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Proposals
Dr. Thomas L. Warren, Professor
Technical Writing Program
Oklahoma State University
Stillwater, OK 74078
www.okstate.edu/artsci/techwr
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Overview
• Proposals in general• Typical parts of a proposal• Questions
RFP Proposal
Recommendation
Project Completion Report
Feasibility
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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.”
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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
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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
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Types
Proposal
Known to Reader
Unknown to Reader
Known to Reader
Unknown to Reader
Solicited Unsolicited
FORMAL/INFORMAL
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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
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Typical Parts of a Proposal
• Format Front matter Introduction Body
I. Technical section
II. Management section
III. Cost section Conclusion
• Attachments (Appendix materials)
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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
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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
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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
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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)
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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)
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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
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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
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Conclusion
• Last chance to “sell” client/reader• Summary of project
ProblemNeed for solution/benefitsMethods/proceduresExpected resultsCosts
• Urge for action by client/reader
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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
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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
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Typical Sections
• IntroductionSubject, purpose, scope, plan of
development, assumed reader, and action for this memo
Appropriateness of topicFeasibility of success
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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)
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Typical Sections, cont.
• Analysis of client/readerPrimary reader = client (person who has
approval authority)Secondary and tertiary readers
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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
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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
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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
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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
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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
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Typical Sections, cont.
• Closing—request approval, willingness to answer questions, and how to contact team members
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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