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Proposals

Proposals. Dr. Thomas L. Warren, Professor Technical Writing Program Oklahoma State University Stillwater, OK 74078 twarren@okstate.edu www.okstate.edu/artsci/techwr. RFP. Proposal. Recommendation. Feasibility. Overview. Proposals in general Typical parts of a proposal Questions.

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Proposals

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  1. Proposals Dr. Thomas L. Warren, Professor Technical Writing Program Oklahoma State University Stillwater, OK 74078 twarren@okstate.edu www.okstate.edu/artsci/techwr

  2. RFP Proposal Recommendation Feasibility Overview • Proposals in general • Typical parts of a proposal • Questions Project Completion Report

  3. Definition of Proposal • Written offer to . . . • . . . perform work, do research, or solve problems • . . . another person has—who says, “How do I solve this problem of ‘Should I convert the Accounting Department from PC-compatible computers to Mac?’” • . . . proposal writer has—who says, “I have this problem of needing funding for my research project.”

  4. Definition, cont. • Directed toward • Governmental agency or agencies • Agency has a need—Request for Proposal = RFP • Foundation • Agency has a need: RFP • Company: Internal • Department has a need: RFP

  5. Proposal Types (Generally) • Solicited: Responds to an RFP • Formal—complete with all the parts (cover, title page, front and back matter) • Informal—typically an internal memo • Unsolicited • Formal • Informal

  6. Types FORMAL/INFORMAL Proposal Solicited Unsolicited Known to Reader Known to Reader Unknown to Reader Unknown to Reader

  7. Rhetorical Situation • Your proposal will will persuade the reader that • . . . you have a task analysis with reasonable assignments • . . . and a realistic schedule with balanced work loads • . . . you are qualified to work on the problem • . . . you have a risk management plan • . . . the schedule shows that you can complete the project on time

  8. Typical Parts of a Proposal • Format • Front matter • Introduction • Body • Technical section • Management section • Cost section • Conclusion • Attachments (Appendix materials)

  9. Typical Parts of the Proposal • Technical elements—the technical solution to the problem • Management—proving that you can do what you say you will do • Cost—how much the solution will cost

  10. I. Technical Section • Focus on client’s needs • Understand the client’s . . . • . . . limitations • . . . capabilities • Presents the problem(s) • Does client know of problem? Determines . . . • . . . amount of background • . . . technical detail

  11. I. Technical Section, cont. • Technical details • Must convince client of . . . • . . . your understanding of the problem • . . . the soundness of the technical solution • Provides a plan (tasks and schedule) for solving the problem

  12. I. Technical Section, cont. • Contains • Project´s purpose/scope (limitations) • Methods/procedures (steps) and rationale • Resources (physical, personnel, literature, etc.) • Task breakdown (what will be done) and timetable (when will it be done)

  13. I. Technical Section, cont. • Schedule • Steps and tasks to solve the problem • Time each task will take • Start and end dates; relation to other tasks, duration and dependencies • Personnel working on the task • Currently available • Need to hire (justify)

  14. II. Management Section • Qualifications (prove you and your group can do the work) • Focus on requirements to complete this work • Formal schooling • Courses taken in area of work • Similar projects completed successfully • Experience • Work on similar projects • Previous proposals submitted • Reference résumés in Appendix

  15. III. Costs • Budget I (usually not published; internal) • Direct costs to you to solve the problem • Include costs of final report • Budget II (published; part of proposal) • Costs to others to complete project • Relate specifically to methods/ procedures • At Proposal stage, "GOOD" estimates • At Recommendation stage, “EXCELLENT” estimates

  16. Conclusion • Last chance to “sell” client/reader • Summary of project • Problem • Need for solution/benefits • Methods/procedures • Expected results • Costs • Urge for action by client/reader

  17. Appendix Materials • Personnel resources and qualifications • Working bibliography • Additional information reader may need—for example • Maps or photographs • Histories of problem/proposed solution(s) • Balance sheets to support need • Résumés

  18. Introduction Overview of document Establish rhetorical position Analysis of Problem and Solution(s) Audience/Client Analysis Research Plan Work Plan with Schedule and Risk Management Plan Qualifications Required Resources Typical Proposal Content

  19. Typical Sections • Introduction • Subject, purpose, scope, plan of development, assumed reader, and action for this memo • Appropriateness of topic • Feasibility of success

  20. Typical Sections, cont. • Analysis of problem and solution(s) • Statement of the problem • Scope and purpose of project • Context in which problem is situated • Significance of problem (what happens if you do not solve the problem?) • Consequences of solving the problem (economic, technical, social, etc.) • Solution criteria • Possible solution(s)

  21. Typical Sections, cont. • Analysis of client/reader • Primary reader = client (person who has approval authority) • Secondary and tertiary readers

  22. Typical Sections, cont.. • Research Plan • How will you investigate the problem/ solution(s)? • Identify • Questions to be answered • Information required—what are you looking for • Methodology for acquiring information • Resources used for research

  23. Typical Sections, cont. • Work and risk management plans • Key to convincing reader that you will solve the problem • Covers from researching the problem to writing the final report (including various drafts and presentations) • Include • Approach to the plan and schedule • Comprehensive list of tasks and responsible team member(s) • Risk management plan focused on what happens when Murphy’s Law kicks in

  24. Typical Sections, cont.. • Qualifications • Team’s qualifications for completing project • Described individually in terms of required tasks • Submit résumés focusing on this project—most companies boilerplate this section

  25. Typical Sections, cont. • Resources required to complete project • Physical resources (labs, sites, computers, etc.) • Libraries, software, and internet • Personnel (client, survey recipients, experts to consult, etc.) • Budget to solve problem • Secondary budget NOT in proposal is costs to prepare proposal • Maintained internally only

  26. Budgets Budget I Budget II Costs to solve the problem Costs to actually do the solution In Executive Summary with details in Appendix In Proposal Memo

  27. Typical Sections, cont. • Closing—request approval, willingness to answer questions, and how to contact team members

  28. Conclusion • Proposals are persuasive documents that respond to problems • Major source for products and services • Sections • Technical—problem-solution • Management—perform work described • Cost—budget to complete project • Solicited and unsolicited

  29. Questions

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