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Section 01 / 22Smarter Bidding, live by end of September

Executive Summary

Smarter Bidding, live by end of September

Project Manager · Smarter Bidding Programme

From fragmented Excel to a single, governed bid & pipeline platform, live by end of September.

A pragmatic, 13-week delivery plan to select a modern platform (Monday.com, Salesforce or Edison365), configure it around your bid lifecycle, migrate pipeline data out of Excel, and get the Bulgaria bid team using it before month-end September. From there, a controlled rollout across the 14-country footprint.

Open the 13-week plan Vendor evaluation Why me

This isn't a tool rollout. It's a change of habit for every bid team member in every country. The plan is built for an entrepreneurial, low-governance environment: fast decisions, small core team, vendor-heavy build, and adoption designed in from day one rather than bolted on at the end.

At a glance

Four things that define success

The objective

Live by 30 Sept

single, governed bid & pipeline platform replacing Excel

The shortlist

Monday · Salesforce · Edison365

structured evaluation, decision by end of July

The reach

14 countries

Bulgaria base first, phased international rollout after go-live

The value

Win rate + bid velocity

measured uplift, not just tool adoption

What this pack covers

A hands-on delivery proposal

Why Excel-based bidding is now a growth blocker, not just an efficiency problem
A structured evaluation of Monday.com, Salesforce and Edison365
The 13-week critical path to a working platform by 30 September
Data migration from fragmented spreadsheets to a governed pipeline of record
Adoption plan for the Bulgaria base team and 14-country rollout
A live value case tying investment to win rate and bid-team efficiency

Pack structure

Twenty sections, the plan and the person behind it

Section 02 / 22Why the current way of bidding is holding growth back

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From Excel to Enterprise Bid Platform

Why the current way of bidding is holding growth back

Strategic context

The seven conditions the platform has to work in

A read of the operating conditions any incoming Project Manager should expect on day one.

Bid teams operate across 14 countries with no shared operating rhythm
Fragmented Excel makes cross-country bid coordination near impossible
No trusted forecast, so commercial decisions are made on gut feel
Growth ambition outpacing the tooling underneath it
Limited formal governance, so change must be delivered pragmatically
Tight timeline: platform live by end of September
Solution must fit an entrepreneurial, hands-on culture, not a corporate one

The shift

From spreadsheet chaos to a governed pipeline

Today · Excel-based

Fragmented, invisible pipeline

•Bid activity tracked in disconnected Excel workbooks
•No single view of pipeline across countries
•Version control by filename, not by system
•Manual re-entry of the same bid data three or four times
•Reporting takes days, is stale by the time it lands
•Institutional knowledge locked in individuals' inboxes
•Weak visibility for leadership on what's really in the pipeline

End of September · platform-based

Governed, decision-ready pipeline

•One governed bid & pipeline platform used everywhere
•Standard stages, standard fields, cross-country comparability
•Templates, playbooks and content library reused, not rewritten
•Automated approvals and reviews on the critical path
•Real-time pipeline, win rate and forecast for leadership
•Bid-team hours redeployed to higher-value work
•A defensible audit trail on every submission

Section 03 / 22Five outcomes the platform must deliver

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Strategic Outcomes

Five outcomes the platform must deliver

What success looks like by end of September and beyond

Each outcome has a workstream, an owner and a KPI on the dashboard, so we can prove value, not just deliver a tool.

A Single Pipeline of Record

One system, one source of truth for every live bid and every stage, across every country. Excel retired for bid workflow.

Higher Win Rate

Structured qualification, better content reuse and faster review cycles move win rate up point by point across the book.

Bid-Team Efficiency

Hours per bid come down materially through templates, approvals in-flow, and no more re-keying between spreadsheets.

International Consistency

Same stages, same fields, same definitions in every country. A common language between Bulgaria and the 14 markets.

Confident Leadership Reporting

Live pipeline, forecast and win-rate views that leadership can act on the same day, not the following week.

Section 04 / 22Lean, hands-on delivery for an entrepreneurial setting

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Delivery Framework

Lean, hands-on delivery for an entrepreneurial setting

Six pillars

A lean framework for a fast-paced environment

No heavy PMO overhead. Six pillars, one delivery plan, executive-level visibility on a single page.

01Pillar

Requirements & Process

Nail down the bid lifecycle, stages, roles and non-negotiables before we look at tools.

02Pillar

Vendor Selection

Structured scoring of Monday.com, Salesforce and Edison365 against the same criteria and demo scripts.

03Pillar

Configure & Integrate

Fit-first configuration, minimum viable integrations (SSO, Office, ERP), no custom code where a setting will do.

04Pillar

Migrate & Cleanse

Excel workbooks in, single governed dataset out. Deduplication, ownership, retention rules applied.

05Pillar

Adopt in Bulgaria

Bulgaria base team goes first: hands-on training, floor-walking, daily standups until the muscle memory forms.

06Pillar

Roll Out to 14 Countries

Wave-based rollout post-go-live, country by country, with a light playbook and a small central enablement squad.

Operating model at a glance

Inputs

Engine

Outputs

Current Excel workbooks, bid team knowledge, vendor demos, integration constraints, ~£250k envelope.

Small core team + selected vendor, six pillars, single plan, weekly delivery cadence, one-page steer report.

Platform live by 30 Sept · Bulgaria team adopted · 14-country rollout plan approved · live pipeline reporting.

Section 05 / 22Select, configure, migrate, launch by 30 September

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13-Week Delivery Plan · Jul to Sep

Select, configure, migrate, launch by 30 September

Interactive timeline

The 13-week critical path, week by week

From requirements on 1 July to go-live by 30 September. Every week is on the plan; nothing is left as 'to be scheduled'.

13-week Gantt

Sequencing from July through September

Hover a bar for the underlying activity. Click any bar to focus that phase below.

