Introduction to ARA’s Proposal Resources

Don Cole

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Project Management

for ARA Engineers and Scientists

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Introduction The proposal stage of a project is important for a

Project Manager since this is where a winning approach is developed.• Customer accepts approach with greatest value of those

proposed.

Development of a Project Plan consists of adapting proposed approach to new conditions• Clarification or change of requirements

Results of negotiations Customer preferences

• Resource availability

In most cases, the Proposal Manager becomes the Project Manager

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Desired Learning Objectives

Introduce Proposal Manager Resources

Understand importance of marketing and proposal effort in developing a Project Plan

Understand how management approach is influenced by:

• Technical Approach

• Staffing

• Risk Assessment

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PM Course Overview PM Responsibilities

• Introduction to ARA Project Managers Handbook• Introduction to ARA Proposal Handbook

Define the Program Structure • Review SOW Scope• Design the Work Breakdown Structure -- Driven by

SOW Design the Team Organization

• Driven by WBS or by Customer (IPT, Contract Rqmts., etc.)

• Driven by size of project or cost Design the Plan and Schedule

• Integrated Master Plan• Integrated Master Schedule

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“A poem begins in delight and ends in wisdom”

Robert Frost (1874 - 1963)

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Importance of Proposal Phase to Project Management

Critical Elements of good project leadership include:• Understanding customer requirements and

expectations• Developing a high confidence approach to meeting

requirements and expectations

At ARA, Project Management begins with the desire to accomplish, producing the drive to market support and solutions. This passion positions us to create a winning proposal and thus to begin to accomplish.

Getting your ducks in a row

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The ARA Proposal Handbook

Revisions under construction at “Marketing Support” page

Resources for the Cost

Estimate

General Resources

and Examples

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Critical Steps for Management

Review and analyze procurement materials Develop the management approach to be

compatible with:• Procurement Requirements• Technical approach• Customer’s vision• Win Theme

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Review and Analysis Read and Re-read the entire solicitation Study the SOW

• Be sure you understand what the customer wants• Multiple people should review and agree what is required • If you have spent time marketing this customer, your knowledge of

expectations will be far more complete Study the Evaluation Criteria

• Will generally determine proposal organization to assure a high score on evaluation

• Regardless of how well you can meet customer needs, you must score high in the proposal evaluation to have the opportunity

Develop a Win Strategy (technical, management and cost)• Emphasize ARA strengths over competitors to meet

customers primary concerns• Price effort appropriately to win

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Developing the Management Approach• Provide a clear, efficient project

organization• Clear delegation of authority, resources and

responsibility to qualified leaders

• Present robust and reliable approach to communication

• Regular team meetings• Team information access/exchange• Client interaction/review

• Clearly identify significant tasks, milestones, and deliverables on project schedule

• Identify critical dependencies• Identify/mitigate schedule risks

• Demonstrate success of management approach on prior projects of similar complexity

SOWWBS

IMPIMS

WinningProposal

Demonstrate you know:•What is required•When it is required•What significant risks exist•How to confidently mitigate the risks

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Example Requirements: Design, Build, Demonstrate an improved

widget Develop Management Approach

• Assess Risks (iterative as approach is developed) Project Risks (Technical, Financial, Schedule) Company Risks (Safety, Security, Small Business)

• Determine “Must Haves” Key Staff Minimization of Highest Risks (safety, security, etc?)

• Assess Trade-offs:

Typical Trade-off Pro Con

Multiple locations Best capabilities Communication, cost, control

Experienced Staff Reliability, quality More expensive

Less experienced staff Less expensive, future capability

More oversight required

Small Business supplier Company requirements, goals

Cost, Quality?

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Example Result

Use of “Best” resources assumes availability and capability to meet schedule and cost requirements

Security OversightSafety Oversight

Reporting

DesignKey Technical Lead

Design Support from Lead's DivisionSecurity

BuildBest Mfg. Facility

Small Business SuppliersSafety, Security

EvaluateBest Test Facilities

Safety, Security

Project Manager

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Developing the Cost Proposal Cost data must meet procurement requirements

• Organization, format, level of detail, completeness

Cost data should be related to tasks, schedule• More details on cost estimating will be covered in this Course• Will see a “Bottoms Up” and a

“Top Down” Approach

Costing should reflect your win strategy

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$$

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Organizing the Proposal From a Customer’s Instructions for Preparing

Proposals* From a Customer’s Evaluation Criteria* From the Scope Of Work*

*See “Proposals: On Target On Time”

for examples and tutorial, pages 25-31

Link is on ARA Intranet,

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Summary

Good planning for a program • Begins at the marketing phase • Helps the client develop requirements based on client

needs and available contract capabilities

During the proposal phase must address management approach to accomplish effort based on:• Technical Approach• Staffing Qualifications and Availability• Risk Assessment

Proposed approach provides basis for project plan