businessacquisitionprocedure(pa aqs p bap)v1.10

7/31/2019 BusinessAcquisitionProcedure(PA AQS P BAP)v1.10

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Business AcquisitionBusiness Acquisition

ProcedureProcedurePA-AQS-P-BAPPA-AQS-P-BAP

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Business Acquisition Procedure

AQS

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02 30/11/2001 Entire Document M SEPG Leader 1

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Total No. of pages 16

Review Period 1 year or less

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Ver No: 1.10 PA-AQS-P-BAP 2


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Table of Contents

1 INTRODUCTION ..........................................................................................................................5

1.1 PURPOSE.....................................................................................................................................5

1.2 SCOPE........................................................................................................................................5

1.3 OBJECTIVES.................................................................................................................................5

1.4 ABBREVIATION, ACRONYMANDDEFINITIONS...........................................................................................5

1.5 REFERENCES................................................................................................................................6

1.6 ROLESANDRESPONSIBILITIES...........................................................................................................6

2 PROCEDURAL STEPS................................................................................................................7

2.1 RECEIVE RFP..............................................................................................................................7

2.2 QUALIFY RFP..............................................................................................................................72.2.1 Call for Internal Bid Conference.......................................................................................................7

2.2.2 Internal Bid Conference...................................................................................................................7

2.2.3 Identify Variations and constitute Proposal Preparation Team.........................................................8

2.3 IDENTIFY RFB BOUNDARY..............................................................................................................82.3.1 Call for Initiation meeting.................................................................................................................8

2.3.2 Develop the business problem statement........................................................................................8

2.3.3 Issue Action Plan Meeting................................................................................................................9

2.3.4 Proposal Visioning Meeting..............................................................................................................9

2.3.5 Review the outputs of this phase.....................................................................................................9

2.4 PREPARE TECHNICAL PROPOSAL ......................................................................................................92.4.1 Develop the Technical Solution .......................................................................................................9

2.4.2 Review the Technical Proposal........................................................................................................9

2.4.3 Define Delivery Model....................................................................................................................10

2.4.4 Estimate Effort................................................................................................................................10

2.4.5 Estimate Resource and schedule..................................................................................................10

2.4.6 Technical Risks and Mitigation Strategies......................................................................................10

2.4.7 Review the Outputs of this phase..................................................................................................10

2.5 PREPARE COMMERCIAL PROPOSAL..................................................................................................102.5.1 Compile Annexure..........................................................................................................................10

2.5.2 Identify Commercial Risks and Mitigation Strategies.....................................................................11

2.5.3 Develop Commercial Plan and Budget..........................................................................................11

2.5.4 Review the outputs of this phase...................................................................................................11

2.6 CONSOLIDATE PROPOSAL...............................................................................................................112.6.1 Generate Proposal.........................................................................................................................11

2.6.2 Conduct English Review................................................................................................................11

2.7 REVIEW PROPOSAL......................................................................................................................112.7.1 Call for Review...............................................................................................................................11

2.7.2 Review Meeting.............................................................................................................................122.7.3 Incorporate Review Comments......................................................................................................12

2.8 SUBMIT PROPOSAL......................................................................................................................122.8.1 Send Proposal...............................................................................................................................12

2.9 CLOSE RFP..............................................................................................................................122.9.1 Review Proposal Decision.............................................................................................................12

2.9.2 Win/No-Win Decision.....................................................................................................................12

2.10 PREPAREA DEAL......................................................................................................................122.10.1 Create a deal document...............................................................................................................13

2.10.2 Deal Review and agreement........................................................................................................13

2.10.3 Baseline documents and handover to Project Office...................................................................13

2.10.4 Changes to Contract (post project initiation)................................................................................14

2.11 MEASUREMENTS........................................................................................................................14

2.11.1 Business Acquisition Efficiency Profile.........................................................................................142.11.2 Productivity Profile........................................................................................................................15



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2.12 VERIFICATION............................................................................................................................15

2.13 QUALITYRECORDSANDPROCEDUREOUTPUT....................................................................................15

2.14 APPLICABLETOOLS.....................................................................................................................15

3 PROCESS FLOW.......................................................................................................................16



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1 Introduction

The Business Acquisition Procedure deals with the project preparation activities regarding the

acquisition of business. It gives a purview of the activities to be performed starting from response to

RFP (Request for Proposal) till the preparation of the Project Initiation Docket (PID) and hand over of

the PID to the Project Office. It also takes into account the procedure to be followed in the event of any

change request, raised after project initiation, which might have implications on the contractual

agreement.

