1/28

Proposals

Dr. Thomas L. Warren, Professor

Technical Writing Program

Oklahoma State University

Stillwater, OK 74078

twarren@okstate.edu

www.okstate.edu/artsci/techwr

2/28

Overview

• Proposals in general• Typical parts of a proposal• Questions

RFP Proposal

Recommendation

Project Completion Report

Feasibility

3/28

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.”

4/28

Definition, cont.

• Directed toward Governmental agency or agencies

Agency has a need—Request for Proposal = RFP

FoundationAgency has a need: RFP

Company: InternalDepartment has a need: RFP

5/28

Proposal Types (Generally)

• Solicited: Responds to an RFPFormal—complete with all the parts (cover,

title page, front and back matter)Informal—typically an internal memo

• UnsolicitedFormalInformal

6/28

Types

Proposal

Known to Reader

Unknown to Reader

Known to Reader

Unknown to Reader

Solicited Unsolicited

FORMAL/INFORMAL

7/28

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

8/28

Typical Parts of a Proposal

• Format Front matter Introduction Body

I. Technical section

II. Management section

III. Cost section Conclusion

• Attachments (Appendix materials)

9/28

Typical Parts of the Proposal

I. Technical elements—the technical solution to the problem

II. Management—proving that you can do what you say you will do

III. Cost—how much the solution will cost

10/28

I. Technical Section

• Focus on client’s needsUnderstand the client’s . . .

. . . limitations. . . capabilities

• Presents the problem(s)Does client know of problem? Determines . . .

. . . amount of background. . . technical detail

11/28

I. Technical Section, cont.

• Technical detailsMust convince client of . . .

. . . your understanding of the problem. . . the soundness of the technical solution

Provides a plan (tasks and schedule) for solving the problem

12/28

I. Technical Section, cont.

• ContainsProject´s purpose/scope (limitations)Methods/procedures (steps) and rationaleResources (physical, personnel, literature,

etc.)Task breakdown (what will be done) and

timetable (when will it be done)

13/28

I. Technical Section, cont.

• ScheduleSteps and tasks to solve the problemTime each task will takeStart and end dates; relation to other tasks,

duration and dependenciesPersonnel working on the task

Currently availableNeed to hire (justify)

14/28

II. Management Section

• Qualifications (prove you and your group can do the work)Focus on requirements to complete this workFormal schooling

Courses taken in area of workSimilar projects completed successfully

ExperienceWork on similar projectsPrevious proposals submitted

• Reference résumés in Appendix

15/28

III. Costs

• Budget I (usually not published; internal)Direct costs to you to solve the problemInclude costs of final report

• Budget II (published; part of proposal)Costs to others to complete projectRelate specifically to methods/ procedures

• At Proposal stage, "GOOD" estimates• At Recommendation stage, “EXCELLENT”

estimates

16/28

Conclusion

• Last chance to “sell” client/reader• Summary of project

ProblemNeed for solution/benefitsMethods/proceduresExpected resultsCosts

• Urge for action by client/reader

17/28

Appendix Materials

• Personnel resources and qualifications• Working bibliography• Additional information reader may need—for

exampleMaps or photographsHistories of problem/proposed solution(s)Balance sheets to support need

• Résumés

18/28

Typical Proposal Content

•IntroductionOverview of

documentEstablish rhetorical

position•Analysis of Problem and Solution(s)•Audience/Client Analysis

•Research Plan•Work Plan with Schedule and Risk Management Plan•Qualifications•Required Resources

19/28

Typical Sections

• IntroductionSubject, purpose, scope, plan of

development, assumed reader, and action for this memo

Appropriateness of topicFeasibility of success

20/28

Typical Sections, cont.

• Analysis of problem and solution(s)Statement of the problemScope and purpose of projectContext in which problem is situatedSignificance of problem (what happens if you

do not solve the problem?)Consequences of solving the problem

(economic, technical, social, etc.)Solution criteriaPossible solution(s)

21/28

Typical Sections, cont.

• Analysis of client/readerPrimary reader = client (person who has

approval authority)Secondary and tertiary readers

22/28

Typical Sections, cont..

• Research PlanHow will you investigate the problem/

solution(s)?Identify

Questions to be answeredInformation required—what are you

looking forMethodology for acquiring informationResources used for research

23/28

Typical Sections, cont.

• Work and risk management plansKey to convincing reader that you will solve the

problemCovers from researching the problem to writing the

final report (including various drafts and presentations)

IncludeApproach to the plan and scheduleComprehensive list of tasks and responsible team

member(s)Risk management plan focused on what happens

when Murphy’s Law kicks in

24/28

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

25/28

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

26/28

Budgets

Costs to solve the problem

Costs to actually do the solution

Budget I Budget II

In Proposal Memo In Executive Summary with

details in Appendix

27/28

Typical Sections, cont.

• Closing—request approval, willingness to answer questions, and how to contact team members

28/28

Conclusion

• Proposals are persuasive documents that respond to problems

• Major source for products and services• Sections

Technical—problem-solutionManagement—perform work describedCost—budget to complete project

• Solicited and unsolicited

29/28

Questions