Manage Capture

(Activity) for Tier: Organization

PURPOSE

Execute and manage the Capture Workflow for the opportunities that are selected for Active Capture by the Executive team.

WHEN

Executive team moves an opportunity in the Pipeline from Marketing opportunity to Active Capture.

PARTICIPATING ROLES

  • ACCOUNTABLE
    • Capture Manager
  • RESPONSIBLE
    • Capture Manager
    • Contracts Manager
    • Program Manager
    • Chief Architect
    • Chief Financial Officer

INPUTS

  • Executive team approves a Pipeline opportunity to Active Capture from the Pipeline opportunity list or
  • Executive team provides resources to the Capture Team for purposes of collecting and posting capture artifacts

ENTRY CRITERIA

  • The opportunity has been promoted to Develop Proposal by Executive Team
  • Capture Manager is designated and assumes the lead role
  • Resources are committed for Active Capture sub-activities

SUB-ACTIVITIES

  1. The Capture team qualifies opportunities from the opportunity Pipeline

    • Capture Manager reviews the Proposal checklist and initiates compliance for all items on the checklist within the Capture phase.
    • Capture Manager develops the capture resource plan and starts building the artifacts for the Write Proposal workflow.
    • Capture Manager will bring together all members of the Manage Capture workflow and begin a drum-beat cadence with all of the team members.
    • Capture Manager will use the company CRM tool and Pipeline tool to manage the prioritized capture items and start probability of award calculation as a decision tool for qualification.
    • Capture Manager makes a determination of qualification based on two factors: (1) is there a demonstrated real need and (2) are there allocated resources to fund the solution.

  2. The Capture Manager begins to formulate a win strategy and them for Active Capture opportunities

    • Capture Manager will begin to develop a strategy statement and a win theme for the opportunity.
    • Capture Manager will begin to formulate the DAG list which stands for Discriminators, Aha Moments and Ghosts.
    • Capture Manager will begin to draft the Executive Summary to capture the high-level view of the strategy to win.
    • The Storyboards and Annotated Mockups begin to take shape but are not fully addressed until the Write Proposal workflow.
    • The system architecture and technical solution draft is produced by the Chief Architect.
    • Capture Manger begins a competitive analysis or “Black Hat” review.
    • A recruiting and staffing plan is started by the Capture Manager with the possibility of contingency hires if needed.
    • Capture Manager begins identifying key personnel and collecting resumes from either internal sources or teaming partners.

  3. Capture artifacts will begin to get posted in the War Room for each Active Capture opportunity

    • The proposal team will post templates and examples throughout the War Room for everyone on the team to review.
    • Team norms or posted in the War Room along with an area for graphics review.
    • Artifacts are posted and updated continuously in the War Room so that all team members can easily review and keep aligned to the strategy and theme.
    • Cadence and drum-beat meetings are moved to the War Room for facilitation of communication and the collection of information.

  4. The Capture Manager will start to organize the Capture team and begin looking at teaming partner support for compliance gaps

    • Capture Manger will designate the capture team members which will remain into the Write Proposal workflow.
    • Capture Manger will build a customer contact plan which is also called the communication plan to help in identifying the customer hierarchy and action officers.
    • A teaming capability matrix is created by the Capture Manager to make sure all compliance gaps are filled and teaming partners are identified.
    • Capture Manager starts to build a sub-contractor plan that will include a Small Business plan approach.
    • Non-Disclosure Agreements (NDA) are completed with all potential teaming partners.
    • Capture Manger will also begin to formulate Teaming Agreements (TA) with potential teaming partners.

  5. The Capture Manager completes all portions of the opportunity checklist dealing with Manage Capture and fulfills the administrative requirements

    • Capture Manager will designate the final capture lead for the opportunity and the assignment will remain through the Write Proposal workflow.
    • Capture Manager will also assign all the capture team members comprised of Capture Team Lead, Program Manager, Finance Manager, Contracts Manager, Proposal Manager and Chief Architect or Technical Lead.
    • Capture Manager will lead on capture team meetings and maintain meeting minutes and notes in the company CRM tool or Pipeline.
    • Capture Manager will build a final capture brief for the Executive Team with a recommendation and supporting artifacts to continue into the Write Proposal workflow once the proposal for the opportunity is released.
    • Capture Manager will track and manage all Capture tasking and will be responsible for the collection and dissemination of all capture artifacts.

OUTPUTS

  • Complete all capture items on the proposal checklist
  • Capture artifacts and post in the War Room and on the company Portal
  • Capture brief and probability of award calculation as a decision tool for moving the opportunity to Write Proposal Workflow.

EXIT CRITERIA

  • The exit from the Manage Capture workflow will be complete once the request for proposal has been released and the Capture Manager has completed the brief to the Executive team for a recommendation to continue to the Write Proposal workflow.

NEXT ACTIVITY

SEE ALSO

Process Guidance Version: 10.4