1.1 Purpose

The purpose of this document is to develop a methodology that clearly expresses the expectations,

responsibilities, and liabilities of both Payoda and the customer.

1.2 Scope

This procedure applies to all instances of business acquisition in Payoda.

1.3 Objectives

The objective of the Business Acquisition Procedure is to ensure that:

The entry and exit points, as well as responsibility for various activities, are clearly defined.

To have a mechanism for smooth co-ordination between different entities involved in translating aclient requirement into new business.

This also helps to track all activities and the transactions that take place between different groups in

the organization from the point an initial client requirement is recorded to the point of actual project

initiation.

Informed and validated decisions are taken when entering into a contract with the client.

Transition from client requirement to project initiation happens in a planned manner.

1.4 Abbreviation, acronym and definitions

Abbreviations Expansion

PPP Proposal Presentation ProcessProp Man Proposal Management System

RFP Request for Proposal

VP GSD Vice President-Global Solutions Delivery

BEST Business Enabling Support Team

ADG Application Development Group

CEO Chief Executive Officer

RFP Request for Proposal

DPR Detailed Proposal Request

RFQ Request for Quote

BAM Business Acquisition Manager

PPS Proposal Presentation Schedule

PID Project Initiation Docket



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1.5 References

Software Configuration Management Procedure (PA-AQS-P-SCMP)

ADG Skill Reference Matrix (Available with BEST Lead)Standard Proposal Template (PA-AQS-T-PRT)

1.6 Roles and responsibilities

VP GSD The person in charge of the delivery organization

in Payoda, this spans pre and post sales for the

company.

Proposal Manager The person who Heads the virtual team (this

includes, ADG Head, Project Managers, Tech

leads, functional groups, etc), which responds to

the RFP. This person owns the entire proposal and

works with the team to ensure its delivered on time

in a quality fashion. This person could be from any

part of the organization

Sales support manager A presales representative from the Geography

which has requested the proposal

ADG Head Head of Application Development Group within the

Delivery organization of Payoda.

BEST Lead Head of BEST Team, who responsible for

Proposal preparation.

BAM Notify BEST Lead about RFP; responsible for the

commercials conveyed to the client in the

proposal, including the pricing of the solution;

delivery of final proposal to client and entering into

a deal with the client.



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2 Procedural steps

2.1 Receive RFP

The BAM receives an RFP or detailed proposal Request, and sends it to the Geo Head/Account

Manager for preparation of a proposal. In the rest of the document, the term RFP refers to either an

RFP or an RFQ or the client requirement note from the BAM.

In case the RFP has not been received from the Customer, the Geo Head and/or the Account Manager

create the DPR (Detailed Proposal Request). Based on RFP/DPR the bid profile document (PA-AQS-D-

BFD) is created.

2.2 Qualify RFP

The main purpose of this phase is to determine the feasibility of the Request for Proposal. The input for

the Proposal Presentation is the Request for Proposal (RFP) that is initiated by the Customer and

communicated to the Organization by the Sales team.

The Geo Head/Account Manager then sends the same by mail to the following:

BEST Lead

BEST Team members

VP GSD

CEOs

An acknowledgement mail is then sent back to the Sales team by the BEST Lead.

2.2.1 Call for Internal Bid Conference

A mail will be sent by BEST Lead inviting for the Bid Conference to the following:

Sales Geo Head

Business Account Manager

Applicable ADG Head, as per ADG Skill Reference Matrix.

Optionally to VP GSD, CEOs.

Before bid conference, BEST lead suggests a suitable Proposal Manager.

