Proposal

Nor Yasmin Hj Jamaludin, ELD, CELPAD, IIUM

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PROPOSALPROPOSAL

LE 4100LE 4100

SECTION 1SECTION 1

SEM 1 2008/2009SEM 1 2008/2009


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IntroductionIntroduction

• Proposal is one of the most important Proposal is one of the most important documents one can write.documents one can write.

• Persons and organizations that write effective Persons and organizations that write effective proposals win grants, contracts and jobsproposals win grants, contracts and jobs

• Likewise, if proposals are not written Likewise, if proposals are not written effectively, one will often just wind up “going effectively, one will often just wind up “going away” – sometimes “far away”away” – sometimes “far away”

• Proposals are important because they Proposals are important because they provide the income that keeps us warm, dry provide the income that keeps us warm, dry and well fed!and well fed!


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What is a proposalWhat is a proposal

• They are specialized, technical business They are specialized, technical business documents that offer persuasive solutions to documents that offer persuasive solutions to problemsproblems

• The proposal should be written in an objective The proposal should be written in an objective manner and clear in communicationmanner and clear in communication

• But, your goal of writing the proposal goes But, your goal of writing the proposal goes beyond just communication.beyond just communication.

• A proposal also needs to sell the reader on A proposal also needs to sell the reader on idea – usually he or she needs specific goods idea – usually he or she needs specific goods or services that you or your organization can or services that you or your organization can provideprovide


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Features of an effective Features of an effective proposalproposal

1.1. Describe, identify or refer to that Describe, identify or refer to that needs to be solved.needs to be solved.

** If reader knows the problem, you still If reader knows the problem, you still need need

to describe it.to describe it.* WHY? By providing this description, you * WHY? By providing this description, you

establish credibility by showing your establish credibility by showing your reader that you understand the problem.reader that you understand the problem.


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Continue…Continue…

2.2. Your viable solution for the Your viable solution for the problem.problem.

** You have to demonstrate to You have to demonstrate to the reader the reader that your proposed that your proposed approach will approach will solve the solve the problem effectively and problem effectively and efficiently.efficiently.


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Continue…Continue…3.3. Show that you can effectively implement this Show that you can effectively implement this

solutionsolution

** Effective solution is worthless if you Effective solution is worthless if you are not able to implement it.are not able to implement it.** You must show that you have the You must show that you have the skills and resources to do what you skills and resources to do what you are proposing.are proposing.** You need to demonstrate your ability You need to demonstrate your ability with with successful prior performance.successful prior performance.** For exampleFor example: if you are proposing to : if you are proposing to design a design a Web page for your company, it Web page for your company, it would be a would be a definite plus if you could definite plus if you could point to other successful point to other successful Web pages that Web pages that you have designed.you have designed.


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Types of proposalTypes of proposal

• 2 types:2 types:– FormalFormal– InformalInformal

• Formal proposals are large, Formal proposals are large, comprehensive documents produced by comprehensive documents produced by a a team of experts on behalf of an team of experts on behalf of an organizationorganization

• Informal proposals are short documents Informal proposals are short documents of limited scope written by of limited scope written by an an individualindividual..


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Format: Formal ProposalFormat: Formal Proposal

1.1. Executive Summary:Executive Summary: ** synopsizes the substance of the synopsizes the substance of the

proposal.proposal.

** the most important section of the the most important section of the proposal that many readers look at.proposal that many readers look at.

** is normally used with large is normally used with large technical technical reports such as formal reports such as formal proposals or any proposals or any other technical other technical documentsdocuments


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More on Executive More on Executive SummarySummary

• is extended, stand-alone abstracts that is extended, stand-alone abstracts that have both informative and descriptive have both informative and descriptive characteristics.characteristics.

• contains both the substance and the contains both the substance and the structure of the report/proposal. structure of the report/proposal.

• often substitutes for the full often substitutes for the full report/proposal.report/proposal.


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More…….More…….

• is designed to provide key management and is designed to provide key management and staff with enough information about what is in staff with enough information about what is in the report/proposal so that informed decisions the report/proposal so that informed decisions without reading the whole report/proposal can without reading the whole report/proposal can be made.be made.

• can be large documents up till 30 pages or can be large documents up till 30 pages or more….more….

• Usually written by company’s vice president or Usually written by company’s vice president or president. president.


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Writing Executive Writing Executive SummarySummary

• Writing executive summary is a Writing executive summary is a challenging task.challenging task.

• Your task is to capture as much of the full Your task is to capture as much of the full report/proposal substance and writing it report/proposal substance and writing it in a fraction of the full report’s space. in a fraction of the full report’s space.

• You need a very good and effective You need a very good and effective strategy.strategy.


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More On Writing Executive More On Writing Executive SummarySummary

• A good approach would be to go back to A good approach would be to go back to the original purpose of the report/proposal. the original purpose of the report/proposal.

• Evaluate the report/proposal in terms of:Evaluate the report/proposal in terms of:• How much it contributes to achieving that purpose?How much it contributes to achieving that purpose?• How extensive the treatment would have to be if you How extensive the treatment would have to be if you

were to include it?were to include it?• Include only those portions that contribute most to the Include only those portions that contribute most to the

goal of the report/proposal and that can be handled goal of the report/proposal and that can be handled effectively in a summary. effectively in a summary.


