Walkthrough of a Complete System to Win Task Orders

Winning Task Orders is a process. To compete, you need to do it all. To win, you need to do it better.

The R3 IDIQ Task Order Management system will put you in the top tier of Prime competitors for operational excellence. It is a complete, integrated system that drives and automates the process. It brings together the 7 core capabilities you need to compete effectively as a Prime on IDIQ/GWAC contracts. And, its flexible design empowers you to enhance your way of working with targeted capabilities that give you competitive advantages to win Task Orders.

Take the Walkthrough below and learn about each of the 7 core capabilities.


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R3 IDIQ Task Order Management System - Winter 2016

Walkthrough of 7 Core Capabilities of the R3 Task Order System

1. The Hub for Vehicles and Portfolio Management

The R3 system enables you to manage Vehicles and their Task Orders separately to drive unique competitive advantage. But, it brings it all together in a single Management Hub as shown below. This is where you setup your Vehicles. It is also where you go to get visibility across the full system. You can see information in the aggregate or compare results by Vehicles. Or, you can drill right down into specific Task Orders. This Hub and Spoke design gives you the best of both worlds - a centralized system with top down visibility and the ability to drive unique competitive advantage for each IDIQ/GWAC Vehicle.

R3 IDIQ Management Hub

Hub with listing of IDIQ/GWAC vehicles - Click image to view full screen.

2. Phase-Based Task Order Process

The system uses a Phase-based approach to make the process easy to understand and manage. Typically, the task orders flow through 5 phases: Pre-Release, to Released, to Bid Assessment, to Proposal Development, to Outcome.  The objective is simply to drive each Task Order forward. Below we are showing the Task Orders for a single Vehicle grouped by Phase.

When new Task Orders are added to the pipeline a Task Order Workspace is automatically created. This is a secure place where the detailed work is done and information is stored throughout the lifecycle of each Task Order.

Vehicle Pipeline for IDIQ

Vehicle Pipeline by Phase - Click image to view full screen.

3. Bid Assessment/Partner Survey

A key phase in the Task Order process is Bid Assessment. Typically, you'll survey Teaming Partners to determine their interest and what they can bring to the effort. We make this easy, streamlined and interactive through our Expression of Interest (EOI) Console as shown below. Select the partners you want and send out the EOI. Partners are notified by email and driven to the Partner Portal where they can review information and respond. You can then manage your interactions with the partners through the EOI console as part of your Bid Assessment.

EOI Partner Survey for Task Order

EOI Partner Survey Console - Click image to view full screen.

4. Partner Engagement 

Teaming partners are key assets to win. Your partners are able to work with you via a separate, secure Partner Portat as shown below. They can see new Task Orders requiring their expression of interest and their past responses. If you select a partner to team with on a specific Task Order they then get access to a work area for that Task Order. For each Task Order, you can select from 4 levels of partner engagement which determine what the partner can see and do in the work area. Your Partner Portal can be customized to support specific ways of interacting that you may need for just one vehicle or across vehicles.

Partner Portal for R3 IDIQ Task Order System

Home page of Partner Portal - Click image to view full screen.

5. Proposal Response Automation & Proposal Assets

With the short time frame of Task Orders, a very efficient proposal response is necessary.  Each Task Order has a secure, dedicated workspace.  It is designed to automate and optimize the work of preparing the task order response.  An important enhancement is support for an assignment based approach to work instead of just document management. With this approach, the Proposal Manager can drive assignments from their Response Console and manage the back and forth in an agile, iterative way. Writers and reviewers are notified of activity and do their work in My Work as shown below. Instead of having to sort through documents, the work they need to do is at their fingertips. They can work in a co-authoring mode that eliminates the unproductive "noise" of having to manage different documents and monitor email. And, they have inline commenting to make it a truely collaborative experience. When you need it, we also support color team reviews in a similar collaborative experience.

It is also important to drive efficiency and quality through the reuse of proposal assets. The system has a Proposal Asset Repository which allows you to centrally manage proposal assets such as forms, templates, boilerplate, past performance, resumes, graphics, etc.  These assets are “auto-magically” made available to users from within the working Task Order response sites.  Users don’t have to go somewhere else to search and fetch from the asset libraries.  This convenience translates into greater reuse which drives better quality and efficiency.

Reviewing documents with co-authoring and inline commenting

Reviewing documents with co-authoring and inline commenting - Click image to view full screen.

6. Reporting & Analytics

The R3 system captures a lot of data and information. Some entered by users and some entered by the system based upon activity. You have access to this information through a rich set of reporting and analytical capabilities. You can get reports at the Task Order, Vehicle or Portfolio level. The Pipeline funnel chart below is an example of one of our three types of business user configurable reports. You can make as many reports as you need. You also have Tabular Reports where you can slice and dice information and export it to Excel, PDF and Word. Our Pivot Charts are great for reports across the system to look at Task Orders in the aggregate or get reports that compare activity and results by Vehicle. For deep analysis we have a very rich Advanced Reporting capability that empowers you to do just about anything using information from the system and/or integrating it with information from external systems.

Reporting and analytics on IDIQs and Task Orders

Pipeline Funnel Chart (type Graphic Drilldown) - Click image to view full screen.

7. Flexibility

The R3 Task Order system is unusually flexible. This flexibility gives you the ability to add your own "special sauce" that gives you a unique competitive advantage. It enables you to enhance the system as needed to a) easily accommodate changes in how you want to work and b) add specific enhancements that give you competitive advantages on individual vehicles.

  • Easy to Change. We have built-in features such as the Design Canvas shown below that make it easy for you to change how you work - on your own, whevever you want to. You can turn features on and off with drag and drop simplicity. You can control who has access to what features by roles or by specific users.. And, you can even change features or add new ones using our built-in configuration wizards.
  • Custom Enhancements. Individual Vehicles can be optimized to give you a competitive advantage. This is done through Vehicle specific enhancements. One example for Staffing oriented vehicles is an add-in process that automates the work of capturing positions, pushing them to partners, getting candidates and managing the candidate selection process. Another example is an enhancement for construction General Contractors working on AEC MATOCS. It replaces our standard EOI partner survey process with a full Bid Management process for working with construction subcontractors.
Design Canvas for Business Configuration of Vehicles

Design Canvas for a Vehicle Enhanced for Staffing Oriented IDIQ - Click image to view full screen.