PROPOSAL PREPARATION GUIDE Thisarchive.computerhistory.org/resources/text/AGS... · Dear Mr. AGS...

PROPOSAL PREPARATION GUIDE

Proposals normally consist of a cover letter and the proposal itself. Both of these

documents are tailored to suit the nature o f the assignments in mind. Nevertheless,

i t i s possible to predetermine the tasks to be performed in the most comprehensive

type o f project and, from that comprehensive list, toselect those items that are

relevant to the assignment i n hand. This out1 ine i s intended to encompass a l l tasks

i n the most comprehensive type of project and, as such, should act as a checklist

to determine.which tasks are applicable. In addition, the outline i s ordered so that

the proposal elements are organized i n the manner i n which they should be presented

i n the proposal.

This outline does not absolve the proposal writer from inserting other sections which

he feels are relevant and cr i t ical to the proposal being written. Indeed where i t i s

found that other sections are frequently necessary, these should be included i n the

outline.

In order to use this guide the proposal writer should check a l l items in the list to

determine which are applicable. Where items do not apply, i t may be necessary

for contractual reasons, to make specific note i n the proposal that that task i s not

considered part o f our contracted responsibility.

In Section 3. of the proposal "Technical Approach" we have enumerated a l l the

tasks necessary i n a complete System Analysis, Design, Implementation, Maintenance

and Operation. Some of these tasks may fa1 I outside of the scope of the proposal,

some may have been performed, or some (particularly Preliminary System Design)

may be included as part o f the proposal.

Obviously the contents of each section w i l l be written taking i n account the state

of development of the project.

The effort that i s put into the development o f the scope, approach and schedule

sections of the proposal should, of course, be i n proportion to the size of the

contract.

I,NSTRUCTIONS FOR FILLING OUT FORM SHEETS FOR PROPOSALS

1 . The blanks or long underlines are' fi l led in with the company's name or the

dollar amount.

2. The words in parentheses indicate the function of the space. They should be

crossed out and the proper word or words inserted.

3. The documentation sections which are to be included are specified by placing

the proper index number in the square e. g. 14 COBOL listing.

4. Al l fixed price proposals must have the cover letter, the tit le page with a valid - period i f no more than one month, the index, and sections (1) Introduction,

(2) Scope, (4) Documentation, (5) Changes, (6) Acceptance, (7) Warranty,

(8) Maintenance, (9) Client Services Required, ( 1 1) Time Schedules, and

(12) Cost and Payment Schedules.

5. Al l Time and Maintenance contracts must have at least the cover letter, the - ti tie page, the index, introduction, scope, documentation, manpower

schedule, payment schedule, AGS resumes. I t must not include changes, -- acceptance, warranty, or the fixed price checklist.

COVER LETTER

The cover letter should be a sell ing argument on why the proposed project should

be started and why AGS should be selected to implement the proiect.

I. Introduction

2 . Key reasons for going ahead with the proiect

3. Key reasons for selecting AGS (Previous relationship, knowledge of application, computer, operating system.)

4. Thanks for help given - Name names

5. AGS w i l l be pleased to answer questions

6. Signaturesof marketing representativeandofficerof the company

(Date)

Mr. (Company) (Address)

Dear Mr.

AGS Computers, Inc. appreciates having this opportunity to submit a bid to for the implementa- tion of its

(reason for do

In submitting this proposal, AGS acknowledges its commit- ment to carry out the work proposed, if accepted by

, and assures of AGS' ability and capacity to do so

within the specified time and with a hish desree of excellence. More specifically, AGS believes that it; ext;nsive knowledge (application, computer, software)

and its previous workinq relationship with

make it the ideal company to implement the system in the best possible manner with a minimal amount of assistance and liaison from personnel.

AGS wishes to express its appreciation to 3na U A A U

for their assistance in claritying various questions that arose - - -

in the specifications.

We would appreciate your contacting us if any questions arise regarding this proposal.

Sincerely yours,

AGS COMPUTERS, INC.

