Tag Archive for Lohfeld

Lohfeld WinCenter(TM) – integrated Capture and Proposal Management software for Federal Contractors

Bringing the best together.

Yesterday, we announced our partnership with Lohfeld Consulting Group and the new Lohfeld WinCenter(TM) software product.  WinCenter provides Federal Government Contractors (GovCon) with an integrated system to manage opportunities across the capture and proposal life-cycle.  It is integrated in a number of ways.  In this article, I’ll talk about the integration of process and technology and how it came together.  And, I’ll provide you with other resources.

As you all know, CorasWorks provides its own CorasWorks Capture and Proposal Management solution as part of its Federal Government Contractor solution set.  Over the last year, we have supported customers that were using CorasWorks on SharePoint and that also had adopted a Lohfeld based capture and proposal methodology (or similar model such as Shipley).  We started embedding their process into our solution during implementations.  It was kind of a “Reese’s Peanut Butter Cup moment”.  You take the process methodology, best practices, artifacts, guidance etc. and embed it in the software and automate the work.  The result is a system that works the way C&P professionals think about their work, that automates their work, that literally guides them through the process and the activities, and that provides exceptional visibility across the full life-cycle for all participants.

You’d think that this would already be a no brainer.  But, there is a big chasm between consultants/professionals that have the deep process knowledge and the software vendors providing the tools.  So, normally that great process is in people’s heads, on the wall, in 300 page manuals, and in some documents somewhere and users have to figure out how to use various tools to do different parts of the work. The potential productivity and effectiveness just gets lost.

So, working together, we’ve developed WinCenter.  It combines the standardized best practices of the industry for the Capture & Proposal process with the power of the CorasWorks work management platform on SharePoint.  It is an enhanced version of our Capture and Proposal Management solution.  Its seamless integration of all aspects of the process sets a new bar to drive productivity and win effectiveness.  It is available from Lohfeld and from CorasWorks.  And, it is designed to be very customizable to fit your particular modified C&P process and way of working.

I’ll leave the product details to the following resources and future articles and information.  Here are some resources to get you going:

william

Using software to improve your capture competitiveness in 2014

execs-at-the-starting-line

Next week the 2014 Federal Government Contractor race begins.  The competitive landscape will just get more intense.  Last week, Bob Lohfeld, CEO of Lohfeld Consulting Group, wrote the article 2014 realities force companies to change tactics in Washington Technology.  They surveyed 300 Federal Contractors to assess where they are today in their capture process and where they plan to invest in 2014 to improve their capture competitiveness.  The article tells you why change is needed by most and what most intend to change.  In this article I address the how – as in how you can actually get to where you need to be and beyond.  I explain how software, the new generation of Work Management systems represented by CorasWorks, can be a differentiator in this increasingly competitive marketplace.

First, a few key takeaways from the Lohfeld article:

  • Only 22% of the 300 companies surveyed felt that they had a competitive capture process that was a) defined, b) repeatable, and c) well-managed.
  • 49% of the survey respondents planned to invest to improve their capture process.
  • Another 24% believe they need to improve pricing methods and 22% need improvement in the quality of their proposals.

In summary, most Federal Contractors have a lot of room to improve the effectiveness of their capture process, capture analytics, and pricing approaches to be at a top competitive level.  It starts by defining your process, including the phases, activities, methods, and decision making approaches.  But, to be competitive in 2014 you have to ensure that you not only have a process but ensure it is standardized across your company, is repeatable, is flexible enough to tailor as things change, is measurable, and provides good management visibility to enable educated decision-making. Translating this defined approach into software systems that drive the process and support its management will accomplish this. The new generation of Work Management systems like CorasWorks makes this practical and raises the bar.  The mix of people, process, and technology as applied to the capture function of Federal Contractors is in a big state of transformation.

Let’s look at where most competitors are in terms of their systems to support their capture process…

The Situation

Based upon my many discussions with Federal Government Contractors, here is what I would define as the norm for mid-size to larger organizations:

  • They have a commercial CRM/Opportunity Management system.  The most common are Deltek GovWin CRM, Microsoft CRM, Salesforce and Oracle Siebel.  For small businesses, Zoho CRM is up-and-coming.
  • They have a “modern” document management (DM) system.  They are off file shares.  The most common are SharePoint, Documentum, eRoom, and Alfresco. I estimate that half are using SharePoint as their primary DM system.
  • The majority use their DM system to manage Proposal Development, basically to store documents.  Each proposal is usually siloed.  A smaller portion also have a commercial, proprietary Proposal Automation system such as Privia or VPC.
  • Reporting is all over the map, pulling from different systems.

