a first pass compliance matrix in 3 minutes - privia conference
DESCRIPTION
Our CEO Fergal McGovern presented a session on whether we can generate a starter compliance matrix in under 10 minutes at the Privia user conference a couple of weeks ago. Here is the presentation for those who might have missed it. A compliance matrix is a critical element of any proposal process. It allows contractors to manage the customer's requirements and make sure they are compliant. Business development and proposal teams spend long hours creating the compliance matrix. Get the answers to your questions, including: Can we automate some or all of the process? If so which parts?; Can we bring initial creation of the compliance matrix down from many hours to 10 minutes?; If we automate the process can we keep it simple? Is it possible without prep work?; If we automate the process, is the output readable?; and Can we shred both PDF and word formatted solicitations? So, what do we do? VisibleThread develops document analysis software that identifies complex and non-transparent language in documents. The software cuts many hours from the proposal review process and increases pWin. You can use it to support color-team reviews. It scans MS Office and PDF docs for liability concerns, aligns consistent language across proposal documents, and provides oversight throughout proposal development. Our major customers are many of the top 100 federal contractors, as well as small businesses.TRANSCRIPT
A First Pass Compliance Matrix in Under 10 Minutes: Fact or Fantasy?
Fergal McGovern, CEO
Baltimore, MD, USA | Dublin, Ireland | www.visiblethread.com
CEO and founder VisibleThread, a strategic Partner of Deltek & Privia
Works with Strategic Accounts to: Help drive more efficient Capture and Proposal Process Provide Language analysis insights Establish better Language Heuristics for Winning bids
Prior to VisibleThread, was Product Management Director with Compuware (NASDAQ: CPWR), a $1.3 billion a year ISV
Linked In: ie.linkedin.com/in/fergalmcgovern/
About Fergal
Fergal McGovern
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Baltimore, MD, USA | Dublin, Ireland | www.visiblethread.com
1. Brief context setting: Who is VisibleThread?
2. Some Compliance Matrix Background
3. Automating the Creation
4. Q&A
Today’s Agenda
Baltimore, MD, USA | Dublin, Ireland | www.visiblethread.com
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©2013 VisibleThread
About VisibleThread – who are we?
4 of the top 5 US Gov. Contractors use VisibleThread
Strategic Partnerships Better Bid / No Bid / Teaming decisions
Clear Language analysis of responses
Win Theme validation in responses
Starter Compliance matrix
Baltimore, MD, USA | Dublin, Ireland | www.visiblethread.com
5So, what is a Compliance Matrix?
Baltimore, MD, USA | Dublin, Ireland | www.visiblethread.com
6This?
Solicitation Requirement RFP Section Page Status Page OwnerThe contractor may be required to travel in support of some CLINs, as identified in the attached PWS. Estimated travel costs associated with routine tasks shall
be included within the applicable CLIN for travel.
1.1.1 2 Open TJ
The purchase of hardware, software, telecommunications, and Cloud Computing services is not covered in this requirement. However the contractor
will have to interact with third parties regarding the resolution of issues and/or provision of these services in the course of supporting this requirement.
1.1.4 3 In Process BJ
The contractor shall perform the effort required by the resulting task order on a firm fixed price and labor hour basis by CLIN as proposed in Section B.12, Draft Section B Tables. Travel and Other Direct Costs (ODCs) will be estimates with not to exceed (NTE) dollar amounts for each base and option period.
1.1.5 4 Closed 18 RK
ABC Company ProposalGovernment Solicitation for Cloud Computing Services - Solic. # GS248R2040
Baltimore, MD, USA | Dublin, Ireland | www.visiblethread.com
7Or this?
244 Columns!
Baltimore, MD, USA | Dublin, Ireland | www.visiblethread.com
8Agree on Common Characteristics
• Typically created by hand
• Review each requirement (e.g., ‘contractor will’, ‘contractor shall’, ‘contract must’, etc.)
• Copy the text into a spreadsheet (or Word doc) - Copy/paste
Baltimore, MD, USA | Dublin, Ireland | www.visiblethread.com
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• 72% (20) of these federal contractors
• 26% (8) primarily chasing commercial business
• All 28 North American based.
• All 20 of the federal contractors use a compliance matrix
The State of Play in 2011
VisibleThread
sampled 28
organizations
during 2011
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Baltimore, MD, USA | Dublin, Ireland | www.visiblethread.com
How Do Companies Produce Compliance Matrices Today?
Source: Deltek
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Baltimore, MD, USA | Dublin, Ireland | www.visiblethread.com
Level of Interest in Compliance Matrix Generating Tool – a survey
Average Rating = 4.3 out of 5
Deltek asked those responsible for the proposal what their level of interest would be in having a tool for generating Compliance Matrices - (Survey 03/2012)
Source: Deltek
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Baltimore, MD, USA | Dublin, Ireland | www.visiblethread.com
The Typical Four-Step Process
Convert to MS Word
If solicitation is a PDF,
convert to MS Word.
