business communication mock proposal

8/18/2019 Business Communication Mock Proposal

1/23

Green Team

Lizzeth Almendarez

Eric Gremp

Huong PhamThanh Tran

Team Leader: Eric Gremp

Quality Child Care…Good Beginnings For Everyone

BCOM3311 with Professor Dorough28 October 2015

The University of Texas at Dallas


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Table of Contents

Introduction…………………….………..……….3

Background & Problem………………..…………5

Proposal……………..……………….…….……..6

Plan & Schedule………………………...………..7Success Measures……………...………………....8

Staffing……………...………………….………...9

Budget………………………………….………..10

Conclusion………………………………....……11References…………………….……...………….12

Grading Rubric……………………...………..…13

Appendices………..……………………...……..18

Appendix A: Event Proposal, Kay BaileyHutchinson Convention Center Dallas……...……18

Appendix B: “Quality Child Care…Good

Beginnings for Everyone” Brochure ….………... 22


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Introduction

Rising child care costs are becoming a significant barrier towards bringing families out of

poverty. These costs and the limited resources available to child care centers aimed towards

serving this population, make it difficult for parents to elect gainful employment rather than to

stay at home. How many of you think you could survive on a salary of $20,000 a year? In

Gould et al.’s (2015) issue brief on the availability of high quality child care for working

families, it was found that for a family of four living in the Dallas/Fort Worth Metroplex,

monthly child care costs can average close to $835, roughly 16% of a family’s income for

making at least $60,000/year. With the current “federal minimum wage set at $7.25”, if both

parents work full-time for 52 weeks a year, their annual wages would total to $30,160. At this

level of income child care costs increase to roughly 33% of their total income leaving $20,140

for housing, food, transportation, healthcare, taxes, and other necessities (EPI, 2015). The cost

benefit ratio of working versus staying home, often times, are significantly skewed towards

staying home and surviving off of government benefits.

During President Barack Obama’s State of the Union address he addressed the significant

challenges of high child care costs on middle class and low-income families. He even went as

far as stating that “In today’s economy, when having both parents in the workforce is an

economic necessity for many families, we need affordable, high-quality childcare more than

ever.” (Obama, 2015). With more families either moving or wanting to move into the workforce,

fewer options are becoming available to meet the demands of these families and the child care

providers. Child care is not equal across the economic spectrum, and in many cases child care

facilities that are designated and subsidized to support low-income families are without many of

the basic resources needed to provide quality, educational environments for these children.


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While several programs are in place to supplement services directed to support low-

income families, the government stipends only provide so much, and many child care facilities

are still in dire need of basic necessities such as diapers, books, art supplies, healthy snacks, toys,

space, and staff. Since 1991, the ChildCareGroup (CCG) has held the contract for the Dallas

County Child Care Assistance (CCA) subsidy program (ChildCareGroup, 2015). The CCA is a

federally funded program providing low-income families with options and affordable access to

child care and education services. In order to be eligible for these services, parents must be

working, attending school, or participating in a job training program. As of July 2, 2015, there

were approximately 170 registered child care facilities serving the Dallas County, according to aTexas Workforce report. As reported in the 2012 annual report for the CCG, the CCG program

had funds to provide services to 595 at risk children and their families each day at their seven

accredited centers. Over the course of the year, CCG served over 806 children and 718 families.

CCG programs maintain 100% enrollment, with an active wait list of more than 100 children

(ChildCareGroup, 2015).

In 2012, the CCG had a total budget of roughly $13 million, of which $11.4 million was

supplemented by federal funding; the remainder was provided mostly through corporate

sponsorships, donations and community fundraising activities. In an effort to provide additional

support, public awareness, and assistance to these childcare centers and the families they support,

we hope to organize an event which will function as a fundraiser, job fair, public awareness

campaign, and a family activity event raising as much as $250,000 in support of this cause.


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Background & Problem

In America, daycare has become primarily privatized and has become one of the leading

industries in employment growth. This rapid growth is a result a consistent rise is sales/usage of

day care centers throughout the U.S. During the more recent economic turmoil and that of more

recent years, families are more and more in need of a dual income base just to make ends meet.

Whether public or private daycare, they all charge with a very high price.