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Example Example

Executive SummaryExecutive SummaryPocket Book of Technical WritingPocket Book of Technical Writing

for Engineers and Scientists for Engineers and Scientists By Leo Finkelstein, Jr.By Leo Finkelstein, Jr.

The primary purpose of this book is to provide the The primary purpose of this book is to provide the necessary basics in technical writing so that necessary basics in technical writing so that engineers and scientists can produce and edit engineers and scientists can produce and edit technical reports. The book is organized into three technical reports. The book is organized into three major sections (component skills, technical major sections (component skills, technical documents and other considerations) that, documents and other considerations) that, together, contain a total of 18 chapters. together, contain a total of 18 chapters.

* Give a summary of each chapter ( 1-18)* Give a summary of each chapter ( 1-18)


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Continue: Format: Formal Continue: Format: Formal ProposalProposal

2.2. A “technical volume” that lays out the A “technical volume” that lays out the proposed solution in detail. This section is proposed solution in detail. This section is written by team of engineers and scientists written by team of engineers and scientists whoa are responsible for solving the whoa are responsible for solving the problem.problem.

3.3. A “management volume” that describes the A “management volume” that describes the organizational structure and key players organizational structure and key players who will implement the proposal if accepted. who will implement the proposal if accepted. This section is generally written by a team This section is generally written by a team of experts in management theory and of experts in management theory and organizational structure. organizational structure.


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4.4. A “cost volume” that provides A “cost volume” that provides detailed analysis and data regarding detailed analysis and data regarding the cost of implementing the the cost of implementing the proposed solution. This section is proposed solution. This section is often written by a team of financial often written by a team of financial planners, auditors, controllers and planners, auditors, controllers and accountants. accountants.


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5.5. A “resource volume” that provides A “resource volume” that provides detailed analysis and data regarding detailed analysis and data regarding both the human and physical resources both the human and physical resources required to implement the proposed required to implement the proposed solution. This section is written by solution. This section is written by human resource experts, who hire the human resource experts, who hire the necessary skills and by facilities necessary skills and by facilities experts.experts.

** In some cases this section is included in In some cases this section is included in the “management volume.”the “management volume.”


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ConclusionConclusion

• Formal proposal frequently take months to Formal proposal frequently take months to produce at a cost of tens of thousands of produce at a cost of tens of thousands of dollars.dollars.

• Writing these proposals is a difficult task, Writing these proposals is a difficult task, especially because these documents are especially because these documents are evaluated in an competitive environment.evaluated in an competitive environment.

• Winning or losing is based on the quality of Winning or losing is based on the quality of the proposed solution, the credibility of the the proposed solution, the credibility of the proposing organization and the estimated proposing organization and the estimated cost of implementing the proposal. cost of implementing the proposal.

• In the end, the proposal representing the In the end, the proposal representing the best overall value normally wins the best overall value normally wins the contract. contract.

Nor Yasmin Hj Jamaludin, ELD, CELPAD, IIUNor Yasmin Hj Jamaludin, ELD, CELPAD, IIUMM

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Informal ProposalsInformal ProposalsWritten by individuals and address a Written by individuals and address a limited problem for which a relatively limited problem for which a relatively straightforward solution exists.straightforward solution exists.

It takes the form of a long letter or a It takes the form of a long letter or a short documentshort document

May also be either solicited or May also be either solicited or unsolicited.unsolicited.


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Continue… Solicited Proposal Continue… Solicited Proposal A solicited proposal responds to a specific, often A solicited proposal responds to a specific, often written, request.written, request.

For example: a homeowner might ask a For example: a homeowner might ask a contractor for a proposal to replace the roof on a contractor for a proposal to replace the roof on a househouse

Or a company might ask a lighting firm for a Or a company might ask a lighting firm for a proposal to illuminate a manufacturing area.proposal to illuminate a manufacturing area.

With a solicited proposal, the problem has already With a solicited proposal, the problem has already been identified, and the decision to solve the been identified, and the decision to solve the problem has already been made. problem has already been made.


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Continue…Unsolicited ProposalContinue…Unsolicited ProposalAre that no one has asked fro and perhaps, that Are that no one has asked fro and perhaps, that one wants.one wants.

The recipient has not decided to solve a problem The recipient has not decided to solve a problem and may not even realize it.and may not even realize it.

Often come from within an organizationOften come from within an organization

For example: an assembly line worker may sent For example: an assembly line worker may sent the supervisor a letter suggesting a change to a the supervisor a letter suggesting a change to a manufacturing process.manufacturing process.

Have less chance of being accepted.Have less chance of being accepted.


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Format: Informal ProposalFormat: Informal Proposal

1.1. IntroductionIntroduction

@@ PurposePurpose: What is the : What is the purpose purpose of this proposal?of this proposal?

@@ BackgroundBackground:What is the :What is the problem that needs to be problem that needs to be solved?solved?

Documents

Proposal