How does value flow today — and where does time die?
Current State: RFP Processing (Form-Based)
VALUE STREAM MAP — RFP RESPONSE (CURRENT)
════════════════════════════════════════════════════════════
[RFP PDF ARRIVES]
│
▼
┌──────────────────┐
│ 1. Download PDF │ C/T: 1 min Wait: 0 %C&A: 100%
└────┬─────────────┘
│ ░░░░░░░░░░░░░░░ (find the right module: 5 min)
▼
┌──────────────────┐
│ 2. Open Venture │ C/T: 2 min Wait: 5 min %C&A: 90%
│ Create Form │
└────┬─────────────┘
│ ░░░░░░░░░░░░░░░░░░░░░ (copy-paste questions: 30 min)
▼
┌──────────────────┐
│ 3. Paste Questions │ C/T: 30 min Wait: 0 %C&A: 70%
│ One By One │ (miss appendix questions)
└────┬─────────────┘
│ ░░░░░ (trigger AI: 1 min)
▼
┌──────────────────┐
│ 4. Run AI Loop │ C/T: 3 min Wait: 1 min %C&A: 80%
└────┬─────────────┘
│ ░░░░░░░░░░░░░░░░░░░░░░░░░ (review answers: 60 min)
▼
┌──────────────────┐
│ 5. Review + Edit │ C/T: 60 min Wait: 0 %C&A: 85%
└────┬─────────────┘
│
▼
[PROPOSAL DRAFT]
Total Cycle Time: 96 min
Total Wait Time: 6 min
Total Lead Time: 102 min
Flow Efficiency: 94% (wait is low — the WORK is the waste)
════════════════════════════════════════════════════════════
Future State: RFP Processing (Conversational)
VALUE STREAM MAP — RFP RESPONSE (CONVERSATIONAL)
════════════════════════════════════════════════════════════
[RFP PDF ARRIVES]
│
▼
┌──────────────────┐
│ 1. Drop PDF in │ C/T: 10 sec Wait: 0 %C&A: 100%
│ Chat │
└────┬─────────────┘
│
▼
┌──────────────────┐
│ 2. Agent Extracts │ C/T: 30 sec Wait: 0 %C&A: 95%
│ All Questions │ (vision model, no copy-paste)
└────┬─────────────┘
│
▼
┌──────────────────┐
│ 3. Agent Runs │ C/T: 2 min Wait: 0 %C&A: 80%
│ RFP WorkChart │ (streams progress)
└────┬─────────────┘
│
▼
┌──────────────────┐
│ 4. Human Reviews │ C/T: 30 min Wait: 0 %C&A: 90%
│ in Chat Thread │ (inline editing)
└────┬─────────────┘
│
▼
[PROPOSAL DRAFT]
Total Cycle Time: 33 min
Total Wait Time: 0 min
Total Lead Time: 33 min
Flow Efficiency: 100%
════════════════════════════════════════════════════════════
Comparison
| Metric | Current (Forms) | Future (Conversation) | Improvement |
|---|---|---|---|
| Lead time | 102 min | 33 min | 68% reduction |
| Copy-paste step | 30 min manual | 30 sec automated | 98% reduction |
| Questions missed | ~30% (appendix) | ~5% (vision model) | 83% fewer misses |
| Context switches | 4 modules | 1 chat window | 75% fewer switches |
| Navigation time | 5 min | 0 min | Eliminated |
Seven Wastes Applied
| Waste | Current State | Conversational Fix |
|---|---|---|
| Motion | Navigate 4 modules per task | Single chat window |
| Transport | Copy-paste PDF to form | Drop file, agent extracts |
| Rework | Missed questions require re-extraction | Vision model catches appendices |
| Over-processing | Manual formatting of extracted text | Agent preserves structure |
| Waiting | Find correct module (5 min) | Agent routes automatically |
| Inventory | Multiple tabs open simultaneously | One conversation thread |
Headline
96 minutes to 33. One window.
P-Q-D
| Problem | Question | Decision |
|---|---|---|
| 30 min copy-paste step in a 96-min process | What if the document came to the agent? | PDF drop + vision extraction eliminates the bottleneck |
Gate
- All steps documented with cycle time
- Wait time measured between steps
- Flow efficiency calculated (94% current, 100% future)
- Bottleneck identified (#3 copy-paste: 30 min)
- Waste types categorised (motion, transport, rework primary)
- Improvement opportunities prioritised (PDF extraction > voice > proactive agent)
Context
- Outcome Map — Previous: what success looks like
- Dependency Map — Next: what must happen first
- Pictures Hub — All maps for this PRD
- Value Stream Map Template — Pattern used