Bar colours

Weeks 1–4 · July· Requirements & vendor selection

Weeks 5–10 · August· Configure & integrate

Data migration track· Excel → platform

UAT & training· Shadow-mode bids, Bulgaria training

Go-live & rollout· Cutover and 14-country plan

Lane = the row label on the left (activity · phase)

Milestone marker

Click a bar to focus that phase · click the 30 Sept milestone to open the rollout section

Activity · Phase

1 Jul1 Aug1 Sep30 Sep

Requirements confirmedWeeks 1–4 · July

Vendor evaluationWeeks 1–4 · July

Decision & contractWeeks 1–4 · July

Configuration buildWeeks 5–10 · August

Integrations (SSO, M365, ERP)Weeks 5–10 · August

Data migrationWeeks 5–10 · August

UAT with real bidsWeeks 5–10 · August

Bulgaria trainingWeeks 11–13 · September

Cutover & go-liveWeeks 11–13 · September

14-country rollout planWeeks 11–13 · September

Milestones

Vendor decision · end July

UAT sign-off · end August

Bulgaria go-live · 30 September

Activities

Weeks 1–4 · July · Requirements & Vendor Selection

Meet CEO, executive sponsor, Bulgaria bid team lead, country leads, IT and finance
Confirm bid lifecycle, stages, roles and non-negotiables
Inventory current Excel workbooks and their owners across countries
Confirm the three-way shortlist: Monday.com, Salesforce, Edison365
Issue common demo script and criteria pack
Run scored vendor demos and reference calls
Receive fixed-scope commercial proposals
Recommendation and executive decision by end of July
Sign contract within 5 working days of decision

Deliverables

Tangible artefacts at the end of Weeks 1–4 · July

Requirements pack (one page)
Vendor shortlist confirmed
Demo scripts & scorecard
Reference call notes
Fixed-scope SOW
Signed vendor contract

Activities

Weeks 5–10 · August · Configure, Integrate, Migrate

Vendor kicks off build against fixed-scope SOW
Configure stages, fields, roles, workflow, dashboards to the confirmed design
Integrate SSO (Entra ID), Microsoft 365 / Teams / SharePoint, and finance/ERP feed
Migration: cleanse rules agreed, reference data standardised, test tenant loaded
Bulgaria bid team walks through the working system in weekly show-and-tells
UAT with 5–8 real bids in a shadow-mode
Train Bulgaria bid team, super-users identified
Fix, iterate, cut scope where it protects the 30 Sept date

Deliverables

Tangible artefacts at the end of Weeks 5–10 · August

Configured platform in test
SSO + M365 integration live
Test migration signed off by Bulgaria lead
UAT results & defect log
Training materials
Cutover plan

Activities

Weeks 11–13 · September · Go-Live, Hypercare, Rollout Plan

Final data cut and load into production
Reconciliation vs Bulgaria Excel baseline, sign-off by country lead
Bulgaria go-live by 30 September; Excel workbooks locked read-only
Two-week hypercare: daily standups, floor-walking, rapid config tweaks
Adoption tracking published daily to leadership
14-country rollout plan finalised and approved
Post-implementation review, lessons captured for wave 1

Deliverables

Tangible artefacts at the end of Weeks 11–13 · September

Live platform in Bulgaria
Excel bidding retired for scope in Bulgaria
Adoption dashboard
Approved 14-country rollout plan
Post-implementation review

Section 08 / 22Bulgaria base, then 14 countries in phased waves

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Post-Go-Live Rollout Roadmap

Bulgaria base, then 14 countries in phased waves

15-month view

Bulgaria first, then 14 countries in three waves

Click any phase to explore the workstreams. Milestones are the executive checkpoints on the wall.

Programme Gantt

From Sep go-live to full 14-country coverage

Hover any bar for the workstreams in that phase. Click to jump to the proof section.

Bar colours

Bulgaria go-live· Sep

Wave 1 · 3 markets· Oct–Nov

Wave 2 · 5 markets· Dec–Feb

Wave 3 · 6 markets· Mar–May

Optimise & scale· Jun–Dec+

Lane = the row label on the left (programme phase)

Milestone marker

Click a bar to open its proof section · click a milestone to open its evidence

Programme phase

SepDecMarJunSep+1

Bulgaria go-liveSep

Wave 1 · 3 marketsOct–Nov

M4–M5

Wave 2 · 5 marketsDec–Feb

M6–M8

Wave 3 · 6 marketsMar–May

M9–M11

Optimise & scaleJun–Dec+

M12–M15

Milestones

Bulgaria live · 30 Sep

Wave 1 complete

9 countries reporting group-wide

All 14 countries live

Win-rate uplift baseline review

Bulgaria base team live

Hypercare

Excel workbooks locked

Adoption dashboard

Programme milestones

Eight executive checkpoints

Bulgaria go-live (30 Sep)

Wave 1 markets live

Group reporting single source of truth

Wave 2 markets live

Wave 3 markets live

All 14 countries live

12-month adoption review

Year-1 win-rate uplift review

Section 09 / 22Monday.com · Salesforce · Edison365 · shortlist and decision

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Vendor Evaluation & Selection

Monday.com · Salesforce · Edison365 · shortlist and decision

A structured, scored evaluation of the three candidate platforms (Monday.com, Salesforce and Edison365), against a single set of weighted criteria and a common demo script. Recommendation and executive decision by the end of July, so build can start on 1 August with 9 weeks to go-live.

The shortlist

Three platforms, one honest read

Monday.com

8–10 weeks

Configurable work OS with a strong bid/pipeline template ecosystem. Ships fast, low-code, high UX.

Strengths

Fastest configuration and shortest time to first working system
Excellent user experience, high adoption ceiling
Flexible dashboards and automations without developer effort
Reasonable licence economics for our scale

Watch-outs

Less mature for deep CRM/opportunity workflow than Salesforce
Reporting depth ceilings hit sooner as complexity grows
Integration to ERP and finance systems needs middleware for anything non-trivial

Best fit if: Speed to go-live and adoption matter more than enterprise-CRM depth.

Indicative: £50–80k yr 1 build · £30–60k yr 1 licences

Salesforce (Sales Cloud)

12–16 weeks

Enterprise-grade CRM with the deepest opportunity, forecasting and reporting capability on the market.

