MODULE 4: PROJECT PROPOSAL IDEAS

Overview: What is a project proposal?

A project proposal is a document that outlines everything stakeholders need to
know to initiate a project. It’s a necessary first step towards getting a project off the
ground. A project proposal is usually selected during the project intake process.
Research, data analysis, and copywriting are all essential skills in a project proposal.
Research, data analysis, and copywriting are all essential skills in a project proposal.
It follows conventional proposal formats that include the following elements:
1. Executive summary. Short and to the point, the executive summary is
essentially the project’s elevator pitch. It states the problem clearly, addresses
how your proposed project intends to solve the problem, and discusses what a
successful project looks like.
2. Background or history. This section outlines both successful and unsuccessful
previous projects, including how the latter could have been handled better, with
the goal of showing how the proposed project will be more successful based on
the lessons of the past.
3. Requirements. This section briefly summarizes what’s needed throughout the
project life cycle in terms of resources, tools, project schedule, etc.
4. Solution. The solution section explains how you intend to approach the project
and bring it to completion. It covers the project management steps, techniques,
and skills needed to get things done more efficiently, as well as how to manage
problems.
5. Authorization. This section states explicitly who the project’s decision-makers
are and the stakeholders authorized by the client to make approval/sign-off
decisions.
6. Appendix. Any information not included in the actual proposal should be in the
appendix, such as materials and resources that team members and stakeholders
can use to learn more about the project.
Things to consider before writing a proposal for a project
Before you sit down and begin writing your project proposal outline, there are
some things you must consider, including:
Your audience
Identify who the decision-makers are and determine the relationships between
them.
Each stakeholder will have their own goals and preferences. Multiple versions of
the proposal may have to be written depending on your audience.
  How familiar are they with the project or problem? What do they already know?
What do they not know?
 Should you provide background information on a particular topic?
 What do they want to hear?
 Is there any particular way to make them better understand what you want to
convey?
For example, if the proposal is for the head of the technology department, jargon
and technical language are likely expected.
On the other hand, if it’s a small business owner you’re trying to win over, use
simple, easy-to-understand language, with the proposal highlighting the project’s
positive impact on the company’s bottom line.
Potential pitfalls
A paper from the Project Management Institute (PMI) Global Congress by
Francis McNamara cites four basic reasons why project proposals get rejected:
 Poorly defined proposal
 Proposal not aligned with organizational goals
 Project benefits not clearly and credibly defined
 Ineffective project proposal presentation
In essence, certain projects fail to receive the green light, not because they’re bad
projects per se but because the proposal lacked clarity and persuasiveness.
Data and research
You need facts, figures, graphs, and charts to substantiate your proposal and
justify the project’s existence.
Research past projects, both successful and unsuccessful because you’ll need
as much hard data, evidence, and examples as you can provide to craft a convincing
proposal.
Why do we need a Project Proposal?
A project proposal describes a potential service provider's services and
outcomes so decision-makers can compare vendors and pick the best provider for their
needs. That the prospective provider has the skills and expertise needed to complete
their project to their satisfaction. It should also detail the budget and timeline, as well as
expectations for delivery.
1. Improved Vendor Comparison
One of the most important purposes of a project proposal is to allow decision-
makers to more objectively compare vendors. With a project proposal, decision-makers
can compare prices, processes, and projected outcomes. If there are price
differentiations, the decision-maker can also see what aspects of service may differ to
create the difference in price. This detailed information helps decision-makers make
more informed and objective vendor decisions.
2. Project Understanding
A project proposal outlines the purpose and scope of a project. This is helpful
before a project takes place since it ensures both parties agree about what the project
itself will include. It states to the decision-maker or stakeholder that the service provider
understands the scope of the project. This helps establish trust between the parties to
facilitate a transactional agreement.
3. Establish Credibility
A project proposal should be seen as a sales tool that helps establish credibility.
It should communicate to the decision-maker or stakeholder that the service provider is
capable of completing the project and fulfilling expectations. This is done by detailing
how the project will be completed. The project proposal may also include potential risks
or complications and how the service provider would overcome those challenges.
4. Propose an Estimated Timeline & Budget
A project proposal also proposes a timeline and budget for the project. While this
document is not a formal contract, it provides stakeholders enough information about
budget, timeline, and outcomes to determine whether or not to move forward with a
project and, if so, to make an informed contractor or vendor decision.
5. Set Expectations
In addition, a project proposal also sets expectations for the client relationship.
This includes having a mutual understanding of deliverables, timelines, and budget.
While the project proposal is not a contractual agreement, it does set a preliminary
agreement that the details in the project proposal will be put into the contract if the
project moves forward.
6. Inform Project Planning
Finally, a project proposal also helps to inform project planning. Once the project
is approved, this document will be used to finalize timelines and budget for the contract
as well as to complete resource scheduling.
What are the advantages of a clear project proposal?
A project proposal is also the marketing document that kicks off a relationship
between an organization and outside project stakeholders. Creating a proposal allows
an organization to establish a formal, logical presentation to an outside worker or project
donor.
