proposals

proposalsWhat is a proposal?Proposals attempt to persuade an audience to take some form of action: to authorize a project, accept a service or product, or support a specific plan for solving a problem or improving a situation.(Lannon, p.582)to authorize a projectaccept a service or productpersuade

Proposals attempt to persuade an audience to take some form of action: to authorize a project, accept a service or product, or support a specific plan for solving a problem or improving a situation.Proposals attempt to persuade an audience to take some form of action:

to authorize a project,

accept a service or product,

or support a specific plan for solving a problem or improving a situation.2Proposal audienceDecision MakersCriteria & RankingSolicited proposal: Request for Proposals (RFP)Unsolicited proposal

Proposals are written for an audience of decision makers.

The audiences needs make up the criteria that proposed ideas are based upon. Solicited proposals come in the form of a Request for Proposals (RFP). Sometimes, especially in construction fields, these may be called bids. An RFP will include the criteria which will be judged and their order of importance.

An unsolicited proposal is one that your company or organization produces without being prompted. The criteria and their ranking will be created based on your understanding of the audiences needs and your knowledge of the subject matter.3

RFP Example: Hough Hall

Here is the original RFP for Hough Hall at UF.

If we take a closer look, we can see the criteria listed in the first two paragraphs:

The overall purpose of the building is explained first: a new, freestanding building to house classrooms, offices, meeting and event space, a study and lounge area, a support space for graduate programs of the Warrington College of Business Administration.

The specific criteria are:54,000 sq. ft.Must match the other historical buildings on campusHigh-performance design that enhances the universitys first impression

Also, because it will be built on an existing surface parking lot, it must account for revised traffic patterns, utilities, and landscaping.

Finally, the budget is set for $18.7 million and the building must be complete by Jan. 2010. The university wants to use Building Information Modeling. The building must be LEED certified as silver or higher.

ALL of these elements must be addressed in the proposal to the university. All proposals will be judged on their application of these criteria.4The audiences needsWhat is the problem or need and why is it important?Why should we spend time, money, and effort on this?What exactly is the plan and how do we know it is feasible?Why should we accept the items that seem costly about your plan?What action are we supposed to take?Statement of SignificanceBenefitsRealistic, cost-effective solutionObjectionsAction

Besides the criteria, you will need to address questions the audience may have such as:What is the problem or need and why is it important?Why should we spend time, money, and effort on this?What exactly is the plan and how do we know it is feasible?Why should we accept the items that seem costly about your plan?What action are we supposed to take?

These are often answered by providing a Statement of Significance or a Statement of Benefits, by offering a realistic, cost-effective solution, by answering objections before they are brought up, and by clearly suggesting the action that should be taken.5Types (purposes) of proposalsPlanning proposals offer solutions to problems or suggest improvements.

Research proposals request approval and/or funding for a study.

Sales proposals persuade the audience to purchase services or products.

Proposals attempt to persuade an audience to take some form of action: to authorize a project, accept a service or product, or support a specific plan for solving a problem or improving a situation.(Lannon, p.582)

The purposes of a proposal, as mentioned in the definition, are to authorize a project, accept a service or product, or support a specific plan for solving a problem or improving a situation. These purposes are clarified by the different types of proposals.

A planning proposal supports a specific plan for solving a problem or improving a situation.

A research proposal requests authorization for a study and its funding.

A sales proposal persuades the audience to accept a service or product.6Writing the proposalPROBLEM SOLUTION1. Problem Statement (also called Goals in some proposals) 2. Significance of the Problem / Benefits of the Solution to the Audience 3. Solution (Description of the Proposed Plan, Purchase, Procedure, or Project) a. Details/Analysis Subdivided Appropriately (also called Technical Approach or simply Design) b. Budget (detailed for building phase, efficiency analysis for schematic design phase) c. Schedule 4. Summary, Recommendation, and Reiteration of Significance and/or Benefits

The global structure of the proposal is composed of the problem and its solution.

More precisely, the proposal structure is comprised of the following elements:

A problem statement that explains what the problem is.An explanation of the significance of the problem.A detailed description of the solution that includes an analysis, budget, schedule, and the benefits of this solution for the audience.And finally a summary, recommendation, and reiteration of the significance and benefits.

