Growth - User Guide Part 2

Change Summary

Overview

TechnoMile Growth Suite app provides Government Contractors with a complete Capture Management System on the highly-flexible and scalable Microsoft Dynamics platform. The application provides Capture Managers with the tools that they need to capture new businesses, collaborate with Partners, identify potential Competitors, and streamline Capture processes.

For government contractors, Capture management is fundamental to maintain a healthy pipeline for business growth that combines business and competitive intelligence, internal and external collaboration, governance, and program management. Each of these processes is important and requires extensive time and research. Businesses that utilize automated solutions see not only a significant increase in Win Rate but also a higher retention rate of key capture talent and overall ROI.

TechnoMile Growth Suite represents the next generation of Capture management tools. Built with a configurable Shipley methodology, this app solves common Capture management challenges through automation, mobility, internal and external integrations, and workflows. The solution provides executive and management dashboards so businesses have 360-degree visibility into their pipeline.

This document is a step-by-step guide on how to use the TechnoMile Growth Suite app in your organization.

NOTES

• This guide is divided into two parts .i.e. TechnoMile Growth Suite User Guide Part 1 and Part 2, where Part 1 contains information on general entities such as Accounts, Dashboards, Reports, etc. and Part 2 describes how to use the Opportunity entity in this app.

• In case you wish to use the general entities, you can navigate to Growth Suite User Guide Part 1.

Audience

• TechnoMile Growth Suite Users

Benefits

• Track milestones, deliverable dates, and approvals to create accountability and encourage collaboration.

• Monitor Partners and Competitors with an intelligence ecosystem and get support trend analysis for better Opportunity win/loss assessments.

• Customize how to view historical spending to easily identify budgeting and forecasting weaknesses.

• Maintain a healthy pipeline for business growth so you can combine business and competitive intelligence, internal and external collaboration, governance, and program management.

• Provides complete Capture solutions with color team reviews, gate review automation, federal Account Hierarchy, and sync data from GovWin IQ and SAM.gov.

Features

• Customize a Shipley, Task Order, commercial services, or commercial product sales methodology to develop more concise sales and Capture plans.

• Use One-Click Briefings to view your pipeline through one-click gate reviews and populate standard fields by creating a presentation that strategically presents all the fields and progress of your pipeline.

• Use B&P Forecasting and Spending to automatically track real-time data and view the next year or years of your success.

• Use Opportunity Quick Create Wizard to access a customizable and simplified Page Layout focused on a few key fields from which to generate Opportunities.

• Use Relationship Mapper to track the perception that your Customers have of your organization.

Using Out-of-the-Box (OOTB) Entities

Opportunities

1. Login to your Microsoft Dynamics instance.

2. Enter text TechnoMile Growth in the search bar and click the TechnoMile Growth app in search results.

3. Go to Opportunities, by default Growth OOB - My Opportunities View displays.

   NOTE

   The default view is configurable.

   

Opportunity Views

1. Click the Views drop-down menu, list of Opportunities views displays.

2. Select Growth OOB - All Closed Won Opportunities.List of all Opportunities with Stage set to Closed/Won displays.

3. Similarly, you can select any view to display its corresponding Opportunity records.

Details Tab

Snapshot Sub-tab

1. Click New.

2. Enter details in all the mandatory fields such as Account Name, Total Contract Value, Our Role, Group, etc.

   NOTE

   Fields marked by the red asterisk (*) sign are mandatory.

   

Budget Sub-Tab

1. Go to Budget, enter data in fields such as Marketing Budget - Estimate and Actual, and click Save.

Snapshot Sub-Tab

1. Go to Snapshot and select a Stage.

2. Click Save.

Business Process Flow Stages

Business Process Flow (BPF) Stages define a set of Stages and Steps that display in a control at the top of an Opportunity Record page. BPF represents a custom entity and an instance of its process is stored as a record within this entity. Each Step in a BPF represents a field where data can be entered. You can proceed to the next Stage by clicking the Next Stage button.

Change the Stage of an Opportunity using BPF by performing the following steps:

1. Click a Stage name and then click Next Stage.

   Stage Review popup window opens.

