Version control is essential to an effective proposal process. Old proposals are invaluable in writing new proposals. Availability of Management Plan and Technical Approach boilerplate can save hundreds of hours of writing time for a large proposal.
Versions of proposals should be controlled using the Proposal Database. Completely assembled versions of a proposal (first, second, and final drafts) should be entered into the Proposal Database.
Draft versions of chapters (and sections of a chapter) are too dynamic to be controlled effectively using the Proposal Database. The versions resulting from writing and rewriting individual chapters should be controlled by individual writers using Microsoft Windows Folders and standard file naming conventions.
Individual writers should name their chapter files (and sections of a chapter) as shown below.
Or use your company’s established file naming convention.
| Segment of File Name |
Source/Convention |
Example |
| Proposal Name |
From Proposal Outline |
DOAITInfrastructureServices |
| Chapter Title |
From Proposal Outline |
ManagementPlan |
| Section Title |
From Proposal Outline |
Project Organization |
| Authors Initials |
3 Initials |
RJW |
| Date |
DDMMYYYY |
07112005 |
| Time |
XXX |
330 |
| AM or PM |
-- |
PM |
Example File Name:
DOAITInfrastructureServicesManagementPlanProjectOrganizationRJW07112005330PM
Completed chapter content should be emailed to the Proposal Manager and filed in Windows folders by Proposal Name, Chapter Name, and Chapter Section. The Proposal Manager should use Word to assemble the first and second drafts of the proposal, receive and assign proposal reviewer comments, and assemble, and distribute all content.
