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| 04.PR002 Lead New |
1.7 Allocate Qualification Engineer
Allocate the Qualification Engineer on ERP and move the opportunity to the Qualification area.
Create a task for the Qualification Engineer, with today's date as the deadline, entitled "Qualify Opportunity". |
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| 04.PR005 Qualification |
1.1 Qualify Lead
The input to this process is 00.PR001 Core Process
Ascertain the below information. If further technical information is required, create a task for Sales - Non Sales Resource in ERP and notify the Operations Manager this has been done.
Tasks will then be allocated to the relevant engineer by the Operations Manager. Upon completion of tasks the engineer must log a note on the Opportunity and save any information collated in the relevant project folder on the operations drive.
Update the Internal Notes tab on ERP with the following information, including headings:
A. Problem: Identify the issue e.g. Protection system does not operate correctly.
B. Functional Requirements: List what the product or service must achieve
C. Specific Requirements:
Sales Photos
Case Study
Invoice Review
Witness FAT
Branding Requirements
Packaging Requirements
List any requirements over and above those to meet the functional requirements e.g. witness FAT, specific client standards (Shell DEPs etc), specific component manufacturer required, specific colour etc.
D. Additional Comments: List any further relevant information not already identified about the product/service
E. External Deliverables: List of clearly defined item/objectives and date. It can reference specific elements of the functional or specific requirements or may just be the date for completion of the entire scope e.g. delivery to client of completed product
F. Internal Deliverables: List any internal deliverables that may be required e.g. video of operating unit for marketing purposes etc
G. Stakeholders & Interface Controls:
List all stakeholders in the project. This should include:
Name
Job title
Project role e.g. contract sponsor, buyer etc
Interface requirements e.g. discuss all logistics and PO related enquiries only, no contact without KAM approval
Note: Stakeholder should consider any interested party in the opportunity i.e. "person or organisation that can affect, be affected by, or perceive itself to be affected by a decision or activity" related to the opportunity/project.
H. Related Projects: List any related projects that may be useful for the operations team to be aware of.
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1.2 Complete Category Fields
Complete the following fields on ERP
Categories: Only one major category (numbered options) to be selected and at least one supplier category to be selected (lettered options) - reference lookup documents.
FPAL Category (reference lookup document)
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1.3 Complete Plan for Profit
Complete the Plan for Profit tab, which must include the last updated date, key objectives to be met to secure work & estimated time to complete;
E.g.
Last updated dd.mm.yy
Confirm requirements with client (xxdays)
Create and send quote (xxdays)
Deliver onshore work (xxdays/weeks)
Deliver offshore work (xxdays/weeks)
Invoice & close out (xxdays)
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1.4 Update Next Action and Expected Closing Dates
Based on the above PfP, update the Next Action and Expected Closing dates with the date of expected mobilisation, if applicable, or start date for commencement of the project, and expected delivery deadline.
Log a note under the Next Action date to state whether this is a confirmed or unconfirmed date. |
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1.5 Approve Bid Preparation
Necessary approvals may be required dependant on the scope of the work for bid preparation:
Low Risk - Internal Sales Manager
Medium Risk - Business Development Director
High Risk - Managing Director
A note should be logged stating the approver has approved the bid preparation, or has stated no approval required. This can be performed by a 3rd party by email or verbal instruction.
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1.6 Assign Proposal Engineer
Proposal engineer is selected and updated in the proposal engineer field of the ERP Opportunity.
Move the opportunity to the Bid Preparation area and notify the Proposal Engineer that the opportunity has been allocated to them.
Create a task for the Proposal Engineer, with today's date as the deadline, entitled "Bid Preparation required".
Log a note to confirm the Proposal Engineer has been notified.
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1.7 Complete Plan for Profit
Complete the Plan for Profit tab, which must include the last updated date, key objectives to be met to secure work & estimated lap time to complete;
E.g.