The date for the Internal Bid Conference will be given by the GEO Head /Account Manager in the profile

document (PA-AQS-D-BFD).

2.2.2 Internal Bid Conference

The active participants of the bid conference are

Account Manager

Applicable ADG Head

Business Enabling Support Team (BEST) lead.

Additionally, if the proposal demands it may consist of CEOs



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Solution Delivery Head

GEO Head.

The agenda of this meeting is Bid / No-Bid decision (Which emphasizes that all participants should have gone through the RFP).

Priority

Identify and confirm the proposal manager.

To arrive at and/or review the Bid/No-Bid decision, it is assumed that in most cases the Geo Head will

be in a position to decide Bid/No-Bid decision. However in all cases Internal bid conference should

rewrite the Bid/No-Bid decision. The decision has to be communicated to the top management. In case

a No-Bid decision is taken, then the BEST lead communicates the No-Bid decision to all stakeholders

through a Bid-Profile document, and the RFP is closed. Proposal Manager is identified and any

exceptions from the regular process are documented.

2.2.3 Identify Variations and constitute Proposal Preparation Team

The virtual proposal team will contain the Proposal Manager, Account Manager, Sales Support

Manager, ADG Head, Delivery Project Manager, Architect, DBA etc. The roles, responsibilities and

deliverables of every team member are also defined.

The proposal creation schedule is then generated and updated by the BEST lead. The BEST lead then

reviews the key outputs of this phase, namely,

Duly filled in Bid Profile document (PA-AQS-D-BFD).

Bid/No-Bid decision

Proposal importance, priority and selling pitch strategy.

All the outputs of this phase are managed and controlled. The BEST lead then updates the Bid Profile

Document (PA-AQS-D-BFD) details. And the details of RFP/DPR are communicated to all the

stakeholders

2.3 Identify RFB Boundary

The main purpose of this step is to thoroughly understand the RFP/ DPR and identify any issues that

need clarification and get all such issues clarified before proceeding to the process of making the

technical and commercial proposal.

2.3.1 Call for Initiation meeting

The proposal manager calls for the Initiation meeting. Invitation to the initiation meeting is sent to all

virtual proposal team members. The agenda of this meeting is as follows:

Any updates to proposal creation task list of Bid Profile document (PA-AQS-D-BFD) are identified in

this meeting.

Identify scope and out of scope of the project.

Date for the next meeting is also set in this meeting.

Concurrently during this phase, the virtual team members work on the issues list.

2.3.2 Develop the business problem statement



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The Proposal manager creates the business problem statement, which is recorded in the business

problem statement.

2.3.3 Issue Action Plan MeetingThe active participants of this meeting are the members of the virtual proposal team. In this meeting, the

Customer Issues list and the Payoda issues lists are created.

Customer Issues List: The list of system, technical, and commercial issues that require clarification

from the Customer.

Payoda Issues List: The list of issues that needs to be resolved within and by Payoda to complete

the Proposal.

The Proposal Manager works with the concerned people in resolving issues.

The Proposal Manager then mails the Payoda Issues List to the concerned PA team. Similarly, the

Proposal Manager mails the Customer Issues list to the Sales team.After receiving the clarifications from the concerned people, Proposal Manager communicates the issue

resolutions \clarifications and updated Bid Profile document (PA-AQS-F-BFD) to all the stakeholders.

Proposal manager calls for the Proposal Visioning Meeting.

2.3.4 Proposal Visioning Meeting

The agenda of the meeting is:

Tailored structure and outline for the specific proposal is expected as the output.

Define development and production environment.

The active participants are proposal manager and accounts manager. At the end of the meeting, a

proposal outline and a contents sketch are created. The proposal manager communicates the same toall the stakeholders.

2.3.5 Review the outputs of this phase

The Proposal Manager then reviews the outputs of this phase, namely,

Customer Issues List

Payoda Issues List

Proposal Creation Task List

Business Problem Statement

Bid Profile Document (PA-AQS-D-BFD).

All the outputs of this phase are managed and controlled (Refer: PA-AQS-P-SCMP).

