Capture Management

admin Jan-16-2020 0 Comment

Zbizlink helps you follow business development opportunities. As you receive initial information, create an Opportunity for prospective bids. The Opportunity will be tracked so that account holders are aware when the client releases the solicitation number (Opportunity becomes eligible for proposal).

View All Opportunities in a Single Place

Zbizlink ensures that you gain all the data you need to make a confident Go/No-Go decision. In fact, once you choose to pursue an Opportunity, use Zbizlink features to track its progress and performance – so you don’t have to.

Providing Basic Information

Add basic information to create an Opportunity within or independent from a targeted market segment. Either way, Zbizlink’s Capture Management feature allows you to track the revenue and progress of the Opportunity.

Capture Management Menu

Instructions:

1. First, click “Add Opportunity” to move to the “Info” tab.

Start Building Your Opportunity with the Basic Info

2. Next, select a “Segment” for the Opportunity.
3. Select “Yes” to upload a solicitation document and extract data. Select “No” to manually create the Opportunity.

Manually Enter Opportunity Information

4. Provide an “Opportunity Name” and “Opportunity Code”.
5. Enter a valid “Solicitation Number”.
6. Select the “Start Date” and “End Date”.

Note: Zbizlink autogenerates a unique “Opportunity Code” for your Opportunity, but you are free to change it as you see fit. It will remain a unique identifier.

The client will release the “Solicitation Number” once the requirement/RFP is open for bidding. This field is optional in the “Info” tab but will be required when you convert the Opportunity into a proposal.

The “Start Date” is the date the solicitation was released, and the “End Date” is the due date.

7. Provide a “Description” about the Opportunity.
8. Lastly, click “Save and Close”.

Your new Opportunity will be added to the Opportunity List under the Manage Opportunities section. Once there, select “Actions” to finish the additional tabs.

Adding Attachments

This is the second tab in the Opportunity wizard. Upload your solicitation requirement/RFP in the “Attachments” tab. Use the editor tools (icons ) to edit and adjust the user generated upload. Table 2 describes the icons that are visible after uploading your solicitation requirement/RFP.

User Generated Upload

Providing Summary

This is the third tab in the Opportunity wizard. Provide additional dates about your bid in the “Summary” tab, which will update in the “Info” tab as well. More detail means more understanding, more time winning bids, and less time with unorganized teams.
The “Opportunity Name”, “Solicitation Number”, “Start Date”, and “End Date” from the “Info” tab auto-generate in the “Summary” tab fields. Add a “Pre-Bid Date” and “Q&A Date”.

Instructions:

  1. First, select a “Pre-Bid Date” and “Q&A Date”.
  2. Lastly, click “Save”.

Identify Bid Dates

Note: “Pre-Bid Date” and “Q&A Date” should be after the “Start Date” of the Opportunity, and before the “End Date” of the Opportunity. Ensure the time of day is accurate.

Customize information using the “Add Summary Field” option. illustrates adding a bid acceptance date.

Identify More Key Dates and Info

Instructions:

  1. First, enter the “Field Title”.
  2. Next, enter a “Field Value”.
  3. Select “Field Type” from the drop-down menu.

Lastly, click “Add Summary Field”.

The added field will be visible in the “Summary” tab.


View Your Added Summary Field

Edit/Delete/Relocate Field Types
You have three options for managing new fields:

Change the Field Type. Click icon next to the Field Type you want to change.

Instructions:

  1. First, select the “Field Type” from the drop-down menu.
  2. Next, add the correct value type in the “Preview” field.

Lastly, click “Submit” to save and change the new Field Type.

2. Delete the field. Click icon next to the field you want to delete/remove.
3. Relocate the field. Click icon next to the field you want to relocate. Once selected, drag the field to its new position.
View the completed summary in the “Info” tab. All updates will be saved and visible.

View the Opportunity Info Updates

Defining Scope & Background

These are the fourth and fifth tabs in the Opportunity wizard. Define the scope of the Opportunity in the “Scope” tab. Add details related to, but not limited to, sales, services, product developments, marketing, and contracts. Zbizlink allows you to format the content under main headings and child headings.

Note: Opportunity scope refers to all daily activities and operations related to the Opportunity, particularly those activities required to secure revenue. 

Provide an Opportunity Scope Overview

1. First, click “Add New Heading”.
2. Next, type the heading for the scope of the Opportunity.
Note: There is a 1,000-character limit for headings, but not for added content.
3. Click “Submit”.

Note: Add new content under the main heading or child heading at any time.

