L3 VPC InstructionsTeammates310.docx

L3 VPC InstructionsTeammates310.docx

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L3VPCInstructionsTeammates310

Contents

UsingtheL-3VirtualProposalCenter（VPC）1

L-3ProposalDevelopmentProcesses1

FolderOrganizationConventions1

FileNamingConventions2

NotetoTeammates2

UsingtheVPCTool3

AddingDocumentstotheVPC3

Document“CheckOut”4

Document“CheckIn”4

Document“History”5

CopytoLocal5

DocumentSearching5

Workplan6

Calendar7

PendingTasks8

Notifications8

ActionItems8

EmailTable9

TeamMembers9

VPCUserProfile9

Dashboard10

TheDashboardhasFiveSections10

ImportantNotes11

PointsofContact:

11

UsingtheL-3VirtualProposalCenter（VPC）

L-3ProposalDevelopmentProcesses

WelcometotheL-3VirtualProposalCenter（VPC）,asecure,web-basedtoolusedtosupportbusinessandproposaldevelopmentefforts.Winningproposalsaretheresultofpreparationandhardworkbyanorganized,well-ledandmotivatedteam.Upfrontplanningensurestheproposaladdresseseveryaspectofthesolicitation.

TheVPCisacollaborative,workflow-enabledapplication,whichallowsustomanage,support,andsimplifytheproposaldevelopmentprocess.TheVPCallowsproposalwriters（includingconsultantsandteammates）tocontributeandreviewtheproposalasitisbeingdeveloped.

TheVPCenablesanentireproposalteamtohaveacommonworkcenterwithaccesstoallthetoolsandinformationneededtocreateasuccessfulproposal.BecauseproposaldocumentsmoveovertheInternet,eitherthroughe-mailcommunication,orviaWebsites,as“plaintext”theycanbeeasilyinterceptedanddisclosedoutsidetheproposalteam.OurVPCisasecureapplication,witha128-bitencryptedSSL,whichprotectsproprietaryproposalinformationwhileintransit.

TheL-3VPCallowsaccesstoanyoneintheworldwithanISPandappropriateprivileges.TheProposalDevelopmentstaffcreatesandmaintainsaccesscontrol,anduserprivileges.

TheProposaldirectoriesontheL-3VPCarebackedupmultipletimeseachday.RequestsforaccesstotheVPCshouldbemadetoDeAnnaBoudreau,oryourlocalVPCAdministrator.

FolderOrganizationConventions

L-3staffs（eitherlocalVPCAdministratorsorCorporateServerAdministrators）createandmaintainaccesscontrol,userprivileges,pointofcontactlists,andRFP-relateddocuments.Allproposalsitesaresetupwithasetoffoldersdesignedtomatchtheproposaloutline.Usershaveaccesstoonlythosefoldersontheserverwheretheyarecontributingproposalmaterials,ortofoldersthatcontainreferenceinformationdirectlyrelatedtotheproposal.Foldersaresegregatedbydatalevels,i.e.,ReferenceInformation,ProposalContentDevelopment,Subs,ProposalProduction,ArchivedData,etc.ThestandardVPCfolderstructureisasfollows:

ArchivedData.The“Archived”folderisaccessibletoonlytheProposalManagerandProposalCoordinator.Archivedfilesthatneedtoberetrievedforanypurposeareretrievedundercontrolledcircumstancesandmaintainedbyoneofthosepeople.

CaptureInformation.ManytimesactivitiesandplanningforaproposaltakesplacemonthsbeforeaRFPisreleased.TheCaptureInformationfolderisprovidedasaresourcetosupportL3CaptureManagersmaintain,track,andmanageinformationcollectedoveraperiodoftime（priortoRFPrelease）thatsupportsCompetitiveIntelligence,CustomerKnowledgeandCompanyCapabilities.

ProposalProduction.Oncetheproposaldocumentsarereadyforfinalformatting,editing,andproduction,filesare“moved”totheProposalProductionfolderfortheDocumentPublishingstafftoretrieve.ProposalwritersdonothaveaccesstotheProposalProductionfolder.

ReferenceFolder.ThisfolderhostsallRFPdocuments（draft,final,andamendments）;POClist;ProposalSchedule;ComplianceMatrix,ProposalOutlines;ProposalThemes/Discriminators&WinStrategies;LibraryInformation（documentscollectedasreferencematerialstosupporteffort）;andotherreferencedatapertinenttotheproposal.

ReviewTeams.TheReviewTeamsfoldercontainsdocumentsforon-linereviewsaswellastheancillarymaterialneededforareview.Examplesincludereviewercandidatelists;reviewkick-offpresentationsandcharts;andblankreviewcritiquesheets.Manyproposalteamsusethisfoldertoprovidepre-readmaterialstoremotereviewteamparticipants.Additionally,consolidatedreviewfindingsarekeptinthisfolder.

SubsFolder.Eachteammateisassignedadedicatedfolder,withaccessrestrictedtoindividualcompanypersonnel,intheSubsfolder.Teammatesareinstructedto“Add”theirproprietarycompanydatasuchasPastPerformancecontractreferences,companylogo,companycapabilitiesstatement,andcostdatatotheirdedicatedSubsfolder.

