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      1. Baxter & Woodman Internal KB
      2. Deals

      How to Create Marketing Project Numbers for CCNA/MSA/Shortlist/Prequal/Multi-Project RFQ Deals

      Steps to create marketing project numbers.

        Creating Marketing Project Numbers
      1. Access HubSpot by visiting https://login.hubspot.com.
      2. Click CRM in left menu bar and then click Deals.
      3. Click the Add Deal > Create New. A sidebar will pop out.
      4. Provide as much information as possible in the sidebar. Fields marked with an asterisk (*) are required. 
        1. Deal Name
          This will be the exact project name in Deltek Vantagepoint.
        2. Pipeline
          Select the Marketing Pipeline
        3. Deal Stages (any stage will generate a Vantagepoint Marketing Project Number) 

          Requested_Marketing

          The client is asking us for qualifications, and we plan to submit. 
          Note - if this is a part of a multi-project RFQ, the projects that we pursue will be entered as regular projects and receive project numbers. They should be captured as an associated deal. Only time associated to the multi-project RFQ should be charged to the Marketing Project Number. Any work for the individual projects, should be charged to those projects.

          Submitted_Marketing

          We sent our qualifications to the client and are waiting for the outcome. 

          Contract Pending_Marketing

          We have received an unofficial notification of being awarded and are waiting for a signed contract.

          Won_Marketing

          We received an official notification or a signed contractual agreement. 

          Lost_Marketing

          		 We have received notification of not being selected.


          Withdrawn_Marketing

          We began to pursue the work but ultimately decided not to submit or were unable to negotiate.
        4. Deal Description
          Describe the deal or purpose of the request. For example, Illinois Tollway PSB 212-3 for Items 1, 4, 5, 8, and 25, or Cook County Solicitation 2025-7264 for Green Ave at Franklin Ave, and Various Traffic Studies, or Shortlist for Lombard 2025-2028.
        5. Marketing Project Type
          Select the appropriate marketing project type (CCNA/MSA, Multi-Project RFQ, Shortlist, or Prequal).
        6. Deal Owner
          This is the person who will be primarily responsible for keeping the Deal information up to date as the deal lifecycle progresses. 
        7. B&W Practice
          The high-level practice or discipline that the Deal is primarily for or is taking the lead.
          1. Department
            Select the department of the practice
          2. Federal Reimbursement Status
            Select appropriate answer
        8. State
          The state in which the work will be performed. If it's not listed, reach out to someone on the Innovations Team (Meredith or Thomas).
        9. Competitive 
          Are we competing with other firms for this project (Y/N)?
        10. B&W Role 
          What is our role on the project? Note - if we are pursuing a multi-project RFQ with various roles, select prime for this field.
        11. Services Involved
          Regardless of the Practice, select all services that need to be included as part of the Project(s), if we were to win. This is important as it helps teams plan accordingly.
        12. Pursuit Preparation Lead
          The marketing team member responsible for the pursuit.
        13. Proposal Due Date
          The date the qualifications is due to the client.
        14. Selection Date
          The date the client is expected to make a selection.
        15. Close Date
          The anticipated date we expect a finalized contractual agreement, if applicable.
        16. Contract Start Date
          The date the contract starts OR the date the shortlist/prequal goes into effect.
        17. Contract End Date
          The estimated date the contract will end OR the date the shortlist/prequal is expected to end.
        18. Prevent Project Creation
          This field is never required and should be left blank in most cases. The only time to use it is to ensure that a Deltek Project does NOT get created for the Deal under any circumstances. A prime example of when this would be desirable is for a change order or an amendment being logged as a separate Deal, but the original Project Number will continue to be used.

      When your deal moved into the Marketing_Won stage, the following fields will need to be addressed. Keep in mind, they mainly apply to CCNA/MSA wins so if they don't apply to your win answer the required fields with N/A.

      Year General Contract was First Issued Enter the year we first were issued a contract from the client. Answer with N/A if the win is NOT for a CCNA/MSA.
      Initial Contract Term (in years) Select the number of year(s) for the signed initial contract term. Select N/A if the win is NOT for a CCNA/MSA.
      Renewal Interval (in years) If the contract has an option for renewal, select the number of years of the renewal interval.
      Renewal Count If the contract has an option for renewal, select the number of times we are eligible to renew the contract.
      Does the Initial Contract Include an Escalator Clause? If the contract includes an escalator clause, select yes and briefly describe it.
      Are Renewal Rates Specified in the Contract? If the contract specifies renewal rates, select yes and briefly describe it.
      Rate Increase Request Date If there is a certain date we need to request a rate increase, enter it. If not, the field will be auto-populated within 10 minutes of saving with a date of September 1 of the following year.

       

      1. Associate your Deal with the correct Company. Companies in HubSpot can be clients, vendors, competitors, associations, etc. Every Deal must be associated with a Company.
      2. Associate your Deal with the correct Contact. A Contact is a person at the Company who will be the main point of communication for the Deal. Contact is not required to create a Deal but is highly recommended. If the Contact does not yet exist, add them to HubSpot and then associate the Contact to the Deal after the Deal has already been created.
      3. Click Create at the bottom of the sidebar window and HubSpot will create your Deal. Within 10 minutes, it will also assign a MK Project Number to your Deal. This Project Number will automatically be populated in the Deal information field labeled B&W Project Number.  

      It is important to remember to create and associate the individual projects that we are pursuing if this is a Multi-Project RFQ Deal. It is equally important to remember to associate any project we pursue as a result of a CCNA/MSA/Shortlist.  This allows us to track the pursuit efforts in its entirely.