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

2. 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

3. 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

4. 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

5. “A poem begins in delight and ends in wisdom”
Robert Frost ( )

6. 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.

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

8. 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

9. 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

10. 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

11. 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?

12. 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

13. 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 $ $

14. 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,

15. 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