Introduction to ARA’s Proposal Resources Don Cole Project Management for ARA Engineers and Scientists Introduction to ARA’s Proposal Resources Don Cole

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

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

PM Course Overview PM Responsibilities Define the Program Structure 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

“A poem begins in delight and ends in wisdom” Robert Frost (1874 - 1963)

Importance of Proposal Phase to Project Management Getting your ducks in a row 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.

The ARA Proposal Handbook Resources for the Cost Estimate General Resources and Examples Revisions under construction at “Marketing Support” page

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

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

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 Demonstrate you know: What is required When it is required What significant risks exist How to confidently mitigate the risks SOW WBS IMP IMS Winning Proposal 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

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?

Example Result Security Oversight Safety Oversight Reporting Design Key Technical Lead Design Support from Lead's Division Security Build Best Mfg. Facility Small Business Suppliers Safety, Security Evaluate Best Test Facilities Project Manager Use of “Best” resources assumes availability and capability to meet schedule and cost requirements

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 $ $

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,

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