Close

Proposal Guide 189

5
 The process should have an owner
...and clear process steps
Opportunity Proposal Proposal Post
Capture Handover
Assessment Planning Preparation Submittal

Pursuit Decision Prelim. Bid BID Decision Submit Offer Approve Deal Close
Direct Strategic Direction and Bid Decisions
Qualify

Manage

Deliver

Proposal Guide 189

6
 The process should have an owner
...and clear process steps
Opportunity Proposal Proposal Post
Capture Handover
Assessment Planning Preparation Submittal

Pursuit Decision Prelim. Bid BID Decision Submit Offer Approve Deal Close
Direct Strategic Direction and Bid Decisions
Qualify
Develop Develop Develop Present & Learn
Strategy Solution Proposal Negotiate Lessons
Manage Proposal Management and Reviews

Deliver

Proposal Guide 189

7
 The process should have an owner
...and clear process steps
Opportunity Proposal Proposal Post
Capture Handover
Assessment Planning Preparation Submittal

Pursuit Decision Prelim. Bid BID Decision Submit Offer Approve Deal Close
Direct Strategic Direction and Bid Decisions
Qualify
Develop Develop Develop Present & Learn
Strategy Solution Proposal Negotiate Lessons
Manage Proposal Management and Reviews

Deliver Create Proposal Content

Proposal Guide 189

8
 It should be based on documented
reviews and decisions
Opportunity Proposal Proposal Post
Capture Handover
Assessment Planning Preparation Submittal

Pursuit Decision Prelim. Bid BID Decision Submit Offer Approve Deal Close
Direct Strategic Direction and Bid Decisions
Qualify
Develop Develop Develop Present & Learn
Strategy Solution Proposal Negotiate Lessons
Manage Proposal Management and Reviews

Deliver Create Proposal Content

Outputs/Products/Results
Pursuit Program
Capture Plan Proposal Plan Storyboards Closure Plan
Recommendation Transition Plan
Opportunity /
Sales Presentation Writers Packages Red Team Draft Oral Presentation
Lead Description
Bid Draft Executive
Business Case Final Offer
Recommendation Summary

Final Proposal Lessons Learned

Proposal Guide 189

9
 The process should be scalable...
Pursuit Decision Preliminary Bid. BID Decision Submit Bid Approve Deal Close

Opportunity Proposal Proposal

Capture Win Case Handover
Assessment Planning Preparation

Business Win /Loss

Size Develop Submit Offer
as Usual Handover &
Task Proposal & Win Case
Close

Small Bids

Typical Bids

Large
Bids

Outputs
Submitted
Proposal
Negotiated
Contract
 The process should be flexible ...
Pursuit Decision Preliminary Bid. BID Decision Submit Bid Approve Deal Close

Opportunity Proposal Proposal

Capture Win Case Handover
Assessment Planning Preparation

Business Win /Loss

Size Develop Submit Offer
as Usual Handover &
Task Proposal & Win Case
Close
Win /Loss
Initiation Develop Submit Offer
Small Bids Handover &
& Planning Proposal & Win Case
Close

Typical Bids

Large
Bids

Outputs
Outline Business Win Strategy / Submitted
Lessons Learned
Case Project Approach Proposal
Initial Solution & Negotiated
Project Brief Contract
Price to Win
 … repeatable by size and type
Pursuit Decision Preliminary Bid. BID Decision Submit Bid Approve Deal Close

Opportunity Proposal Proposal

Capture Win Case Handover
Assessment Planning Preparation

Business Win /Loss

Size Develop Submit Offer
as Usual Handover &
Task Proposal & Win Case
Close
Win /Loss
Initiation Develop Submit Offer
Small Bids Handover &
& Planning Proposal & Win Case
Close
Win /Loss
Develop Sub- Win
Typical Bids Initiation Planning mit Case
Handover &
Proposal
Close
Large
Bids

Outputs
Outline Business Win Strategy / Proposal Detailed Business Submitted
Lessons Learned
Case Project Approach Strategy Case Proposal
Initial Solution & Proposal Stage Proposal Final Negotiated
Project Brief Plan Draft Contract
Price to Win
 ... adjustable to time available
Pursuit Decision Preliminary Bid. BID Decision Submit Bid Approve Deal Close

Opportunity Proposal Proposal

Capture Win Case Handover
Assessment Planning Preparation

Business Win /Loss

Size Develop Submit Offer
as Usual Handover &
Task Proposal & Win Case
Close
Win /Loss
Initiation Develop Submit Offer
Small Bids Handover &
& Planning Proposal & Win Case
Close
Win /Loss
Initiation & Develop Develop Sub- Win
Typical Bids mit Case
Handover &
Planning Solution Proposal
Close
Large Win /Loss
Develop Develop