Last updated dd.mm.yy
Confirm requirements with client (xxdays)
Create and send quote (xxdays)
Deliver onshore work (xxdays/weeks)
Deliver offshore work (xxdays/weeks)
Invoice & close out (xxdays)
Necessary approvals may be required dependant on the scope of the work for bid preparation:
Low Risk - Business Development Manager
Medium Risk - Business Development Director
High Risk - Managing Director
A note should be logged stating the approver has approved the bid preparation, or has stated no approval required. This can be performed by a 3rd party by email or verbal instruction. |
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1.8 Assign Proposal Engineer
Proposal engineer is selected and updated in the proposal engineer field of the ERP Opportunity.
Move the opportunity to the Bid Preparation area and notify the Proposal Engineer that the opportunity has been allocated to them.
Create a task for the Proposal Engineer, with today's date as the deadline, entitled "Bid Preparation required".
Log a note to confirm the Proposal Engineer has been notified. |
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| 04.PR006 Bid Preparation |
1.5 Update Invoice tab
Update all fields on the invoice tab on ERP.
Add the total amount to be invoiced, and a separate line for additional costs (negative number). i.e. not including staff salaries - only overtime costs and materials.
Update total value and probability field.
Update the date in expected closing to the date of the first invoice.
Inform the Qualification Engineer that the Bid Preparation has been completed.
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1.6 Confirm Acceptance
Move the opportunity to the Awaiting Award area of ERP and update the opportunity details. Notify the Qualification Engineer that the opportunity has been reallocated to them.
Create a task for the Qualification Engineer, with the next working day date as the deadline, entitled "Quote sent; Follow up required".
Log a note confirming the Qualification Engineer has been notified.
Estimate and Quote are to be uploaded onto Share by the Sales Coordinators.
Continue to stage 1.3 of 00.PR001 Core Process. On the decision of the MD or Engineering Director only, opportunities may be moved directly to planning prior to receipt of PO. In this instance, a task must be created to ensure that the PO is obtained in a timely manner.
Refer to stage 1.4 of 00.PR001 Core Process. |
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| 04.PR007 Awaiting Award |
1.1 Receive Bid Decision
The input to this process is 00.PR001 Core Process
Receive bid decision from client and forward to Sales
If Bid/Proposal requires revision, go to Bid Preparation process |
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| 04.PR010 Sales Oversight |
1.1 Daily overview of all active opportunities
The I/P from this process is a daily requirement to check on sales progress.
Ensure next action and deadline dates are present for all active opportunities on ERP.
If any dates are missing, advise the relevant sales person to request this be updated immediately
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1.2 Daily review of deadline dates
Once all dates are added, view all active opportunities using the Gantt view on ERP > Group by stage
This will show you all opportunities at various stages of the sales process.
Consider the following:
1. Are any opportunities due imminently but are sitting in Lead New; Qualification; Bid Preparation?
2. Are any opportunities sitting in Awaiting award which have imminent deadlines?
3. Are all opportunities in Planning & Project Delivery on track?
Discuss any issues with the relevant person and ensure they update immediately.
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1.3 Daily review of individual opportunities
At each stage of the process, review all active opportunities and ensure all tasks are up to date and nothing is overdue.
Check each opportunity for the following information, if applicable at the relevant stage:
1. Are there active tasks for all opportunities sitting in the sales pipeline from Lead New to Awaiting Award?
2. Are all tasks up to date? If not, why not?
3. Has all the relevant BH information been added to the internal notes, and subsequently, logged as a note?
4. Is the PfP tab up to date?
5. Has the CTR and Budget tab been updated?
6. Have notes been logged to confirm the correct approvals have been sought?
7. Does the invoice tab match the PfP information?
8. Have all probabilities and revenues been updated?
9. Has all client correspondence, quote information etc. been uploaded to share for all opportunities in awaiting award?
Discuss any issues with the relevant person and ensure they update immediately.
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1.6 Weekly invoicing review
Review the invoicing for the quarter to ensure all opportunities over the next three months are progressing accordingly and that all stages will be completed in time to meet the invoicing deadlines.
Discuss any issues with the relevant Sales Persons, qualification engineers and proposal engineers.
Highlight any major concerns to the Business Development Director
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