Utilizing Technologies to Ensure Compliance and Reduce Risk:
We flag Complex & Risky Language in Documents
Myran Hunter: Account Manager
Baltimore, MD, USA | Dublin, Ireland | www.visiblethread.com
About Myran
Myran Hunter
U.S. Account Manager 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 Market Analyst and competitive research analyst
Linked In: http://www.linkedin.com/pub/myran-hunter/2/45/979/
Baltimore, MD, USA | Dublin, Ireland | www.visiblethread.com
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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
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Today’s Agenda
I. Are you Compliant?
II. Are you Compelling?
III. Are you Clear?
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Are you Compliant?
Baltimore, MD, USA | Dublin, Ireland | www.visiblethread.com
6So, what is a Compliance Matrix?
Baltimore, MD, USA | Dublin, Ireland | www.visiblethread.com
7This?
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
8Or this?
244 Columns!
Baltimore, MD, USA | Dublin, Ireland | www.visiblethread.com
9Agree 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
10Can 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.
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Search
Using search, identify all
occurrences of ‘shall,’ ‘will,’ ‘must’
and other indicators.
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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.
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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.
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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?
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A ‘Starter Compliance Matrix’ in minutes …
Identify key requirement indicators - “shall, must, include, etc.”
content in the text
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Are you Compelling?
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Is your proposal Compelling & Responsive?
Keywords and win themes present in the Proposal?
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Are you Clear?
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How Clear is your response? Measure with Readability Metrics
Wordy and Unclear content from the Proposal
Loser Winner
6.98% Long Sentences 11.63% Passive Sentences
330 Words
42 Readability
34.88% Long Sentences 20.93% Passive Sentences
1,867 Words
26 Readability
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What we show you
Compare Readability metrics across multiple documents
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Baltimore, MD, USA | Dublin, Ireland | www.visiblethread.com
For more information:
visit www.visiblethread.com or email [email protected]
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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