2. Select Answers to Questions configured for that Stage, and click Save.

   NOTES

   • You can add further information in the Notes section as shown in the image below.

   • Questions are Capture activities that are expected to be completed within a certain Opportunity Stage and can have Answers such as Not Started, In Progress, Completed, or Not Applicable (N/A).

   • Stage changes from Qualify to Pursue as highlighted in the image below. Note that there is a change in the Stage field in the Opportunity Summary section as well.

Bypass Stages

You can bypass selected stages in the Task Order BPF when the opportunity meets the configured conditions. The Bypass Stages option is available at the configured start stage and allows you to skip stages up to the configured end stage.

1. Open the opportunity record.

2. Navigate to the stage from which you want to bypass the subsequent stages.
   

3. Go to Approvals and select Bypass Stages.
   

   The system bypasses the configured stages for the opportunity group.
   

Capture/Proposal Sub-Tab

1. Go to Capture/Proposal,

2. Enter data in the Capture section fields such as Solution Review Date and Influenced Customer Requirements.

3. Click Save.

Close Opportunity as Won

1. Click the More commands for Opportunity icon and select Close as won.
   

2. Select a Status Reason, enter Actual Revenue and Close Date, and click Save and Close.
   

   Opportunity is set to Closed Won.
   

Close Opportunity as Lost using Submit/Close Sub-Tab

1. Click the More commands for Opportunity icon and select Close as lost.
   

2. Select a Status Reason, enter Actual Revenue and Close Date, and click Save and Close.
   

   A Business Process Error message displays prompting you to enter a valid Closed Reason.

3. Click OK.
   

4. Click Cancel.
   

5. Click Discard changes.
   

6. Go to Submit/Close and select a Closed Reason such as Low PWin.
   

7. Click Save.
   

   Selected Closed Reason is saved for this Opportunity.

8. Click the More commands for Opportunity icon again and select Close as lost.

9. Select a Status Reason, enter Actual Revenue and Close Date, and click Save and Close.

   Opportunity is set to Closed Lost.
   

Resource Budget Tab

Resource Budgeting is used for estimating accurately how many resources in terms of both time and cost will be required to pursue an Opportunity. The information on Resource Budgeting for an Opportunity is mostly entered into the system by Capture Managers and can be referred to or viewed by various other team members such as Capture & Proposal, Sales & Marketing, BD leadership, etc.

Plan your Resource Budget for an Opportunity

1. Go to Resource Budget, enter Start and End - Dates, select Display Units, and click GO.

   NOTE

   You can edit the following Resource Budget table only if the Display Units field value is selected as Week.

   

2. Click Add Row to add a Resource requirement for the specified time period for this Opportunity.

3. Select a Labor Category and an Employee and click Add.

   NOTES

   • On this window, you can add any Employee from your organization as long as an Employee record for them exists in the instance.

   • These Employees however, do NOT have to be users with a Microsoft Dynamics login.

   • 

4. Enter the weekly hours for the specified time period.

5. You can double-click a weekly hour value to view Employee Detail for that week.Employee Detail popup window opens that displays Available hours, which is the Weekly Total of Hours that this Resource is currently available for.

   NOTE

   If this Resource is also assigned to any other Opportunity, then Available hours will be reduced by that many hours, which he is already assigned to for work on the other Opportunity.

6. You can also edit the Cost/Hour and Scheduled hours field values for this Resource, if required.

   NOTE

   In case an Employee is over-utilized for a week (.i.e. the total number of Scheduled hours is greater than the number of Available hours) then, the hour values in the Resource Budget table turn red.

   

7. Click Save.
   You can click Add Row to add multiple Resources to this Opportunity.

   A confirmation message displays.

8. Click OK. The system calculates both the estimated Total - Hours and B&P Cost of all the added Resources for pursuing this Opportunity.

9. Double-click the same entered weekly hour value as shown above to view the revised Employee Detail.Available hours for that week have been reduced to 35.

Add Labor Category

1. Click Add Row.

2. Select a Labor Category and click Add.

3. Enter weekly hours for the specified time period that you require this Resource for.After saving, both the estimated Total - Hours and B&P Cost of all the added Resources for pursuing this Opportunity are recalculated.

