How to Create a CCNA/MSA/Shortlist Deal

Steps to create a CCNA/MSA/Shortlist Deal. These Deals are MK#s and do not result directly in a billable project. They are either blanket contracts for work/task orders or an effort to win a shortlist or prequalification.

1. Access HubSpot by visiting https://login.hubspot.com.
2. Click CRM in left menu bar and then click Deals.
3. Click the Create Deal button. 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
      B&W only uses one pipeline. Simply accept the default here.
   3. Deal Stages for CCNA/MSA/Shortlist
      

      CCNA - Open	We are pursuing a CCNA/MSA/shortlist/prequal. No billable project will be directly associated with this pursuit. This stage generates a MK# that has a promotional charge type.
      CCNA -Won	We have received notification of being selected for the CCNA/MSA/shortlist/prequal for potential future work. Any billable projects that are a direct result of this MK# pursuit, should be captured as an associated deal.
      CCNA - Lost	We have received notification of not being selected for the CCNA/MSA/shortlist/prequal.

   4. Deal Description
      Describe the deal. For example, Bensenville 2025 Shortlist or Master Service Contract for Delray Beach, FL. 
      
   5. Proposal Due Date
      The date the qualifications is due to the client.
   6. Selection Date
      The date the client is expected to make a selection.
   7. Close Date
      The anticipated date we expect a finalized contractual agreement to do the work.
   8. Contract Start Date
      The date we will begin working on implementing the scope of the project.
   9. Contract End Date
      The estimated date we will complete work on the scope of the project.
   10. Interview Date
       The date of the interview, if there is one.
   11. 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).
   12. B&W Practice
       The high-level practice or discipline that the Deal primarily for.
   13. Deal Owner
       This is the person who will be primarily responsible for winning the Deal. The Deal Owner is responsible for keeping the Deal information up to date as the sales process progresses. The Deal Owner will also be the Project Manager of the Vantagepoint Project up until the time the work is Won.
   14. Competitive 
       Are we competing with other firms for this project?
   15. If yes to Competitive - Pursuit Preparation Lead
       Previously referred to as the Marketing Coordinator in Deltek, this is the person who will drive the production and submission of the proposal or bid document.
   16. B&W Role 
       What is our role on the project? Prime, Sub, JV, etc...
   17. Services Involved
       Select all services that would be part of this project. Regardless of the Practice, this allows the selection of various services that need to be included as part of the Project, if we were to win it. This is important as it helps teams plan accordingly.
   18. Withhold Retainage
       The percentage of money withheld from payment to a sub until the project is complete or a time specified in the contract. If you do not know, please select No 
   19. Requested Project Number
       This should normally be left blank. Only use if you truly must have a specific project number and cannot accept the auto-numbered project. How to Request a Specific Project Number.
   20. Vantagepoint Project Template
       This should be skipped for a CCNA/MSA/Shortlist Deal.
   21. 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.
   22. Create Outlook Public Folder
       Do you need an outlook folder created for this project?
   23. Create CAD/Survey Folder
       Does this project folder need to include a folder for CAD/Survey?
   24. Create GIS Folder
       Does this project folder need to include a folder for GIS?
   25. Is this a part of a Multi-Project RFQ
       For CCNA/MSA/Shortlist Deals, this is no. This is only yes, when the RFQ is soliciting multiple billable projects such as the Illinois Tollway PSBs.

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 that any work order or task order that is a part of this CCNA/MSA/Shortlist Deal, is associated to this Deal. This allows us to track the work accordingly.