Proposals Chapter # 13 By: Saif Bukhari

Proposal Pro·pos·al A plan or scheme proposed. A proposal identifies a need or problem and offers a plan to meet the need or solve the problem. Something (such as a plan or suggestion) that is presented to a person or group of people to consider 

Proposal Definition A formal description of the creation, modification or termination of a contract. A proposal may serve as the blueprint for a future agreement and may be accepted or rejected by the entity or entities that receive

What is a proposal? A proposal is a persuasive document that puts forth your solutions to a particular problem or situation while convincing your audience that your solution is the best one available.

Proposals Written offers to solve problems, provide services or sell equipment Must be persuasive Requires detective (officer) work Used to develop customer relationship Used by business buyers to develop partnership

Proposals There are three distinct categories of business proposals: Formally solicited Informally solicited Unsolicited Solicited proposals are written in response to published requirements, contained in a Request for Proposal (RFP) Request for quotation (RFQ) Invitation for bid (IFB) or A Request for Information (RFI)

Proposal letters Proposal letters are cover letters which are included with business proposals to introduce people to the nature of the proposal and the company making the proposal. Like other types of cover letters, proposal letters are designed to quickly acquaint the reader with necessary information, while also convincing the reader that the letter's author is the best choice for the job. In some cases, a proposal letter needs to follow a specific format and style, while in other cases, it may be more freeform in nature.

Proposal letters A typical proposal letter includes a brief discussion of the problem the proposal is meant to address, and an overview of the salient information in the proposal. Proposal letters usually include time and cost estimates along with a brief explanation of how the proposal will work. The proposal letter may also detail the experience, qualifications, and certifications of the person or company providing the proposal, and it can include company history and background information as well. Throughout, the document has a persuasive tone which is designed to encourage the reader to review the attached proposal materials.

Proposal Definition: A document that offers a solution to a problem or a course of action in response to a need. Types of proposals include Internal proposals, External proposals, Sales proposals.

Proposals Proposals may be Internal or External Internal proposal Internally required by the organization Propose recommendation to the upper management External proposal Most proposals are external Written for outside the organization

Proposals Solicited Unsolicited Proposals are divided into two broad category Solicited Request for proposal (RFP) by Government agencies and large companies Unsolicited Individual or organization propose the solution of the problem

Proposals Writing Tips: Persuasive Emphasize benefit detailing expertise and accomplishments Easy for the reader to understand

Proposal A proposal offers a plan to fill a need, and readers will evaluate your plan based on how well you answer their questions about what you are proposing to do, how and when you plan to do it, and how much it will cost. Because proposals often require more than one level of approval, take all your readers into account as you answer their questions. Consider especially their levels of technical knowledge of the subject.

Proposal For example, if your primary reader is an expert on your subject but a supervisor who must also approve the proposal is not, provide an executive summary written in non technical language. You might also include a glossary of terms used in the body of the proposal or an appendix that explains highly detailed information in non technical language."

Proposal The success of a proposal rests totally on the effectiveness of the argument--how convincingly the writer argues for a plan . . . and how well the writer convinces the reader that the proposing organization is the best one to do the work. The following questions are useful in analyzing the effectiveness of the argument: What does the organization really want? What is the problem that needs to be solved? What approaches to the solution will be viewed most favorably? What approaches will be viewed unfavorably? Can we accomplish the goals we propose?

Types of proposal Types of proposal There are many types of proposal including RFP (Request for Proposal), informal proposal, business proposal, marketing proposal, project proposal, sales proposal, research proposal, grant proposal, book proposal. etc. Some require us to respond in very specific ways; e.g., an RFP requires detailed responses to particular questions. Grant proposals may be similar, where applicants must complete specific forms. Research and book proposals are fairly specific.