1
SearchUsing search,
identify all occurrences of
‘shall,’ ‘will,’ ‘must’ and other indicators.
2
Copy TextFor each occurrence, populate a row in the compliance spread
sheet. Include the page or paragraph number
and the text of the compliance statement.
3
Record Response Section ParagraphOnce all occurrences
are in the spreadsheet, then for each row, fill in the details relating to
where in the response we meet the requirement.
4
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Baltimore, MD, USA | Dublin, Ireland | www.visiblethread.com
1. Can we automate some or all of the process?
2. If so, which steps?
3. Can we create it in under 10 minutes? If we automate the process, can we keep it simple?
Is it possible with no prep work?
If we automate the process, is the output readable?
Can we ‘shred’ both PDF and Word formatted solicitations?
Some Key Questions
Baltimore, MD, USA | Dublin, Ireland | www.visiblethread.com
14Can We Automate Some or All of the Process? If So, Which Steps?
Convert to MS Word
If solicitation is a PDF,
convert to MS Word.
1
Search
Using search, identify all
occurrences of ‘shall,’ ‘will,’ ‘must’
and other indicators.
2
Copy Text
For each occurrence, populate a row in the compliance spread
sheet. Include the page or paragraph number
and the text of the compliance statement.
3
Record Response Section Paragraph
Once all occurrences are in the spread sheet, then for each row, fill in the details relating to
where in the response we meet the requirement.
4
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Baltimore, MD, USA | Dublin, Ireland | www.visiblethread.com
Yes, but…
it is a ‘starter compliance matrix,’ a starting point
Simplicity over complexity leads to speedy results
How?
Can We Greatly Accelerate the Initial Creation of the Compliance Matrix?
Copyright Visible Thread 2011 – Confidential and Proprietary
“Starter Compliance Matrix” in 5 minutes
1. Upload your document(s) into a VisibleThread folder.
2. Run a ‘dictionary’ based scan, select ‘Run Quality Scan …’ and choose dictionary.
RFP & SOW from NASA
Choose ‘will’ ‘shall’ ‘must’ dictionary
Baltimore, MD, USA | Dublin, Ireland | www.visiblethread.com
Flag ‘will’, ‘shall’, ‘must’…
'Will', 'shall', 'must' etc.Numbers show occurrences 322 'wills'
Baltimore, MD, USA | Dublin, Ireland | www.visiblethread.com
Extract the text…
Text Extract with all text containing 'Will', 'shall', 'must' etc.
Baltimore, MD, USA | Dublin, Ireland | www.visiblethread.com
19Export to Excel
This export button is above the text grid
and this is the output
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Baltimore, MD, USA | Dublin, Ireland | www.visiblethread.com
“It takes minutes instead of hours to begin a compliance matrix.”
“It cuts about a day out of my efforts. Which I will greatly appreciate.”
“I just went through this exercise manually and it was very tedious and time intensive. Having an automated tool to do it for me would have saved me at least two days.”
Feedback from customers
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Baltimore, MD, USA | Dublin, Ireland | www.visiblethread.com
What are the benefits?
Time: Cut much of the copy/paste hell!
Sense Check: Provides a quick sense for the major requirements of a draft solicitation to help:
Make bid/no bid decisions
Identify key requirements a company may need to fill through teaming partners
Deltek GovWin IQ clients have analyzed over 2,800 opportunities
Benefits and ROI?
Baltimore, MD, USA | Dublin, Ireland | www.visiblethread.com
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Manual Review Still Required
You Need to Add Response Detail
File Types: Works for MS Word, PDF and Excel. Does not
extract text from scanned images.
Paragraphs: For PDFs, the matrix cross-references the page
number. Reliable extraction of paragraphs is technically tricky
and error prone, so we do not output paragraph numbers.
There Is No ‘Silver Bullet’!
A First Pass Compliance Matrix in Under 10 Minutes: Fact or Fantasy?
Phil Kent’s answer:
“A Compliance Matrix in under 10 minutes = Myth
A FIRST PASS Compliance Matrix in under 10 minutes = Reality”
http://www.visiblethread.com/2012/03/a-compliance-matrix-in-10-minutes-%E2%80%93-myth-or-reality/
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Baltimore, MD, USA | Dublin, Ireland | www.visiblethread.com
For more information:
visit www.visiblethread.com or email [email protected]
3 Minute online demos
Check out our blog at:http://www.visiblethread.com/blog/
http://www.visiblethread.com/2012/03/a-compliance-matrix-in-10-minutes-%E2%80%93-myth-or-reality/
Q&A
Thank You!