1. Proposal Tools, Templates, and Tips Mark Halverson
11th Annual APMP National Conference
Walt Disney World Dolphin
May 24-27, 2000

2. slide show—n. Material projected on a small screen out of focus in a warm room after a big lunch to prove that the speaker didn’t use any of his or her B&P funds to study communications methods

3. Alice in Wonderland
by LEWIS CARROLL
“Would you tell me, please, which way I ought to go from here?”
“That depends a good deal on where you want to get to,” said the Cat.
“I don’t much care where—” said Alice.
“Then it doesn’t matter which way you go,” said the Cat. “—so long as I get somewhere,” Alice added as an expla- nation.
Oh, you’re sure to do that,” said the Cat, “if you only walk long enough.”

4. Lean Approach to Proposal Development
Prevent Bad Things From Happening to Good Proposal Teams
Eliminate or Reduce Waste and Opportunities to Make Errors
Increase Efficiency
Enhance Value of Your Product to the Customer
Bottom Line — Stretch B&P Without Sacrificing Quality

5. Tools

6. Information Your Team Needs
Archive/Library Resources
Specialist Responsibilities
Proposal Manager Responsibilities
Just in Time Training
Proposal Section Checklist
Graphics Format

7. List of Archive/Library Resources

8. Proposal Specialist Responsibilities
Manages the Proposal Process
Provides Proposal Team Training
Sets Up Wall Room for Configuration Control
Develops and Implements Proposal Development Plan and Proposal Schedule
Supports the Development of Proposal Outline and B&P Estimates
Interprets RFP and Ensures Compliance to RFP Requirements
Determines, Sets Up, and Implements Most Efficient Proposal Production Process with Editor
Monitors Compliance with Established Proposal Style and Format
Coordinates Proposal Reviews - Pink Team and Red Team
Coordinates Proposal Delivery Plan
Ensures Compliant, On-Time Delivery of Proposal

9. Proposal Manager Responsibilities
Ultimate Win Responsibilities
Ensures Proposal Team is Staffed with “Aerojet’s Finest”
Manages Proposal Effort to the Established B&P Budget
Settles Any Strategy Conflicts, Maintaining a Definitized and Consistent Proposal Approach
Manages Proposal Effort to the Schedule
Settles Program Planning Issues
Determines Management and Cost Approach
Keeps Executive Management Informed and Escalates Issues
Presents Final Proposal Review to Executive Management

10. Just in Time Training Modules
Competitive Assessment
Themes
Red Teams/ Recovery
Storyboards
Author
Information

11. Just In Time Training Focused, Interactive Training
Addresses Critical Needs of the Team
Gets the New Folks Off on the Right Foot
Refreshes Memories of Past Players
Ensures Entire Team Is on the Same Page at the Same Time

12. Easy Electronic File Transfer1 2
Proposal Center Computer 3 4
It’s as simple as from the PDC desktops or
one more little click from your own desktop.

13. Proposal Section Checklist
DOES YOUR PROPOSAL SECTION . . .
Clearly Follow the Outline?
State and Follow Through With Basic Themes?
Counter Competition and Neutralize Weaknesses?
Address All RFP Requirements Adequately?
State How the SOW/Technical Requirements Document is to be
Accomplished in a Detailed, Specific, Concise,Clear, and Complete Manner?
(Or Merely Re-Phrase the SOW?)
Identify Critical Issues and Risk Reduction Approaches?
Support, With Convincing Evidence, Assertions of Experience and Capabilities?
Avoid Sounding “Technically Arrogant”?
Identify the Various Resources We Have to Do This Work?
Use Adequate, Clear, Relevant Graphics with Action Titles?
Respond to the Needs of the Customer?

14. Volume Graphics Format
Standardization
Improves Quality
Is Reviewer-Friendly
Improves Efficiency
Reduces Cost

15. Editing and Proof Reading Symbols

16. Templates

17. Avoid Reinventing the Wheel
Competitive Assessment
Proposal Kickoff Meeting Agenda
Daily Status Meeting Agenda
Team Phone List
Electronic Storyboard
Text (Red Team Book Format), Table, and Resume
Red Team Evaluation Matrix
Lessons Learned

18. Competitiveness Assessment

19. Proposal Kickoff Meeting Agenda
Opening Comments
Program Overview
Proposal Directive
Proposal Team
Proposal Development Schedules, Outline, and Assignments
Proposal Development Procedures
May Be Held as Separate Author Meeting

20. Daily Status Meeting Agenda

21. Team Phone List

22. Storyboard Form Should Be User Friendly

23. Substantiation Help Button

24. Red Team Book Text Template
00XXX-F
Proposal Name
Use Margin
for Changes
and Comments

25. Table Template

26. Resume Template

27. Red Team Evaluation Matrix

28. Lessons Learned

29. Tips

30. Get to Know Your Propsoal Team
Experienced Team
Inexperienced Team
Mixed Team
DEAR ANN: I can understand
why the woman who was married
to an engineer signed her letter
“At Wit’s End….”
DEAR DAYTON: I have stacks
of letters saying precisely the
same thing….

31. Start All Meetings on Time

32. Get It Down on Paper
The power of human minds working together can not be minimized. This operation system builds on this fact and assures that nothing is done by a single mind even though there is a single mind control process. All operations will be developed by a team and any changes to the process must be approved by the team. There is only one way to assure this and that is, it must be written down.

33. Post Tips on Your Walls

39. What You Need to Remember
Be a Motivator
Be Proactive
Be a Good Listener
Put First Things First
Identify and Implement Improvement Opportunities

40. Does Your
Proposal
Shine or
Does It Just
Answer The Mail?