Information Technology Services Provider

Case Study

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Improving the Global Proposal Process

“Using Concept Searching’s solution, the organization is now able to generate relevant content from previous proposals, past performance databases, resume databases, and automatically send relevant content to author participants to review and reuse for inclusion in the proposal.”

Concept Searching
Customer Location:
United States
Industry:
Professional Services, Information Technology, Communications
Issue:

An inability to find and reuse valuable content from previous professional engagements. With content and content contributors scattered across multiple geographic areas.

Products:

“conceptClassifier provides advanced conceptual metadata generation, automatic classification and taxonomy management, enabling the organization to expedite the proposal process and improve the final product while minimizing the effort required for manual preparation.”

Benefits

  • Efficient reuse of all content
  • Decrease in manual preparation of proposals
  • Improved productivity across geographies
  • Competitive advantage

A global professional services company, rated as the leading source of integrated network enabled IT solutions.

Offering a wide range of services including network services, IT professional services, and integrated solutions, the organization faced the problem that content used in previous proposals existed but they had no way to find it.

With content contributors as well as the content itself potentially scattered across multiple geographic areas and repositories, coordination of the process, meeting deadlines and ensuring clients’ requirements are addressed, became more challenging.

The challenge it faced was the inability to find reusable content that it knew was available but was unable to find efficiently. Even though documents were indexed, sifting through a 50 page proposal to find the information needed was time consuming and ineffective. Not only was searching for content and images ineffective, but no mechanism was in place for building the response and managing the structure.

The conceptClassifier platform provides advanced conceptual, multi-term metadata generation, automatic classification, and taxonomy management.Using the product as a technology framework, users were able to rapidly find content they needed to fulfill proposal requirements. The comprehensive solution included the indexing of original requests for proposal (RFP) and requests for quotation (RFQ) to build the compliance matrix to map the requirements to match the format of a proposal request. The compliance matrix shows clients how requirements were addressed. Requirements can also be mapped against a section within the outline to be addressed.

The proposal builder module generates a document that assigns portions of the proposal to authors. Based on content that has been ingested by Concept Searching, conceptual metadata is extracted and automatically classified resulting in the ability to deliver highly relevant and precise content to authors for review, editing, and approval. The system also includes the capabilities of identifying and including existing images into the proposals. Once an author has completed a task, information can be added to the proposal and a draft proposal is automatically generated utilizing the XML functionality within Office for final review and approval.

The solution created an automated proposal generation process, using advanced conceptual metadata generation, automatic classification, and taxonomy management.

Utilizing Concept Searching as a core technology, the organization was able to automate the proposal process through rapid identification of all requirements, determine if the requirements match or are similar to previous requirements, and the ability to map requirements to the end solution, automatically generate compliance documents, and assign responsibility to authors for follow up.

Using the Concept Searching solution, it is now able to generate relevant content from previous proposals, past performance databases, resume databases, and automatically send relevant content to author participants, to review pertinent information for inclusion in a proposal. The edited author content can be inserted into a proposal and a draft proposal and compliance document automatically generated for review and further revision.

Benefits include:

  • Elimination of time spent locating and finding appropriate content
  • Only the relevant portions of content from previous proposals for editing and review are delivered to content providers
  • Improved productivity among geographically dispersed staff, by automating the delivery of content to authors
  • Ability to fully address proposal requirements, gaining competitive advantage
  • Ensures proposal requirements have been fully addressed

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