User Requirement/Functional Specification

RoviSys Project: PW Page: 1 of 15 PW URS/FS Date: 18-Jan-2016 Rev: B

Proposal Workflow

USER REQUIREMENT/FUNCTIONAL SPECIFICATION

CONFIDENTIAL DOCUMENT: This document may not be copied or reproduced, in whole or in part, without the expressed written consent of The RoviSys Company or its successor companies.

DOCUMENT REVISION HISTORY Major revisions of this document will be lettered (i.e. A, B, C).

Doc Description Revised By Revision Reviewed By um Date ent Ver sio n

A Preliminary version for review John Turk 14-Jan- Conry, 2016 Maukonen, Turk B Preliminary version for review John Turk 18-Jan- 2016

RoviSys 1455 Danner Drive, Aurora, Ohio 44202 · 330.562.8600 · fax 330.562.8688 www.rovisys.com 2521 Schieffelin Road, Apex, North Carolina 27540 · 919.387.1200 · fax 919.387.8395 2 International Business Park #03-25, Strategy Tower 2, Singapore 609930 · +65 96558 0647 377 Simarano Drive, Suite 100, Marlborough, Massachusetts 01752· 774 245 8276 RoviSys Project: PW Page: 2 of 15 PW URS/FS Date: 18-Jan-2016 Rev: B

Contents

1 Introduction and Purpose

In today’s business environment “time is of the essence” and our customers need fast turnaround on proposal documents that define scope of work, schedule, and pricing based on their needs. Pair this with the growth of RoviSys and we will have an ever-increasing demand for quality proposals. So, as RoviSys continues to grow and the need for more staff to create more proposals increases we need to streamline the proposal generation process while maintaining a high level of quality. The purpose of this document is to define the user and functional requirements for a Proposal Workflow (PW) application. This PW application will provide RoviSys staff with a simple and flexible application that aids in the creation of quality sales proposals and in-turn allows more time to interface with the customer and strategize on how to win projects.

2 Proposals Today and Pain Points

RoviSys has organized proposal templates and pricing spreadsheets, along with procedures, that allow us to fairly efficiently create quality proposals. The main software packages currently used to develop proposals include MSWord, MSVisio, MSExcel, and MSProject. The intent of this PW application is not to duplicate this software but rather to mimic the use of this software and simplify their use by reducing unneeded functionality. Shown below is an example of the functionality we believe is needed from each of these software applications.  MSVisio

1 Drag and drop functionality

2 Icon libraries for categories (ie. Management, Design, Testing, etc.)

3 Limited number of styles icons

4 Limited number of connectors and boundaries

 MSWord (similar functions as RoviPedia)

1 Minimal font styles and sizes

2 Simple header and footer information

3 Maximum 3-levels of headers

4 Allow bullet listed items

5 Allow simple tables

 MSExcel

1 Allow access to data for pricing

 MSProject

1 Limited number of line items

2 Limited number of sub-tasks

3 Ability to add dependencies

2.1 Pain Points While our current proposal generation process is unique and admirable we need to advance this process as we grow. The following pain points exist which lengthen the

RoviSys 1455 Danner Drive, Aurora, Ohio 44202 · 330.562.8600 · fax 330.562.8688 www.rovisys.com 2521 Schieffelin Road, Apex, North Carolina 27540 · 919.387.1200 · fax 919.387.8395 2 International Business Park #03-25, Strategy Tower 2, Singapore 609930 · +65 96558 0647 377 Simarano Drive, Suite 100, Marlborough, Massachusetts 01752· 774 245 8276 RoviSys Project: PW Page: 6 of 15 PW URS/FS Date: 18-Jan-2016 Rev: B proposal completion time and reduces quality and ultimately can decrease our chance of winning projects. Here are some of the major pain points that we need to eliminate with the creation of this PW application:  Excessive time spent formatting MSWord documents (fonts, headers, etc.)

 Excessive time locating past proposals that could be used as templates for current proposal

 Limited time to create quality proposals that impress our customers and defeat the competition

 Limited time for value added time on customer interaction, strategizing, and pricing

 Limited time for peer reviews of final proposal to provide new feedback

 Limited time to include essential proposal sections that could help win the project. (Project Flow Diagrams, schedule information, traceability within proposal, project org chart, project team profiles)

 Inability to get new sales team members up to speed on proposal creation

 Inconsistency in following preferred steps in the creation of a quality proposal that may enhance thought process to win the project

 Inability to efficiently share proposal information between divisions and offices

3 Mission

The mission of this PW application is as follows: To streamline the process of creating high quality proposals thus allowing our sales team more time to interface with customers, strategize, and ultimately increase the chance of winning more projects. Note: this PW application is not being created to provide 1-button proposal generation but rather to present a proposal generation workflow that encourages strategic thinking that will help RoviSys win projects.

4 Goals

The goals list is primarily directed at resolving our above mentioned pain points in the generation of proposals:  Eliminate time spent formatting MSWord documents (fonts, headers, etc.)

