This guide describes enhancements to Proposal Modelling included in Kimble Release Winter 19. We have also attached a .pdf version for your convenience.
In Kimble’s Winter 19 Release, Kimble has enhanced its Proposal Management functionality, increasing the visibility and the efficacy of the Proposal Acceptance Date.
As a deal develops, the Proposal Acceptance Date will usually shift from what was initially drafted when the Proposal was created. Updating Kimble with the most recent information on changes to Proposal Acceptance Date and to the Delivery Dates that will follow it (when work will get underway, when milestones will be hit and more) is one of the leading drivers of getting value from Kimble since accurate Start Dates drive efficient Resourcing and deliver accurate forecasts.
To streamline the process of modifying the Proposal Acceptance Date and underlying Delivery Item Dates, Kimble has:
- Added the Proposal Acceptance Date to the Proposal card of the Proposal Scope and Proposal Dashboard screens alongside Forecast Status and key financial information – once the deal is won, this Proposal Acceptance Date and all other information on the Proposal screens will be based on a snapshot taken when the Proposal was accepted, as indicated by a new Snapshot Insight.
- Introduced the ability to cascade changes to the Proposal Acceptance Date down to Delivery Items – Assignment Start Dates, Milestone Dates, Annuity Start Dates, Revenue Recognition Milestone Dates, and High Level Forecast Dates – based on configurable offset settings. These changes, which can be set to be adopted automatically or to be accepted upon review, increase agility and decrease overhead by steering salespeople as they adjust Proposal and Engagement dates in line with one another.
Kimble can now also be configured to display a Proposal Margin Percentage which incorporates Pre-Sales Costs (Time and Expense for Bid Team activity) alongside the Contract Margin Percentage. This exposes the effect of costs associated with winning a deal – helping you understand when the work being put into a sales process is cutting into potential profits – while still preserving a separate margin that only incorporates services and expenses that will be delivered as part of the SOW.
Contract Margin Percentage
The Contract Margin Percentage is driven by Contract Revenue and Cost.
Kimble allows you to forecast and track Time & Expense for pre-sales activities. This work is called a Pre-Sales Assignment and the resources doing the work form the Bid Team. Tracking pre-sales work provides insight into the overall profitability of an opportunity by recording the effort and costs expended in the bidding phase.
Proposal Acceptance Date
The Proposal Acceptance Date reflects the expected Close Date for the Sales Process associated with the Proposal – the date when it will be considered won work.
This is not the same as an Engagement Start Date – often, the beginning of Services Delivery will be offset from Proposal Acceptance by a number of days agreed in the SOW. The Proposal Acceptance Date should always precede the Engagement Start Date and all other Delivery Dates unless you are Working at Risk.
The Proposal Acceptance Date is updated via a Salesforce Opportunity, a Kimble Sales Opportunity, or the Proposal object depending on your configuration.
Proposal Acceptance Date on Proposal Card
The Proposal Acceptance Date is reflected in the Proposal card at the top of both the Proposal Scope and Proposal Dashboard screens.
When the Proposal’s Forecast Status is Possible or Probable, the Proposal card displays the current Proposal Acceptance Date.
When the Proposal’s Forecast Status is Firm, the Proposal card displays the Proposal Acceptance Date that was in effect when the Proposal was set to Closed Won or Closed Lost in Kimble. (The Proposal Acceptance Date is not necessarily the same date that the Proposal was set to Closed Won; if the Proposal Acceptance Date is October 20th and the Proposal is won in Kimble on October 21st, Kimble will keep the Proposal Acceptance Date at October 20th.
All information on the Proposal screens is preserved as a snapshot after winning (or losing) the Proposal – as costs and margins change, and even as the Delivery Engagement is rebaselined, the Originating Proposal remains as a record of the deal as sold. This is indicated by a new Intelligent Insight that points out that the information on the screen is “based on a snapshot taken when the Proposal was Accepted.”
