Proposal development process

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  • Emphasize that the endeavor is:
    Temporary - Has a definite beginning and a definite ending.
    Unique - Some distinguishable difference from other endeavors. Also has a specific objective.
  • A project is not a routine duty.
    Animated to come in one at a time, so emphasize.
  • It is done once a year at a particular time, with a particular deliverable date.
    Process oriented task that is temporary with a specific deliverable.
    Isolated event that has a budget and demands planning.
    What are other things that you have done that may be considered a project?
  • The application of knowledge, skills, tools, and techniques to project activities in order to meet or exceed stakeholders (People that are important to the project) needs and expectations from a project.
    Knowledge – what you know (you already have)
    Skills – what you know how to do (If you don’t know, you will learn by doing)
    Tools – what you use to accomplish what you know how to do
    Techniques – they way you utilize what you use to accomplish what needs to be accomplished
    Explain Stakeholders and ask for examples of stakeholders to this grant or proposal.
  • Take the time to list some stakeholders that will be affected by your grant
    Allow a few volunteers to tell their answers.
    Internal school
    Students
    Parents
    Community
    Accrediting Board
    Funding Agency
    Tribal Government
  • In order for you to manage the project you must effectively manage the triple constraints
    Scope (performance) refers to the necessary work to be performed in order to produce the desired project results
    Time is defined as the duration of time it will take to complete the defined scope of the project
    Resources include the money and effort expended on people (labor), services and products
  • At least 50% of your time should be spent on planning.
  • SCOPE
    Includes the processes required to ensure that the project includes all the work required, and only the work required, to complete the project successfully.
    For the scope you should identify the need addressed in the RFP and Develop a concept and abstract.
    The written scope statement identifies both the project deliverables and project objectives.
    Provides a basis for confirming or developing common understanding of project scope among the stakeholders.
    Your abstract can serve as your scope statement. This should be the document that discusses the work that you will address and will be approved by your institutional representative.
  • Major components
    Cost Centers – Major components of a project (Can be divisions, departments, or positions of individuals chosen to work on proposal)
    Work packages – verb noun phrases (researching similar curriculum, purchasing equipment, bidding for contractors)
    can be realistically and confidently estimated;
    makes no sense practically to break down any further;
    produces a deliverable which is measurable;
    No task should exceed 80 hours
    And should not be shorter than 4 hours.
    Top Down Budgeting – allocated at the cost centers
    Bottom Up Budgeting – is estimated at the work packages and rolled up to the cost centers
  • Lets walk through a sample WBS as it pertains to developing a proposal:
    What are the major components (cost centers) for this proposals (project)?
    What are the major activities (work packages) under each cost center?
  • There are risk present in every project, the goal is to minimize them.
    Invite the group to identify some risk that are present.
    Example:
    ND late snow season.
    Spring, Fall and Summer Break
  • SCHEDULING - The task of planning timetables and the establishment of dates during which resources such as equipment and personnel, will perform the activities required to complete the project.
  • This worksheet can be assessed utilizing Microsoft Projects. The goal of this software is to display the timelines, priorities, duration, importance, etc. of each component of your project. The task are displayed in terms of predecessors.
    Let’s spend a few minutes developing a brief timeline for proposal submission.
    Take volunteers to talk out the process to determine length of time to accomplish task.
    Participants will need an idea of components involved.
  • This worksheet can be assessed utilizing Microsoft Projects. The goal of this software is to display the timelines, priorities, duration, importance, etc. of each component of your project. The task are displayed in terms of predecessors.
  • This develops a schedule that can be viewed and understood by everyone.
  • Develop implementation plan
    Develop evaluation plan
    Develop budget
    Write the proposal
    Secure attachments
    Submit Proposal
  • This means that problems encountered by the project team are openly presented. Problem identification on completed projects provides a method to discuss the issue in hopes of eliminating its occurrence in future IT endeavors. It is important, however, that the problem discussions do not merely point a finger away from the project team. Responsibility and ownership for problem areas are critical to developing useful recommendations for future processes.
    “Compensation is what you give people for doing the job they were hired to do. Recognition, on the other hand, celebrates an effort beyond the call of duty.”
    Go out to lunch or dinner as a team
  • At least 50% of your time should be spent on planning.
  • Let’s spend a few minutes developing a brief timeline for proposal submission.
    Take volunteers to talk out the process to determine length of time to accomplish task.
    Participants will need an idea of components involved.
  • Proposal development process

    1. 1. Winning Government Contracts A Practical Approach to the Proposal Development Process
    2. 2. Winning Government Contracts An Overview  Crafting Successful Proposals Elements of a Proposal  Contract Types Competitive Edge, Pitfalls and Components 2
    3. 3. Objective  To provide a set of tools for developing a quality proposal that meets the expectations of funding agencies.  To introduce a methodology for effectively structuring and completing activities.  To gain an understanding of how to develop a proposal writing process for submitting a quality proposal. 3
    4. 4. Importance of Using Project Management Tools in Proposal Development  Provides structure that promotes success.  Saves: money, time, & resources.  Promotes good communication.  Keeps the focus on goals and outcomes. 4
    5. 5. When to use Project Management When there are: Time Constraints Money Constraints Performance Constraints 5
    6. 6. What is a Project? ‘A temporary endeavor undertaken to create a unique product, service, or result.’ 6
    7. 7. What is a Project? In Layman’s Terms… If it has:  A specific and desired outcome  A deadline or target date  A budget that limits resources Then it is a project… 7
    8. 8. Activities Considered Projects  Planting a Garden  Writing and publishing an article or book  Rearranging your office  Installing software on your computer  Hosting a Technical Assistant Workshop 8
    9. 9. What is Project Management? ‘Application of knowledge, skills, tools, and techniques to meet or exceed stakeholders needs and expectations.’ 9
    10. 10. Stakeholders ‘Person, group, or organization that has direct or indirect stake in an organization because it can affect or be affected by the organization's actions.’ 10
    11. 11. Triple Constraints Know which is most important to you and your stakeholders and manage accordingly! 11
    12. 12. TOOLS 12
    13. 13. Defining The Work SCOPE  Defines the work, or  Outlines the expected work effort SCOPE STATEMENT  Deliverables + Objectives  Confirms or develops clarity among stakeholders 13
    14. 14. Outlining the Work Work Breakdown Structure (WBS) ‘A results-oriented family tree that captures all the work of a project in an organized way.’ *Not a to do list WBS Components  Cost Centers  Work Packages 14
    15. 15. Sample WBS 15
    16. 16. Assessing the Work Risk Assessment ‘The identification of any event that if occurred, could have a negative or positive impact on your project.’  Risk assessment is a area which we always have to do all the time.  Risk should be communicated promptly and loudly. 16
    17. 17. Planning the Work SCHEDULING ‘Planning timetables and establishing dates when resources are required to perform activities.’ 17
    18. 18. Sample Gantt Chart 18
    19. 19. Gantt Chart Activity 19
    20. 20. Calendar View 20
    21. 21. Doing the Work Once the process is developed, the writing can begin… 21
    22. 22. Closing out the Project Project Close-out The last major phase of a project's life cycle is the close-out.  Conducting a lessons learned session  Recognizing outstanding achievement  Celebrating project completion 22
    23. 23. Plan your work… Then work your plan! 23
    24. 24. Questions??? Answers Discussion!! 24
    25. 25. Activity Break off into groups of 3:  List the activities commonly used in developing proposal.  Organize the list in chronological order.  Develop a timeline for submitting a 10 page proposal. 25

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