Add Employee into Labor Category

1. Click Add Employee to add an Employee for the specified time period into the current Labor Category for this Opportunity.

2. Select an Employee and click Add.

3. Click Add Row.You can also add other non-resource related expenses such as Travel, Overhead, Facilities, etc. 

4. Select an Expense Type such as Travel and click Add Expense.

5. Enter Cost for Travel and click Save Expense.Total B&P Cost is recalculated.

6. You can click Delete to delete an added Resource, if required.

Associate a MS Dynamics User with an Employee

1. Go to Employees.

2. Page opens that displays Employee records, click to open an Employee record.
   Employee record page opens with the Associated MS Dynamics User field on it.

3. Select your Associated MS Dynamics User and click Save & Close.
   Your MS Dynamics User: John Lewis is associated with Employee: Angelina Warne.

View My Resource Assignments

1. Go to My Resource Assignments.

2. Enter Start and End - Dates and click Go.
   Employee records for the specified time period that are associated with your MS Dynamics User display.

3. Click a name to expand Employee details.
   Employee weekly hours and Total Hours allocated to various Opportunities for the specified time period display.

   NOTE

   Archived Employee records do NOT display on the My Resource Assignments page.

   

4. You can edit a weekly hour value and click Save Resource.

   A confirmation message displays.

5. Click OK.
   Employee weekly hours and Total Hours are modified.

6. Alternatively, in case you are not associated with any Employee record, then click View All to display all Employee records.
   All Employee records display.
   You can also navigate to multiple record pages using the Previous and Next buttons.

SAM.gov Contract Opportunity Tab

1. Go to SAM.gov Contract Opportunity and click the pencil icon.

2. Enter a Solicitation Number and click the save icon to fetch data from the SAM.gov web site.
   

   Success message displays.

3. Click Ok.SAM.gov data displays for the entered Solicitation Number. This data is fetched for all the sub-tabs such as General, Contacts, and Attachment Files And Links, subject to availability.

   NOTE

   Only Opportunities with valid Solicitation Numbers will be updated.

   

GovWin Contract Opportunity Tab

1. Click … and select GovWin Contract Opportunity.

2. Click the pencil icon.

3. Enter a GovWin Opportunity ID, select GovWin Opportunity Type as Tracked Opportunities, and click the save icon to fetch data from the GovWin IQ web site.
   Alternatively, you can select GovWin Opportunity Type as SAM/Procurement Opportunities and enter its corresponding GovWin Opportunity ID.

   Success message displays.

4. Click Ok.GovWin IQ data displays for the entered GovWin Opportunity ID. This data is fetched for all the sub-tabs such as General, Contracts, Competition, Contacts, Gov Entities, Milestones, Documents, and Updates, subject to availability.

Opportunity Teams Tab

1. Click … and select Opportunity Teams.

2. Click New Opportunity Team.

3. Enter details such as Title, Member Role, Opportunity, etc. and click Save & Close.
   Opportunity Team is created.

   NOTE

   Opportunity field is auto-populated however, it can be edited.

Contact Roles Tab

1. Click … and select Contact Roles.

2. Click New Contact Role.
   New Contact Role page opens.

3. Enter details such as Title, Opportunity, Contact Name, etc. and click Save & Close.
   

   NOTE

   Opportunity field is auto-populated however, it can be edited.

   Contact Role is created.

Competitors & Partners Tab

Partners

1. Click … and select Competitors & Partners.

2. Scroll down, click the More Commands for Partner TM icon, and select New Partner TM. 
   New Partner page opens.

3. Enter details such as Partner, Opportunity Name, Partner Workshare %, etc. and click Save & Close.
   

   NOTE

   Opportunity Name field is auto-populated however, it can be edited.

   Partner is created that displays the following data in charts:

   • Partners By Role

   • Partners by Workshare

4. Click a Partner name to view its linked Opportunities.
   Account record page opens.

5. Go to Potential Teaming Partners to view Opportunity records along with their Partner(s).

Competitors

1. Go back to Competitors & Partners and scroll down.

2. Click the More Commands for Competitor TM icon and select New Competitor TM.
   New Competitor page opens.

3. Enter details such as Competitor, Opportunity Name, Role, etc. and click Save & Close.

   NOTE

   Opportunity Name field is auto-populated however, it can be edited.