4. Hover over the added heading in the “Scope” tab. Select “Add Child Heading”.

5. Repeat step 2, 3, and 4.
6. Click “Add Content”.

7. Add reference links, video, images, and format as desired.


Add New Content in Scope

8. Type a brief description.
9. Click “Submit”.
10. Lastly, to merge headings, select “Merge All”.


Complete the “Background” tab in the same format.

Making Checklists

Create a Checklist to help your organization and Business Partners evaluate the Opportunity for a Go/No-Go decision in the “Checklist” tab. Zbizlink provides a set of default questions for you to use, edit, or delete from your Checklist, as shown in Figure 10.5.


Edit or Delete Default Questions

Hover over the question or statement, then select “Edit” or “Delete” as desired. Adding questions or statements to your Checklist is described next.

Add Default Questions to Your Checklist

You may also create your own questions to add to the Checklist.


Create Your Own Qualifying Questions

Instructions:

  1. First, click “Add New Checklist”.
  2. Next, type a question/statement.
  3. Select the checkbox next to “Add Yes/No option to requirement” to add “Yes/No” option and star rating feature, as shown in Figure 10.5c.
  4. Lastly, click “Save”.

Team members can add remarks to the Checklist questions/statements. Use the Checklist’s remarks to determine next steps for the bid.

Instructions:

  1. First, click “Remarks” to open a text box.
  2. Next, text your response.
  3. Rate the remarks with a star rating.

Lastly, click “Add Remarks”.

Reply to Remarks

Admin Users should check the most appropriate responses as verified answers in the Checklist to move closer to the Go/No-Go decision.

Validate Checklist Remarks
Marked answers and their star ratings aggregate an overall rating that helps teams evaluate the current bid and related future opportunities. For example, let’s say the bid’s strategic alignment rating was 2 stars, which resulted in a No-Go decision. Your team could revisit this rating to help assess similar opportunities released on a later date.

Invitation to Partner

Add Teaming Partners to your Opportunity in the “Partners” tab.

Manage Teaming Partners

Note: You must add Business Partners through the Company Invitation section of B2B Networking prior to requesting Partners for team collaboration. Otherwise, other requests are categorized as Non-Partners.

Sending Collaboration Request

Request collaboration with Business Partners or contacts who align with the Opportunity using the organization name, skill set, or the contact’s email address.

Send Bulk Collaboration Requests

Instructions:

  1. First, click “Add Partner”.
  2. Next, add a “Partner” or “Non-Partners” or type the contact’s “Email”.
  3. Add a brief description about the Opportunity.
  4. To add a document to the request, select “Yes” next to “Do you have a document”. Otherwise, select “No”.
  5. Select a previously added attachment from the “Attachments” drop-down menu and click “Add”.
  6. To upload new documents, click “Upload New Document”.
  7. Select a file that is saved on your computer.
  8. Select “Signature” checkbox (optional, highly recommended).

Recommendation: Use the “Signature” feature for agreements to confirm that documents were read and to require signed consent to the terms therein.

  1. Click “Save” to redirect to the list of Partners.

Note: Requests for collaboration will remain pending until accepted.


Track Collaboration Request Status

10. Lastly, click “Share” to share the Opportunity and send a notification to the requested Business Partner’s notification inbox.

Accepting Collaboration Request

Requested collaborators will receive notification of the invitation in their notification inbox.

Invitation Notification

Accept/Reject Invitations for Collaboration

Instructions:

  1. First, click on the notification in the inbox or go to the Opportunity Collaboration List under the Subcontractor Opportunity section, as shown in Figure 10.6.2a.


Accept the Right Opportunity

2. Next, click “View” to review the Opportunity details.

Accept/Reject Collaboration Invitations

3. Download and review the attached documents.
4. If desired, upload additional documents or signed agreements. File uploading will require verification, as shown in Figure 10.6.2c.


Verify Document Upload

Note: A verified file upload will send a notification to the invitation sender.

File Upload Notification

5. Click “Add Contact Person”.

Add Contacts to The Opportunity

6. Select the “Location”, “Department”, and search a Resource by name.
7. Select the correct Resource.
8. If applicable, check “Is primary contact”.
9. Type a brief description about the Resource.
10. Click “Save”.
Note: Add one or multiple Resources to the Opportunity, according to business need.
11. Add “Remarks” about the Opportunity.

Share Your Remarks About the Opportunity

12. Lastly, click “Accept Request” or “Reject Request” to send the requesting organization notification of your decision.