Proposals: three major types Research Proposal proposes to define problem Evaluation Proposal proposes to evaluate solutions Implementation Proposal proposes to implement solutions

Types of Proposals A proposal is a request for support of sponsored research, training or other creative activity submitted in accordance with the funding sponsor's instructions. Common proposal types include:

Kinds of Proposals Research Proposal Business Proposal Academic Professors, or the school for which they work desire to obtain a grant m response to a request or an announcement from the government or external agency Addressed to an organization mentioning that you understand the organization's problem and that your firm or you arc qualified to solve it successfully.

Bigger scope PURPOSES Smaller scope To sell property, such as airplanes, machines, buildings To const met parking structures, buildings, bridges, water systems, complete power plants, highways To survey water areas for possible oil fields To plan and construct airport baggage conveyor systems To clean up the ground soil at military airports Improving engineering and just-in-time (JIT.) performance within a company Communicating strategic issues throughout the company Preparing international managers for work in Asia Planning and basic research before developing an automobile factory in Mexico Constructing as a subcontractor-buildings as part of a large project

Pre-Proposal, Preliminary Proposal or White Paper. This type of proposal is requested when a sponsor wishes to minimize an applicant’s effort in preparing a full proposal. However, since these proposals often do become the basis for negotiation for funding, if a budget is included in the submission, Proposal Services will route it for the appropriate University signatures.

Pre-Proposal, Preliminary Proposal or White Paper: When requested by the sponsor, the pre-proposal may be used to determine how well the project fits the agency’s priorities. Also, the preliminary proposal may determine selection for the next stage of the application, help in the selection of possible reviewers and possibly offer a chance for feedback to the PI. After the pre proposal is reviewed, the sponsor notifies the investigator if a full proposal is warranted.

Proposals I Purposes of Proposals II Kinds of Proposals A. Research Proposals B. Business Proposals III Parts of Proposals A. Title Page B. Executive Summary. Abstract Synopsis C. Draft Contract D. Table of Contents E . Introduction' F. Background G. Procedures H. Equipment and Facilities I. Personnel J. Budget K. Appendixes

Proposals Short Proposals: Long Proposals A. Request for Proposal (RFP) B. Chronology of Procedures for solicited Major Proposals C. U.S. Government Proposals D. Sample Sections of Long Proposals VI. Writing Style and: Appearance Chronology, the arrangement of events or dates in the order of their occurrence.

Parts of Proposals Title page Draft Contract Table of Contents Executive Summary, Abstract, Synopsis Draft Contract Table of Contents Introduction Background Procedures Equipment and Facilities Personnel Budget Appendices

Executive Summary, Abstract, Synopsis Parts of Proposals Title page The title page should include the title, the name of the person or company to whom the proposal is submitted, the person submitting the proposal, and the date Executive Summary, Abstract, Synopsis the executive summary should speak for the complete proposal, it should he able to stand alone, and it should summarize how objectives wilt lie met and what procedures will be followed Draft Contract In long proposals - and if the reader is nonhostile - a draft contract may be inserted after an executive summary Table of Contents Brief proposals usually do not require a table of contents. Long proposals do require one, as well as a list of tables, figures, and illustrations

Equipment and Facilities Introduction Purpose: e.g. To recommend a format for Board of Director Reports Problem: show clearly that you understand the problem or problems Scope: boundaries of your project Project Team: listing of the individuals who will work on the project Background In longer proposals, include background info Procedures briefly state, without exaggeration, how you will meet the requirements of your reader Equipment and Facilities Show that you have thought deeply enough to realize what facilities will be needed

Parts of Proposals Personnel If you did not include brief information on the individuals involved in the project in the introduction, a longer section is appropriate here Budget While some budget sections maybe in tabular or even a form of visual aid, it is customary to include a "budget justification" section, stating in paragraph form a further rationale for your financial figures Appendices Add extra reading / information as appendix

Short Proposals Letter of Transmittal Executive Summary Body of proposal Project Team Scope of Services Construction Contract pages Computerized engineering system

PROPOSALS PURPOSES OF PROPOSALS The federal Government is one of the largest requesters for proposals. Request for Proposal (RFP) is directed toward a company with specific expertise. Proposal topics arc varied as the following examples illustrate:

PROPOSALS Examples To sell property such as airplanes, machines, buildings. To construct parking structures, buildings, bridges, water systems, complete power plants, highways. To survey water areas for possible, oil fields. To plan and construct airport baggage systems. To clean up the ground soil at military airport.

