CASE STUDY

SharePoint 2010 Proposal Development Solution for Proposal Management Consultancy

Overview

Client:

Proposal Management Consultancy, which provides focused project and proposal management services and solutions to Fortune 500 aerospace and defense industry clients.

Executive Summary

The client wanted a SharePoint 2010 based solution to optimize and streamline its proposal development and management system, so it consulted De Facto Infotech for the same. After studying the entire scenario De Facto experts developed SharePoint 2010 based proposal development and management system.

The client now possesses a successful and dynamic proposal development & management system, well received and adopted by their employees.

Challenge

A Proposal Management Consultancy wanted a SharePoint 2010 based solution to optimize and streamline its proposal development & management system. Currently, there was no standardized proposal development process or centralized system in the organization. The decentralized approach provided restricted visibility to management was rampant with unmanaged risks and resulted in significant duplication and resource inefficiencies.

Solution

Our SharePoint consultants had a requirement-gathering session with client’s team to gain an in-depth understanding of the current process, as well as its issues and opportunities for improvement. Based on the feedback, De Facto Infotech developed SharePoint 2010 based proposal development and management system. This breakthrough solution enables the proposal development process to be more efficient, by integrating the proposal management in a single configuration-controlled database, and by automating many of the required tasks and workflows that have previously been performed manually.

It acts as a “toolbox” that integrates and streamlines all processes related to the proposal development system. This Proposal Management system can be installed on in-house servers, on a hosted SharePoint® server and on stand-alone machines running the Windows® 7 operating system and SharePoint®.

Solution implementation was tailored to ensure maximum ease of use and adoption by the entire proposal team, including proposal and volume managers, writers, reviewers, and other proposal support personnel such as coordinators, graphic artists, and desktop publishers.

Proposal Management System- Key features:

  • Integrating the proposal management and document development aspects on a single platform.
  • Automating using Proposal Crawl technology most of the required tasks and workflows that have previously been performed manually.
  • Role-based authentication with active directory (AD) and Forms Based Authentication (FBA) for robust security as the users were top secret service agencies and SCI of US government

 

Others features are as follows:

  • Proposal Breakdown Structure (PBS) ―tree-view‖ folder navigation
  • Convert (shred) RFP documents to references list
  • Cross-reference matrix generation, maintenance, and verification
  • Generate draft proposal documents
  • Section Plan development
  • Proposal schedule/calendar
  • Meeting management
  • Review management
  • Status generation and reporting
  • Document versioning control
  • Use/Don’t Use list application
  • Acronym list development and maintenance
  • Proposal document integrator
  • Compliance checker

Results

Completed in the stipulated time for delivery, the consultancy now has a very successful and dynamic proposal development & management system that has been well received and adopted by their employees.

Benefits Achieved:

  • Improved data management system. Easier to create, maintain and update all the data
  • Greater operational efficiency due to reduced costs and time
  • A huge reduction in project delivery time due to streamlined proposal development system
  • Efficient execution of the “mechanics” part of the proposal development process eliminating the possibility of any human error
  • Drastically reduces paperwork and human errors due to system automation
  • Better utilization of resource by freeing up proposal team’s time to other relevant tasks

Want more information?

If you want to learn about how De Facto professional architects can add value to your organization, please contact us today at Sales@defactoinfotech.com.

Testimonial

We now have a highly successful and dynamic proposal development & management system. Kudos De Facto!!