   Competitor is created that displays the following data in charts:

   • Competitors by Strengths

   • Competitors by Weaknesses

4. Click a Competitor name to view its linked Opportunities.
   Account record page opens.

5. Go to Potential Competitors to view Opportunity records along with their Competitor(s).

Call/Action Plans Tab

1. Click … and select Call/Action Plans.

2. Click New Call/Action Plan & Activities.
   New Call/Action Plan & Activities page opens.

3. Enter details such as Subject, Related To, Owner, etc. and click Save & Close.

   NOTE

   Fields such as Related To and Owner are auto-populated however, they can be edited.

Call/Action Plan & Activity is created.

Notes & Timeline Tab

1. Click … and select Notes & Timeline.

2. Click a Stage that is completed, which is denoted by a check mark and then click Set Active.

3. Click the More Commands icon and select Refresh timeline.Note that a new Task is created where the ID/Track Stage is set as Active by the current user.

4. Click Create a Timeline record.
   You can then perform the same steps as shown above to add other Activities on the Notes & Timeline tab.

Calendar Tab

IMPORTANT

For sub-tabs, BD Actuals and BD Actuals Reports under Details tab to display, please click here.

1. Click … and select Calendar.
   Calendar opens, you can view Events on it Month, Week, and Day-wise. By default, the Calendar displays Month-wise.

   • Week-wise

   • Day-wise

1. You can click the Refresh button to refresh Calendar data.

2. You can also click the Front and Back arrows to change to the Next and Previous Month's Calendar data.

   • Front

   • Back

Similarly, you can click the Front and Back arrows to change to the Next and Previous Week's or Day's Calendar data as well.

Opportunity Email Notifications

Opportunity email notifications are triggered whenever the following actions occur in an Opportunity.

High-Value Opportunity

A High-value Opportunity is created when the Total Contract Value exceeds $5 million.

The following is an example of a High-value Opportunity notification email sent to stakeholders:

Opportunity Stage Change

An Opportunity Stage change notification is triggered whenever the BPF Stage changes in an Opportunity.

The following is an example of a Stage change notification email sent to stakeholders:

Key Dates Changes

A Key Date change notification is triggered whenever a Key Date in an Opportunity is updated.

The following is an example of a Key Date change notification email sent to stakeholders:

Award Date Reached

An Award Date notification is triggered when the Award Date is approaching, but the Opportunity is not closed.

The following is an example of an upcoming Award Date notification email sent to stakeholders:

Proposal Due Date

A Proposal Due Date notification is triggered when the Proposal Due Date is one week away.

The following is an example of an upcoming Proposal Due Date notification email sent to stakeholders:

Opportunity Approval Process

1. Go to an Opportunity record, then go to Team Members, and click New Growth Team Member.
   

2. Select a Role, an Employee, and Can Participate in Approval Process as Yes and click Save and Close.
   

   Approver is added.

3. Click New Growth Team Member again.
   

4. Select a Role, an Employee, and Can Participate in Approval Process as No and click Save and Close.
   

   Stakeholder is added.
   

5. Click the More commands for Opportunity icon and select Approvals.
   

6. Select Send For Approval.
   

   Confirmation! message displays.

Add Team Members

NOTE

To add additional team members to receive notifications, contact an Administrator to complete the following steps.

1. Log in to your Microsoft Dynamics instance and open the TechnoMile Growth app.

2. Click the gear icon and select Advanced Settings.
   

3. On the Business Settings page, click Security (Preview). 
   

4. On the Security Settings page, click Teams.
   

5. Select the required team from the list.
   

   NOTE

   You can create a new team or edit an existing team from the list. The Team Name must be in the following exact format:
   businessunitname-OpportunityTeam

   • businessunitname: Select the business unit at the time of team creation. This value must be dynamic.

   • OpportunityTeam: Hard code this value. Do NOT modify it.

6. On the Team page, click Add Existing User.
   

7. In the search box, search for the user name and select it from the list.
   

8. Click Add.
   New team member is added successfully.