Strengths

Best-in-class pipeline, forecast and reporting engine
Huge partner ecosystem and long-term extensibility
Strong out-of-the-box governance, roles and permissions
Credible if bid becomes part of a wider commercial platform

Watch-outs

Longer implementation, higher total cost of ownership
Real risk of over-configuration killing adoption
Licences and premium features (CPQ, Einstein) escalate fast

Best fit if: You expect bid to be one part of a broader commercial CRM footprint within 18 months.

Indicative: £90–140k yr 1 build · £50–90k yr 1 licences

Edison365

10–12 weeks

Microsoft 365-native bid & innovation platform, purpose-built for opportunity, bid and portfolio management.

Strengths

Purpose-built for bid lifecycle: qualification, review gates, content
Native inside Microsoft 365 (Teams, SharePoint, Office), so very low friction for existing users
Strong out-of-the-box governance for stage gates and approvals
Lighter change curve where the org already lives in M365

Watch-outs

Smaller partner ecosystem than Monday or Salesforce
Reporting less flexible than Salesforce for non-standard views
Roadmap dependency on a single vendor's release cadence

Best fit if: The bid lifecycle is the primary use case and Microsoft 365 is the productivity backbone.

Indicative: £60–100k yr 1 build · £30–70k yr 1 licences

Weighted scorecard

Nine criteria, one scored recommendation

Indicative weights and 1–5 scores based on public capability. Numbers to be re-scored during live demos and reference calls.

Criterion	Weight	Monday	Salesforce	Edison365
Time to first working system	15%	5	3	4
Fit for bid lifecycle out-of-box	15%	3	4	5
User adoption / UX	15%	5	3	4
Reporting & forecasting depth	10%	3	5	3
Microsoft 365 integration	10%	3	3	5
Extensibility & ecosystem	10%	4	5	3
Total 3-year cost of ownership	10%	4	2	4
International rollout fit (14)	10%	4	5	4
Vendor & partner risk	5%	4	5	3
Weighted total (out of 100)		79.0	75.0	80.0

Indicative only. Final scores emerge from live demos, reference calls and total 3-year cost. A single-vendor recommendation, with dissenting views captured, goes to the CEO by end of July.

Evaluation process

Four weeks from kick-off to signed decision

1
Days 1–5
Confirm requirements
Bid lifecycle, non-negotiables, must-integrate list, KPI definitions.
2
Day 5
Shortlist confirmed
Monday, Salesforce, Edison365 confirmed as the three-way scored evaluation.
3
Days 6–8
Common demo script
Same scripted scenarios shown by every vendor: opportunity, review gate, content reuse, reporting.
4
Days 10–20
Vendor demos
2-hour scored demo per vendor + 60-min Q&A with implementation partner.
5
Days 15–22
Reference calls
Two reference customers per vendor at comparable scale / footprint.
6
Days 20–25
Commercial proposals
Fixed-scope proposals to a common statement of work.
7
Days 25–28
Scored recommendation
Weighted scorecard + qualitative narrative, single recommendation with dissent captured.
8
By end July
Executive decision
One-page recommendation to CEO, contract signature within 5 working days.

Non-negotiables

What every vendor must demonstrate live

Full bid lifecycle: qualify → propose → review gate → submit → outcome → post-mortem
Role-based views for bid manager, contributor, reviewer, exec sponsor
Native Microsoft 365 / Teams / SharePoint integration for documents
SSO via Entra ID / Azure AD, MFA enforced
Configurable stages and fields per country, without forking
Live pipeline, weighted forecast and win-rate reporting out of the box
Bulk data import from Excel with mapping and validation
Fixed-scope statement of work with a 30 September go-live commitment

Section 10 / 22Bid lifecycle, pipeline stages and non-negotiables

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Requirements & Process Design

Bid lifecycle, pipeline stages and non-negotiables

Process design comes before tooling. If we can't describe the bid lifecycle in one page, no platform will fix it. This section is the ground-truth reference for the vendor evaluation and the configuration backlog.

The bid lifecycle

Eight stages, one shared language

Every country works the same stages. Country-specific nuance sits in fields, not in a fork of the process.

Stage 1

Identify

Opportunity captured with client, source, deadline and estimated value

Stage 2

Qualify

Go/no-go with scored criteria: fit, competitiveness, capacity, margin

Stage 3

Solution

Bid team assembled, kickoff, win themes, solution shaped

Stage 4

Propose

Content assembled from library, sections owned and drafted

Stage 5

Review

Colour reviews (pink/red/gold) at gated checkpoints, price sign-off

Stage 6

Submit

Final QA, submission logged, client acknowledgement captured

Stage 7

Outcome

Win/loss recorded, feedback captured, revenue booked to ERP

Stage 8

Post-mortem

Structured lessons-learned added to the knowledge base within 2 weeks

Data model

Sources · Platform · Outputs

Sources today

Excel bid workbooks
Shared drives
SharePoint folders
Email threads
Local country trackers
Ad-hoc PowerPoints

The platform

Opportunity
Bid team & roles
Client / prospect
Reviewer & sign-off
Bid content asset
Reference case
Pricing model
Submission record
Outcome & win/loss
Post-mortem note

Outputs

Live pipeline dashboard
Weighted forecast
Win-rate by country / segment
Bid velocity metrics
Content library reuse
Executive one-page report

Non-negotiables

Eight rules the design must hold to

Every bid lives in the platform, not in Excel
Standard stages and fields across all 14 countries
Role-based views: bid manager, contributor, reviewer, exec sponsor
Colour-review workflow with gated approvals
Content library with reuse tracking
Weighted forecast at country and group level
Win/loss captured for every bid, no exceptions
Audit trail on every field change

Country-level flex

Where local variation is allowed

Local currency & taxLanguage of commsLocal approval thresholdsPublic-sector portal fieldsLocal partner disclosuresCountry-specific templates

Local flex is configured, not forked. Every country uses the same underlying object model.