Collaboration Invitation Status Updated

The status of the invitation will be updated in your “Partner” tab.

Assigning Teams

All teams that were proposed in the Market Segment section will be added into the Opportunity and Proposal Management sections. Refer to Section 5.2: Defining Market Segment for more details.
Adjust your teams in the “Teams” tab of the Opportunity.

Assign Teams to Proposal Sections

Instructions:

  1. First, select one or more teams from the drop-down menu.
  2. Repeat this for all the team types.
  3. Click (x) to remove a team.

Lastly, click “Next”.

Team assignment allows team members to edit, comment on, and review their assigned section in an Opportunity or proposal.

Defining Requirements

Defining Technical/Proposal/Other Requirements

Define the requirements of the technical proposal, cost proposal, and additional bid components in the respective tabs. Create main and child headings as needed. Refer to Section 10.4: Defining Scope & Background for similar instructions.

Defining Capabilities

Detail your capabilities with bid requirements in the “Capability” tab.

Define Your Capabilities

Instructions:

  1. First, click “Add New Capability”.
  2. Next, type a capability statement/question. Format as desired.
  3. Select checkbox for “Is Prime Specific” or “Is Yes/No”.

Note: A prime-specific capability statement excludes remarks from other team members. The “Yes/No” option keeps remarks open to other team members.

  1. Lastly, click “Save”.

Evaluate your team’s alignment with the bid requirements and determine the best bid strategy.

Maintaining Notes

Add notes and track the history of notes shared throughout the lifecycle of the Opportunity in the “Notes” tab. Zbizlink offers five Note Types, as outlined in Table 3.

Table 3.

Add Notes for Multiple Areas of the Opportunity

Instructions:

  1. First, click “Add Note”.
  2. Next, select a “Note Type”.
  3. Enter a “Subject”.
  4. Type “Note Details”.
  5. Lastly, click “Save”.

Track the History of Notes

Select specific types of notes from the “All Records” drop-down menu.

All Records

Defining Labor Categories

Define the labor categories and required resource qualifications in the “Labor Categories” tab. Zbizlink allows you to qualify resource candidates against the Opportunity. Create a Requirement Questionnaire for prospective resources.

Note: Labor categories allow you to align resource roles with the labor categories requested in the proposal.


Labor Category Qualifications Questionnaire

Note: The “Minimum”, “Preferred”, “General”, and “Education” qualification questions will appear in the Questionnaire first.

Instructions:

  1. First, click “Add New Labor Category”.
  2. Next, type a “Labor Category Name”.
  3. Add “Keywords” to help identify the category.
  4. Click “Add New Qualification”, as shown in Figure 10.11a.

Add New Qualification Questions

5. Type the title for the new qualification in the text field.
6. Click “Add New Question” and type the statement or question.
7. For additional qualifications, click the respective button and repeat steps 5 and 6.
8. Lastly, click “Save All Changes”.

Review the labor categories list in the “Labor Category” tab. Select “Preview” to review the questionnaire.

Defined Labor Categories in List View

Figure 10.11c on the following page illustrates a sample Requirement Questionnaire that candidate resources can complete for evaluation.

Sample Requirement Questionnaire for Prospective Resources

Reviewing the Opportunity

Monitor the overall status of the Opportunity in the “Review” tab. Review the information provided and determine whether the Opportunity should be converted into a proposal.

Note: Your organization is the default Prime in Opportunities created from your account.

Opportunity Qualification Overview

The “Review” tab’s information is divided into three sections:

  • Compliance Statistics;
  • Compilation of Scores; and
  • Error/Warning Listing.

Compliance Statistics:

Review your organization’s score under “Compliance Statistics”. The scores generate based on answered and unanswered questions in the Checklist (Refer to Section 10.5: Making Checklists). Review the score and discover the number of answers or changes needed to gain a 100% qualification percentage. The number of “Yes” or “No” responses is also visible.

Compilation of Scores:

Qualify the best Prime and Partner matches under “Compilation of Scores”. Compare organizations with one as Prime and another as Partner, then click “Compile”. Instantly, you will see the score and qualification percentage for each combination.

Score Prime and Partner Combinations

When your organization or one of your Business Partners with a low qualification percentage updates the Checklist answers an updated score will generate once “Re-Compile” is selected.
Error/Warning Listing:
Review the reasons listed in “Error/Warning Listing” to understand areas of improvement for scoring. Correct these errors to gain a better picture of the Opportunity’s value and teaming capability.