Localized child care usage rates depend children's age, availability of resources, and local

facilities. Daily child care usage must not exceed 12 hours, and the average fee per month varies

from $400 to nearly $2,000. Since the financial crisis erupted in 2008, expensive child care costs

have become a burden for many middle-class families in America. The focus of this proposal

will be on Child Care Services for low-income families. The resources needed to provide

adequate care and support to the children of these facilities include but are not limited to diapers,

wipes, books, toys, food, space, and staff. Often times we see that child care centers that are

designated to support low-income families are often constrained by budget limitations and are in

need of additional support from the surrounding communities.


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Proposal

In an effort to address this problem here locally, the Kimberly-Clark Corporation, in

partnership the Texas Workforce Commission, Child Care Group of Texas, and the Dallas

Chamber of Commerce would like to sponsor “ Quality Child Care “event at the Kay Bailey

Hutchinson Convention Center. This event would provide the following support to combat this

social issue:

• Raise donations in support of CCG child care centers.

• Bolster awareness and understanding of the resources available to families in

need of subsidized child care and tools

Donations will go towards supporting those child care services which cater to low-income

families to ensure that every child has the opportunity for a good beginning.

In conjunction with this event, the Kimberly-Clark Corporation, as part of our Matching

Gifts Program matches will match employees' charitable donations on a dollar-for-dollar basis.

As part of this community outreach effort 500 employees have elected to make CCG their

charitable organization for 2016. Each employee has committed to donating $1,000 that, along

with the match funds from Kimberly-Clark, puts total contribution to the CCG at $100,000.

In addition, our Community Partners program provides $500 grants to non-profit

organizations where employees and their spouses or domestic partners volunteer more than 30

hours per year. In conjunction with these events 100 staff from Kimberly-Clark have committed

to serving 30 hours in 2016 to support the efforts of the CCG and project Quality Child Care.


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As a secondary effect of this event, we will be looking at making a positive impact in the

unemployment in the DFW area. We will hold an event which will function on various levels,

first of which, would be raising funds/donations to go towards supporting these childcare centers.

As an ancillary aspect to this event would double as a career fair, bringing employers in to meet,

interview and potentially hire adults in these low-income families to job openings. Finally, we

would want to add in an element of fun to this event to attract local families, adults and children,

to come out and be exposed to the various childcare services available in the DFW Metroplex,

meet various employers throughout the area and to have some family fun.

Plan & Schedule

The Kimberly-Clark team will coordinate efforts with the convention center, local vendors,

advertising agencies, CCG, TWC, corporate sponsors and local support services to ensure the

event is successful. Any event takes a concerted team effort to handle all of the details. As part

of this coordinated effort, one key Event Manager will be identified as well as individual

Chairpersons for subcommittees:

• Venue management

• Speakers

• Entertainment

• Publicity

• Sponsors

• Volunteer management

One key focus will be on corporate sponsors to raise donations for this event. This can

range from national organizations that might want to sponsor a dinner, offer a door prize or


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giveaways to attending guests. Local businesses will be solicited to provide goods and services,

such as flowers for the tables, gift bag items, or advertising support. We will also be partnering

with community organizations to identify additional resources and support with organizing and

staffing this event

Event promotion starts with the initial notice or advertisement on our company website, a

note in our newsletter or email to save the date, and then builds to include online and off-line

publicity, media relations and on-going outreach to encourage registration. An aggressive

marketing campaign will take place which will include posters and flyers through the various

child care centers throughout the Dallas/Fort Worth area. There will also be efforts to have

public service announcements run through television, radio and newspaper outlets. In closure

the team will ensure post-event thank-you’s, sponsor acknowledgements and articles about the

event’s key messages or fundraising success are completed and published.

Success Measures

When we set our initial event goals and objectives, we also consider how we will

evaluate the event to determine our success. The objective of our event is to raise awareness

about the importance of improving the childcare services in the Dallas area.

The event will measure for the number of participation. Each participant will be counted

for during the event by having them sign in. We will track attendance during the event by asking

for every individual to submit a resume. We will also track the number of interviews day cares

conducted, and jobs offered to participants. We will use this outcome as a measure for the end

result of whether services meet proposed targets or standards and demonstrate impact and benefit

of activities. We will also measure how effective this is improving day cares and gauge


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effectiveness of expectations and generally show improvement in accuracy, reliability, courtesy,

competence, responsiveness, and compliance. We will also measure based on the amount of

money raised through this event and the donations received. These donations will be then handed

to the Child Care group and they will distribute.