PROPOSALS Kinds of Proposals Research Proposals Professors and school or University departments often submit requests for research proposals. Business Proposals Proposals may be similar to other reports short or long and formal. Proposals may be solicited or unsolicited

Proposals Parts of Proposals A. Title Page B. Executive Summary. Abstract Synopsis C. Draft Contract D. Table of Contents E . Introduction' F. Background G. Procedures H. Equipment and Facilities I. Personnel J. Budget K. Appendixes

RESEARCH PROPOSAL A research proposal is intended to convince others that you have a worthwhile research project and you have the competence and the work-plan to complete it. A research proposal contains all the key elements involved in the research process and include sufficient information for the readers to evaluate the proposed study.

Proposal Research proposals must address the following questions: What you plan to accomplish why you want to do it and how you are going to do it.

Proposal TITLE The title is usually the first part of the proposal to be read and therefore should convey maximum information in fewer words (not more than 12-15 words). In other words, it should indicate the area of research, introduce the research question.

Proposal Title The title should give the reader a concise indication of what the research is about "e.g., Conduct problems, social skills It is often best not to write the title until you have finished writing the rest of the research proposal.

Proposal INTRODUCTION The introduction typically begins with a general statement of the problem area, with a focus on a specific research problem, to be followed by the rational or justification for the proposed study. The introduction generally covers the following elements: Provide the context and set the stage for your research question in such a way as to show its necessity and importance.

Proposal INTRODUCTION Briefly describe the major issues and sub-problems to be addressed by your research. Identify the key variables of your Research . At the end present the foundation of your proposed study and clearly indicate why it is worth doing

Proposal Rationale (Basis). WHY THE RESEARCH IS IMPORTANT. In this section describe the aims of your study. Describe significance of your work specifically in the Pakistani context. Not include aims for which your study cannot provide results. The broad long-term goals (benefits) of the proposed research can be described.

Proposal Literature Review The literature review provides a conceptual framework for the reader so that the research question and methodology can be better understood. It demonstrates to the expert reader that the researcher is aware of the breadth and diversity of literature that relates to the research question.

Proposal Important Note DO: Produce a sound proposal. be interesting. be informative. write in a way that is easy to read. include a contents page- use clear headings and sub-headings- be concise and precise. use simple language wherever possible. construct clear arguments. reference your work fully using APA format

Proposal Important Note DON'T: use words when you are not absolutely certain of their meaning . use difficult words to impress your reader. use overly simplistic language. repeat yourself- deviate

RESEARCH MANAGEMENT CHART The management chart should explain what activities will take place at specified times during the study. It may be helpful to illustrate the timing of activities, particularly if they overlap each other in time.

Writing Style and Appearance General appearance Neatness Specific appearance of Table of contents List of figures Title page Maps Graphs Charts Consistency of style Title-does it properly describe the project? Completeness Professionalism

Check list for writing a proposal Be realistic, avoid exaggerating your and your company’s capabilities Be specific about methods of meeting all goals Be precise with the time schedule Be clear on how you will evaluate your work, production or product Give exact scope : what you will do and what you will not do

Assignment Write a short proposal “You are a professional qualified you want to start your own service oriented business”. ------------------------------------------------- Once you have completed the outline and design processes (including the research mentioned above), you will need to describe the business in 2-4 pages. Include information such as the problem or need the business address, the proposed solution, required resources, a timeline for the business, and anticipated outcomes for your business and those who will benefit from the business.

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