Section 11 / 22Interactive £250k envelope · licences, integration, change

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Cost & Commercial Model

Interactive £250k envelope · licences, integration, change

Interactive breakdown of the ~£250k envelope by workstream, vendor vs internal effort, and delivery phase. Allocations feed live into the value case , so change a workstream and payback / ROI update across the pack.

Hover a slice to highlight a workstream

Spend split

Vendor vs internal

Vendor / partners

£169k

68% of envelope

Internal effort

£81k

32% of envelope

Timing

Spend by phase

Mobilise

£35k

14%

Build

£165k

66%

Launch

£23k

Scale

£28k

11%

Linked value case

Live impact on ROI

Calculated from the workstream allocations on this page and the levers on the value case.

Investment

£250k

100% of envelope

Incremental / yr

£888k

From value case

Payback

0.3 yrs

At current model

3-year ROI

966%

Net of investment

Live delta · last slider changestable

Investment

£0.25mno change

Payback

0.3 yrsno change

3-year ROI

966%no change

Open value case calculator →

Adjust the model

Workstream allocations

Each row is editable. Allocation is % of envelope. Vendor % is the share of that workstream delivered by external partners.

Platform licences (yr 1)Build

£55k · 22%

Allocation %

Vendor share %

Vendor £55kInternal £0

Vendor implementationBuild

£60k · 24%

Allocation %

Vendor share %

Vendor £60kInternal £0

Integrations (SSO, Office, ERP)Build

£25k · 10%

Allocation %

Vendor share %

Vendor £18kInternal £8k

Data migration from ExcelBuild

£25k · 10%

Allocation %

Vendor share %

Vendor £10kInternal £15k

Process design & templatesMobilise

£20k · 8%

Allocation %

Vendor share %

Vendor £6kInternal £14k

Change, training & adoptionLaunch

£23k · 9%

Allocation %

Vendor share %

Vendor £7kInternal £16k

14-country rollout supportScale

£15k · 6%

Allocation %

Vendor share %

Vendor £8kInternal £8k

Internal squad & PMOMobilise

£15k · 6%

Allocation %

Vendor share %

Vendor £0Internal £15k

Contingency (5%)Scale

£13k · 5%

Allocation %

Vendor share %

Vendor £6kInternal £6k

Section 12 / 22From fragmented Excel to a governed pipeline of record

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Data Migration & Integrity

From fragmented Excel to a governed pipeline of record

The single biggest risk to 30 September is not the platform; it is the migration. Ten years of pipeline data sits in Excel workbooks in fourteen countries. This section is the plan to get it out, clean it up, and land it in a governed system without losing anything of commercial value.

Ten principles

Rules the migration will hold to

One pipeline of record, no shadow spreadsheets
Deduplicate on client + opportunity, not on filename
Fields typed and validated at import, not at report
Ownership assigned to a named person for every record
Retention rules applied: closed bids archived after 24 months
Access role-based, not shared logins
Audit trail on every field, from day one
GDPR: no personal data beyond named contacts, lawful basis logged
Country-specific data residency respected
Data quality scored monthly, published to country leads

Migration confidence model

Six things leadership can rely on

Data inventory

Every bid workbook found, catalogued and assigned an owner before migration.

Cleanse rules

Standard rules for duplicates, blanks, currency, dates and stages agreed with country leads.

Reference data

Clients, currencies, stages, roles standardised centrally before any load.

Load & validate

Automated import with validation reports; failures fixed at source, not overridden.

Sign-off

Country lead signs off migrated pipeline vs their own Excel baseline before switch.

Freeze the past

Excel workbooks moved to read-only archive on switch day. No dual running.

Migration flow

Six stages from Excel to platform

Step 1

Discover

Every Excel bid workbook found across shared drives, SharePoint and inboxes. Owner assigned.

Step 2

Map

Column-by-column mapping to platform fields. Ambiguity resolved with the country lead, not guessed.

Step 3

Cleanse

Standardised clients, currencies, stages, dates. Duplicates merged with an audit note.

Step 4

Load

Automated import in test tenant first, then production. Every load produces a validation report.

Step 5

Reconcile

Country lead compares migrated pipeline to their own baseline. Discrepancies logged and cleared.

Step 6

Cut over

Excel workbooks locked read-only. Platform becomes the sole source of truth from that hour.

GDPR / DPIA checklist

Eleven items completed before Bulgaria go-live

Data categories: opportunity, client, contact, pricing, internal roles
Personal data limited to named business contacts (name, email, role)
Lawful basis: legitimate interest, documented
No special category or sensitive personal data in scope
International transfer: data hosted in EU region by default; country-specific residency configured where required
Access controls: role-based, MFA, quarterly access review
Retention: closed bids archived after 24 months, deleted after 6 years
Sub-processors: vendor DPA in place before go-live
Data subject rights: standard SAR / erasure process routed via DPO
Breach response: aligned to group incident procedure with 72-hour reporting
DPO review scheduled annually and on material change

Data retention

What we keep, for how long, and why

Data category	Retention period	Basis / rationale
Live opportunity data	Duration of bid + 24 months	Legitimate interest, commercial audit
Won bid / contract link	6 years	Legal, tax, contractual
Lost bid record	24 months	Lessons learned, competitive analysis
Content library assets	Rolling, reviewed annually	Legitimate interest
Named business contacts	Duration of relationship + 24 months	Legitimate interest
Audit / access logs	24 months	Security & assurance

Data & migration RACI

Who owns what

Area	Responsible	Accountable	Consulted	Informed
Migration plan & sequencing	Project Manager	Executive Sponsor	Country leads, Vendor	Steer group
Data cleansing rules	Data Lead	Project Manager	Country leads	Vendor
Reference data (clients, stages)	Data Lead	Commercial Lead	Country leads	Steer group
Country reconciliation & sign-off	Country Lead	Executive Sponsor	Project Manager, Data Lead	Steer group
GDPR / DPIA sign-off	DPO	Executive Sponsor	Legal, Project Manager	Steer group
Access controls & review	IT Lead	DPO	Country leads	Audit
Archive & lock of Excel workbooks	IT Lead	Project Manager	Country leads	Vendor

Section 13 / 22Sequencing adoption across 14 markets

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International Rollout · 14 Countries

Sequencing adoption across 14 markets

14 countries do not go live at once. Bulgaria goes first by 30 September, then three waves across 8 months using a repeatable onboarding playbook and a small central enablement squad, not a heavy programme.

