Standardise Your Internal Processes For Updating The Employees CVs - And Never Run Out Of Data
Maybe you recognise this scenario: There are 3 days to the deadline for submitting bids on a major construction project. You look in your database of CVs and find that there is no data/poor data on the profile you need. You try to contact that person, but get an "I'm on vacation" - auto-reply.
What do you do now?
Many bidding departments struggle with the exact issue of outdated or deficient CVs. This is both stressful and can harm the quality of your PQ and bidding material. But how do you get to where key people in the company update their CV’s by themselves and tender designers can use their skills to put together targeted material that wins projects? Well, that’s what this use case will try to answer.
This Is JORTON A/S
JORTON A/S is a supplier of building and construction solutions. The organisation's workers have since 1932 solved tasks for housing associations, private house owners, modern public institutions, and built roads and rail bridges.
JORTONs' material quality and proposal process is crucial for bidding on projects, especially for the PQ phase of public projects.
That’s why maintenance of their CV and reference database is one of the most important tasks. If they haven’t implemented a process for data enrichment, this would probably also be one of the most complicated and stressful tasks.
This Needs To Be Somebody's Job
The main reason for JORTON's success with data enrichment is that there are dedicated employees who make sure that key people in the organisation get their CVs updated.
They have developed a process and company culture that ensures that they can always access an updated CV when preparing PQ materials.
Say Hi To Pernille & Anette
Anette and Pernille work in the HR & Marketing department and are managing all the PQ projects.
They Have Implemented The Following Process:
✔ Information regarding new employees is transferred to the department from HR
✔ The PQ manager creates the profile in Orbit
✔ As part of the onboarding process, new employees receive a “welcome to JORTON” email, containing a guide to Orbit, describing how to fill out their CV
✔ When a CV needs to be updated with new projects, it requires a reference to link to. Once this has been created and approved, the responsibility lies with the regional managers to ensure that those associated with the project have their CV updated and linked to the reference
✔ The management makes sure that priority is given to updating their CV
Assistive Activities To Make This Possible
To be successful in getting your colleagues to prioritise updating their own CV, it requires a corporate culture with respect and understanding of what goes on across departments. Anette and Pernille have done a great job in communicating the value of their work internally at JORTON. Through visits to the different regions, they have created a close relationship with the regional managers and created an understanding of the importance of their competencies and role in creating new business.
The Value Is Noticeable
The above-mentioned process and activities, which Anette and Pernille have implemented, together with the Orbit Bidding & Qualifications solution, has solved a number of the organisation's challenges and significantly streamlined the PQ process.
- A database of updated CV’s that can quickly be added to the PQ material
- Deliver the material before deadline - mostly without stress
- Allow versioning of the CV, so that it fits in with the PQ material and the client's terminology.
Keynotes From This Case
Key employees should update their CV themselves. You thus move the task out of the bidding department and closer to the source - make sure that the PQ managers defines which references and CV’s that are relevant for the database.
Skilled PQ managers know the market and know what reference and CV versions are needed to angle a piece of targeted material that pre-qualifies you for an RFP. Therefore it is crucial for your pre-qualification that the department who is in charge of this task, have the market knowledge and is allowed to use its competencies with full support, to take responsibility for which projects and CVs are to be created.
Remember to pay tribute to the colleagues who are good at getting their CV updated. How to do this depends on the company culture. But by all means, do not be stingy with acknowledgments!
Avoid bottlenecks in the organisation. The PQ managers must have a mandate to address relevant resources and must not be limited by lengthy approval processes.
Let's Get In Touch...
As such, this case is not about Orbit, but about changing an organisation's culture and an approach to data management. We are ready to both help you get started with optimised data management and advise on your current process.
Anders Dyrholm, has analyzed CV and reference management processes in more than 300 companies over the last 10 years. This makes him one of the top profiles on the market for this exact approach.
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