HANDOUTS PROJECT PROPOSAL

REVIEW
Position Paper
A position paper presents the writer’s stand or viewpoint on a particular issue. Writing a position paper
entail outlining arguments and proposing the course of action; by doing so, you are already taking part in
a larger debate. Position paper aims to present the stand of the author or a person on an issue. It also
incorporates supportive evidence that are based on facts. The evidence is needed to establish and
strengthen the claims or arguments of the writer on the issue.

At the end of this module, you should be able to:

1. define what is a project proposal;
2. identify the parts of a project proposal; and
3. make a project proposal.

What is a project proposal?

A project proposal is the document that facilitates a professional relationship between an
organization and outside contributors. Typically, a project proposal is the initial framework for
establishing the concept of the project and includes what you want to accomplish, an explanation of
objectives, and plans for achieving them. It is common for a project proposal to include a list of activities
or tasks that will be associated with the project, illustrate the significance of this specific project idea, and
explain the origins of this project.
Project proposal is a written presentation of a project, program, or innovation you plan for
implement. Project proposals are submitted to an appropriate agency or association for implementation
or funding. For example, you plan to implement a literacy project for out-of- school youth in your
barangay. 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. Proposals are generally drafted
during one of the early phases of your project (before detailed plans are made and resources are
allocated).
Therefore, time and budget estimates are often rough, at best.

Why do you need a project proposal?

A proposal is required to get executive buy-in for a new project, program, or service at your
organization. It is used to get everyone on the team thinking about the same goals and priorities. Lastly,
it serves as way for the organization to know when they need to make new hiring decisions or budget
adjustments. Successful organizations get granular with their project proposals and engage in project
planning before seeking out budget or executive buy- in.

What are the advantages of a clear project proposal?

1. Establishes Project Viability.
Clear proposals prove the viability of a project or program.
2. Clarifies Expectations.
Increase clarity regarding requirements and project roadmap.
3. Creates Structure.
Structure and organization are established up front, reducing the chance for misalignment.
4. Increases Budget.
Successful proposals lead to approved budgets and financial support for
organizational growth and project replication.
5. Fuels Business Growth.
Proposals play an integral part in organizational growth, helping in budget approval and new client
adoption.
6. Exposes the Brand.
Reaching out to stakeholders and building alliances increases credibility and exposure in the
community at large.
7. Ensures Future Success.
Having detailed your project’s methods and measurement tools in advance builds accountability
into every step of your work.
8. Establishes How to Plan for Success.
Integrating grant writing into day-to-day work turns proposals into useful planning documents and
detailed templates for project implementation.
What are the different project proposal types?
1. Formally Solicited
A formally solicited project proposal is established in response to an official request for a new proposal. In
this case, a Request for Proposal (RFP) document is used to outline client demands and specific needs. A
formally solicited proposal is the structured and specific response to said RFP. Having an RFP makes the
entire proposal process easier. As the specifics are spelled out, project planning can prevent
misunderstandings or a lack of information that may cause complications later.
2. Informally Solicited
An informally solicited proposal does not require an RFP. That is, there is no specific document required
to outline customer or audience demands. This is the initial rough starting point when proposing a
project’s viability. The major differentiator between a formal and informal project proposal is the number
of details involved in planning. Informal proposals lack granular project details, such as goals,
deliverables, and methods. An informally solicited project proposal can be understood as a proposal
request that is lacking specifics.

3. Unsolicited
Unsolicited project proposals can be compared to a cold call — no one asked for or expected to receive
one, but if the audience can relate to the proposal, it can prove extremely valuable. An unsolicited proposal
is typically formed from more ad- hoc activities, such as an “aha” moment or an enlightening conversation
with a customer. Unsolicited proposals can be the most difficult types to write, as you will have to put
extra work in to convince the audience of the project’s viability. Many times, these proposals require the
most research and the most finesse, as the audience is unaware that the proposal is even coming their
way.
4. Continuation
Continuation project proposals are essentially an update or reminder for ongoing and already approved
projects. This type of proposal is the simplest to construct, as it is a continuation of already existing
documentation. A continuation proposal can be thought of as a check-in with the audience to ensure the
correct funds are provided for the next phase, as well as discussing progress and accounting for any
changes before moving forward.
5. Renewal
A renewal project proposal is required when an ongoing project has been terminated or the resources and
support behind such project can no longer be used. This proposal is more about proving that the return
on investment is greater than the money being spent on resources so that the project can begin again.

6. Supplemental
A supplemental project proposal is required when more resources are required to complete a project than
were originally proposed. The main goal of a supplemental proposal is to prove the value of adding
resources and update the audience with a timeline based on this new plan. Many times, a supplemental
proposal is required when the original project scope has grown beyond initial expectations. It can be seen
as a continuation of the original proposal document.
https://www.mavenlink.com/resources/project-proposal

How to Write a Project Proposal?