Editing Delivery Dates based on Proposal Acceptance Date Change
Kimble now updates the dates of downstream Delivery Items when the Proposal Acceptance Date is changed. This expedites the key process of updating forecasts in the Sales Pipeline when Close Dates shift.
The updates that are made when the Proposal Acceptance Date is moved are controlled by configurable Delivery Date Behaviour Rules that focus on one of the following Delivery Item object types:
- High Level Forecast
- Plan Task
- Plan Milestone
These Delivery Date Behaviour Rules control whether updates are made automatically or require review on the new Edit Delivery Dates screen. They also determine the offset behavior – for example, Assignments might always be offset by the same number of days as the Proposal Acceptance Date was offset while Annuities might always offset to the start of the next month.
Configuring Delivery Date Behaviour Rules
When your organization is upgraded to Winter 19, a set of default Delivery Date Behaviour Rules – one for each object type – is automatically created, allowing this enhancement to function without any configuration. These default Delivery Date Behaviour Rules are set to automatically move delivery dates by the number of days the Proposal Acceptance Date has moved. Using the new Delivery Date Behaviour Rules screen, you can edit these default Delivery Date Behaviour Rules and create new ones.
Editing an existing Delivery date Behaviour Rule
To edit the default Delivery Date Behaviour Rules:
1. Navigate to Reference Data.
2. Click Delivery Date Behaviour Rules.
3. Click Edit next to a Delivery Date Behaviour Rule to manage it.
4. Edit the Delivery Date Behaviour Rules settings (outlined in outlined in Delivery Date Behaviour Rule Settings section below section below).
5. Click Save.
Creating a new Delivery Date Behaviour Rule
You may want to create new Delivery Date Behaviour Rules to define rules that only apply when certain criteria are met.
To create a new Delivery Date Behaviour Rule:
1. Navigate to Reference Data.
2. Click Delivery Date Behaviour Rules.
3. Click New.
The New Delivery Date Behavior Rule window opens.
4. Edit the Delivery Date Behaviour Rules settings (outlined in Delivery Date Behaviour Rule Settings section below).
5. Click Save.
The new Delivery Date Behaviour Rule is created.
Delivery Date Behaviour Rule Settings
This section outlines the settings that define a Delivery Date Behaviour Rule.
Delivery Date Behaviour Rule Name
A name which can be used to describe the behaviour contained with the rule.
Object Type defines what type of Delivery Item this Delivery Date Behaviour Rule will control. (This can be refined using the Criteria field.)
There are six supported Object Types:
This Object Type corresponds to all Milestones – Cost and/or Revenue – exempting Plan Milestones which are controlled by a different Object Type.
This Object Type corresponds to Annuities.
This Object Type corresponds to Assignments.
This Object Type corresponds to High Level Forecasts.
This Object Type corresponds to Plan Milestones.
This Object Type corresponds to Plan Tasks.
You can enter any valid SOQL criteria into this field to define a specific behaviour that pertains to the criteria defined. These criteria can be based on the Object Type – as an example, specifying the rule only applies to Generic Assignments and not all Assignments – or it can be based on the Probability of the Proposal – as an example, specifying that the rule only applies when the Proposal is Probable.
- E.g Rule for cost milestones =>
KimbleOne__MilestoneType__r.KimbleOne__Enum__c = ‘Cost’
- E.g. Rule for generic Activity Assignment => KimbleOne__Resource__r.KimbleOne__ResourceType__r.KimbleOne__IsGeneric__c = true
- E.g. Rule for only applies when the Proposal is Probable => KimbleOne__ForecastStatus__r.KimbleOne__ProbabilityCode__r.KimbleOne__Enum__c = ‘P3’
Use this field to add a Description which will appear on the Edit Delivery Dates screen to provide context to users reviewing proposed date changes (see example below).
- If checked - On Proposal Acceptance Date change, the object’s start date will automatically be updated according to the rule.
- If unchecked – A Proposal charm will prompt users to manage Proposal Delivery Dates that have recommended changes. The charm links to the Edit Delivery Dates screen, which displays the new proposed start date for each Delivery Item – these dates can be overridden before being applied.