Rollout waves

Bulgaria first, then 14 countries in three waves

By 30 Sep

Bulgaria base team

Central bid squad

Focus

Go-live, hypercare, close every Excel workbook in scope

Exit criteria

Weekly active > 90%
Zero shadow-Excel for in-scope bids
Reporting confidence signed off by leadership

Oct – Nov

Wave 1 · 3 lead markets

Highest bid volume, closest process fit

Focus

Country onboarding kits, local champions trained, live pipeline in the platform within 4 weeks

Exit criteria

Weekly active > 80% per country
Local win-rate baseline captured
Country lead signs off adoption

Dec – Feb

Wave 2 · 5 markets

Mid-volume markets, standard process

Focus

Repeatable onboarding: 2-week playbook per country, remote-led with 1 site visit

Exit criteria

Playbook refined from Wave 1 learnings
Weekly active > 75%
Central reporting includes all 9 countries

Mar – May

Wave 3 · 6 markets

Remainder incl. smaller / newer markets

Focus

Onboarding fully self-serve with central enablement backstop

Exit criteria

All 14 countries live
Group pipeline single source of truth
Excel bid workbooks formally retired

Enablement model

Seven building blocks

Country onboarding playbook (2-week cadence)
Local champion network, one per country
Recorded training in English + local language subtitles
Live pipeline health scorecard per country
Central enablement squad (2 people) as backstop
Fortnightly country-leads call for the first 6 months
Feedback loop into central backlog for platform improvements

Country risks & mitigations

What we plan for

Local resistance to new stages / fields
Mitigation: Country champion co-designs the local flex config; no unilateral changes
Data quality varies by country
Mitigation: Country-specific migration cleanse before onboarding, not after
Language barrier slows adoption
Mitigation: Localised training assets; UI language options enabled; office-hour support in local time zones
Central capacity stretched across waves
Mitigation: Waves sized to central squad capacity; playbook maturity increases as we go

Section 14 / 22Win-rate uplift and bid-team efficiency, live model

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Value Case & ROI

Win-rate uplift and bid-team efficiency, live model

Live value case

Stress-test the investment

Model bid volume, average value, baseline win rate, platform adoption and expected win-rate uplift. Investment reads live from the cost model, so change either page and payback and ROI update across the pack.

Investment £250kVendor £169kInternal £81kAdjust cost model →

Live delta · last slider changestable

Investment

£0.25mno change

Payback

0.3 yrsno change

3-year ROI

966%no change

Bids submitted per year400 bids

Average bid value£45k

Baseline win rate22%

Platform adoption (yr 1)75%

Win-rate uplift6 pp

Baseline won revenue

£3.96m

400 bids × 22% × £45k

Uplift from higher win rate

£810k

+4.5pp effective

Efficiency uplift / yr

£78k

~4 hrs saved × £65/hr

Total incremental / yr

£888k

Uplift + efficiency

Payback

0.3 yrs

On £250k investment

3-year ROI

966%

Net of investment

Indicative model. Investment tracks the live workstream allocations on the cost model page. Efficiency assumes 4 hours saved per bid at £65/hr blended, scaled by adoption. To be validated with finance and bid leadership during discovery.

Value levers

Where the return comes from

Higher win rate through structured qualificationFaster bid turnaround (hours saved per bid)Content library reuse across countriesFewer no-bids missed due to poor visibilityBetter pricing decisions from real forecast dataReduced rework at review gatesConsistent quality of submissions across 14 countriesPost-mortem loop feeding future win rate

Value logic model

From governed pipeline to revenue

Governed pipeline

Standard stages

Faster reviews

Better content reuse

Higher win rate

More revenue

Example KPI targets

Editable placeholders

Baselines to be confirmed during discovery. Adjust to model targets in conversation.

Weekly active users on platform

Baseline to be confirmed

Hours saved per bid (avg)

Baseline to be confirmed

Win-rate uplift (pp)

Baseline to be confirmed

Excel bid workbooks retired (%)

Baseline to be confirmed

Forecast accuracy (±%)

Baseline to be confirmed

Bid volume increase (%)

Baseline to be confirmed

Section 15 / 22Getting bid teams to actually use it

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Adoption & Change

Getting bid teams to actually use it

People have built their working lives around these spreadsheets. They are fast in them, they trust them, and "new system" often reads as "more admin, less control". Adoption is an emotional problem before it is a training problem, and it is the single biggest risk to the value case.

Start with respect

Why Excel wins today

An honest read of what the spreadsheet actually gives the team. We have to match or beat each of these, not dismiss them.

It is fast: muscle memory built over yearsIt is flexible: a new column takes ten seconds, not a change requestIt works offline, on a plane, in a hotel lobbyNo permissions friction, no waiting for accessPersonal tweaks, colour codes and macros people trustIt is theirs: no one is going to take it away or change it overnight

The people journey

Aware → Curious → Trying → Using → Advocating

How the team actually moves onto a new system, what they feel at each stage, and what I do about it.

01Aware

What they feel

Another system is coming. Probably more admin.

Risk

Rumour fills the vacuum before we do

My move

CEO and sponsor name the why in week 1. I follow up with country leads in person, not by email.

02Curious

What they feel

Show me: does it actually help me win bids?

Risk

A generic demo lands flat and confirms scepticism

My move

Demos use their live pipeline, not vendor data. Country volunteers sit in the config sessions.

03Trying

What they feel

I want to keep my spreadsheet open just in case

Risk

Shadow Excel becomes permanent, adoption stalls

My move

Co-piloted first bids, super-user on the desk, quick fixes shipped weekly, wins celebrated by name.

