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TECHNICAL WRITING 3

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REPORTS

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INTRODUCTION

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Introduction

You may be told to:Summarize a meeting,

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Introduction

Discuss choosing a toxic waste clean-up plan for single family houses,

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Introduction

Explain the cheapest way to provide utilities,

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Introduction

Explain a pump design that will remove 500 gallons of water per hour from a golf course.

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FORMAT FOR FORMAL REPORTS

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Format

Formal reports include the following elements:

Transmittal letter,

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Format

Title page,

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Format

Abstract,

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Format

Purpose of the report,

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Format

Scope of the report,

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Format

Body,

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Format

Glossary, and

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Format

Appendices, if needed.

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LIABILITY

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Liability

All reports:Carry legal responsibility, and…

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Liability

Can be used as legal instruments.

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Liability

You are legally responsible for any costs incurred as a result of your reports.

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Liability

Revise reports to avoid any misinterpretation.

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PROPOSALS

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INTRODUCTION

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Introduction

A proposal is an offer to provide a service or a product in exchange for money.

PROPOSAL

$$$$$$$$$$

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Introduction

Proposals are either:

Solicited, or…

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Introduction

Unsolicited.

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Introduction

The solicited proposal begins with an organization needing work done in response to a specific problem.

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Introduction

This description of work to be done is called:

a request for a proposal (RFP), or…

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Introduction

a statement of work (SOW).

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Introduction

If the soliciting organization describes the needed work and invites interested firms to submit only their qualifications…

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Introduction

This is a request for qualifications (RFQ).

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Introduction

Many soliciting organizations require finalists to give an oral version of the proposal.

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THE DOCUMENT

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Document

A proposal describes the:work that will be done,

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Document

reasons it should be done, and…

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Document

methods to be used to accomplish the work.

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Document

Most RFPs require proposals be submitted by a deadline.

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Document

RFPs often indicate the maximum pages.

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Document

An editor, principal investigator or proposal writer will compile the final document.

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PROPOSAL’S APPEARANCE

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Appearance

The title page should be tasteful.

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Appearance

The type should be of high quality.

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STYLE & TONE

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Style & Tone

The style should:be authoritative,

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Style & Tone

be positive,

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Style & Tone

suggest the proposer’s competence,

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Style & Tone

include only facts, and…

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Style & Tone

stress positive solutions.

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LEGAL DOCUMENT

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Legal Document

Once submitted, the proposal becomes legally binding.

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Legal Document

The proposing company must do what is described in the proposal:

at the cost stated, and…

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Legal Document

within the time limit stated.

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PROPOSAL OUTLINE

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Outline

Suggested Proposal's outline:Abstract,

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Outline

Objectives,

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Outline

Introduction,

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Outline

Rationale,

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Outline

Scope,

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Outline

Review of Literature,

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Outline

Plan of work,

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Outline

Conclusion,

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Outline

Facilities and Equipment,

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Outline

Personnel,

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Outline

Management,

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Outline

Budget,

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Outline

Legal Responsibility, and…

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Outline

Appendices.

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PROPOSAL STRUCTURE

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PROPOSAL ABSTRACT

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Abstract

The abstract should be a concise version of the proposal.

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PROPOSAL OBJECTIVES

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Objectives

The proposal's objectives are what will be achieved.

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PROPOSAL INTRODUCTION

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Introduction

The introduction explains:

what you are proposing, and…

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Introduction

why you are proposing this idea.

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PROPOSAL RATIONALE

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Rationale

The rationale makes it clear that you have analyzed and defined the needs.

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PROPOSAL SCOPE

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Scope

The scope includes the limits (geography, time, cost, personnel, facilities) for what you are proposing.

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PROPOSAL LITERATURE REVIEW

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Review

The review of literature is a historical review of the problem.

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PROPOSAL PLAN OF WORK

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Plan of Work

Specify what you will do in what order.

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Plan of Work

Divide your work into specific tasks.

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Plan of Work

State the time allotted for each task.

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Plan of Work

Explain the expected results.

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Plan of Work

Describe the benefits of your proposed solution.

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Plan of Work

Remember - a flawed work plan will destroy your credibility.

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PROPOSAL CONCLUSION

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Conclusion

The conclusion states the expected results when the project is complete.

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PROPOSAL FACILITIES & EQUIPMENT

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Facilities

State that your company has the facilities and equipment to do the proposed work.

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PROPOSAL PERSONNEL

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Personnel

Focus on the investigator’s:Educational background,

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Personnel

Previous projects successfully undertaken, and…

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Personnel

Published research on the topic.

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PROPOSAL MANAGEMENT

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Management

Explain who will be in charge, and that person’s qualifications.

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PROPOSAL BUDGET

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Budget

The budget:is for the length of the proposal period,

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Budget

explains how much the project will cost, and…

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Budget

explains how the cost is determined.

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PROPOSAL APPENDICES

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Appendices

Appendices may include resumes of:

Principal Investigators,

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Appendices

Managers, and/ or…

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Appendices

Researchers.

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PROPOSAL LEGALITY

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Legality

You have a legal obligation to make clear, in the proposal, the limits of your responsibility.

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CLASS ASSIGNMENT

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Assignment

A member of the Engineering Technology Faculty has graciously agreed to present a proposal to this class.

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Assignment

This will be an oral presentation with a copy of the written proposal.

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Assignment

Review the information regarding design of proposals previously addressed in class.

Yes No1 The style is authoritative2 The proposal demonstrates that the proposer is competent3 The proposal stresses positive solutions.4 The document includes facts and not opinions.

IncludedNot

Included1 Abstract2 Introduction3 Project Objectives4 Rationale5 Review of Literature6 Plan of Work7 Personnel/Management8 Facilities and Equipment9 Budget10 Appendices

GNET 2060 PROFESSIONAL PRESENTATIONSPROPOSAL EVALUATION

Check one

Check one

PHYSICAL APPEARANCE

OUTLINE (Not necessarily in this order)

XX

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Assignment

Keep detailed notes of the professor’s background.

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Assignment

You are NOT to evaluate the professor,

… but the proposal.

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