(Name) (Title)

PROPOSAL FOR THE IMPLEMENTATION OF

The proposa l

- --

( D a t e )

which fo l lows i s submit ted t o

i n response t o an i n v i t a t i o n t o submit a b i d on

This p roposa l i s v a l i d u n t i l a f t e r

which r e v a l i d a t i o n must be ob ta ined from AGS Computers, Inc .

he i n £ ormation conta ined i n t h i s p roposa l i s con£ i d e n t i a l

and i s t h e e x c l u s i v e p rope r ty of AGS Computers, Inc . The con-

t e n t s cannot be shown t o any person who i s n o t a

employee nor can any p o r t i o n of t h i s p roposa l be reproduced o r

used by anyone wi thou t t h e exp res s approva l of AGS Computers, Inc .

This p roposa l i s t o be r e t u r n e d t o AGS i n t h e even t t h a t it i s

n o t s e l e c t e d t o perform t h i s assignment.

/ t a Copyright 19'$by AGS Computers, I n c .

TABLE OF CONTENTS

SECTION PAGE

INTRODUCTION

SCOPE

TECHNICAL APPROACH

PROJECT PLAN

DOCUMENTATION TO BE PROVIDED

CHANGES AND ADDITIONS

ACCEPTANCE

WARRANTY

MAINTENANCE

SERVICES REQUIRED

MANPOWER, CALENDAR AND COMPUTER TIME

SCHEDULE

COST AND PAYMENT SCHEDULES

COMPANY BACKGROUND

MARKETING RIGHTS

1 . 1 Reference to client's Ie tter or Request for Proposal or d iscwsions.

1.2 A l i s t of documents submitted by client for proposal.

1.3 Brief statement of project.

1.4 Justification and advantages of the project.

1.5 Special AGS capabilities and interest i n this project.

1.6 Commitment to handle ddi t ional phases i f requested by client.

2, SCOPE

2.1 Background of the proiect.

2.2 Requirement of the project.

2.3 The main functions of the system.

2.4 The computer configuration, language and operating system to be used.

2.5 General assumptions.

3.0 TECHNICAL APPROACH

Every proposal should emphasize the p a r t i c u l a r aspect of

t h e assignment which i s most c r i t i c a l . This might be

t h e f i l e design, t h e calendar t i m e frame, t h e t e s t i n g

environment, the a p p l i c a t i o n , t h e i n t e r f a c e i n t o an

o l d system o r one of a myriad of o t h e r reasons. The

p o i n t i s t o demonstrate and emphasize our understanding

of t h e essence of t h e problems i n t h e assignment.

An o u t l i n e f o r l a r g e turnkey assignments i s shown on

t h e fol lowing pages.

3.1 Technical Assumptions

3.2 Technical Plan

The typical implementation project has specifications

that poorly specify and/or segregate each program.

This section should then have a system flow chart

showing the functions to be performed i n each

program.

The following i s an outline which starts a t the earliest

point of a project. The proposal should only include

those sections which are appropriate.

3.2. 1 Define System Requirements

Survey end user area

Determine manual interface

3.2.2 Preliminary System Design

@ Input/Output forms Definition

Content

Layout

Volumes

@ File Organization

. File content

. Methods of access required and storage device

.Reports to be produced

Data Flows

. Relationship between input, output flows and the data base

. Manipulation of data necessary for efficient access

. Processing cycles and frequency of execution

. Location of the major processing tasks within the data flow

From a review of the system specifications by the client the proposal would

then define AGS' responsibility i n producing

3.2.3 Detailed Programming Specifications

Definition of logic decisions

. Definition of the computations

. Definition of program modules

. Definition of intermediate data flow to make available the data necessary for decisiozs and computations specified above.

3.2.4 Final Specification of a l l data files

lnput

Output

Data Base

Intermediate Files

~ardware/Software Requirements

C. P. Size

Auxiliary Storage

Print Capacity

Language

Operating System

. I/O Access Routines

. Sorting Requirements

. Special Package Routines

3.2.6 Program Specifications

. lnput Layouts

. Output Layouts

. File Access

Data Manipulation

Logic Decisions

. Computations

. Parameter Data

From the programming specifications AGS' proposal would

show how to implement each run in the system as follows:

. Orientation

. Program Description

. Program structure design with diagram

. Data Organization - table/matrices

buffer areas

work areas

accumulators

. Logic Diagram

- Check List for Testing

Review before coding

. Program coding

. Preparation of Logic Test Data

. Desk Check against check list and data

. Logic Test

3.2,8 AGS' proposal would next outline the method of testing each

program i n the system as follows:

. Network to illustrate sequence of testing and priorities

. Generation/Conversion of data base

Preparation of Operating instructions

. Pilot test - preparation of test data checking facilities

3.2.9 The subject of conversion from the old to the new system

shou Id be covered in the proposal .

