Skip to main content

User Stories for GovCon CRM

updated 9/15/2021

by James Townsend

One of our most popular InfoStrat solutions is 
GovCon CRM.  At some point, most government contractors reach a point where they are no longer content to track their sales pipeline in a spreadsheet and the adopt a customer relationship management (CRM) product to manage the capture process.

Unfortunately, the most popular CRM products such as Salesforce and Microsoft Dynamics 365 Sales do not contain the opportunity fields, capture processes or reporting that a government contractor needs. They do not reflect all the stages for a government sale such as presolicitation, request for information, request for quote, best and final offer, oral presentations, downselecting and more.

User stories are descriptions of a process from the point of view of a user role.  They do not include technical details of the implementation but they capture business rules and data elements that are tracked for a specific scenario. 

User stories which describe your sales processes are essential to determine the scope of the project and create a roadmap for an implementation.  

To create user stories for GovCon CRM, first identify how many capture processes you follow.  Do different programs have distinct business processes or track different data?  If they use the same processes and data, you can create fewer user stories.  Often our clients have some variation among types of opportunities which affect the business process flow. 

Here are some user stories that you are likely to need:
  1. Opportunity creation.  When do you create an opportunity and start tracking it?  Who creates opportunities?  Should any opportunities be created automatically, such as when a solicitation is posted by a customer? Is there more than one kind of opportunity that you track which requires substantially different fields and forms, such as the difference between a task order and a blanket purchase agreement?
  2. Opportunity process. What are the stages for an opportunity?  Do you have gate reviews, such as a bid/no bid meeting? Do different types of opportunities require different processes?
  3. Price quotes. Do you use other tools to create quotes?  Will the product catalog in Dynamics 365 provide the functionality that you need to generate a quote?  Do prices from suppliers need to be updated?
  4. Opportunity closing. When do you move an opportunity from Active to Closed? Which users can close an opportunity?  Do you want to automatically close opportunities based on events such as not bidding when an RFP due date passes?
  5. Project or order creation. After you win an opportunity, what do you want to happen?  Create new project codes in your timesheets? Create an order in your ERP system?  Both?
  6. Sales quotas. Do you assign sales representatives quotas?  How are territories defined?  When is quota retired?  How are option years and future contract modifications handled in terms of sales recognition?
InfoStrat GovCon CRM contains standard data elements and workflows which meet substantially all of typical government contractor requirements, but you are likely to want to customize them to match your business rules as closely as possible. 

Popular posts from this blog

Key Concepts for Microsoft Dynamics 365: Tenant, Instance, App and Solution

Updated 8/15/2022 To understand Microsoft Dynamics 365 (formerly Dynamics CRM) and Power Apps, you need to learn some new terms and concepts that may be a bit different from what you know from databases and solutions that are hosted on premises.  These concepts also apply to Power Apps.  The main difference is that with Power Apps you are not starting with a Microsoft app but more of a blank canvas for your custom apps.  This post introduces some key terms and how these concepts are important for planning your implementation. While Dynamics 365 is still available on premises, it is most commonly deployed on the Microsoft cloud.  This blog post discusses only cloud implementations. Microsoft has multiple clouds such as commercial and government community clouds in several countries. We start with a Microsoft tenant .  A tenant is the account you create in the Microsoft Online Services environment (such as Office 365) when you sign up for a subscription. A tenant contains uni

Understanding Dynamics 365 and Office 365 Admin Roles

Managing Dynamics 365 instances If you run Microsoft Dynamics 365 (formerly Dynamics CRM) in the Microsoft cloud, you need to understand how your Dynamics instances relate to Office 365 and choose which of your administrators receives which roles and permissions to manage Dynamics 365. In on premises deployments, your network administrator would create and delete user accounts.  The Dynamics 365 admin would then assign permissions to users in Dynamics 365. This post explains three administrator roles: Office 365 Global Administrator Dynamics 365 System Administrator Dynamics 365 Service Administrator You may think that the Dynamics 365 system administrator would have power to do all the actions needed to manage Dynamics 365, but this is not the case. What's different in Microsoft cloud deployments is that licenses and user accounts are managed in Office 365 by an Office 365 Global Administrator.  This role is analogous to a network administrator for an on premises

My Favorite Microsoft Power Apps Bloggers and their Blogs

  by James Townsend Updated 7/5/2022 Microsoft Power Apps is one of my favorite subjects, and I enjoy reading blog posts from members of this thriving technical community.  Here are some of my favorite bloggers and their blogs: The Official Microsoft Power Apps Blog   I have to start with the official Microsoft Power Apps blog.  It has many contributors, largely Microsoft program manager, including frequent posters Denise Moran ,  Greg Lindhorst , Kartik Kanakasabesan , and  Adrian Orth .  This is the place to go for product announcements, updates and technical how-to for a broad range of Power Apps topics.  April Dunnam April Dunnam was formerly focused on SharePoint and now devoting herself to Power Platform.  April offers highly understandable explanations of Power Platform, Dataverse and other top Power Apps topics. She joined Microsoft in late 2019 and has a thriving YouTube channel .  Carl De Souza Power Apps Blog and eBook This is one of the most extensive and best organized blo