After considering what type of proposal is the best fit for you and your project, it is time to start planning
your document.
It is imperative to keep in mind that, regardless of the proposal type, you will always want to check the
following boxes when starting a proposal document.
 Define your audience.
 Determine the problem being solved by your proposal.
 Conduct research on the current state of the issue and potential solutions.
 Proactively determine the effect that this project will have on company success.
 Establish a timeline and determine the type and amount of resources required.
 Begin to outline your proposal document.

SAMPLE PROJECT PROPOSAL OUTLINE

Section 1: Project Information
This section intends to provide a high-level picture of the project as well as convey the most critical project
details.
***Include the following in this section:
 Name of the Organization
 Project Title
 Project Summary
 Project Timeframe
 Prepared By
 Attached Documentation
 Project Contacts (any individuals involved in the project)

Section 2: Project Summary

The goal of this section is to present the reasons for doing this project as well as stating all of the objectives.
In this section, it is very important to write concisely and clearly. Some project professionals even suggest
writing the project summary last.

Before you begin writing, you should be able to answer the following questions.
 Why are you doing this project?
 What will you be doing?
 How will you be doing it?
 Who will be doing it?
 Where will it be done?
 How long will it take?
 How much will it cost?

Project Background
This section of the proposal requires a few succinct sentences that clarify the problem your
proposal is tackling. Here, it is critical to explain the current state of the problem and why your
audience should care about solving it. Make sure to include references and statistics in this section. Best
practice is to keep this no longer than 1 page.
Project background gives an overview of what the project is about. You need to give the rationale of
the project, the reason for conducting it and the existing scenarios and realities that justify the conduct
of the project. This part of the project proposal should convince the funding agency that your project
proposal is worth pursuing and funding it is not a waste of money.

Project Objectives
In this part, you need to state explicitly what the project aims to achieve. The objectives should be specific,
measurable, and attainable and time bound. Use this section of the proposal to explicitly list the goals
that the project is trying to achieve.
Section 3: Project Methodology
The project methodology section of a proposal is where you detail the plan for how the objectives
mentioned in the previous section will be achieved. This is the first section of the proposal that details the
course of action to remedy the problem and is meant to prove that adequate research has been done for
this decision. To start, outline the methodology being used, the population being addressed, and establish
the process for reaching your objectives. Indicates in detail how you will go about the project. It includes
work breakdown or staffing; task time estimate and project deliverables.

This section is typically broken into three parts:

1. The Project Approach Summary
Use a few sentences to describe the overall approach to the project. This includes how the team will be
organized, what tools will be used, and how changes will be addressed during execution.

2. Task Breakdown and Time Estimates

This is the section of the proposal where a detailed project schedule is presented. To start, make a list
of tasks that are required for the project as well as an estimation of the hours required to complete
each one. From there, you can look at your resource pool and allocate your team accordingly. The
purpose of this section is to establish the time and steps it will take to achieve the solution, as well as
the resources involved in each section. Here is where you start to see ideas turn into action. A project
proposal will often include a Gantt chart outlining the resources, tasks, and timeline.

3. Project Deliverables
This is where you list out all the deliverables you expect to see after the project is closed. For example,
this could be products, information, or reports that you plan to deliver to a client. Ensure that each
deliverable has an associated estimated delivery date.

Section 4: Project Risk Management

This section is dedicated to managing change during project execution. Clients know that a proposal
rarely covers everything that is required to achieve the given project, so change management techniques
are required. Establish how you will monitor project success throughout its entire life cycle to show clients
that when and if change occurs, the project will not go haywire.
This section is broken into two parts:

1. Risk Management Plan

A detailed plan of action to minimize the chance of risk or change during the project lifecycle.

Risk Register
A line-item list of risks and potential counter efforts that will be used to counteract these risks.

2. Section 5: Project Costs

This section is dedicated to estimating the overall cost of the proposed project.
1. Project Budget
This should be a detailed, line-item budget broken up by different project categories, such as
travel, salary, or supplies. Ensure all overhead or indirect costs are also included in the budget.
Budget Narrative is a brief list of commentaries on the budget if any further clarification or
justification is needed.
2. Additional Financial Statements
Some projects, depending on complexity, will require additional financial statements like a profit
and loss statement, a tax return, or funding sources.

Section 6: Conclusion
The conclusion section of a project proposal intends to be a brief review of all the points already
discussed. This is your last chance to win over your audience, so ensure that you incorporate the most
important evidence to receive approval. This is also the final moment to prove you have adequately
researched all solutions and your proposed method is the best for business.

Section 7: Appendix
This section is dedicated to any additional charts, graphs, images, or reports that were cited in the
proposal. Many times, referenced material will go into the appendix as it does not naturally fall into the
main body copy of the proposal.

