Sales Proposal Process Optimization

Description

This project focuses on optimizing the Sales Proposal Process for Gentech by reducing cycle time, minimizing defects, and enhancing efficiency. Using the DMAIC (Define, Measure, Analyze, Improve, Control) framework, the project identifies inefficiencies, proposes process improvements, and implements control mechanisms to ensure sustainable results. It includes detailed analyses, process maps, and key metrics like DPMO and Sigma levels to measure performance and outcomes.

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Table of Contents

1. Overview
2. Objectives
3. Process Maps
4. Analysis
5. Key Metrics
6. Improvements
7. Control Measures
8. Results
9. Acknowledgments

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Overview

The Sales Proposal Process Optimization project addresses inefficiencies in the sales proposal cycle, particularly focusing on:

• Reducing proposal cycle time.
• Increasing SLA compliance.
• Enhancing overall process efficiency.

The project follows the Six Sigma DMAIC methodology to deliver actionable recommendations and ensure measurable outcomes.

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Objectives

• Efficiency Gains:
  • Decrease the average proposal cycle time.
  • Reduce rework by 30%, minimizing hand-offs and delays.
• Revenue Recovery:
  • Reduce drop-offs due to delays.
  • Identify regional benchmarks to enhance revenue recapture.

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Process Maps

The repository includes:

• Current Process Map: A swim lane diagram of the existing process, highlighting pain points.
• Improved Process Map: A proposed streamlined process after optimization.

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Analysis

• Key Tools Used:
  • Pareto Charts: To identify high-impact delays.
  • Fishbone Diagram: To analyze root causes.
  • FMEA Analysis: To assess risks and prioritize improvements.
• Key Findings:
  • ZQT6 and ZQT8 are the most critical steps with significant delays.
  • Rework and missing information were primary contributors to inefficiencies.

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Key Metrics

• DPMO (Defects per Million Opportunities): 281,053 defects, indicating significant inefficiencies.
• Sigma Level: 2.079, highlighting high variability in process performance.
• Hand-Off Reduction: Metrics to measure the impact of rework minimization.
• SLA Compliance Percentage: Improvements in timely proposal generation.

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Improvements

The project proposes:

1. Standard Operating Procedures (SOPs) to ensure consistent process execution.
2. Error-Proofing Mechanisms to reduce defects and minimize rework.
3. Training Programs for Bid Support Specialists (BSS) to enhance skillsets.
4. Checklists for BSS to ensure thorough and accurate proposals.

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Control Measures

To sustain improvements:

1. SPC Tools: Control charts and compliance scorecards to monitor metrics.
2. Feedback Loops: Monthly reviews of process adherence and outcomes.
3. Benchmarking: Regional comparison to identify areas of excellence and opportunities.

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Results

The project achieved:

1. A 30% reduction in rework and hand-offs.
2. 20% growth in proposal conversion rates.
3. 25% revenue recovery through better SLA compliance and streamlined processes

Acknowledgments

This project was developed by Vaishnavi, Nikhil Jain, Bingqi Ma, Karan Ramesh Patel, leveraging Six Sigma methodologies to address real-world inefficiencies in sales proposal cycles.