Proposal ID system - key principles

The Proposal ID system is based on the business principles of knowledge management, efficiency and effectiveness and the Capability Maturity Model IntegrationTM.

Knowledge management

Knowledge management is defined as "a range of strategies and practices used in an organisation to identify, create, represent, distribute, and enable adoption of insights and experiences" 1.

Organisations establish knowledge management strategies and practices to:

  • Reduce redundant work
  • Avoid reinventing the wheel
  • Reduce training time
  • Retain intellectual capital and
  • Adapt to changing environments and markets

Developing an organisation's knowledge management strategies and practices involves four main steps:

  • Analysis of your environment
  • Formulation of your strategy
  • Planning how to implement your strategy and
  • Implementing your strategy

The Proposal ID system encourages organisations to use knowledge management practices to store standard content in a central repository. This ensures that document authors are always using content that is complete and accurate.


1 Wikipedia definition for knowledge management

Efficiency and effectiveness

Business success has essentially just two prerequisites: to be efficient and effective.

Efficiency (or "doing things right") relates to how well defined and implemented are an organisation's operations (their procedures, systems, etc).

By developing and implementing a strategic vision, an organisation ensures it doesn't just focus on being efficient (i.e. on the urgent and important activities) but can coordinate movement of the whole organisation towards a singular vision. By focusing on being effective (or "doing the right things"), organisations can look past the day-to-day, volatile and unpredictable environment that they exist in and instead, focus on their core competencies to take advantage of the opportunities that exist in that environment.

The Proposal ID system supports an organisation's progress towards efficiency and effectiveness by

  • Document (e.g. proposal) authors can easily find the latest business templates to use
  • Standard content for any document can be maintained independently by the content owner and inserted automatically into the document when required with no manual formatting required
  • Consistent messages are presenting to customers regardless of the Word skills of the author
  • Document creation turn around time can be dramatically decreased


Covey S., 1989, The Seven Habits Of Highly Effective People, Fireside, New York.

Viljoen, J. & Dann, S. 2000, Strategic Management: Planning and Implementing Successful Corporate Strategies, Longman Business and Professional, Melbourne

Wells S., 1998, Choosing The Future, Butterworth - Heinemann, Woburn MA.

Hitt, M. A., Ireland, R. D. & Hoskisson, R. E., 2001, Strategic Management: Competitiveness and Globalization, St Paul, Minneapolis, West Publishing Company.

Capability maturity

A company's business processes can be ranked against a five level maturity scale.

The Capability Maturity Model Integration (CMMI) is the industry standard model for ranking a company's processes against a maturity continuum 1.

The goal of any company is to take the steps necessary to ensure their processes are mature, producing consistent results that can be managed, understood, controlled and fine-tuned.

The following CMMI levels have been taken from the business development (BD) CMM 2. Where do your business processes fit?



5. Optimizing

Continuous business development process improvement is enabled by quantitative feedback from the process and from piloting innovative ideas and technology.

4. Managed

Detailed measures of BD process and product quality are collected. Both the process and products are quantitatively understood and controlled.

3. Defined

Process for business development activities is documented, standardized, and integrated into the organization. All activities follow an approved, tailored version of the organization's standard process.

2. Repeatable

Basic business development management processes are established to track cost, schedule, and functionality. The necessary process discipline is in place to repeat earlier successes.

1. Initial

Process is characterized as ad hoc, and occasionally even chaotic. Few processes are defined, and success depends on individual effort and heroics.

Steps to improved maturity

The progression to higher maturity levels is broken down into four key process categories, each with its own theme:

Key process category



Increase customer value by creating information-rich interactions that promote customer-focused solutions.


Improving performance and synergy by driving decisions based on data and real-time analysis of options.


Build competencies and teams by systematically tracking and leveraging expertise and online mentoring.


Enhance systems and processes by making available automated tools and knowledge management systems.

The Proposal ID system has been designed to assist organisations in implementing the above steps to improved business process maturity.


1 Capability Maturity Model Integration

2 Capability Maturity Model® for Business Development, Version 2.0

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