Opportunity Sharing

Sharing as Prime

Share the Opportunity with Business Partners, show/hide elements of the Opportunity Listing, or allow an Opportunity to be copied.
Show/Hide: Share all or some of the information

: Creates a duplicate Opportunity

Instructions:

  1. First, go to the “Partners”
  2. Next, click “Share”.
  3. “Show” or “Hide” information as desired.

Show or Hide Opportunity Details

4. If you would like the Business Partner to be able to create a duplicate, check “Can Copy”.
5. Lastly, click “Share”.

Shared Opportunity Notification

Click “Share” to send an immediate notification to your Business Partner’s inbox.

Viewing as Partner or Prime

Your Business Partners can check shared opportunities in the Opportunity Collaboration List under the Subcontractor Opportunity section. Check the Opportunities you’ve sent in the “Partners” tab of the Opportunity. View the accepted Opportunities and provide remarks using the Checklist as a guide. Refer to Section 10.5: Making Checklists for more information.
Figure 10.13.2 and 10.13.2a demonstrate a shared Opportunity with a “Checklist” and labor categories.

Opportunities Shared

Instruction:

  1. First, click “View”.
  2. Next, click “Remarks” and type a statement.
  3. Select “Yes/No”.
  4. If “Yes”, rate the remarks.

Shared Opportunity with Checklist

Remember: Opportunity invitations from your organization and shared Opportunities to your organization will appear in the Opportunity Collaboration List.

Rating Requirements and Capabilities

Prime organizations and Partners can view or share remarks and ratings to requirements and capabilities. The following instructions outline adding remarks in the “Capability” tab.

Instructions:

  1. First, click “Remarks”.

Share Remarks on Capabilities
2. Next, add text.
3. Select “Yes” or “No”.
4. Lastly, click “Add Remarks”.

Copying the Shared Opportunity as Partner

Copy the shared Opportunity for your records. In a single step process, click “Copy” under “Actions” of the Shared section. A success notification will appear, as shown in Figure 10.13.4:

Alert of Successful Copy

Zbizlink will show how many copies were created.

“0” means that no information is copied

“1” means that a single copy of opportunity is created, this number increases with the number of copied clicked.

Remember: The Prime must grant permission for Partners to make copies of the shared Opportunity with the “Can Copy” option. Refer to Section 10.13.1: Sharing as Prime for detail.

Converting to Proposal

Convert your Opportunity to proposal after a Go decision. The Opportunity can only be converted into a proposal if the solicitation number is provided. Zbizlink offers two options to convert the Opportunity into proposal including:

  • Convert from the “Review
  • Convert from the Opportunity List.

Convert from “Review” tab

Once the solicitation number is released for an Opportunity (eligible for proposal), ensure that it is added to the “Info” tab first. Then, convert the Opportunity to proposal with a “Go” decision in the “Review” tab.

Designate Teams for Conversion

Instructions:

  1. First, click “Go/No-Go”.
  2. Next, define “Team Type”.
  3. Click “Next”.

Opportunity Conversion Compliance

4. View your Compliance Score, Winning Rate, and Zbizlink Suggestions.

Note: Zbizlink suggests a No-Go decision or reevaluation if the Winning Rate is less than 75%. Make an informed decision for conversion based on these scores. Conversion to proposal cannot be undone.

5. Add “Remarks”.
6. Click “Go (Covert to Proposal)”.

Confirmation Message to Convert Opportunity

7. Lastly, click “Yes” to move to the “Proposal Response” tab.

Convert from Opportunity List
View the Opportunity List in the Manage Opportunities section of Capture Management.

Convert to Proposal in Opportunity List

Instructions:

  1. First, click “Actions”.
  2. Next, click “Convert to Proposal”.

Lastly, click “Yes” to move to the “Proposal Response” tab.

Note: Once the Opportunity is converted it will be classified as a proposal and will not be listed under Capture Management.

Archiving & Converting to Proposal Status

When the Prime chooses to No-Go an Opportunity, Partners will be notified that the proposal was “Archived”. When the Prime converts the Opportunity to proposal, Partners will be notified that the Opportunity has reached “Converted to Proposal” status, which updates the Opportunity in the “Subcontractor Opportunity” section.

Check Status of Opportunity

Viewing Shared Requirements

Shared requirements are available for view in the Shared Requirement section of Capture Management, as shown in Figure 10.16.

View Shared Requirement

Note: Both Prime and Partner can use the “Add Requirement Response” feature to add or edit responses to each shared requirement. Refer to Section 13.5: Managing Requirements for more information.

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