Determines the number of offset days when Offset Type is set to Day (see below).
Determines the offset behaviour for this rule when the Proposal Acceptance Date forces a Delivery Date controlled by this rule to move.
- Blank – if left blank, the Offset Type will default to moving the Delivery Date by the same number of days that the Proposal Acceptance Date was moved. For Assignments, this shifts to the next available day of each individual Resource, taking into account any Non-Business Days and Resource Unavailability.
- Start Of Month – when the Proposal Acceptance Date moves, Kimble retains the number of Forecasting Periods from the original Proposal Acceptance Date, moving the Delivery Date to the first day of the month that respects that offset.
- End Of Month – when the Proposal Acceptance Date moves, Kimble retains the number of Forecasting Periods from the original Proposal Acceptance Date, moving the Delivery Date to the last day of the month that respects that offset.
- Start Of Week – when the Proposal Acceptance Date moves, Kimble retains the number of Tracking Periods from the original Proposal Acceptance Date, moving the Delivery Date to the first day of the week that respects that offset.
- Day – the Delivery Date will be offset from the new Proposal Acceptance Date by the number of days specified in the Offset field.
Offset Type Examples
In the following scenarios, a Proposal contains an Element with two Milestones.
- The Proposal Acceptance is October 1st
- The first Milestone Date is October 2nd
- The second Milestone Date is October 8th
In each scenario, the only variable will be the Offset Type of the Delivery Date Behaviour Rule that controls these two Milestone Dates.
Offset Type - Blank
When the Proposal Acceptance Date is moved 1 day to October 2nd, Milestone 1 and Milestone 2 both also move 1 day to October 3rd and October 9th respectively.
Offset Type - Start of Month
When the Proposal Acceptance Date is moved 1 day to October 2nd, both Milestone 1 and Milestone 2 move to the start of the next month, November 1st.
Note: If Milestone 2 had been set for November 2nd initially, Kimble would have preserved the delivery offset of greater than one month when the Proposal Acceptance Date was moved to October 2nd, moving Milestone 2 to December 1st.
Offset Type - End of Month
When the Proposal Acceptance Date is moved 1 day to October 2nd, both Milestone 1 and Milestone 2 move to the end of that month, October 31st.
Offset Type - Start of Week
When the Proposal Acceptance Date is moved 1 day to October 2nd, Milestone 1 moves to the start of the next week, October 8th; Milestone 2 remains at October 8th since it already takes place in the next week.
Offset Type - Day
When the Proposal Acceptance Date is moved 1 day to October 2nd, both Milestone 1 and Milestone 2 are offset from the new Proposal Acceptance Date by the number of days set in the Offset field of the Delivery Date Behaviour Rule. In this example the Offset is 5 days, so both Milestones move to October 7th.
Delivery Start Offset Panel
By default, Kimble only uses the Proposal Acceptance Date to determine the movement of downstream Delivery Dates. A new organization wide setting allows you to also enable a separate Delivery Start Date which can operate distinctly from the Proposal Acceptance Date, allowing you maintain your current Delivery Dates if you already have built in time between the end of the sales process and the start of delivery.
Enabling the Delivery Start Offset Panel adds a Delivery Start Date field and a Recalculate button to the Edit Delivery Dates screen; when the Proposal Acceptance Date is changed, Delivery Dates will be updated based on the Delivery Start Date (which will move to align with the Proposal Acceptance Date if the new Proposal Acceptance Date after the Delivery Start Date).
To enable the Delivery Start Offset panel:
1. Navigate to Reference Data.
2. Click Kimble Config.
3. Toggle on the setting Delivery Start Offset Panel Enabled.
To set a Delivery Start Date for a Proposal:
1. Navigate to the Proposal.
2. Click Edit Delivery Dates.
3. Edit the Delivery Start Date in the Delivery Start Date
4. Click Recalculate to see the effect of the Delivery Start Date on Delivery Items that require review (based on Delivery Date Behaviour Rule).
