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Proposal

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The first section provides a summary detailing to the customer what work you actually want to do for them and how the approaches used by your company can help successfully deliver the work activities. The second section provides the additional supporting information to support your proposal (i.e. to support the first section). o The people/teams/companies who will be performing the work. You should also detail how these people will be managed if they are outsourcers. o A broad list of work items to be completed. o Any prerequisites to work being commenced. o An overview of production methods and an action/project plan for work activities. o Details of your communication strategy, reporting processes and evaluation criteria. o The list of major milestones and timelines. o Estimated cost of work. o Your payment expectations (including timelines of payments).

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Contents
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[Type the document title] Executive summary

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This should be the first section in the document, but the last section to be completed as it provides an overview of the objectives, benefits and activities involved in the project. It should sum up all the other sections of the sample project proposal template, especially as some managers may simply only read this section without delving and further into the justifications for your project (so really needs to sell the project all by itself). Of key interest will be whether or not your project will improve sales performance or solve key issues for the firm.

Summarize the project proposed and benefit

Company Profile Provide some of the lead up/background information relating to this project. Was previous work

Overview Provide some of the lead up/background information relating to this project. Was previous work done or preparations done? If research was completed that highlighted specific customer/markets segments which should be targeted by this project then include details of this (or reference them in an appendix). If the work is being done as part of a product innovation strategy they should clearly identify what architectures, foundations or product designs are being leveraged (e.g. for creating a new line of products). Marketing and sales projects should also define how multi level marketing software will be used.

Briefly describe the project and how it developed

Objectives Explicitly spell out what the goals of the project are. Clarify what benefits can be expected. These can vary greatly from project to project we should endeavor to include goals or objectives relating to performance, security, productivity, sales, etc. Use performance evaluation examples from previous projects to set a benchmark for various system and operational performance expectations.

What will the project accomplish? What are the objectives and are they measurable?
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Why are we considering it?

Relationship to Strategic Plan

How does it relate to the mission and key strategies? Is it a new development? Is it a crisis?

Team setup/reporting channels/chain of command Define the type of team structure required for your project. This will include individuals from several disciplines. Include generic job titles if individual employees/contractors have not been identified at this point. Clarify the chain of command within these teams and how they will communicate with management as well as other teams. You should point out benefits of insourcing vs outsourcing jobs at this point.

What membership segments will it reach? (Practitioners, Vendors) What external audiences will be reached? (Primary, Secondary, Tertiary)

Project Deliverables and benefits

What are the projects deliverables? What values and benefits will members derive? What are the messages? What is its relevance to members? What is its relevance to customers (purchasers who are not members)?

Project Scope and Possible Execution

How broad is the project What possible execution opportunities are there? How feasible is it? Is it related to a current or past program?

Work breakdown structure and timelines (milestones) All project work can at least be broken down into several smaller activities in order to clearly define what the tasks involved actually are. Specify what the tasks involved actually are. Provide
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[Type the document title] a chronological order for how the work will be performed along with major and minor milestones.

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For high-value projects, it will be essential to break down the scope of this work into minor milestones and more granular activities. Do not go below providing activities which take less than one day to perform. The level of granularity for each activity should take between one to five days to complete.

What are the timelines e.g. one quarter, one year, multiple years?)

Prerequisites Many project proposal templates omit including some of the prerequisites that will be required before work can start. This may include resourcing requirements (e.g. hiring, outsourcing, releasing individuals from other projects, etc.) as well as hardware or technical requirements (e.g. office space, computers, servers, etc.). These will need to be budgeted for and purchased/arrange for well in advance. A great many business management proposal samples you get online come with default categories and structures. You should always customize these for your own purposes, the uniqueness of your company and your specific industry.

Production methods/technical environment Define some of the technicalities of how the project will actually be delivered. In a software project proposal template this will form a large part of the document as you need to explicitly define the project management techniques being used, technical architectures, system architectures, operation approaches etc. Production methods will change from industry to industry but will still need to be clarified so that the operational day-to-day processes are clearly defined from the outset. For example, a sales project pursuing network marketing opportunities has to identify software/tools being used and modes of operation. You need to do the same no matter which type of project you are entering into.

Communication strategy A key part of any sample project proposal template is how individuals will communicate amongst the team (their chain of command) and with external stakeholders.

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Reporting channels need to be defined (weekly, monthly reports) as well as daily meetings, risk management processes, issue management processes, etc.

Estimated budget and resources The work breakdown structure can be used to define the actual timelines for doing this work, resourcing requirements and hardware. Assign costs and time factors to every element of the work breakdown structure to build up a complete estimate of your work cost. Everything from contractors and computer network services to stationary and unique promotional products has to be factored into your costs. Be sure to include a contingency factor of at least 10%. A higher percentage will be necessary based on the type of project you are performing and level of complexity involved. If the project is prone to change mid-lifecycle then this should be documented as and a separate change budget allocated.

What is the budget? What is the financial impact? How is the project to be resourced? (Staff, Engage consultants, partnership, etc.) What are the estimates of time and money?

Measurement/Evaluation (Accomplishment of Objectives)

What tangible evaluation of accomplishments are there? What are member/customer satisfaction measures?

Possible Complications/Challenges

What are the potential challenges and complications?

Responsibilities and Coordination

Who does what, when and how?

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[Type the document title] Summary and recommendations

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If several different project proposals are included in the one project proposal template then you should summarize the findings of each of these proposals along with your recommendations about which technique/project approach would be the most suitable. Justify your recommendation using data rather than mere hunches.

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[Type the document title] Appendix

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In order to reduce the amount of bulkiness important postal template you should use appendices wisely. Try to include any statistical information, market research data, etc. within appendix sections.

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