Final Thoughts:
 Determine your project proposal type first for an effective presentation.
 Make sure your proposal targets your audience and clearly defines the problems it will solve.
 Follow the seven sections of a proposal to convince your audience more effectively.
 Ready to start delivering projects more predictably and profitably? See why modern professional
service organizations choose Mavenlink for managing project.

Source: https://www.mavenlink.com/resources/project-proposal

SAMPLE

I. PROJECT DESCRIPTION
Project Title :
Type of the Project :
Project Proponent/s :
 Number of Beneficiaries :
Project Beneficiaries :
Location of Beneficiaries :
Location of Beneficiaries :
Date of Implementation/ Duration :
Area of Project Implementation :
Budget Requirement :
Budget Requested :

II. BACKGROUND/SITUATION ANALYSIS

 What prompted the project?
 Is there an existing concern or potential problem that you want to address?

III. PROJECT OBJECTIVES

OBJECTIVES STRATEGIES
What does the project hope to achieve? What are the strategies that must be done to meet
the objectives?

IV. DESIRED IMPACT AND OUTCOME OF THE PROJECT

1. What are the long-term effects of the project? (Economics, social, cultural,
institution, environmental,technological, etc.)
2. What are the specific measures to sustain the project?
3. What are the linkages with other initiatives or reforms in the sector and other
development orgovernance concerns?

V. RISK MANAGEMENT PLAN

1. What are the risk and factors that may hamper or hinder the successful implementation of
projectactivities and achievement of the outputs?
2. What are the measures that would mitigate the adverse effects resulting from such risks?

VI. PROJECT ORGANIZATION AND STAFFING

Office/ Staff Designated Responsibilities Contact Person Contact Details

VII. PROJECT WORK PLAN

Phases of Person Resources

Activities Output/Target Indicators Cost
the Project In- Needed
Charge

VIII. DETAILED BUDGET REQUIREMENT

Budget Line Item Description Amount Needed Proposed Source/s

Task 1
Directions: Read each item below. Write only the letter of the correct answer. Do this in your notebook.

1. Which of the following describes a project proposal?

a. It is a written presentation of a project, program, or innovation you plan to implement.
b. It is a detailed description of a series of activities aimed at solving a certain problem.
 c. It is submitted to an appropriate agency or association for implementation or funding.
d. All of the above
2. In this part, you need to state explicitly what the project aims to achieve.
a. Project Background b. Project Objectives / Outcomes
c. Project Methodology d. Project Cost / Budgetary Requirement
3. This gives an overview of what the project is all about...
a. Project Background b. Project Objectives / Outcomes
c. Project Methodology d. Project Cost / Budgetary Requirement
4. This is where you will indicate the financial requirement of the project.
a. Project Background b. Project Objectives / Outcomes
c. Project Methodology d. Project Cost / Budgetary Requirement
5. Indicate in detail how you will go about the project.
a. Project Background b. Project Objectives / Outcomes
c. Project Methodology d. Project Cost / Budgetary Requirement
6. This is the part of a project proposal where you list down the factors that could impair you from
achieving your objectives and outcomes.
a. Expected Outcome of the Project b. Risk Management Plan
c. Project Work Plan d. Signatories
7. This is the part of a project proposal where the detailed activities for every phase of the project
are written. This is shown sometimes thru a Gantt Chart.
a. Expected Outcome of the Project b. Risk Management Plan
c. Project Work Plan d. Signatories
8. This refers to the specific and long- term effects of the project in relation to the economic, social,
institutional, or environmental factors.
a. Expected Outcome of the project b. Risk Management Plan
c. Project Work Plan d. Signatories
9. It is a type of project proposal which is established in response to an official
request for a new proposal. In this case, a Request for Proposal (RFP) document is used to outline
client demands and specific needs.
a. Formally Solicited proposal b. Unsolicited Proposal
c. Renewal d. Supplemental
10. It is another type of project proposal which is required when more resources are required to
complete a project than were originally proposed. The main goal this proposal is to prove the value of
adding resources and update the
audience with a timeline based on this new plan.
a. Formally Solicited Proposal b. Unsolicited Proposal
c. Renewal d. Supplemental

Task 2
Directions: Match column B with column A. Write only the letter of the correct answer.

A B
1. Type of Project a. (what the project hopes to achieve)
2. Project Proponents b. (timeline of the implementation)
3. Project Beneficiaries c. (education-training, health-medical
mission / arts exhibits, etc)
4. Project Duration d. (what prompted the project)
5. Area of Project e. (what are the long term effects of the
Implementation project)
6. Budget Requirement f. (name of organization)
7. Project Background g. (what factors may hamper the success of
the project implementation)
8. Project Objectives h. (address where project will be
implemented)
9. Impact or Outcome of the i. (urban, poor, women, etc)
Project
10.Risk Management Plan j. (overall amount of budget needed)