Staffing

During the Daycare Fair, individuals from low income families would be able to apply

for positions at any daycare booth. In order for the event to run smoothly, committees would be

assigned as daycares become aware.

There will be three types of committees who will be responsible in planning an executing

an agenda for the event. The first committee will consist of one representative from each daycare

and they will meet regularly to receive information about logistics of the event such as location

of where to set up, time to be there, assigning schedules for representatives to be present in their

booths, and brochures with detailed information about their daycare. The second committee will

consist of individuals who will discuss how to achieve analyzed projections through marketing

techniques. This committee will be responsible for making our initiative present in the DFW

community. In addition, they will also collect the data from the registration forms, and resumes

submitted. The trend/marketing committee will be in charge of creating a database.

The third committee will be a finance committee where they will be in charge of how

donations are used to fund for more events such as 5Ks. They also will develop a budget for

allocation of costs for using the Kay Bailey Hutchinson convention center. The physical and

monetary donations will be given to the Child Care group and they will distribute among the

daycares.


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Before the New Beginnings Event, half of the staff will be recruited from all the day

cares participating in the event and the rest of the staff will be the Kimberly Clark employees

who volunteer for 30 hours a year. Staff will be compensated biweekly and at a set rate per hour.

After an individual submits an application with references, we will review the application. If the

individual seems like a good fit for the position, we will move to conduct a phone interview and

have them fill out an aptitude test. Finally, the individual would be asked to come into the office

for an interview. This interview will determine whether individuals will be a good fit for the

program.

Budget

Kimberly Clark Corp. in collaboration with the Dallas Chamber of Commerce, the

ChildCareGroup of Dallas, and the Texas Workforce Commission will hold a biannual one-day

event at the Kay Bailey Hutchison convention center at downtown Dallas. This event will

provide activities for families, awareness to the resources available to low-income families, and

double as a career fair parents looking for work. We expect to attract from 4,000 to 5,000 guests

and other organizational representatives. Our goal is to receive donations in the range of

$100,000 from co-sponsor organizations like Toy R Us, Target, and Abbott. The costs include

the training of staff, advertising, entertainment, and convention center costs. Details of costs are

listed in table 1 below.


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Table 1

Item Rate Total (in USD)Convention center cost 9370/day * 1 day (See Appendix A) * 2 $20,000Insurance $4,000Set up cost (tables, electricity,security, kids play zone)

$30,000

Personnel $15,000Advertising ( radio, TVcommercial, flyers, social media)

Radio: $3000/week*4 weeks=12000TV Commercial: $1000/45second *8=8000Social media and flyer: 5000

$45,000

Catering (pizza and drink) $30,000Lucky draw $6,000

Gift sample and survey $20,000Total $170,000Contributions

Kimberly-Clark Corp. $85,000Dallas Chamber of Commerce $85,000

Conclusion

The “Quality Child Care…Good Beginning For Everyone” event will create meaningful

opportunities that strengthen relationships between the Kimberly–Clark Corporation and the

DFW community. This event would be various level of praising funds. . The event would be

the first level of raising fund which provides children the support such as diaper, book, toys,

foods; and fund for low-income childcare facilities. In long term, Kimberly Clark raise fund

throughout the year from donation via website QualityChildCare.com/GoodBeginnings. It also is

job fair event, thus it positively impact unemployment on DFW area.


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References

Gould, E. and Cooke, T. (2015, October 6). High Quality Child Care is Out of Reach forWorking Families, Economic Policy Institute, Issue Brief #404.

The Economic Policy Institute, Minimum Wage Tracker, (Last updated October 5, 2015),http://www.epi.org/minimum-wage-tracker/ , October 17 2015.

President Barack Obama (2015, January 20). State of the Union Address.

ChildCareGroup 2012 Annual Report (2013), ChildCareGroup,http://www.childcaregroup.org/About/documents/AnnualReport2012_000.pdf , October15, 2015

"Child Care Costs on the Upswing, Census Bureau Reports." Health & Medicine Week 19 Apr.2013: 190. Business Insights: Essentials. Web. 19 Oct. 2015.