04Using

What they feel

This is how we do bids now

Risk

New joiners default back to the old way because that is what they see

My move

Onboarding pack, recorded walkthroughs in local language, time to first bid measured as a KPI.

05Advocating

What they feel

I would not go back

Risk

Momentum fades once central attention moves on

My move

Super-user network kept live, quarterly improvements owned by the countries, wins shared cross-border.

Change tactics

Eight deliberate moves to shift the habit

Co-design the config with the Bulgaria bid team and 2-3 country volunteers so it is theirs, not IT's
Import their live pipeline on day one so they log in and see their own bids, not demo data
Match Excel muscle memory where sensible: keyboard entry, bulk edit, paste from Excel
Named super-user in every country with protected time for the role
Two-week hypercare with daily floor-walking, in local language where possible
Excel amnesty: old workbooks archived read-only on go-live, not deleted, so the safety net is visible
First 10 bids in every country co-piloted by the central squad
Weekly adoption dashboard to country leads and CEO, adoption treated as a KPI not an aspiration

Comms & training

Not one town hall and a PDF

Different audiences, different messages, different channels. Repeated until it sticks.

Audience	Message	Channel	Cadence	Owner
CEO & exec sponsor	Why now, what it unlocks, what I need from you	1:1 + monthly steer	Weekly then monthly	Project Manager
Country leads	What changes for your team, what stays the same, your super-user	Video call + on-site visit where possible	Weekly through go-live	Project Manager
Bid contributors	How this makes your bid easier, not harder	Hands-on workshop in local language	Pre go-live + hypercare	Super-user + PM
Reviewers & approvers	Stage gates, SLAs, one place to sign off	Short walkthrough + cheat sheet	Pre go-live	Bid Team Lead
New joiners	This is how we bid: day one onboarding	Recorded walkthroughs + buddy	Ongoing	Super-user

Resistance playbook

The objections we will actually hear

Named, expected, and answered honestly. Resistance is data, not defiance.

"Excel is faster"

Time it together on a real bid. Fix the friction points that week. If it is still faster in Excel, that is a config bug, not a people problem.

"I do not trust the numbers yet"

Run parallel for two weeks on one pipeline. Reconcile line by line with the country lead. Once numbers match, the spreadsheet gets archived.

"My country is different"

Almost always true in the detail, almost never true in the shape. Capture the genuine local need as config, push back on the rest with data from other countries.

"I will just keep a shadow sheet"

Named, not shamed. Super-user pairs with them for a week. If the shadow sheet still wins, it tells us what the platform is missing.

Adoption KPIs

How we prove it stuck

Weekly active users>90% by week 4 post go-live

Bids created in platform vs Excel100% in scope, no shadow

Stages completed on time>85%

Content library reuse>40% of assets reused in year 1

Time to first bid for a new joiner<2 working days

Super-user coverage1 named, trained super-user in every country

First 30 days co-pilot rateFirst 10 bids per country co-piloted by central squad

Section 16 / 22Light-touch decisions in a fast-paced culture

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Stakeholder & Governance

Light-touch decisions in a fast-paced culture

Governance sized to the environment: fast, personal and light-touch. No RAID theatre, no 40-slide steer decks. A one-page plan, a live RAID and 30-minute forums, run with candour.

Governance layers

Five forums, no more

Forum	Chair	Cadence	Purpose
1Executive Steer	CEO / Sponsor	Fortnightly (30 min)	Strategic direction, decisions, budget control, blockers I can't clear
2Delivery Standup	Project Manager	3x per week (15 min)	Task-level progress, defects, next 48 hours, live RAID
3Vendor Delivery Forum	Project Manager	Weekly	Vendor progress vs SOW, defects, change requests, next milestones
4Bulgaria Bid Team Sync	Bid Team Lead	Weekly	Confidence, questions, training gaps, adoption signals
5Country Leads Call	Project Manager	Fortnightly post-Sep	Rollout readiness across 14 countries, feedback into central backlog

Stakeholder map

Influence vs interest

Engagement intensity matched to each stakeholder's role in getting to 30 Sept and rolling out to 14 countries.

Manage closely

High influence · High interest

CEOExecutive SponsorBulgaria Bid Team LeadIT LeadSelected Vendor Lead

Keep satisfied

High influence · Lower interest

CFOGroup Commercial LeadDPO

Keep informed

Lower influence · High interest

Country Leads (14)Bid contributorsFinance business partnerSales operations

Monitor

Lower influence · Lower interest

Losing vendorsAdjacent internal teamsWider IT

Decision rights

RACI for the seven biggest decisions

Decision	Responsible	Accountable	Consulted	Informed
Requirements sign-off	Project Manager	Executive Sponsor	Bid Team Lead, IT	Country Leads
Vendor selection	Project Manager	CEO	IT, Finance, Bid Team Lead	Country Leads
Configuration decisions	Vendor + PM	Project Manager	Bid Team Lead	Executive Sponsor
Data migration cut & sign-off	Project Manager	Bid Team Lead	Vendor, IT, DPO	Executive Sponsor
Go / no-go for 30 Sept	Project Manager	CEO	Bid Team Lead, Vendor, IT	Country Leads
Rollout wave sequencing	Project Manager	Executive Sponsor	Country Leads	Vendor
Budget change > 5%	Project Manager	Executive Sponsor	CFO, Vendor	CEO

Escalation

From standup to CEO in four steps

Squad member → PM

Task blocker, config query, defect

Same day

Project Manager

Vendor issue, scope query, cross-team blocker

Within 24 hours

Executive Sponsor

Material risk, change request, budget variance >5%

Next fortnightly steer

CEO

30 Sept date at risk, contractual issue, reputational risk

Immediate

Programme artefacts

What we maintain

One-page delivery plan
Live RAID log
Decision log
Budget tracker
Vendor scorecard
Adoption dashboard
Reconciliation pack (migration)
Post-implementation review

Operating principles

How this governance behaves

Decisions logged, dated and owned. No decisions in inboxes.
One-page delivery plan, updated weekly, seen by everyone.
Vendor governed against SOW milestones, not goodwill.
Escalations have SLAs. Silence is not acceptable.
Country leads have a voice on config, not a veto on go-live.
30 September is the boundary, not the aspiration.