Kimble will recommend changes to the New Start Date of any listed Delivery Items which would be affected by the change in Delivery Start Date.
5. Click Apply to save the Delivery Start Date change and to apply the dates in the New Start Dates column to all checked Delivery Items.
|Clicking Apply after changing the Delivery Start Date does not change Delivery Items which are set to update automatically when the Proposal Acceptance Date is changed. However, once the Proposal Acceptance Date is changed, the Delivery Start Date will be used as the reference point when Delivery Dates are updated.|
Managing Delivery Date Changes
To manage Proposal Acceptance Date changes and downstream Delivery Date changes:
1. Navigate to the Proposal that requires a changed Proposal Acceptance Date.
2. Change the Proposal Acceptance Date. The steps to accomplish this will vary based on your configuration:
- If using Salesforce Opportunities, click Manage Opportunity and edit the Close Date
- If using Kimble Proposals only, click Manage Proposal and edit the Acceptance Date
- If using Kimble Sales Opportunities, click Manage Sale and edit the Close Date
3. Navigate back to the Proposal Scope
All Delivery Dates that are controlled by Delivery Date Behaviour Rules that are set to Is Automatic will have moved automatically when the Proposal Acceptance Date Changed.
If any Delivery Dates controlled by Delivery Date Behaviour Rules that are not set to Is Automatic require review, the Start Date Before Proposal Acceptance Date Insight appears in the Proposal Card header.
4. Hover over this Insight to see which Elements have Delivery Dates which require review.
5. Click the Insight or click Edit Delivery Dates in the Proposal Menu to review Delivery Dates.
The Edit Delivery Dates screen displays all Delivery Items with proposed changes to Delivery Dates in the New Start Date column.
6. Edit the New Start Date of a Delivery Item if necessary.
7. Check or uncheck checkboxes in the Select column to determine which Delivery Items will be included when applying.
8. Click Apply to the dates listed in New Start Date column to all selected Delivery Items.
The Start Date Before Proposal Acceptance Date Insight and Edit Delivery Dates menu item also appear on the underlying Engagement, allowing project managers to contribute to the review and management of changes to Delivery Dates during the Sales Process.
Click the Insight or Edit Delivery Dates on the menu to navigate to the Edit Delivery Dates screen on the Proposal.
Proposal Margin Percentage: Incorporating Pre-Sales Cost in Margin
Kimble’s Proposal Dashboard and Delivery Engagement Dashboard both include a Margin Summary card. The Margin Summary cards on each of these dashboards can now be configured to include two margins – the existing Contract Margin Percentage and the new Proposal Margin Percentage.
The Proposal Margin Percentage uses the same calculation as the Contract Margin Percentage but incorporates on added element: the cost associated with Pre-Sales Activities. To reflect this cost on dashboards, Kimble has created the Proposal Margin Percentage, which includes costs associated with Bid Team Assignments in its calculation.
|Please have your System Administrator contact Kimble to add Proposal Margin Percentage to dashboards in your organization.|
Once configured, the Proposal Margin Percentage can be viewed in the Proposal Margin card on the Proposal Dashboard.
Once a Proposal is set to Firm, the Proposal Margin Percentage you see on the Proposal Dashboard is fixed, preserved as a snapshot of the Percentage when the Proposal was won or lost.
Delivery Engagement Dashboard
Once configured, the Proposal Margin Percentage can be viewed in the Proposal Margin card on the Delivery Engagement Dashboard.
This Proposal Margin Percentage on the Delivery Engagement Dashboard will change as the Engagement’s costs and revenues are changed, as well as if any further costs associated with the Pre-Sales process are incurred (i.e. further expenses) – it is not frozen as a reflection of the cost of sale at the time of acceptance. Instead, it rises or falls in real time in conjunction with the Contract Margin Percentage; the only difference between the two margins is that the Proposal Margin Percentage continues to reflect the cost of winning the Engagement while the Contract Margin Percentage does not.