Limitations of the Status Quo

The current status quo noted above is limiting and constraining.  Here are the realities of this situation:

  • Siloed, mostly proprietary systems – the core systems noted above are greatly siloed.  The systems aren’t usually connected.  Even within systems, like the DM systems, the information is in silos. In addition, within the same organizations they often have different systems or instances of the system for the same purpose. The glue for capture activity is ad hoc email, excel, and navigation links. It is everything except a unified, manageable system to support a defined capture process.
  • The process is not embedded in the software – if they have a defined process it is usually on the whiteboard, in a 100+ page manual, and, in people’s heads.  At best, they might have broken the activities of the process into sections stored as documents or web page narratives. The capture process, the activities, the work to be done is not “instantiated” in a software system that structures the process, captures the activity, drives the results, and measures progress.
  • No Phase-Gate based process system – the religion of capture is by definition a Phase-Gate based process. The best processes have systems to track the activities and automate the work. Yet, most organizations don’t have a process-based system to use for capture. Instead, they tend to leverage CRM databases or document management to do parts of the work. Then, to address process needs they do a great deal of manual work.  They simply lack a process-based system.
  • Lack of Work Automation – the day-to-day work is still incredibly manual vs. automated which results in lost productivity and inconsistencies in results.
  • Little Real time Visibility – given the above, the real-time visibility of executives, managers, and contributors into capture is limited. In most cases organizations invest a great amount of effort to manually put information together for gate reviews, executive reviews, and briefings, often repeatedly “repackaging” the same data (hosted in myriad documents) into templates or formats du jour—an unbelievable waste of time.
  • Advanced Management Tools are missing – capture process analytics, portfolio optimization, real-time reporting, capture M&S/B&P burn-down, resource allocation management – largely doesn’t exist. The core data for capture activity isn’t captured in a way to drive these management capabilities.

If the above sounds a bit like where you are, that is okay because 60-70% of your competitors are also in that place. The question is how to do better.

How to Get Ahead of the Pack

The design of software systems has greatly changed over the last 5 years to accommodate collaborative processes such as capture. We provide software, particularly Work Management software that, when combined with good capture process definition, will get you ahead of the pack. Our approach is simply different than the databases, document management systems and proprietary applications of the past.  Here are the core elements…

  • Purpose Built, Off-the-Shelf Solution – We put the capture process front and center. We have a purpose-built, off-the-shelf base solution called CorasWorks Capture and Proposal Management. It is built specially to address the full life-cycle of capture. This provides an out-of-the-box integrated system. It brings all of the core parts of the capture process together.  But it is— by design—just the start.
  • Phase-Gate Based Process System – Our solution is designed from the ground-up to support the full capture life-cycle. This means that at its core it is designed to support a collaborative Phase-Gate based process and to automate and track the capture activity. Our design gives you the foundation for your process.
  • Unique Flexibility - Our solution is built using the CorasWorks Work Management platform which runs on Microsoft SharePoint. This platform approach makes the solution open (vs. proprietary) and uniquely flexible. Thus, organizations are able to easily embed their defined process, their language, their data to capture, and their activities into the system. In fact, it is so open, flexible, and non-proprietary that our customers are able to customize it and enhance it on their own, and even, create new features and completely separate applications that support the capture process. As a result, organizations are able to create a capture system that is a competitive differentiator.
  • On and Within SharePoint – As above, our solution and our platform runs on SharePoint which we use for data, security and administration. If you already own SharePoint, then we leverage your existing investment and skills and lower your costs. In addition, it means that it is a native part of your existing work environment on SharePoint and can natively connect to and interact with other existing information and applications.
  • Work Automation Drives Consistency and Analytics – With the above, a great deal of the work becomes automated. By automating the user actions and activities based upon your defined process, the work is done more efficiently, in a consistent way, and you are then empowered to have real-time visibility, reporting, and analytics.
  • The Glue for Capture – Our Work Management platform contains a comprehensive integration framework to integrate with external systems such as your CRM, HR, ERP, Contracts and Program and Project Management systems. This puts your CorasWorks based Capture system in the middle of the activity serving as the glue to bring it all together. For instance, many Federal Contractors leverage Deltek products.  A common integration for capture processes is with Deltek GovWin IQ and GovWin Capture Management (their CRM, read a case study of this in Leveraging CorasWorks to integrate Deltek GovWin CRM with SharePoint-based Capture and Proposal system).

Quick ROI and Continuous Improvement

There are two practical benefits to adopting a CorasWorks-powered approach for capture: Quick ROI and Continuous Improvement.

