Proposal Creation
On the main navigation menu select Proposals.
You will find yourself on the Proposal index page where you are able to view and access existing Proposals.
To create a new Proposal select the orange Create Proposal button.
A Proposal form will appear on the screen, you will need to complete the details before you can continue. Most details are required but few (incl. Description, Go% and Get%) can be left blank.
Note that these details are configureable at anytime during while the proposal is draft and in the event of a successful bid can have limited updates on the Project form.
Proposal Title - is the Proposal/Project name.
Proposal Manager - is the user in charge of the proposal and who can invite further users to have access to the proposal.
Description - a brief description explaining the Proposal for future reference.
Company - is the client for the Proposal / Project.
Company Contact - is the point of contact for the client.
Both Company and Contact pulls from the Companies database. If either is missing you can do a quick add by selecting the blue plus button.
Office - is the contracting office.
Only relevant if your tenant has multiple offices.
Contract Type - is whether this is a specific contract type such as call off.
Contract - is the agreed contract with the client.
Contract pulls from the Contracts database. If missing, go to Contracts and create new contract record.
Billing Type - either Reimbursable or Fixed Price (Lump sum).
Reimbursable has the additional options; Internal Project and Cost Plus.
The billing type determines the calculations used for Project controls (once the proposal is won).
Bid Type - either Competitive or Single source.
Due Date - for the proposal bid.
Estimated Value - for the proposal.
Go/Get Probability - Go is the % probability of the Project going ahead. Get is the % probability of winning the Project.
These values determine the weighted value of the Project.
Tax to be Applied - Either VAT %, No VAT, WHT or Other.
VAT - is taken from the % added for the office tax in the admin console.
WHT - you will manually add the % on the details. Make sure your charge rates in the contract include the WHT % as well as WHT % will be deducted from the invoice values.
Once all the details are added select the blue Create button at the bottom of the screen.
Updating Proposal Details
The Proposal form details can be updated at anytime while in draft.
Select the blue 3 dots which will open a small action menu then select edit details (See Proposal Creation for further descriptions).
Ensure to select update once the changes have been made to the form.
Review the Recurring Actions article for a further explanation on the other available actions on the proposal record.
On the proposal there are 8 available status. A change in status can only be done manually unless there has been an integration setup with another system.
If the proposal bid is won then you can select the won status, this will convert the proposal into a new active project. No further changes can be made to the proposal unless it is reverted before any actions take place on the project.
Team
The team section is where the team organogram is created. While the team created here has no impact on the resources assigned to the WBS, it can be used on the proposal document created on Microsoft word using the Proteus add-in to provide context to the client on the estimated team structure.
Select the team section on the proposal.
Select the + Add a team member button.
Choose the team member and add their assigned role.
Hover over the created team member to be able to add further members via the + button.
Plan
Select the Plan section on the proposal.
The project plan is created by setting the start and end date of the Work packages on the WBS. Refer to the Work Breakdown Creation article for guidance.
You can view the Plan on a Weekly, Monthly or Quarterly basis from the top right.
Experience
The Project Experience are past projects that can be used as case studies to show the client similar projects that you have worked on in the past. The details for each experience are taken from the specific experience project details and the selected experiences can be added to the proposal document via the word add-in.
To add an Experience to the proposal, select + Add to Proposal against the projects to be available for selection.
