Utilizing Technologies to Ensure Compliance and Reduce Risk:

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/


3

©2013 VisibleThread

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

4


Today’s Agenda

I. Are you Compliant?

II. Are you Compelling?

III. Are you Clear?

©2013 VisibleThread 5

Are you Compliant?


6So, what is a Compliance Matrix?


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


8Or this?

244 Columns!


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


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.

1

Search

Using search, identify all

occurrences of ‘shall,’ ‘will,’ ‘must’

and other indicators.

2

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.

3

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.

4

11


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?


12


A ‘Starter Compliance Matrix’ in minutes …

Identify key requirement indicators - “shall, must, include, etc.”

content in the text


Are you Compelling?


14


Is your proposal Compelling & Responsive?

Keywords and win themes present in the Proposal?


Are you Clear?


16


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


17


What we show you

Compare Readability metrics across multiple documents

18


For more information:

visit www.visiblethread.com or email [email protected]

3 Minute online demos

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

http://www.visiblethread.com/

mailto:[email protected]

http://www.visiblethread.com/blog/







Utilizing Technologies to Ensure Compliance and Reduce Risk:

Technology

usa dublin

account manager visiblethread

long sentences

passive sentences

proposal process

ofthe process

process bjthe contractor

meetthe requirement