Case Study

Streamlining Proposal Management for
Greater Efficiency and Higher Win Rates

The Customer

And Their Challenge

BAE Systems is a global leader in defense, aerospace, and security, delivering innovative solutions and advanced technologies to protect and support nations, governments, and critical infrastructures worldwide. They sought to enhance their information-sharing capabilities to improve their success rate with winning proposals. Previously, this process was hindered by challenges such as limited search functionality for up-to-date information, lack of version control, insufficient security permissions for viewing and updating proposals, inconsistent process management, absence of a centralized proposal pipeline, and difficulty accessing critical information.

The Solution

i3solutions developed a comprehensive proposal generation tool designed to significantly reduce the effort required to assemble and review proposals. This solution incorporated the customization of SharePoint Portal, along with the creation of an initial proposal site tailored to the client’s needs. By implementing these enhancements, i3solutions provided a solution that streamlined document sharing and management while improving the ability to search for critical information essential for developing new proposals.

Central to the solution was a highly customized proposal system specifically designed to optimize the proposal generation process. The system grants the proposal team seamless access to essential resources, including past performance documents,

boilerplate templates, capability matrices, vendor information, process guidelines, resumes, legal documents, and standard pricing. Team members can assign specific proposal sections to individual contributors and utilize a rollup calendar to track timelines and critical milestones, ensuring a more organized and efficient process.

Another key advantage of the solution is the ability to establish portal team sites for various organizations within the company. These team sites enable targeted sharing of information, news, events, and calendars with specific groups or the entire organization. Each site includes document libraries to house all files and documents associated with its respective organization, fostering better collaboration and centralized access to critical materials. This cohesive approach enhances both team coordination and the overall efficiency of the proposal process.

Technologies

Used in the Solution

Measurable Benefits
and Business Impact

i3solutions’ Proposal Generator and Management Portal gives the proposal team a central repository for past proposals, resumes, images and other key proposal components and reduces the time and effort spent on tracking down information needed for proposals. This proposal library ensures that only the most up to date and approved content is being used in proposals, which lessens the approval process, and gets proposals out the door faster. Individual team members are assigned sections of the proposal to complete and status is tracked through the proposal calendar to ensure no deadlines are missed.

The calendar gives management a quick accurate view of the proposal pipeline and allows them to make better, more informed decisions on which proposals to bid on. The Proposal Generator streamlined their entire proposal process, which is resulting in efficient use of resources, accurate proposal submissions, a higher proposal win rate, and growing revenues.