Getting to a Competitive Capture and Proposal Management system on SharePoint

We just published a case study about an implementation of our new Capture and Proposal Management v2.1 solution for a $30m revenue, 200 person, Federal Government Contractor who is graduating out of small business into the free and open market.  The driver is their need to get up to a full and open competitive level.  They wanted the next generation solution (vs. legacy proposal management solutions), they wanted it their way, they didn’t want to spend a lot for it, and, they wanted control over their future.

The case study gives you the general overview of the situation, the solution and the results.  It is a great story.  I recommend that you read it before reading this article.  Here, I’ll take a different perspective and drill into the details of the implementation that made it successful.

The reason that I am writing this article is that I believe that a Capture and Proposal Management solution is one of those types of solutions that require a strong dose of mind-melding of people.  It involves process at a high level and very detailed task activities.  You don’t just install the software.  You need a good implementation methodology and the right people to be really successful.  In addition, this article will point out the importance of the flexibility of CorasWorks software when it comes to this solution – it makes a big difference to the customers long term success.

As written in the case study this was a five week implementation.  That means that it happened over 5 weeks.  However, the budget included just 5 days of CorasWorks Professional Services.  And, we stuck to the budget.  This is impressive given that this was a soup to nuts implementation including a completely new SharePoint infrastructure and migration of 300 proposals from file shares and Alfresco into the SharePoint environment along with a very custom solution and a lot of empowerment training.

Getting it Right, Getting it Done

So, how did we all manage to get a comprehensive, very customized, rather large, fully integrated, Capture and Proposal Management system, up and running with trained, empowered business users from scratch with 5 days of our services?  Here are some of the elements that made it successful.

  • In our pre-sales, we showed them different “flavors” of our Capture and Proposal Management solution implementation enabling them to narrow down their approach in advance and be familiar with how it would look and feel and what could be customized.
  • Their IT people were very efficient to spin up the infrastructure in advance based upon our best practices (this was a new SharePoint environment) and then they got out of the way
  • The Business Users drove the solution implementation.  Thus, they knew what they wanted and were motivated to get it right and done quickly.
  • The Business Users came to the kick-off meeting armed with 3 core documents: 1) their modified Shipley 22 step “baseline” Stage-Phase-Step process, 2) a comprehensive information architecture for their system (basically top down all of the features/information to be captured and its logical structure), and 3) key dashboard reports with metrics they manage by.
  • The customer made their core business team available and they were able to commit to multiple weekly sessions to get this done.
  • The project had executive visibility from day one of pre-sales.
  • We stuck to our standard Walkthrough/Workout implementation approach.  Basically, we start by implementing our base solution.  Then, we conduct 1-2 hour sessions where we walk the customer through using the system.  Then, they take control and workout the solution following a prescribed process and we note desired changes.  Many of the changes are made real time.  Then, we work it out again.  This approach moves the custom solution forward very quickly and keeps the business users fully engaged and learning.
  • They were reasonable about where they had to get to because they knew that they were also being empowered to take control, customize the solution and move it forward on their own.
  • They began formal CorasWorks “essentials” training half way through the implementation and by the end they were making the changes and doing the work with us just advising them.
  • We set up a semi-automated migration onramp system and their business users did the rest.

Of the elements above, the most significant is that the core team of business users were directly involved and driving the implementation.  Often, we find that these users are “too busy” to be directly involved.  That is a key mistake.  You need to educate them in advance about the new possibilities with CorasWorks configurable solutions if you want them engaged and want to succeed like this customer.  If they understand what they can get and how the process works, then, they will not be too busy.  It helps to do multiple 1-2 hour sessions so that they can fit the work into their schedules.

End of the Beginning

Yes, the implementation is done.  However, it is really the end of the beginning.  They had what they wanted at the end of 5 weeks.  But, a week later we had our Engagement Review/Lessons Learned session and they had already enhanced and extended the solution quite a bit further.  They are rapidly perfecting and innovating on their own as they do “workouts” with other business teams and teaming partners.  (Yes, the business users are now conducting the workouts and making changes.)  This is really the key to long term success and the value of CorasWorks as a competitive platform for them – they are empowered to innovate.  As a growing and maturing business, over the next couple of years this one solution will go through many phases.  If they had gone with some fixed, legacy, proprietary solution or a native SharePoint approach that required expensive custom IT involvement – they would be stuck.

Instead, they are empowered to compete today and get better over time.

William

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See additional articles for Capture and Proposal Management in this blog.

Visit CorasWorks Capture and Proposal Management for product information.

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