Section 17 / 22Small core team, vendor-heavy build, RACI ready

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Team & Resourcing

Small core team, vendor-heavy build, RACI ready

Small core team, vendor-heavy build. Bulgaria bid team lead is a member of the squad, not just a stakeholder. Sized for the ~£250k envelope and a 13-week critical path.

Total effort

8.5 FTE

Peak across 13 weeks

Internal

2.4

28%

Contractor

3.1

36%

Vendor

3.0

35%

Squad mix

Roles by squad

Programme · 2.1 FTEBid Team · 0.4 FTEData · 1.0 FTEVendor · 3.0 FTEIT · 0.5 FTEGovernance · 0.1 FTEChange · 1.1 FTERollout · 0.3 FTE

13-week Gantt

When each role starts and stops

Hover any bar for the role's remit. Click to jump to the section they contribute most to.

Bar colours

Programme· PM, sponsor, oversight

Bid Team· Bulgaria bid team engagement

Data· Migration & data quality

Vendor· Selected platform vendor build

IT· Integrations & SSO

Governance· DPO, GDPR, controls

Change· Training & adoption

Rollout· 14 country leads

Lane = the row label on the left (role · squad · source · fte)

Click any role's bar to open the section that squad contributes to

Role · Squad · Source · FTE

Requirements & vendor · D1Build & migrate · D32Go-live & rollout · D7930 Sep

Project Manager (me)Programme · Internal · 1.0 FTE

D1–D91

Executive SponsorProgramme · Internal · 0.1 FTE

D1–D91

Bulgaria Bid Team LeadBid Team · Internal · 0.4 FTE

D1–D91

Business AnalystProgramme · Contractor · 1.0 FTE

D1–D80

Data Migration LeadData · Contractor · 1.0 FTE

D20–D91

Vendor Delivery LeadVendor · Vendor · 1.0 FTE

D30–D91

Vendor Engineers (×2)Vendor · Vendor · 2.0 FTE

D32–D88

IT / Integration LeadIT · Internal · 0.5 FTE

D20–D88

DPO / Data ProtectionGovernance · Internal · 0.1 FTE

D5–D91

Change & Adoption LeadChange · Contractor · 0.6 FTE

D40–D91

Trainer / EnablementChange · Contractor · 0.5 FTE

D60–D91

Country Leads (14)Rollout · Internal · 0.3 FTE

D60–D91

RACI

Decision rights across the team

Filter by decision, squad or RACI letter. Responsible · Accountable · Consulted · Informed.

Decision

Squad

Highlight

Responsible

does the work

Accountable

answers for it

Consulted

two-way input

Informed

kept in the loop

Role	Requirements	Vendor selection	Configuration	Data migration	Adoption in Bulgaria	Go-live (30 Sep)	14-country rollout plan
Project Manager (me) Programme	A	A	A	A	A	A	A
Executive Sponsor Programme	A	A	I	C	C	A	A
Bulgaria Bid Team Lead Bid Team	R	C	C	A	R	C	C
Business Analyst Programme	R	C	R	R	C	C	C
Data Migration Lead Data	I	I	C	R	C	C	C
Vendor Delivery Lead Vendor	I	C	R	C	C	R	C
Vendor Engineers (×2) Vendor	I	I	R	C	I	R	I
IT / Integration Lead IT	I	C	C	C	I	R	I
DPO / Data Protection Governance	I	I	I	C	I	C	I
Change & Adoption Lead Change	I	I	C	C	R	C	R
Trainer / Enablement Change	I	I	I	I	R	C	C
Country Leads (14) Rollout	I	I	I	C	I	I	R

Section 18 / 22What could stop 30 September and how it's mitigated

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Risks, Dependencies & Controls

What could stop 30 September and how it's mitigated

Live RAID extract

Top ten risks with mitigations

Owned by the Project Manager, reviewed at every fortnightly steer.

ID	Risk	Impact	Likelihood	Mitigation
R1	Vendor decision slips past end of July, compressing build	High	Medium	Common demo script + fixed evaluation window; CEO-owned deadline; back-up decision date within same week
R2	Data migration takes longer than planned (Excel is messier than expected)	High	High	Inventory started week 1; parallel cleanse & config; scope reducer: migrate live pipeline only, archive the rest
R3	Bulgaria bid team can't free up time for design & UAT	High	Medium	Sponsor secures ring-fenced hours; sessions timed around bid deadlines; deliverables lightweight
R4	Integrations (SSO / M365 / ERP) blocked by IT capacity	Medium	Medium	IT engaged week 1; MVP integrations only for go-live; nice-to-have deferred to wave 1 rollout
R5	Config over-reach: 'while we're in here' features push the date	High	High	Fixed SOW; strict change control; anything non-critical parked in a wave-2 backlog
R6	Adoption drops off after go-live once hypercare ends	High	Medium	Adoption KPIs owned by country leads; super-users; excel locked read-only; weekly adoption dashboard to CEO
R7	Country leads resist standard stages / fields	Medium	High	Country-leads call before Wave 1; local flex defined and honoured; central squad backs country lead publicly
R8	Vendor underperformance vs SOW	High	Low	Weekly delivery forum + vendor scorecard; contractual milestones; escalation to executive sponsor
R9	GDPR / data residency issue surfaces late	Medium	Low	DPO engaged from week 1; DPIA completed before UAT; EU-region hosting default
R10	Budget pressure on the £250k envelope	Medium	Medium	Live cost model; monthly finance check-in; contingency (5%) protected until wave 1

Section 19 / 22Delivery, adoption, pipeline hygiene, win-rate

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KPI Dashboard

Delivery, adoption, pipeline hygiene, win-rate

Live executive dashboard covering delivery, adoption, pipeline hygiene and commercial outcome. Edit any target or current value to model scenarios. Trends update automatically. Values persist in this browser only.

