How to Implement Intelligent Tender Documents Screening Portal to Improve Project Proposal Processes • Tender Documents Screening – the idea behind • AI in tender document screening • Use cases that will be addressed to improve proposal preparation processes • Lessons learned and benefits for large project proposal work

1. © Siemens AG 2018
September 2018Page 1 siemens.com
How to Implement Intelligent Tender
Documents Screening Portal to Improve
Project Proposal Processes
siemens.comUnrestricted © Siemens AG 2018

2. © Siemens AG 2018
September 2018Page 2 siemens.com
How to Implement Intelligent Tender Documents Screening
Portal to Improve Project Proposal Processes
• Siemens – strong partner for project solutions
around the world
• Tender Documents Screening – the idea behind
• AI in tender document screening
• Use cases that will be addressed to improve
proposal preparation processes
• Lessons learned and benefits for large project
proposal work

3. © Siemens AG 2018
September 2018Page 3 siemens.com
With its timetable
change in mid-
December 2017,
Deutsche Bahn
AG introduced the
ICE 4 from
Siemens into
regular service.
The fleet will grow
to nine trains by
the summer of
2018. Siemens
will deliver a total
of 119 trains by
2023. Of these,
100 will be in a
twelve-car
configuration and
19 in a seven-car
configuration.
Siemens –
A strong partner for project solutions around the world
Siemens is
building a shore
power supply
system for so-
called ro-ro (roll-
on/roll-off) ships
in Cuxhaven,
Germany. The
system eliminates
the need to
combust ship fuels
for generating
electricity during
lay time – one of
the main causes
of air pollution in
ports.
Siemens is
supplying
transformers for
a HVDC link
between
England and
France. The link
will transmit
power efficiently
between the two
countries,
supplying up to
three million
homes with
electricity.
Siemens will
complete the
project by mid-
2019.
Siemens is
working with
Dutch railway
station operator
NS Stations to
equip 47 railway
stations in the
Netherlands with
a user-friendly
and secure self-
service bicycle
parking solution.
The bike parking
facilities will be
available for
privately owned
as well as rental
bikes.
Siemens has
received an order
from its customer
Nizhnekamsknef-
tekhim for the
turnkey
construction of a
combined cycle
power plant in
Tatarstan. As
general
contractor,
Siemens will
partner with a
Turkish company
to build the 495-
megawatt
combined cycle
power plant on a
turnkey basis.
Siemens is
planning and
installing twelve
microgrids for
the Brazilian
utility Centrais
Elétricas do
Pará. The
microgrids will be
built in power
generation plants
in the state of
Pará. The two
power plants that
are furthest apart
are located 890
kilometers from
one another.
The first new
light-rail vehicle
from Siemens is
now being
deployed for
passenger service
in San
Francisco. The
new vehicles are
being built at the
Siemens plant in
Sacramento,
California. The
company will
deliver a total of
219 vehicles.
This is Siemens’
largest order to
date for light rail
vehicles in the
U.S.
Siemens is
supplying the
electrical
equipment for a
new conveyor
system in an
underground
copper mine in
Mongolia. The
system, which will
expand the
existing open-pit
mining facility, is
expected to bring
95,000 tons of
copper ore to the
surface per day.
Siemens has
received an order
from Pakistan for
a complete
power island for
the new combined
cycle Punjab
Power Plant
Jhang. To be
operated with
liquid natural gas
(LNG), the plant is
being constructed
250 kilometers
southwest of
Lahore and will
have a power-
generating
capacity of 1.3
gigawatts.
Siemens is
building a fully
automated
people mover for
Suvarnabhumi
Airport in
Bangkok. The
train system is to
connect the
existing terminal
with a new
satellite terminal.
Siemens is to
deliver a total of
six two-car trains.
Plans call for the
project to be
commissioned in
2020.
Selected project examples

4. © Siemens AG 2018
September 2018Page 4 siemens.com
Project Business is a very strong piece of the Siemens’ DNA
and of our portfolio .
1870 2018 2020 …
~48%
Project
Business
~35%
Service
Business
~17%
Product
Business
Order backlog
Industrial
Business
Source: PM@Siemens

5. © Siemens AG 2018
September 2018Page 5 siemens.com
Project Business is a very strong piece of the Siemens’ DNA
and of our portfolio .
1870 2018 2020 …
~48%
Project
Business
~35%
Service
Business
~17%
Product
Business
Order backlog
Industrial
Business
Source: PM@Siemens