Laughlin, L. (2013, April). Who’s Minding the Kids? Child Care Arrangements: Spring 2011.Household Economic Studies. U.S. Census Bureau. p 70-135.

http://www.forbes.com/sites/sageworks/2014/06/15/heres-the-growth-chart-on-day-care-

businesses/


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Grading Rubric

BCOM3311- Assignment- Collaborative Team Proposal Instructions & Grading Rubric (Rev. 8-12-15)

Step 1) Consider the following scenario: The Dallas Chamber of Commerce has developed afriendly competition, “Businesses Give Back,” in order to promote social responsibility andcommunity engagement among Dallas-area businesses. The competition asks businesses tocreate a program, event, charitable campaign, or similar community action project that isdesigned to address an important need in the Dallas area. Appropriate needs/social issues mightinclude homelessness, poverty, at-risk youth, domestic violence, literacy (for children or adults),and environmental concerns, but there are of course many other needs in our community. TheChamber will pay half of the cost of the winning project. Your boss has wholeheartedlyembraced this competition. He recognizes that it is important for businesses to give back to theircommunities. He is also very interested in burnishing the company’s public image. As a result,he has appointed several writing teams and instructed each team to create an informal proposalfor the competition.

Step 2) Your team must 1) identify a specific, significant need/social issue in the Dallas area; 2)invent a project that concretely addresses that need/social issue in effective, meaningful ways;and 3) present your project in an informal report. Your writing team should do the following:Review Guffey’s Chapter 10 and this entire grading rubric.

• You will be fictional employees of a real, for-profit company to represent (preferably onethat is based in/around Dallas). You may partner with a local non-profit organization.

• Conduct research to identify a need/social issue in the Dallas area• Carefully consider the ways in which the need/social issue you choose will reflect on

your company and influence the company’s public image (to current and potentialcustomers)

• Invent a program, event, charitable campaign, etc. that is designed to address theneed/social issue you’ve identified in concrete ways

• Write an effective informal proposal in Microsoft Word with the goal of winning theChamber of Commerce competition. In order to be effective, your proposal will need todo the following (but not necessarily in this order):

• Clearly identify and detail a need in the community

• Provide sufficient background about the need/social issue you have chosen (you shouldassume that your audience is not familiar with the topic)

• Include a clear plan of action that details the program, event, campaign, or other“community action project” that you believe your company should institute as part oftheir social responsibility agenda; here, you will want to not only describe the project, but


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also indicate the types of staffing and budgetary resources your company will provide inorder to carry out the project.

• List and describe the benefits of the program, event, campaign, or other project that youdevelop (in other words, explain how it will help address the need/social issue you’veidentified)

• Include a professional-looking cover page that incorporates an appropriate image

Optional Step 2b) Make an appointment with the Business Communication Center athttp://bcc.utdallas.edu or 972-883-5385 and/or the Library’s Writing Center and submit theinstructions and your draft for written and verbal feedback by an associate. Retain proof offeedback.

Step 3) During the class, submit your draft proposal to a peer team to edit and to providefeedback based on the factors in the Peer & Instructor Feedback form below.

Step 4) Incorporate the feedback from your peer team into your final version.Step 5) For maximum points, bring the following documents in order professionally bound toclass on the deadline: (a) final version of your proposal, (b) blank copy of Instructions &Grading rubric (ie. this document), (c) feedback from peer, (d) pre-feedback from instructor, if

provided, and (e) the Areas to Improve form from the Business Communication Center.

Weekly Status Reports By 5pm on the day of each class meeting, post a status report to yourassigned discussion thread. This post must include the following sections with section headers:

Section 1- Accomplishments- (


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Content 60% In the small box below, give a rating of 0, 1, or 2. 0 is lowest and 2 is highest.Provide comments to the right. Points Available 120 max

Points Earned

Peer/Instructor FeedbackThe 1st page is a coversheet which contains the following elements at minimum:

• Team #• List of all team members by alphabetized by last name• Team Leader• Name of proposal• BCOM3311 with Professor Dorough• Date•

The University of Texas at DallasThe 2nd page includes a table of contents.

