Tendering Objectives

a. Streamline time /milestone management of document delivery – avoid the bottle neck currently experienced 24 hours prior to bid submission.

Global Kap solution allows project/bid managers to transparently and continuously monitor the progress of all contributors to their document/s. Enabling you to build the document whenever needed 24X7.  If during the process the authorised user needs to print sections or the full final document, this can be done easily and quickly.  Printing is always only a click away, enabling the user to have ad hoc meetings with a hard copy of relevant sections for discussion at any given time. Empowering your organisation through either 9-5 or 24/7 support so that all bids/submissions or documents can be output for electronic submission or printing as and when required.

b. Capture Content Workshop outputs

Global Kap’s solution can be set up and used from the kick off meeting and all parties can start developing, uploading , commenting, linking attachments and building the project structure, accompanied by overall oversight by the project managers.

c. Capture all submissions – not just those requiring Corporate Bid team involvement

All bids can be built in Global Kap’s solution, which can also be used to store all previous and current bids.  This means not only more storage over time, but also more resources are accessible when building bids for repeat clients. All projects are securely managed during the entire lifecycle of the bid, document or company report being created in the solution.

d. Standardised submission criteria, supporting a unified cross Business unit approach and shared content

Shared content can be stored in the database for others to use provided they have access rights.  Others can change access as needed based upon user permissions. The company branding and templates are uniformly used and delivered.

e. Improve quality of the submissions, content and format

Use the time savings resulting from the collaborative solution to develop higher quality, more consistent outcomes that align with the organisation’s goals including win rates. Improvement in output and quality are the two main drivers for any organisation.  For example, writers with permission rights can view articles or sections before and after their sections to ensure a single writer look and feel across the whole document which also preserve the overall theme.  Time saved can also be spent in further reviews or completing more projects.

f. Improve efficiency of submission creation – internal resource utilisation

Reallocation of resources to best address the criteria and put more time into the reviews, building accurate, usable content that is relevant and on time all helps to reduce stress and prevents resources from being burnt out.

g. Alignment with 2018 growth predications – quantity and size of projects tendering on will increase. Need improved efficiencies to support this.

Global Kap’s solution can be used on-demand with flexibility to increase user numbers when flux periods are required meaning that you only pay for the usage that the organisation requires. This also allows the organisation to achieve alignment with organisational goals in the most productive way year on year.

h. Eliminate ‘reinventing the wheel’ for each submission by providing access to previous submissions.

Global Kap’s solutions allow reuse of information from previously created material, which in some cases may form the basis of a new bid.  Writers, Reviewers and Approvers can address the new bid either with new roles or the same roles being applied to the new document, thus saving time.   The solution’s is a permission based systems that is only accessed from the top (top down permissions hierarchy), not from the bottom so even your IT department cannot see sensitive information like financials.  Access rights can be given to a person for a project for a period of time internally or externally. One person can have various roles on many projects and all these access rights are managed securely.

i. Capture lessons learned and individual localised knowledge in a central knowledge base

With one database of knowledge the most recent projects are all at the organisation’s finger tips complete with access control. This enables users to produce what is relevant and what is the latest required within well managed workflows. Reports on users, projects, and comments are all available to enhance the company’s output and management of projects. Also look at capture planning.