Dashboard category

Delivery

Milestones on track

82%

+22.0

Baseline 60Target 95

63% of target achieved

TargetCurrent

Budget consumed

28% of £250k

+28.0

Baseline 0Target 100

28% of target achieved

TargetCurrent

Open RAID items

12items

-6.0

Baseline 18Target 6

50% of target achieved

TargetCurrent

Go-live readiness

55%

+35.0

Baseline 20Target 100

44% of target achieved

TargetCurrent

Dashboard category

Adoption

Weekly active users (BG)

0.0

Baseline 0Target 90

0% of target achieved

TargetCurrent

Excel workbooks retired (BG)

0.0

Baseline 0Target 100

0% of target achieved

TargetCurrent

Content library reuse

0.0

Baseline 0Target 40

0% of target achieved

TargetCurrent

Time to first bid (new joiner)

5days

0.0

Baseline 5Target 2

0% of target achieved

TargetCurrent

Dashboard category

Pipeline hygiene

Pipeline coverage vs target

1.8x

+0.4

Baseline 1.4Target 3

25% of target achieved

TargetCurrent

Stale opportunities (>30d no update)

24%

-8.0

Baseline 32Target 8

33% of target achieved

TargetCurrent

Forecast accuracy (±)

25%

-10.0

Baseline 35Target 15

50% of target achieved

TargetCurrent

Hours saved per bid (avg)

0hrs

0.0

Baseline 0Target 4

0% of target achieved

TargetCurrent

Dashboard category

Win rate & commercial

Win rate (rolling)

22%

0.0

Baseline 22Target 28

0% of target achieved

TargetCurrent

Bid velocity (bids / mo)

30bids

0.0

Baseline 30Target 42

0% of target achieved

TargetCurrent

Won bid value (rolling)

320£k

0.0

Baseline 320Target 480

0% of target achieved

TargetCurrent

Countries live on platform

0of 14

0.0

Baseline 0Target 14

0% of target achieved

TargetCurrent

Cadence

How these KPIs are reviewed

Delivery weekly, adoption weekly post-launch, pipeline hygiene fortnightly, win rate & commercial monthly. Executive steer sees the full board every fortnight.

Weeks 1–4 · Baselines locked

Weeks 5–10 · Delivery + readiness lead

Weeks 11+ · Adoption + commercial lead

Section 20 / 22The right Project Manager for Smarter Bidding

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Why Me

The right Project Manager for Smarter Bidding

The Project Manager

A leader matched to the Smarter Bidding brief

I lead vendor selection, platform implementation and international rollout in fast-moving, low-governance environments. Hands-on in the detail, credible with executives, and focused on adoption and commercial outcome, not just go-live.

Vendor selection and CRM / pipeline platform implementation
Data migration out of legacy spreadsheets into governed systems
International rollout across multiple markets
Hands-on delivery in low-governance, fast-paced environments
Executive engagement, plain-language reporting, calm under pressure
Change and adoption designed into the plan, not bolted on
Commercial focus: win-rate, efficiency and forecast quality
Comfortable in the detail, comfortable in the boardroom

Brief vs proof

What the brief asks for and where it lives in this pack

What the brief asks forWhere the proof livesStatus

Select the right platform (Monday / Salesforce / Edison365)
Vendor evaluation
Designed
Go-live by end of September
13-week plan Roadmap
Sequenced
Migrate off Excel without losing anything
Data migration
Designed
Get bid teams to actually use it
Adoption plan
Sequenced
Roll out across 14 countries
Rollout waves
Sequenced
Prove commercial return
Value case KPIs
Modelled

Hands-on Project Manager

In the detail on requirements, demo scripts, migration mapping and adoption, not just chairing a steer meeting.

Commercial focus

Investment, payback and win-rate modelled live. This is a value case, not a tool procurement.

Built for fast, low-governance environments

Light-touch delivery, direct decisions, minimal PMO overhead. I match the culture, I don't fight it.

FAQ

Questions this brief usually raises

The questions a CEO, exec or selection panel is most likely to ask on this programme, vendor risk, adoption risk, the 30 September date, international rollout, and how the value is measured, answered in a dedicated section.

Open the FAQ

I bring strategic clarity and a collaborative leadership style, matched with the hands-on discipline required to land 30 September and set the 14-country rollout up to succeed.

Closing position

Hire me to select the right platform, land 30 September, and set the 14-country rollout up to actually succeed.

In the first four weeks I will lock requirements, run the Monday / Salesforce / Edison365 evaluation and put a scored recommendation on the CEO's desk. In the following nine weeks I will get Bulgaria live, Excel bidding retired, and a live 14-country rollout plan approved, inside a ~£250k envelope tracked openly.

Commitment

Vendor decision by end of July

Scored evaluation across Monday.com, Salesforce and Edison365 against a common demo script and criteria.

See vendor evaluation

Commitment

Live in Bulgaria by 30 September

13-week critical path with weekly cadence and a fixed cutover date, not an aspirational one.

See the 13-week plan

Commitment

Excel bidding retired for scope

Migration plan, cleanse rules, country reconciliation and lock of the old workbooks on go-live day.

See data migration

Commitment

Adoption > 90% by week 4

Bulgaria bid team co-designs, super-users trained, adoption dashboard visible to leadership from day one.

See adoption plan

Commitment

14-country rollout ready

Three-wave rollout playbook, sequenced by market readiness, backed by a small central enablement squad.

See rollout waves

Commitment

Live value case

Investment, payback and win-rate uplift modelled live and linked to the cost model, stress-testable in the room.

Open the value case

My commitment

"Hire me and I will treat the investment with the discipline, ownership and commercial focus it deserves. I will bring the cadence, candour and control this programme needs, and I will be the person in the room who can give clear direction when difficult decisions need to be made."

Open the 13-week plan See the value case One-page brief