Section 1- Introduction (use this header)- Begin the introduction on the 3rd page. In no morethan 2 pages, the introduction section summarizes each of the 10 questions you addressed in theProposal Topic Team Activity from earlier in the term. You must include the specific dollaramount requested from the Chamber in this section.

Section 2- Background & Problem (use this header)- This includes a brief description of yourorganization and describes the nature/evidence of your social problem in the Dallas area. In this

section you build a case as to why your social cause needs to be addressed. Include research andstatistics.

Section 3- Proposal (use this header)- This section describes three issues (1) the project and/or program you plan to execute in order to impact the social cause; (2) why the proposal isimportant; and (3) the benefits of the proposal.

Section 4- Plan & Schedule (use this header)- This section gives a detailed on how you willexecute the proposal. You include a schedule of events.

Section 5- Success Measures (use this header)- This describes how you plan to measure thesuccess of your proposal (micro-level) metrics and to gauge the impact on your social cause(macro-level) metrics.

Section 6- Staffing (use this header)- This section describes staffing. You’ll discuss staffrecruiting, compensation, selection (screening process), training, and management of the peopleinvolved in making your proposal work.


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Section 7- Budget (use this header)- This section describes the budget. This includes: total costof project, number expected impacted, and cost per person impacted.

Section 8- Conclusion (use this header)- This section provides the conclusion. The conclusionshould provide a powerful persuasive argument as to why the Chamber should provide you half

of the funds you requested.

Section 9- References (use this header)- This section contains at least 2 peer-reviewed referencesin APA format (with authors and dates). The references are also incorporated throughout thememo with correct APA in-text citations.

Section 10- Grading Rubric (use this header)- in this section, include this grading rubric.

Appendices- Include a copy of your PowerPoint presentation printed with 3-slides per page.

Organization / Development 20% In the small box below, give a rating of 0, 1, or 2. 0 is lowest

and 2 is highest. Provide comments to the right. Points Available 40 max

Points Earned

Peer/Instructor Feedback

The 10 required sections are organized in sequence as listed in the Content section. A new pageis started for each section.

The proposal is at least 10 full pages in length in Microsoft Word (excluding coversheet, table ofcontents, appendices, and references, rubric)

Each section has a clear label or header and starts on a new page.

The proposal is professionally bound.

Mechanics & Other 20% In the small box below, give a rating of 0, 1, or 2. 0 is lowest and 2 ishighest. Provide comments to the right. Points Available 40 max

Points Earned

Peer/Instructor Feedback

Formatting or layout and graphics are pleasing to the eye (font, colors, spacing). Portraitorientation is used with 1 inch margins.

Rules of grammar, word usage, punctuation, capitalization, and spelling are followed.

Sentences are complete, clear, varied, and concise with proper syntax.

Used size 12 Times New Roman font for main body text and References.


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Used double spacing between sentences and in References section.

Numbers pages in “Page X of Y” format in the bottom left footer.

Incorporates at least 1 graph or chart that helps you explain the need/social issue you’ve selected.

Total Points Available 200

Total Points Earned What are 3 things your partner-group should add, cut, or otherwise importinto their proposal in order to better reflect professionalism and competence? What are 3 featuresof your partner-group’s draft that reflects professionalism and competence? Proposal AuthorTeam # Evaluating Team #


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Appendix A: Event Proposal, Kay Bailey Hutchinson Convention Center Dallas

Day 1 Day 2

Spaces Usage Friday Saturday Total

Hall

Exhibit Hall A Move-in 8:00 am - 11:59 pm

$0.00 $0.00

Event 8:00 am - 5:59 pm

$9,730.00 $9,730.00

Move-out 6:00 pm - 11:59 pm

$0.00 $0.00

Facility Rental $9,730.00

CONDITIONS

Move-In/Out:

• One (1) move-in or move-out day provided at no charge for each straight rate day; all otherscharged at fifty percent (50%) of the minimum daily rate.

• Twenty-five percent (25%) lighting is provided at no charge during move-in and move-out.

• Heating and air conditioning are not provided during move-in and move-out periods, except forthe purposes of health and safety.

Fundraiser/Job Fair/Family Fun Day


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Exhibit Halls:

• Tables, additional chairs and staging, spotlights, microphones, microphone installation, onsitesound technicians, all other labor, electrical hook-up, power, etc are not included in thiscontract and will be invoiced separately based on usage.