Determining the Proposal Type
Solicited proposals
Proposals submitted in response to a specific call issued by a sponsor. Such
solicitations, typically called Request for Proposals (RFP), or Request for Quotations
(RFQ), are usually have specific requirements for format and technical content, and
may specify certain award terms and conditions. Broad Agency Announcements (BAAs)
are not considered formal solicitations.
Unsolicited proposals
Proposals submitted to a sponsor that has not issued a specific solicitation but is
believed by the investigator to have an interest in the subject.
Preproposals
These are requested by a sponsor who wants to minimize an applicant's effort in
preparing a full proposal. Preproposals are usually in the form of a letter of intent or brief
abstract. After the preproposal is reviewed, the sponsor notifies the investigator if a full
proposal is warranted.
Continuation or non-competing proposals
These confirm the original proposal and funding requirements of a multi-year
project which the sponsor has already provided funding for an initial period (normally
one year). Continued support is usually dependent on satisfactory work progress and
the availability of funds.
Renewal or competing proposals
Proposals which request continued support for an existing project that is about to
end. These requests--from the sponsor's viewpoint--generally have the same status as
an unsolicited proposal.
How to write a project proposal
Remember that the reason you’re writing a proposal is to obtain executive buy-in.
You want key people to support your project. You need decision-makers on your side to
turn a vision into reality.
You want the proposal to speak to them, and then motivate them to take the next
step, which is to greenlight the project.
Step 1: Define the problem
the problem your project is trying to address? Why is it a problem? Why is it
worth solving? Make your audience see the problem the way you see it.
Tips for defining the problem:
  Start strong. Decision-makers usually don’t allot much time to look over a
proposal, so make sure that the pain point is succinctly described and in a
manner that resonates with them.
 Use facts, not opinion. Although you want your audience to understand the
severity of a problem, you don’t want to exaggerate. Instead, use data from your
research to back up your assertions.
Step 2: Present your solution
How will your project solve the problem? Why is your solution the better option
over other similar solutions? Discuss why other solutions won’t work for the situation.
Tips for presenting your solution:
 Anticipate questions and objections. Be prepared to defend your solution from all
angles. Be ready to explain why your more expensive solution is better than a
less expensive one, for example.
 Present the solution’s larger impact. Stakeholders generally get more excited
about projects with wide-ranging effects than those with limited impact.
 Again, facts over opinion. Provide as many research-backed examples as you
can.
Step 3: Define your deliverables and success criteria
This section provides a picture of the functions and attributes of the deliverable,
plus how to know if the project is successful.
Tips for defining deliverables:
 Include a delivery date. Define what your project will deliver and what users can
expect from it, such as a cloud-based phone system that’s accessible 24/7 from
anywhere if it’s a customer service project you’re proposing. Also, indicate when
you plan to complete each deliverable.
 Your solution must be SMART. Your success criteria will signal whether the
project has been successful. Remember to keep your solution SMART (specific,
measurable, achievable, realistic, and time-bound.)
Step 4: State your plan or approach
This is the most critical section of the proposal and discusses how to achieve the
project’s objectives. It starts with an explanation of the approach and why it’s relevant
and effective. It also explains how problems will be managed.
Tips for planning:
 Introduce project strategies. Will you be using the traditional waterfall approach?
Why? Will you be using third-party contractors, in-house staff, or consultants?
What will their objectives and responsibilities be? This is your opportunity to
 discuss the "why" behind the decisions you're making to get the project
completed.
 Explain how problems will be addressed. This explains your project management
plan's risk mitigation strategies.
Step 5: Outline your schedule and budget
This is the section where you break down project costs and detail how you will
meet deadlines.
Tips for defining a schedule and budget:
 Provide as much detail as possible. Break your budget down into categories,
such as supplies, tools, salary, etc. Include all overhead and indirect costs. A
detailed financial breakdown will signal to stakeholders that you’ve done your
research and don’t intend to waste their money. Note that certain projects may
require financial statements and funding sources.
 Be concrete. Don’t guess. Provide project start and end times, and if certain
sections of the project can be done simultaneously.
Step 6: Tie it all together
End your proposal with a conclusion that briefly summarizes the problem,
solution, and benefits. Emphasize the significant parts, and make your proposal stand
out by restating ideas or facts you want your audience to remember.
Check your proposal for consistency of ideas and whether the elements support
each other.
Tips for tying everything together:
 Your proposal should read like a book. Your proposal should tell a story. Every
section and element must work together to form a cohesive whole.
 Refrain from introducing anything that doesn’t fit. Be careful not to introduce
anything that seems off or doesn’t contribute to the overall objectives of the
project.
 Make sure all project proposal elements are present. Check your document and
ensure all the necessary elements have been addressed.
Step 7: Edit/proofread your proposal
Rewrite your proposal as necessary to make it interesting, helpful, clear, and
persuasive. Ask for feedback, and ensure the proposal is organized and visually
appealing.
Tips for editing:
 Check the tone and language. Your proposal is intended for a certain audience
type, so make sure the tone and language used are reflective of that. Don’t forget
to proofread for grammar, punctuation, or spelling mistakes. You want your
proposal to look professional.