BAFO
Sub-

sent
Pre-
mit
Bids Initiation Planning Handover &
Solution Proposal
Close
Outputs
Outline Business Win Strategy / Proposal Detailed Business Submitted
Lessons Learned
Case Project Approach Strategy Case Proposal
Initial Solution & Proposal Stage Proposal Final Negotiated Benefits
Project Brief Plan Draft Contract Realisation Plan
Price to Win
So Remember: Key Elements of a Good
Proposal Development Process

A good process should be:

• Scalable – size and type
• Flexible – size and type
• Repeatable – size and type
• Documented

A good process should have

• an owner
• training available to inform, support and re-enforce
• document based reviews - to control and add value
• Milestones - with verifiable inputs and outputs
Learning objectives for the
Review Management topic

understand common proposal reviews

assemble appropriate information for

reviews

manage time to allow reviews and

proposal amendment

Choosing the right opportunities

Syllabus Requirement
 Proposal Process Reviews

Blue Team Win Strategy

Black Team Competitive Review
Pink Team Storyboard Review
Red Team Final Proposal Review
Gold Team Business Review / Approval
White Team Lessons Learned

16
 Common Proposal Reviews
Opportunity Proposal Proposal Post
Capture Handover
Assessment Planning Preparation Submittal

Pursuit Decision Prelim. Bid BID Decision Submit Offer Approve Deal Close

Proposal Timeline

Proposal Guide 222

 Common Proposal Reviews
Opportunity Proposal Proposal Post
Capture Handover
Assessment Planning Preparation Submittal

Pursuit Decision Prelim. Bid BID Decision Submit Offer Approve Deal Close

Proposal Timeline
Win
Strategy
Blue Team

Proposal Guide 222

 Common Proposal Reviews
Opportunity Proposal Proposal Post
Capture Handover
Assessment Planning Preparation Submittal

Pursuit Decision Prelim. Bid BID Decision Submit Offer Approve Deal Close

Proposal Timeline
Win
Strategy
Blue Team

Competitor
Strategy
Black Hat

Proposal Guide 222

 Common Proposal Reviews
Opportunity Proposal Proposal Post
Capture Handover
Assessment Planning Preparation Submittal

Pursuit Decision Prelim. Bid BID Decision Submit Offer Approve Deal Close

Proposal Timeline
Win Proposal Strategy
Strategy or Storyboard
Blue Team Pink Team

Competitor
Strategy
Black Hat

Proposal Guide 222

 Common Proposal Reviews
Opportunity Proposal Proposal Post
Capture Handover
Assessment Planning Preparation Submittal

Pursuit Decision Prelim. Bid BID Decision Submit Offer Approve Deal Close

Proposal Timeline
Win Proposal Strategy Final
Strategy or Storyboard Document
Blue Team Pink Team Red Team

Competitor
Strategy
Black Hat

Proposal Guide 222

 Common Proposal Reviews
Opportunity Proposal Proposal Post
Capture Handover
Assessment Planning Preparation Submittal

Pursuit Decision Prelim. Bid BID Decision Submit Offer Approve Deal Close

Proposal Timeline
Win Proposal Strategy Final
Strategy or Storyboard Document
Blue Team Pink Team Red Team

Competitor Business
Strategy Case
Black Hat Gold Team

Proposal Guide 222

 Common Proposal Reviews
Opportunity Proposal Proposal Post
Capture Handover
Assessment Planning Preparation Submittal

Pursuit Decision Prelim. Bid BID Decision Submit Offer Approve Deal Close

Proposal Timeline
Win Proposal Strategy Final Lessons
Strategy or Storyboard Document Learnt
Blue Team Pink Team Red Team White Team

