Overview
Bluechip Technologies' bid management process was entirely manual; bids were tracked in spreadsheets, approvals happened through email chains, and version control failures meant that the wrong document version was frequently submitted. The digitisation programme was initiated to replace this with an integrated platform on Microsoft Power Platform, SharePoint, and Odoo, covering the complete bid lifecycle from opportunity identification through to contract award.
Challenge
The scope was broader than a simple system replacement. The existing process involved multiple departments with unclear ownership at each stage; Business Development, Finance, Legal, and Technical teams all played roles in bid preparation but with no formal handoff points. My job was to map this chaos, establish accountability at every stage, and translate it into functional requirements that an implementation team could build from.
Key stakeholders included Technical Director Kamlesh Seetohul and Project Director Adenike Ogunleye; managing their competing priorities and getting sign-off on a shared scope required significant facilitation work before requirements work could begin.
My Approach
- Facilitated cross-functional discovery workshops with Business Development, Finance, Legal, and Technical teams
- Mapped as-is bid management process end-to-end using BPMN; identifying 14 handoff points and 8 decision gates
- Authored 72 functional requirements across 9 epics in Jira; covering bid creation, document management, approval workflows, pricing, legal review, contract award, and reporting
- Produced Functional Requirements Specification (FRS) in Excel with full traceability
- Developed Requirements Traceability Matrix (RTM) mapping each requirement to test cases and acceptance criteria
- Coordinated technical solutioning sessions between the Power Platform, SharePoint, and Odoo implementation teams
- Facilitated stakeholder sign-off sessions with Kamlesh Seetohul and Adenike Ogunleye
The 9 Epics
The 72 requirements were organised across these functional areas:
- Epic 1: Bid Opportunity Management
- Epic 2: Bid Team Assignment and RACI
- Epic 3: Document Creation and Version Control
- Epic 4: Pricing and Commercial Review
- Epic 5: Legal Review and Approval
- Epic 6: Technical Review and Sign-off
- Epic 7: Bid Submission Workflow
- Epic 8: Contract Award and Handover
- Epic 9: Reporting and Analytics