WorkingPropDocs.ThisfolderhasbeenstructuredinaccordancewithRFPandoutline,i.e.,VolumeI-Technical,（withSections1.0ManagementApproach,2.0TechnicalApproach,Appendix1andAppendix2assubfolders）VolumeII-Cost,etc.Filesplacedinthesefoldersaresubjecttonamingconventionsdefined（seebelow）tohelpwithConfigurationControlofdocuments.Versionnumbersshouldnotbeappliedtodocumentsindevelopment.TheVPCtoolautomaticallytracksallversions,andmovesolderversionstothe“version”folder.Thisallowsustoretainacompletehistoryofalldocumentsdevelopedinsupportoftheproposal.

FileNamingConventions

Duetovariousversionsofsoftwareapplicationsallwriters,reviewers,andcontributorsmustbeconscientiousoftheappropriatesoftwareversionthattheproposalwillbedevelopedandsubmittedin.Ifyouareunsure,pleaseconfirmwithyourProposalManagerorProposalCoordinator.

Donotuseanyspaces,specialcharacters（i.e.,&or/）orparenthesisinthefilenames.Ratherthanusinga“.”toseparatenumbers,useanunderscoremark（“_”e.g.,1_2）.Indicatethesectionnumber（i.e.,1_1_2）andthesectionorfunctionaltitle（i.e.,1_1_2_FacilitiesandCapabilities）forallfilenames.DoNotputversionnumbersoryournameinthefilename.

NotetoTeammates

TheVPChasrestrictedaccesstoensureproprietaryinformationisnotavailabletootherusers,onlytheProposalManager/Coordinatorcanprovideprivilegesforyouto“Add”documentstotheVPC,inaccordancewiththefollowinginstructions.

YourprivilegesforthisproposalallowyoutoplaceproposalrelatedfilestotheVPCinyourcompanysubfolderintheSubs_Teammatesfolder.Inotherwords,youwill“add”yourcompany’sdatacallresponsesintotheappropriatefolder（ie.,PastPerformanceorCompanyInformationfolder）.Inaddition,alldatacallswillbeplacedinyourcompany’sfolderundertheDataCallfolderforyoutoretrieveandrespond.

Ifyouarecontributingtothedevelopmentoftheotherproposalvolumes（i.e.,ManagementorTechnicalVolumes）,yourpermissionlevelswillbeextendedtothosefolderorfilesthatyouarecontributingtoattheappropriatetime.

Youwillalsohave“Read”accesstodocumentsintheReferencefolder（seedetailsaboveforfoldercontents）.WhileyoucannotchangedocumentsintheReferencefolder,youmayreadanyofthedocumentsintheReferencefolderandre-usethematerialstodevelopyourproposalsection（s）.

UsingtheVPCTool

ToaccessdocumentsontheVPC,youmusthaveprivilegesgrantedtoyoubyeithertheProposalManagerorProposalCoordinator.Theseprivilegesdeterminewhatfilesyoucanaccesstoreview,edit,createorpublish.Yourprivilegesarebasedonyourroleinproposaldevelopmentprocess.

ToaccesstheVPC,pleasefollowtheseinstructions:

ConnecttotheInternet

Typeinhttps:

//L3wins.L-

Clickonthe“VirtualProposalCenter”buttonofthewelcomepage.

IfthisisthefirsttimeyouhaveaccessedtheVPC,youwillseeaSecurityWarningnoticeboxappearonthescreen.Thiscertificatehasaboxfor“AlwaysTrust….Intravasion”…Besureyoucheck“always”intheboxandclickonthe“OK”button.Thesystemwillthenloadappropriateappletstoyoursystemforthesecureenvironment.

Theloginscreenwillnowappear.TypeinyourUserIDandPasswordasprovidedandclickon“Logon”.

Thesystemischaracterandcasesensitive,sotypeyouruserIDandpasswordexactlyasprovided.

IMPORTANTNOTE:

TheVPChasrestrictedaccesstoensureproprietaryinformationisnotavailabletootherusers,onlytheProposalManager/Coordinatorcanestablishyourpermissionsfortheproposaleffort.

AddingDocumentstotheVPC

DocumentsthatarebeingplacedontheVPCforthefirsttimemustbeaddedtothesystem.Userswith“add”privilegesshouldclickonthe“add”（+）buttonatthetopofthescreen.Ascreenshowing“AddaDocumenttoVPC”willappear,withthefolderstructureshownontheleftside.Singleclicktheappropriatefolder/subfolderforthedocument.Thefoldernamewillappearinthe“AddtoFolder”baratthetopofthescreen.Clickonthe“SelectLocalDocument”buttontobrowsethedrive（A,C,D,etc.）whereyouhavethedocumentyouwanttoaddtotheVPC.DoubleclickonthefilenameyouwanttoplaceontheVPC.Thefilenamenowappearsinthebox.Usersmayplacespecialinstructionsforthedocument,documentstatus,orotherinformationinthe“Comments”box.Click“OK”,andthefilewillbetransferredtotheselectedfolder/subfolderontheVPC.

Document“CheckOut”

DocumentsthatareresidentontheVPC（i.e.,documentsthathavealreadybeen“added”totheVPC）mustbe“CheckedOut”foreditingorreview.Clickonthe“Check-Out”buttonontheMainMenu,atthetopofscreen.Selectthefolderorsubfolderwherethedocumentisstoredandsingleclickonthefilename.ThefilenamewillappearintheDocumentCheckOutboxatthe“ManagedDocumentName”line.Typeyournameandanyspecialinstructionsinthe“Comments”b