Competitor Business
Strategy Case
Black Hat Gold Team

Proposal Guide 222

 Information Required for Reviews
• Win Strategy (Blue Team)
– Completed Sales, Opportunity
and Capture Plans
– Draft Proposal Delivery Plan
• Competitor Strategy
(Black Hat Thinking)
– Opportunity information
– Competitor information
• Proposal Strategy or
Storyboard (Pink Team)
– Proposal Outline and/or
Storyboards
Pursuit Decision
• Final Document (Red Team)
– Copy of customer request for
proposal
– Working papers
– Win strategy papers
– Final draft of complete
proposal
• Business Case (Gold Team)
– Internal approval forms
• Lessons Learned
(White Team)
– Internal feedback
– Customer feedback
 Information Required for Reviews
• Win Strategy (Blue Team)
– Completed Sales, Opportunity
and Capture Plans
– Draft Proposal Delivery Plan
• Competitor Strategy
(Black Hat Thinking)
– Opportunity information
– Competitor information
• Proposal Strategy or
Storyboard (Pink Team)
– Proposal Outline and/or
Storyboards
Pursuit Decision Prelim. Bid
• Final Document (Red Team)
– Copy of customer request for
proposal
– Working papers
– Win strategy papers
– Final draft of complete
proposal
• Business Case (Gold Team)
– Internal approval forms
• Lessons Learned
(White Team)
– Internal feedback
– Customer feedback
 Information Required for Reviews
• Win Strategy (Blue Team)
– Completed Sales, Opportunity
and Capture Plans
– Draft Proposal Delivery Plan
• Competitor Strategy
(Black Hat Thinking)
– Opportunity information
– Competitor information
• Proposal Strategy or
Storyboard (Pink Team)
– Proposal Outline and/or
Storyboards
Pursuit Decision Prelim. Bid BID Decision
• Final Document (Red Team)
– Copy of customer request for
proposal
– Working papers
– Win strategy papers
– Final draft of complete
proposal
• Business Case (Gold Team)
– Internal approval forms
• Lessons Learned
(White Team)
– Internal feedback
– Customer feedback
 Information Required for Reviews
• Win Strategy (Blue Team) • Final Document (Red Team)
– Completed Sales, – Copy of customer request for
Opportunity and Capture proposal
Plans – Working papers
– Draft Proposal Delivery Plan – Win strategy papers
– Final draft of complete
• Competitor Strategy proposal
(Black Hat Thinking) • Business Case (Gold Team)
– Opportunity information – Internal approval forms
– Competitor information • Lessons Learned
• Proposal Strategy or (White Team)
Storyboard (Pink Team) – Internal feedback
– Proposal Outline and/or – Customer feedback
Storyboards

Pursuit Decision Prelim. Bid BID Decision Submit Offer

 Information Required for Reviews
• Win Strategy (Blue Team)
– Completed Sales, Opportunity
and Capture Plans
– Draft Proposal Delivery Plan
• Competitor Strategy
(Black Hat Thinking)
– Opportunity information
– Competitor information
• Proposal Strategy or
Storyboard (Pink Team)
– Proposal Outline and/or
Storyboards
Pursuit Decision Prelim. Bid BID Decision
• Final Document (Red Team)
– Copy of customer request for
proposal
– Working papers
– Win strategy papers
– Final draft of complete
proposal
• Business Case (Gold Team)
– Internal approval forms
• Lessons Learned
(White Team)
– Internal feedback
– Customer feedback
Submit Offer Approve Deal
 Information Required for Reviews
• Win Strategy (Blue Team) • Final Document (Red Team)
– Completed Sales, Opportunity – Copy of customer request for
and Capture Plans proposal
– Draft Proposal Delivery Plan – Working papers
• Competitor Strategy – Win strategy papers
– Final draft of complete
(Black Hat Thinking) proposal
– Opportunity information • Business Case (Gold Team)
– Competitor information – Internal approval forms
• Proposal Strategy or • Lessons Learned
Storyboard (Pink Team) (White Team)
– Proposal Outline and/or – Internal feedback
Storyboards – Customer feedback
Pursuit Decision Prelim. Bid BID Decision Submit Offer Approve Deal Close
Guidance for Managing Reviews

Proposal Guide 222

Quick Quiz Question:
Which is NOT an attribute of a good process?

a. Aligns with the prospect’s buying cycle

b. Having different processes for different prospects

c. Scalable

d. Uses document reviews at each milestone

Please select your answer in the Polling panel.

How did you do?
A good process should be:
What would NOT be a good
attribute of a good process, is
• scalable – size and type
something that means EVERY
• flexible – size and type
different type of bid should handled
• repeatable – size and type
differently.
• documented

A good process should have:

• an owner
• training available to inform, support and re-enforce
• document based reviews - to control and add value
• Milestones - with verifiable inputs and outputs
Quick Quiz Question: What is the decision
made after Opportunity Assessment
a. The Pursuit Decision

b. Decision to Submit the Proposal

c. Validated Bid Decision

d. Acquire Vendor

Please select your answer in the Polling panel.

Let’s see how we answered

a. The Pursuit Decision is made after reviewing the opportunity assessment.

b. The Decision to Submit the Proposal is made as a result of the business approval or
Gold Team review.

c. The Validated Bid Decision is made at the end of the Proposal Planning process.

d. The decision to Acquire a Vendor is not part of the Proposal Process.

Syllabus Requirement
Preparing for the eTorial
Instructions for Process Management
Exercise:
• Review the Process topic in the Proposal Guide,
P187-193
• Refer to the ManCo case study and Figure 2 on
Page 189 of the Proposal Guide. Where are ManCo
in their buying process?
• If you were bidding products to ManCo what bid
activities would you be engaged in?
• Place your work in the Class Space.