Page (-7

PROJECT PLAN

0 Management Approach

AGS has b u i l t i t s r e p u t a t i o n upon t h e premise t h a t manage-

ment t a s k s a s s o c i a t e d wi th computer u t i l i z a t i o n can be

r e a l i s t i c a l l y planned and competently executed t o meet

t e c h n i c a l , c o s t and ca lendar time o b j e c t i v e s . To ensure

t h a t t h e s e o b j e c t i v e s a r e met, AGS1 management has developed

d e t a i l e d g u i d e l i n e s f o r p r o j e c t management.

AGS u s e s a comprehensive p r o j e c t c o n t r o l system a s a s t r i c t

management po l i cy . The company d e s i g n a t e s a P r o j e c t Manager

f o r t h e assignment. H i s f i r s t t a s k i s t o prepare a d e t a i l e d

p r o j e c t p lan . This 'document con ta ins , a s appropr ia t e , t h e

fol lowing:

* o Discussion of t h e o v e r a l l t e c h n i c a l problem and

t h e approach.

o A l o g i c a l o r g a n i z a t i o n of a c t i v i t i e s t o complete

t h e p r o j e c t .

o A d e t a i l e d p r o j e c t schedule and milestone.

o The p r o j e c t o rgan iza t ion - both AGS' and t h e C l i e n t s '

t o i n s u r e proper l i a i s o n .

o Level of documentation a c t i v i t i e s a p p r o p r i a t e t o

t h e p r o j e c t .

o P o t e n t i a l problem a reas .

These r i g i d d i s c i p l i n e s r e s u l t i n complete p r o j e c t c o n t r o l .

Based on an imaginat ive t e c h n i c a l approach, t h e r e s u l t i s

a thoroughly p r o f e s s i o n a l product.

I t must be emphasized t h a t t h e management techniques

desc r ibed he re a r e n o t i d e a l i z e d g o a l s o r "campaign pro-

mises" b u t t h e CURRENT PRACTICE OF AGS ON EVERY PROJECT.

o P r o j e c t Workbook

A l l p r o j e c t s have a p r o j e c t workbook, maintained by t h e

p r o j e c t team. This document i s t h e major i t e m of t h e

day-to-day working documentation. A l l no tes , a n a l y t i c a l

s t u d i e s , conclus ions , des igns , f low diagrams, program spec-

i f i c a t i o n s and meeting minutes p e r t a i n i n g t o t h e p r o j e c t

a r e e n t e r e d i n t h e workbook. Normally, t h i s m a t e r i a l

would be a v a i l a b l e f o r t h e c l i e n t ' s i n s p e c t i o n t o i n s u r e a

f u l l understanding of t h e p r o j e c t , i t s problems and day-to-

day s t a t u s .

Management r e q u i r e s meaningful and comprehensive s t a t u s

r e p o r t s , a s appropr ia t e . F u l l cons ide ra t ion i s given t o

s p e c i a l needs of t h e c l i e n t i n meeting h i s own i n t e r n a l

r e p o r t i n g requirements and s p e c i a l documents.

page i ?

AGS w i l l ensure t h e c l i e n t t h a t management personnel a r e

k e p t a b r e a s t of a l l programs and sub-programs i n t h e i r

a r e a of r e s p o n s i b i l i t y . Tes t ing procedures f o r each program

w i l l be thorough and complete. A s a r e s u l t , once AGS f e e l s

a program i s completed, it should be immediately accep tab le

wi thou t f u r t h e r s e p a r a t e t e s t i n g .

o P r o j e c t Organization

Organization Chart

Resumes

5. DOCUMENTATION TO BE PROVIDED

AGS w i l l provide documentation according to the standards of

desires, AGS w i l I, alternatively, provide documentation according

to the internal AGS standards. The areas covered by the documentation

for the system and each program w i l l be:

An English language description of the design and

implementation techniques used to simplify maintenance.

u System flow chart

1-1 Detail flow chart

1 / (Functional, not one for one)

1-1 Record and Table Formats

A A COBOL listing

A source code listing

An operator's guide

A COBOL card deck

A source code card deck

1 - 1 An object deck

j Sort control cards

A h a l f d a y training seminar on the maintenance and

operation o f the system

REPRESENTATlVE A G S RESUMES

AGS REPRESENTATIVE CLIENTS

Academic Press, Inc.