2.4 Prepare Technical Proposal

The main purpose of this phase is to evolve the technical aspects of the proposed system.

2.4.1 Develop the Technical Solution

ADG Head with his team prepare a technical solution is document using the Technical Solution

Template and refers to the Knowledge Repository. The knowledge repository contains various Technical

Solutions for technology/practices.

2.4.2 Review the Technical Proposal



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A Reviewer for the technical proposal is identified at the time of Virtual Proposal Team formation. This

reviewer reviews the Technical Proposal, and the review comments are submitted to the Proposal

Manager.

2.4.3 Define Delivery Model

The ADG Head with his team defines the Delivery Model. While performing this activity, he refers to the

knowledge repository of Delivery Models.

2.4.4 Estimate Effort

The ADG Head with his team then uses this Delivery Model to estimate the effort of the project. In doing

so, he refers to the Standard Effort Estimate Matrix (PA-AQS-S-SEE).

2.4.5 Estimate Resource and schedule

Using the effort estimate created in the previous phase, the ADG Head with his team Estimates theResource and Schedule Estimates.

Develop deliverable matrix, Development Methodology, and Project Organization.

The next step is to develop the following:

Deliverable Matrix

Development Methodology.

Project Organization

During this activity, ADG HEAD with his team refers to the respective knowledge repository for each

individual task.

References for each mentioned above should exist in the respective knowledge repository.

2.4.6 Technical Risks and Mitigation Strategies

The ADG Head with his team identifies the technical risks and mitigation strategies. It must be noted

that Risks should be mapped to the SDLC Phases

2.4.7 Review the Outputs of this phase.

The Reviewer appointed at the time of Virtual Proposal Team creation, reviews all the outputs of this

phase and submits the review comments to the Proposal Manager.

2.5 Prepare Commercial ProposalThe main purpose of this phase is to develop the commercial aspects of the proposed system. The

Sales Manager creates the Commercial Proposal. He/she uses a standard commercial proposal

template to prepare the proposal. The following points are kept in mind while creating the commercial

proposal, namely:

Commercial proposal has to be customized to the requirements of each RFP and Customer.

Except for applying rates, all the tasks including preparing items, other costs, approvals and

other commercial and general material has to be prepared.

2.5.1 Compile Annexure

The Sales Manager compiles the Annexure that includes:

Company profile and organization

Quality write-up



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Case studies

References and testimonials

Resumes of key personnel who are fit for the project.

Any personalized requirements of RFP and the customer Alliances relevant to the RFP.

During this activity, the Sales manager refers to the knowledge repository of annexure.

2.5.2 Identify Commercial Risks and Mitigation Strategies

The Sales Manager then identifies the various commercial risks that apply to the proposal and the

mitigation strategies for each of these risks.

2.5.3 Develop Commercial Plan and Budget

Sales support manager also develops the Commercial Plan and budget. For this, inputs from PA IT-

Operations department are taken, if applicable. This includes any costing of any software or hardware

licenses and any other needed documents.

2.5.4 Review the outputs of this phase

The reviewer, identified at the time of virtual proposal team formation, reviews the key outputs of this

phase, namely,

Commercial proposal

Commercial Risk Matrix (PA-AQS-T-CRM)

Commercial Plan and budget

2.6 Consolidate Proposal

In this phase, all the outputs of the previous phases are consolidated to form the proposal document.

2.6.1 Generate Proposal

Using the outputs from the previous phase, the RFP and the Bid Profile Document (PA-AQS-D-BFD),

the Proposal Manager generates the Proposal in the Standard Proposal Template (PA-AQS-T-PRT). To

the consolidated proposal thus generated, the Proposal Manager then applies Pricing terms.

2.6.2 Conduct English Review

The Technical Writer then subjects the Consolidated Proposal package to an English language review.

The reviewer is identified at the time of Virtual Proposal team formation. The review comments are then

communicated to the Proposal Manager.

2.7 Review Proposal

In this phase, the senior management reviews the proposal thus formed, and gives feedback on

possible enhancements or modifications to the proposal.