A number of ancillary materials may also accompany a proposal, especially the credentials of personnel involved in the project, such as rsums or dossiers.

7

Example of an unsolicited proposalThe purpose of a proposal is to persuade someone to do something.

Recently, I made a proposal to the head of the University Writing Program that we should have an in/out board in the office to show which TAs are in the office. It should be a map so that students can find where their teacher is sitting in our maze of cubicles and instead of just names, we should have pictures of the TAs. I had to persuade him that it was necessary and would be beneficial despite the cost and effort needed to make one and use it.

Most often, proposals intend to persuade someone to authorize a project, accept a service or product, or support a specific plan for solving a problem or improving a situation. In my example, I had to persuade my boss to support this plan for improving a situation and authorize the project.-----------------------------

My plan was feasible we should purchase a magnetic white board and I would design the map and create the photo magnets of the TAs. The costs to the department would be for the whiteboard, the magnets, the color pictures of the TAs, and the cost to hang it (Physical Plant charges for those kinds of services). I bought the art tape to make the lines myself (it was really cheap). I suggested the cheapest and easiest way to create the pictures would be to print off a wallet-sized picture of the TA that we created using MS Word and use a large roll of magnetic tape to cut into small squares and stick to the back of each picture. We have a high rate of turnover each year and even between semesters, so this part needed to be easy and cheap.

My proposal was approved and encouraged. Its been a big help this year so far!8Examples of Request for Proposals (RFP)Vodaphone Wireless Innovation Project (http://project.vodafone-us.com/)Department of Transportation Small Business Innovation Research Phase I Solicitation FY-2012 (http://sbir.gov/solicitations/dtrt57-12-r-sbir1-0)Arctic Research Opportunities (http://www.nsf.gov/funding/pgm_summ.jsp?pims_id=5521&org=NSF)

Requests for Proposals, or RFPs can all be different and ask for different information from proposals. For some, they just give some basic information to get you started; others expect you to follow a template.

Here are three RFPs that I found and that we will look at briefly together.

First is the Vodaphone Wireless Innovation Project.

Next is the DOT Small Business Innovation Research Phase I solicitation for fiscal year 2012.

Finally is the Arctic Research Opportunities from the NSF.9

Vodaphones Wireless Innovation Project is a competition to promote innovation and increase implementation of wireless related technology for a better world. This portion of their website explains the amount of funds available and the due dates as well.10

If we click on their eligibility criteria, we are given a list to determine if your project even qualifies for their competition. This section also gives a hint as to what should be included in your proposal.

1. [Read] This statement narrows down the kinds of problems and solutions theyre looking for.2. [Read] This statement explains more exactly what they mean by innovative wireless technology by including a definition.3. [Read] These two statements limit the ideas they are considering.4. [Read] For this proposal, a discussion of the personnel is critical.5. [Read] This statement prepares the author for the expected outcome according to Vodaphone.6. [Read] They want a detailed budget of how the funds will be used and why they are needed from Vodaphone.11

Vodaphone also includes a list of the criteria used to judge the proposal.1. The technology2. The effect on a social problem3. The interdisciplinary team and its ability to partner4. Knowledge of the solutions marketability5. The business plan, financial sustainability, and feasibility.12

The DOTs RFP is a little different. First of all, they list exactly the areas they want studied.13

When you click on one, a brief description and outcomes are listed.

In this request for Fast Real Time Positioning using GNSS, they want better GPS equipment and infrastructure.

This is much more limited request than the vodaphone RFP.14

The NSF request for Arctic Research Opportunities allows for a wider range of proposal ideas. To read the guidelines, you have to click on the solicitation document.15

This is a 12 page document that introduces the program and describes the opportunities, includes the eligibility information, the guidelines for preparing and submitting the proposal, how it is processed, and how award information is distributed.16

The brief outline of the proposal preparation and submission instructions explain the basics and the due dates, but sends you to their publication about submitting proposals to the NSF. That document is 71 pages and describes in detail what is allowed, what is not allowed, and how the proposal is expected to be written.17

from cartoonstock.com (ID: aban898)

As you can see, there are a variety of ways to write proposals and there are a variety of ways to request them, but the main focus of all of them are the audiences needs. Keep the audiences requirements in mind while creating a proposal in order for your idea to be given due consideration.18