Amerada Hess Corp.

Acco-Bristol Corporation

American Airlines, Inc

American Can Co.

American Export Industries

American Express Co.

American Re-Insurance Co.

American Telephone & Telegraph Company

American Totalisator

Amtrak

Analyts

Automatic Data Processing

Basic Economic Appraisal, Pnc.

Bell Telephone Laboratories

Beneficial Finance Company

Chase Manhattan Bank

City of New York

Columbia Broadcasting System

Consolidated Edison Co., N. Y., Hnc

Cowles Communication, Inc.

Curtiss-Wright Corporation

o Eastern Life Insurance Company

o Edison Electric Institute

o Engelhard Minerals and Chemicals Co.

& ~ ~ ~ , +@ Assurance Society

1 . SERVICES REQUIRED BY AGS

o w i l l d e s i g n a t e one person who w i l l

s e r v e , when needed, a s l i a i s o n w i t h AGS.

o The keypunching and v e r i f y i n g of a l l programs w i l l be done by

w i t h i n t h r e e days of i t s submission by AGS.

AGS w i l l submit programs a s t h e y a r e f i n i s h e d t o i n s u r e a

reasonable work load. I f s o d e s i r e d , AGS w i l l have t h e pro-

grams and/or d a t a keypunched by an o u t s i d e s e r v i c e wi th a l l

c o s t s be ing pa id f o r by t

o w i l l make computer t i m e a v a i l a b l e

f o r t e s t i n g each program a t l e a s t twice d a i l y and a t reason-

a b l e hours t o i n s u r e t h e completion of t h e p r o j e c t on schedule .

Compilat ions w i l l be provided on a remote b a s i s by

. AGS w i l l inform of i t s com-

p u t e r needs each Fr iday f o r t h e fo l lowing week. I f s o d e s i r e d ,

AGS w i l l purchase t i m e from an o u t s i d e s e r v i c e w i th a l l c o s t s

being p a i d f o r by . o w i l l p rov ide t h e r e q u i r e d i n p u t f i l e s w i t h i n

of i t s r e q u e s t by AGS.

o w i l l p rov ide volume t e s t d a t a w i t h i n

of i t s r e q u e s t by AGS.

o Any t ime l o s t because of t h e f a i l u r e of t o

p rov ide t h e s e s e r v i c e s on t i m e o r i n t h e proper manner w i l l

be pa id f o r by a t t h e r a t e of $

p e r hour , excep t i n t h e c a s e of computer t i m e . Because of t h e

d i f f i c u l t y of de te rmin ing t h e amount of man t ime l o s t due t o

t h e u n a v a i l a b i l i t y of computer t ime, a f l a t p e n a l t y f e e w i l l

be pa id . This w i l l be $25 p e r program f o r each l o s t machine

t ime sho t .

11. TIME SCHEDULES

1 1. 1 Calendar Schedule Pert, Status Reports, Function

11.2 ManpowerSchedule Management, Staffing

11.3 Computer Time Schedule

11.4 Schedule of Maior Tasks

Start Date

Completion of Orientation

Presentation or Review of Design Schedule

Design Documentation Plan

Analysis Phase - start and completion dates

Delivery of Preliminary System Design Document

Detailed Logic Analysis Plzase-start and completion dates

Delivery of Program Specifications

Presentation or Review of Programming Schedule

Implementation Documentation Plan

Testing Plan

Orientation of lmplementation Team

User Training Schedule

Completion o f program components of complete system

System test Phase - start and completion dates

Completion o f User Training

. Acceptance Tests

. Maintenance

. Project Completion

. Source Decks; del ines programs; documentation; Work Guides; final system volume reports and test data

. Conversion Schedule

12. COST AND PAYMENT SCHEDULE

12.1 Cost Schedule

Personnel charges are on a fixed price basis for a1 l the effort

proposed herein, of whatever kind i s required for the successful

completion of the proiect. The fixed price i s

for Option A and for Option B.

12.2 Payment Schedule

Option A Option B

Upon contract authorization

One month from authorization

Two months from authorization

Upon start of program testing

Upon acceptance

TOTAL:

Approved:

Date AGS COMPUTERS, INC. Date Joseph Abrams Vice President