• Facility rental is based on a flat rate.

INSURANCE REQUIREMENTS (KBHCCD Contract Section 22)

Commercial General Liability:

$1M Damage to Rented Property/Fire LegalLiability

$1M per Occurrence

$2M Aggregate

Workers Comp/Employers Liability:

$100K Each Accident

$100K Disease Each Employee

$500K Disease Policy Limit

Automobile Liability:

Any Auto or Hired and Non-owned

$1M Combined Single Limit/per Accident

Umbrella/Excess Liability:

$1M per Occurrence

$1M Aggregate

Certificate Holder:

City of Dallas

650 South Griffin Street

Dallas, Texas 75202

Additional Insured:

City of Dallas with respect to General

Liability and Auto Liability. Waiver ofSubrogation:

Granted in favor of the City of Dallas withrespect to General Liability, AutomobileLiability, and Workers' Compensation .

The User must retain the certificates of insurance for the duration of the contract and shall havethe responsibility of enforcing insurance requirements among its Contractors. KBHCCD reservesthe right to review the insurance requirements during the effective period of the contract and tomodify insurance coverages and limits when deemed necessary and prudent by the City’s Officeof Risk Management.

OR

INSURANCE REQUIREMENTS, IF NO UMBRELLA/EXCESS LIABILITY ISPROVIDED


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Commercial General Liability:

$1M Damage to Rented Property/FireLegal Liability

$2M per Occurrence$3M Aggregate

Workers Comp/Employers Liability:

$100K Each Accident

$100K Disease Each Employee

$500K Disease Policy Limit

Automobile Liability:

Any Auto/Hired and Non-owned

$2M Combined Single Limit/per Accident

Umbrella/Excess Liability:

None Provided

Certificate Holder: City of Dallas

650 South Griffin Street

Dallas, Texas 75202

Additional Insured:

City of Dallas with respect to General Liability andAuto Liability.

Waiver of Subrogation

Granted in favor of the City of Dallas with respect toGeneral Liability, Automobile Liability, and Workers' Compensation .

The User must retain the certificates of insurance for the duration of the contract and shall have theresponsibility of enforcing insurance requirements among its Contractors. KBHCC reserves the

right to review the insurance requirements during the effective period of the contract and to modifyinsurance coverages and limits when deemed necessary and prudent by the City’s Office of RiskManagement.

EXCLUSIVE IN-HOUSE SERVICE PROVIDERS

The Following Services are provided by the Kay Bailey Hutchison Convention Center Dallas onan exclusive basis and are contracted and invoiced separately from your lease with KBHCCD.

Electrical & Plumbing Services:

Margaret Alexander

KBHCC Convention Services

214-939-2726

[email protected]

Sound and Light Installation:

Kerry Steele

KBHCC Convention Services

214-939-2873

[email protected]


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Show Security, Crowd Management, andParamedics:

Bill Williams

KBHCC Life Safety Officer214-939-2870

[email protected]

Marketing and Communications:

Charlotte Allen

KBHCCD Marketing Manager

214-939-2750

[email protected]

Life Safety requirements (Security, EMS, Ticket Takers, and Ushers) for events will be based onnumber of attendees, use of space and NFPA codes and standards. Life Safety Services arecontracted and invoiced separately from your lease with KBHCCD. KBHCC assesses an 8%security service charge from provider.

EXCLUSIVE SERVICE PROVIDER PARTNERS

The following services at the Kay Bailey Hutchison Convention Center Dallas are provided on anexclusive basis and are contracted and invoiced separately from your lease with KBHCCD. Shouldthe current service provider’s contract expire prior to the start of your show, KBHCCD may requireyou to enter into a new agreement with a successor contractor; the terms of this new contract shall

be materially the same as those of the superseded contract.

Business Center, Gift Shop,Shoe Shine, Merchandising:

Mary Evelyn Raedisch

The Store

214-741-9090

[email protected]

Catering, Concessions,Alcoholic Beverages:

Louise Larby

Centerplate

214-743-2405

[email protected]

Telephones & Internet:

Chris Pendleton

Smart City Networks

214-853-8119

[email protected]

10/5/2015 SM


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Appendix B:

“Quality Child Care…Good Beginnings for Everyone” Informational Brochure


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business communication mock proposal

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