2.7.1 Call for Review



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The Proposal Manager calls for a review of the consolidated Proposal package. Invitation to the

Proposal Review meeting is sent to

Virtual Proposal Team

Optionally, to TMG, CEOs.

2.7.2 Review Meeting

The participants of the review meeting then review the proposal package. The Active participants of this

meeting are

Virtual Proposal Team

Optionally, TMG, CEOs

2.7.3 Incorporate Review Comments

The Proposal Manager then incorporates the comments of the review of Proposal Package, in the

Proposal Package.

2.8 Submit Proposal

The final proposal document is submitted to the client.

2.8.1 Send Proposal

In this phase, the Sales Manager prepares electronic/paper copies and related items. The Sales

Manager then sends the proposal to the Customer. The Sales Manager conducts a walkthrough of the

proposal with the Customer. After the walkthrough, the Sales Manager follows up with the Customer on

concerned issues. The Sales Manager ensures: Proper receipt of the proposal

Any questions from the customer are clarified.

The outcome of the bid is known.

2.9 Close RFP

2.9.1 Review Proposal Decision

In the final phase of the Proposal Presentation, the Sales Manager receives and reviews the Proposal

decision of the customer. The Sales Manager communicates the decision to all the Stakeholders.

2.9.2 Win/No-Win Decision

The Stakeholders take a Win/No-Win decision. If the decision taken is a No-Win decision, the Sales

Manager analyzes and understands the reasons of the No-Win Decision. After this, the Sales Manager

does a Lost Order Analysis goes to the next step. In case of a Win decision, the Sales Manager initiates

engagement and understands any changed terms.

The output of the Proposal Presentation Procedure is the packaged proposal and the win/no-win

decision by the customer.

2.10 Prepare a Deal



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2.10.1 Create a deal document

When the client finally accepts a proposal, the BAM, with help from BEST Lead, gathers all documents

and all correspondence related to the Contract. This includes but is not limited to:

The Request for Proposal

The Proposal accepted by Customer

All PSO deliverables, including project schedule and estimates

Reports and minutes prepared during the proposal-making exercise till the current point in time

Copies of any related correspondence

Any other relevant document

The BAM then prepares a deal document and project initiation docket (except pricing information),

which comprises the following:

Contract and legal terms Schedules for project delivery

Pricing Information

Customer's acceptance criteria

Agreed upon change control and UAT process

Customer's role in the development process

Resources/Receivables to be provided by the customer

Standards and procedures to be used (any customer supplied)

Assumptions and dependencies (for estimation, development, deployment)

Servicing, support and maintenance requirements.

Deal review checklist

The completed project information docket is handed over to respective ADGs.

2.10.2 Deal Review and agreement

A Deal Review meeting is called. A copy of the proposed deal document, as well as all documents that

had been used by the BAM during preparation of the contract, are presented to reviewers during the

review.

The reviewers are from Sales, Quality, Training, Facilities, Delivery and if necessary, from the Finance

department.

Review is conducted as per the Deal Review Checklist (PA-AQS-C-DRC).

The BAM captures all changes suggested and agreed upon during the review in the Minutes of Meeting

(PA-AQS-T-MOM) document. This is shared with all reviewers. These changes are incorporated in the

deal document by the BAM. Geo Head reviews the deal document finally and approves release to the

client. The approval must be recorded.

The BAM records any deviation in the final deal document from the submitted proposal in an Exception

Report [Ref. PA-AQS-F-EXR]. This is sent to TMG.

2.10.3 Baseline documents and handover to Project Office



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Once the client approves the deal, the BAM sends out the Business Acquisition Intimation Form [Ref.

PA-AQS-F-BAIF] to the Project Office with a copy to the key persons (including the TMG) identified in

the Business Acquisition Intimation Form [PA-AQS-F-BAIF]. Post this; the TMG initiates the project

delivery cycle by appointing an ADG Head, who in turn nominates a Project Manager.