The pricing and cost of our software and solutions is incremental so you have a low cost to start. You can also get up and running very quickly, usually faster than proprietary systems and way faster than custom development.  And, the flexibility of our software allows you to decide where and when you want to address needs.  The result is a Quick ROI from the start.

In addition, in the past, when you had to buy proprietary software or invest to custom develop it, you were locked in. Improvement was too hard and costly. Where CorasWorks really excels is empowering you to continuously improve your process (now instantiated via software) and the results you get. The unique flexibility of CorasWorks means that you can have it your way to start, learn, then easily and cost-effectively change the software to get better.

People, process, technology – have the right mix and you’ll be on top.

william

Leveraging CorasWorks to integrate Deltek GovWin CRM with SharePoint-based Capture and Proposal system

  A common scenario is to use CorasWorks to integrate work management on SharePoint with external CRM (customer relationship management) systems.  In this article I’ll review how one customer did this to integrate their Capture and Proposal Management system with Deltek GovWin CRM (a popular CRM for Federal Government Contractors).  I’ll also give an example of how you can go beyond just integration and use work automation to get more work done, more easily and more consistently.

The Situation

Our customer is a $200M Federal Contractor.  They use CorasWorks for their Intranet and many of their work management applications.  They are using Deltek GovWin CRM as their CRM.  They had created a Capture and Proposal Management system using the Lohfeld Consulting Group’s Capture Command Center solution and methodology on SharePoint 2010. So, you had CorasWorks in the middle, the Lohfeld solution running in a siloed area of SharePoint, and, the CRM system running in its silo elsewhere within the enterprise.

They wanted to eliminate the silos and make work more efficient and consistent.  They wanted one seamless work environment.

The Solution

They started by upgrading the Lohfeld solution using CorasWorks to enhance the UI and automate the work.  Viola, one seamless work environment using CorasWorks on SharePoint.  Then, they turned to the integration of the Capture and Proposal Management solution and their CRM system.

The schematic below shows how the resulting system lays out.

image

In addition to the end user work management features, the CorasWorks platform comes with robust integration middleware.  This part of the platform allows you to integrate CorasWorks-based work management solutions with just about any external system – database, web service, cloud service or app.  CorasWorks supports two-way integration.  It is also all done via configuration, without requiring custom compiled code.

In this situation, they decided to use the CorasWorks capability in a one way scenario.  Within the enhanced Lohfeld Capture Command Center they created a virtual directory of opportunities.  When users come in they see all of the opportunities organized by their capture stages.  If they are in a specific business group then they see only the opportunities for that business group.  The virtual directory information is coming from the CRM system yet surfaced within the SharePoint environment and in the context of the user.  The user can then drill down into the working proposal site or into the CRM record.

The Result

This simple solution goes a long way to eliminating the silos and seams of the system.  The benefits are as follows:

  • The users have a structured way to see the opportunities and drill down into where they need to do the work.
  • The CRM remains the “source of truth” about the opportunity data.
  • They eliminate the seams and any need for duplicate work.
  • The virtual opportunity directory is dynamically updated in real time.
  • It is context sensitive so that users will see what they should see based upon their business group.

Getting Better: Let CorasWorks Do More of the Work

Now, this is a great beginning.  But, they can do better by allowing CorasWorks to do more work for the users.  This customer uses CorasWorks Actions to automate work within Capture and Proposal.  They could extend this use to also have CorasWorks automatically update the CRM system for key changes – two way integration.

Let’s imagine that an opportunity is in the Pre-Proposal stage.  The RFP is now released and you need to do some things and move it into the Proposal Development stage.  The user would run a CorasWorks Action and it would do the following:

  • capture a few fields of information about the RFP in a single task specific form
  • update information in SharePoint
  • move the opportunity from Pre-Proposal to Proposal Development
  • update the corresponding fields in Deltek GovWin CRM
  • log the action for tracking and reporting in the work management system
  • send emails out to the Proposal Team, Capture Owner, BD Owner, and business unit manager
  • spawn a couple of pre-defined tasks to kick off the Proposal Development effort such as scheduling a Gate Review, Color Review, Kick Off Meeting, or, task to develop a Compliance Checklist

All of these activities are done by CorasWorks with just one action by the user.  Clearly it would increase the user’s productivity by eliminating work.  It also means that the user doesn’t have to leave SharePoint to go over to the CRM and do data entry.  Accordingly, it insures that all of these pre-defined important items get done – fully and correctly.  Once instructed, CorasWorks doesn’t forget what needs to be done or get distracted.  It just gets it done.

The organization gets the same seamless result as they did before, and, they also get the productivity benefits and consistency of CorasWorks work automation. 

william