6. © Siemens AG 2018
September 2018Page 6 siemens.com
Tender Screening Solutions to address challenges of large
project proposal work
riskDNA1) – Method for early and systematic risk Detection and Awareness
Challenge Project business's dilemma Tender Screening Solution
• Digitalization of especially
proposal processes is
key to be fast
• Usability of commercial
tools for text analysis
does not fit project business
needs
• Data quality and availability
are often not sufficient for
automatic artificial
intelligence approaches
• Customization of state-of-
the-art text search
functionality for project
business is often not
affordable for single
business organizations
• To be aware of risks and opportunities is prerequisite
to be able to act
• Requirements are often hidden in huge specifications –
and analyzing large amounts of text can be tricky
and is very time-consuming
• Fast and comprehensive requirements evaluation at the beginning
of proposal projects is hard to achieve due to "specification-bergs"
• Advanced text analysis
functionality on a secure
server enables efficient
analysis of large
specifications
• Systematic reuse of digita-
lized expert intelligence,
knowledge and lessons
learned avoids repetition of
failures
• riskDNA1) services comprise
software access including
process consulting to
ensure most beneficial use
Show
stoppers "Specification"
Terms and
conditions
Laws and
standards
Technical
requirements
Risks and
opportunities
1) riskDNA – our tender screening solution

7. © Siemens AG 2018
September 2018Page 7 siemens.com
riskDNA drives digitalization where it matters:
In daily project business
Basic principle of dictionary-based screening for best assignment of right content to relevant experts
ScreeningInput Results
Specifications,
contracts, …
(PDF files or
CSV Tables)
Project business
knowledge and
expertise
Advanced text
analysis and search
engine on a secure
server
Classified Requirements
for requirements
management
Summary
with overview and business
specific file assignment
information
Marked-up PDF files
with dictionary-based
business-specific book-
marks and indices
PDF
CSV

8. © Siemens AG 2018
September 2018Page 8 siemens.com
The screened PDF files contain content-related mark-ups,
screening bookmarks and indexes for efficient text evaluation
Screenshot from PDF bookmarks and content-related marked-up text after file screening
Original PDF specification with mark-ups
according to business-specific search criteria
Content-related bookmarks including
pages without machine-readable text
and indexes at the end of each document
Text screening can be linguistic tolerant.
Types of search criteria 1) can be
• Buzzwords and phrases
• Combination of words within the same sentence
• Text patterns for unknown content (e.g. "values below 1%")
• Combinations thereof
For high usability of results search criteria can also be enriched by
semantic information, e.g. optional and/or excluded text as well as
page context data

9. © Siemens AG 2018
September 2018Page 9 siemens.com
Within riskDNA method several typical elements are included
that are also base for AI technology
Overview of AI elements used within tender document handling
ScreeningInput Results
Specifications,
contracts, …
(PDF files or
CSV Tables)
Project business
knowledge and
expertise
Advanced text
analysis and search
engine on a secure
server
Classified Requirements
for requirements
management
Summary
with overview and business
specific file assignment
information
Marked-up PDF files
with dictionary-based
business-specific book-
marks and indices
PDF
CSV
Natural Language
Processing (NLP)
Knowledge
modeling
Knowledge
representation
Processing of
unstructured data
Semi-automatic
supervised learning
It is not:
Machine learning
Semantic recognition
Requirements
recognition
Requirements
classification
Content
visualization

10. © Siemens AG 2018
September 2018Page 10 siemens.com
Several use cases can be addressed to improve proposal
preparation processes
 Short proposal preparation
times are key elements for
sales phases to act like
customers want and to
outperform competitors
 To be able to produce high
speed proposals shows high
responsiveness and therefore
showcasing interaction quality
and speed
 Comparison of the amount of
Siemens wording and the
corresponding competitor
wording indicates most wanted
contractor of customer
 To be able to estimate the most
wanted contractor of the
customer is a popular indicator
to estimate hit-rates in order to
stop proposal preparation right
on time or to start
countermeasures addressing /
influencing the customer
immediately
 Showstopper and high risk
topics have to be identified
extremely early in the proposal
phase in order to stop proposal
preparation or to start actions
immediately
 To be aware of risks and
opportunities is prerequisite
to be able to act
 Requirements are often hidden
in huge specifications – and
analyzing large amounts of text
can be tricky and is very time-
consuming
 Fast and comprehensive
requirements apportionment
and at the beginning of
proposal preparation especially
for large RfQ documents
(thousand pages) is hard to
achieve due to huge
"specification-bergs“
 To be able to apportion
thousands of requirements /
chapters / pages / documents
to the right expert in a short
timeframe
Amount of "Competitor wording“ vs
Siemens wording
Is there a „Showstopper“ for us
integrated in the RfQ
Fast assignment of tender content
and requirements to right experts
Speed-Up of proposal preparation
Selected typical questions to be answered during proposal preparation

11. © Siemens AG 2018
September 2018Page 11 siemens.com
… used by Siemens on a
worldwide basis
Our success story
Proposal preparation
processes using
intelligent tender
documents screening
speeded up
by ~300% …

12. © Siemens AG 2018
September 2018Page 12 siemens.com
Siemens Consulting –
Project Business Consulting
Sten Wery
Siemens AG
Siemens Consulting
Project Business Consulting
Mobile: +49 (174) 15 50 96 0
E-mail: sten.wery@siemens.com