Along with sending the Business Acquisition Intimation Form, the BAM also bundles all correspondence

and documents created during the activities as described in the above steps to form the PID as per AQS

guidelines. This is again submitted to the Project Office as baseline documents.

2.10.4 Changes to Contract (post project initiation)

In case of any change request that might impact the final deal document and/or contractual terms after

the project is initiated, the following steps are followed:

The ADG Head informs BAM about the required change. BAM decides whether the change will impact the final deal document and/or contractual terms or

not.

The ADG Head and the BAM determines the required changes in the deal document and/or

contractual terms and accordingly the BAM makes the modification.

This is approved by the TMG and the approval is recorded.

The Project Manager is informed and the revised deal document is added to the baseline

documents.

Change is managed and controlled. All documents and correspondence related to this are maintained

and archived with Project Office (added to baseline documents).

2.11 MeasurementsThe following measurement are collected on a monthly basis to measure the effectiveness of the

business acquisition process:

1. Number of RFPs received for every Geo.

2. Number of proposals submitted for every Geo.

3. Number of work orders received for every Geo.

4. Total effort spent across all Geos.

5. Productivity = Total work orders received across all Geos/Total Effort Spent across all Geos.

6. Hit Rate = Total proposals won/Total proposals submitted * 100.

For calculation, # 4 of measurement, the work hours spent by the resources from Global Solution

Delivery (GSD) will be collected from the timesheet application. Effort spent by non-GSD resources isnot considered for measurement.

The following profiles are generated based on the above measurements that are collected:

2.11.1 Business Acquisition Efficiency Profile

a) All Geos

This will be generated on a monthly basis and annual basis. This will consist of a graphical

representation of Geo (x-axis) Vs. Measurement 1, Measurement 2 and Measurement 3 (y-axis).For annual evaluation, the annual cumulative figures for the three measurements are considered.



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This will be represented as a bar chart.

b) Individual Geo

This will be generated on an annual basis. This will consist of a graphical representation of Month

(x-axis) Vs. Measurement 1, Measurement 2 and Measurement 3 (y-axis). The annual cumulative

figures for the three measurements are considered for this. This will be represented as a linear

graph.

2.11.2 Productivity Profile

This will be generated on a quarterly and annual basis. This will consist of a graphical representation of

Month (x-axis) Vs. Measurement 5. This will be in the form of a linear graph.

2.12 Verification

Senior Management and SQA representatives review and audit the activities and work products related

to the business acquisition procedure on a periodic and event driven basis. The review results are

recorded in Minutes of Meeting document [PA-AQS-T-MOM]. The audit results are documented as part

of the SQA report.

2.13 Quality records and procedure output

Serial

Number

Document Name AQS Document Number

1. Business Acquisition Intimation Form PA-AQS-F-BAIF

2. Exception Report PA-AQS-F-EXR

3. Minutes of Meeting PA-AQS-F-MOM

4. Deal Review Checklist PA-AQS-C-DRC

5. Bid Profile Document PA-AQS-D-BFD

6. Standard Effort Estimate Matrix PA-AQS-S-SEE

2.14 Applicable tools

None



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3 Process Flow


ReviewProposal

SubmitProposal

CloseRFP

DefineTechnical

Solution

Estimate

ESRR

Prepare Technical Proposal

Consolidate

Proposal

QualifyRFP

IdentifyRFPBoundary

(5%) (15%)

(20%) (30%)

Prepare

Commercial

Proposal

(50%)

(10%) (15%)(5%)

RequestForProposal(RFP)

Proposal

Package(PP)

ReviewProposalReviewProposal

SubmitProposalSubmitProposal

CloseRFPCloseRFP

DefineTechnical

Solution

Estimate

ESRR


DefineTechnical

Solution

Estimate

ESRR

DefineTechnical

Solution

DefineTechnical

Solution

Estimate

ESRR

Estimate

ESRR


Consolidate

Proposal

QualifyRFP

IdentifyRFPBoundary

(5%) (15%)

QualifyRFP

IdentifyRFPP

Boundary

Prepare

Commercial

Proposal

RequestForProposal

(RFP)

Proposal

Package(PP)

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