 Reduce time locating past proposals that could be used as templates for current proposal

 Increase available time to create quality proposals that impress our customers and defeat the competition

 Increase time for value added time on customer interaction, strategizing, and pricing

 Increase time for peer reviews of final proposal to provide new feedback

 Increase time to include essential proposal sections that could help win the project. (Project Flow Diagrams, schedule information, traceability within proposal, project org chart, project team profiles)

 Reduce time to get new sales team members up to speed on proposal creation

 Provide consistency in following preferred steps in the creation of a quality proposal that may enhance thought process to win the project

 Improve ability to efficiently share proposal information between divisions and offices

 Creation of a proposal document that looks like it was created in MSWord and is easy to edit like in MSWord but we never used MSWord.

5 Interaction with other RoviSys applications

PW will need to interact with COMeT, GrandView, and Talent Scout in the following areas: COMeT  PW will get company information and contact information from COMeT GrandView  GrandView will provide the proposal unique name

 GrandView will store the proposal files

 GrandView will track key stats from the proposal such as TAV, hours, OPE, etc.. Talent Scout  Talent Scout will provide employee profiles based on the PW organization chart

Note: At this time RoviSys has multiple software development efforts in-process which will affect PW however, PW should be viewed as a unique application that interfaces with other applications to read and write as defined above.

6 Proposal Workflow (PW) Functionality

As mentioned earlier in this document, one of the goals of this PW application is to enforce a workflow that enhances the whole sales process and helps us win more projects. The following sections define current new approaches to this strategy. 6.1 Current Proposal Workflow The following diagram depicts the current proposal workflow. We will use this workflow along with a few (cross-section of RoviSys proposals) completed proposal documents to illustrate and discuss how PW will provide the needed functionality. Note: Additional information on this current workflow can be found at the RoviPedia Home Page for Life-Sciences. This should be reviewed as it will illustrate how current libraries are accessed in RoviPedia.

6.2 New Proposal Workflow The new proposal workflow needed for this PW application is similar to the existing workflow concepts however the workflow steps will be inherently followed thus enforcing a workflow that encourages strategic thinking. The key components of this new workflow include the following steps. 1. Find an existing PW or creation of a new PW 2. Creating the proposal via a flow diagram (aka. project workflow) 3. Select proposal wording per each PW icon 4. Create project org chart and define which staff needs a profile attached 5. Create pricing matrix with traceability to each flow icon 6. Create a scheduling section with traceability to each flow icon 7. Create a separate document for all employee profiles

7 Required PW Attributes

The following attributes will be addressed by this PW application. Examples of these attributes will be explained via existing proposal documents as mentioned earlier in this document.

 Ability to add images to your project workflow

 All attributes are editable within the PW application

 Editable, maintainable, and accessible

 Ability to follow all standard Visio flow diagram rules and create associated documentation layout. This includes category sections, overhead, sequential, and parallel activities

 Ability to provide different colored PW icons based on PW workflow need (ie. Office work vs site work)

 Traceability from PW icon to/from wording section to/from pricing section to/from schedule

 Ability to store PW templates

 Ability to search PW templates

 Ability to have global document tags

 Ability to create table-of-contents

 Ability to handle revision control

 Ability to store PW icon wording for specific PW, PW library, or overwrite existing PW library

 Ability for PW library owners manage and edit PW icon libraries

 Ability to define main sections and subsections via PW

 Ability to save PW templates and icons by office, division, technology, or process

 Ability to interface seamlessly with other RoviSys applications as defined earlier

 Sustainable for long-term bug fixes and enhancements

 Must be well documented and use current software programming standards

 Ability to view actual document and PW in real-time

 Ability to create project org chart and include profiles as needed

 Ability to include pricing and hours per PW icon which is added to associated pricing section

 Ability to add overhead PW icons to account for the needed wording. PW icons such as project management, quality, meetings, etc.

 Ability to have profile and landscape views in document

 Ability to create new PW icons

 Each PW icon will allow entry of price and hours to be pulled into the pricing section

8 PW User Interface Example

The following illustration provides an example of how users would create a PW proposal. In creating the left-side workflow the right-side document is shown in real-time. A brief instruction: The user will select a PW icon on the left from a library of icons. After selection and placement of all the PW icon on the left the user would search and select the proper PW icon wording as needed from the PW icon library on the right. The user would make edits to the wording as needed and save it via one of the 3-options. With this process the proposal is created.

9 PW Schedule

Based on the initial presentation and review of this URS/FS document the project team will develop a high level schedule base on available time and resources. The scope of work will be defined per this time frame with the goal of achieving a useable PW application by the end of the term/schedule. It is anticipated this project will have four software design sprints with each sprint having specific goals and scopes of work. This document will be updated as the project progresses and a Design Specification (DS) will be created by the project team to lead the design effort. This DS will be used to define all details for the PW application and will be used to communicate details between all project team members.

RoviSys 1455 Danner Drive, Aurora, Ohio 44202 · 330.562.8600 · fax 330.562.8688 www.rovisys.com 2521 Schieffelin Road, Apex, North Carolina 27540 · 919.387.1200 · fax 919.387.8395 2 International Business Park #03-25, Strategy Tower 2, Singapore 609930 · +65 96558 0647 377 Simarano Drive, Suite 100, Marlborough, Massachusetts 01752· 774 245 8276