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10 Project Proposal Writing
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Project proposal format

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Project proposal format

  1. 1. Project Proposal Format Project Management is an essential part of a project. You hear all these industry-bestpractices, like CMMI and ISO9001, discussing the importance of it. A Project Manager and hisor her team are tasked in ensuring that the project is completed on time and within budget. If not,this could have a negative impact on the project, and possibly cost the company the renewal ofthe current project or future ones. The Project Plan is the key document that ensures that allmajor players understand the following main points:What is expected of them?Main milestones and deadlinesDependenciesLimitationsProject Plan FormatThe standard format of a project plan is shown below. Remember to modify this according towhat is appropriate for your project.1. Cover Page – The cover page should have: – Name of the project – Your company’s name – Date of issue – Document revision numberSpecial Tip: Use page borders and your company’s logo to personalize the cover page.2. Signature Page – This ensures that all key players have read and understand what is expected.3. Document Revision History - You would format this page in table format. The headerswould be:
  2. 2. – Change number, which starts at one – Revision Date – Section/Pages Affected – Summary of changes – Initial of person that changed project plan4. Table of ContentsSpecial Tip: In Microsoft Word, use styles to create the Table of Contents.5. Table of Figures/List of Tables – Any drawings, flowcharts, and tables in the project planshould go on this page.6. Introduction – A two to three -sentence paragraph describing the project.7. Goals and Objectives – Some people bypass this part, but this is something you might wantto reconsider. This will give you and your team desired outcomes that will aid in challengingthem to excel in the project. Goals are long-term, while objectives are short-term (12-24 months)tasks that will aid in achieving the goals.Special Tip: Make sure your goals and objectives are S.M.A.R.T (specific, measurable,attainable, and timely).8. Scope – Describe the quantitative assumption of the work plans, budgets, schedules, andexpectations. If any work falls out of the defined scope, then the Project Manager must makeadjustments, either to the scope or to the actual plan.9. List of Deliverables — In this section, you should have the main deliverables for the project.If there are secondary ones, list them as an appendix, as well as descriptions for all deliverables,which includes the main ones.Special Tip: A table can give a brief overview of the deliverables in a well-formatted way. Useit.
  3. 3. 10. Milestones – These are the major tasks in the project that have to be accomplished. Have astart and end date for each one.11. Assumptions – This section is where you would write what you assume will happen in theproject.Special Tip: They should be specific and measurable.12. Constraints – Describe limitations and deadlines that the project must adhere to.13. Critical Dependencies — These are related tasks and sub tasks that are dependent on oneanother. For instance, Task B cannot start unless Task A is completed, or Task B doesn’t finishunless Task A finishes.14. Quality Management Approach – This section ensures that the customer’s expectations arebeing met. You should write about – How you plan to review the plan to ensure that it is going according to plan – The tools/techniques you will use to measure the progress – The acceptance criteria for the final work – Describe the roles and responsibilities of the individuals that will be in charge of monitoringthe quality of the projectSpecial Tip: This is an essential part of a project. Create a separate document that will go intodetail called the Quality Management Plan, and reference it in the Project Plan.15. Project Standards - Identify standards, such as status reporting, meetings, acceptancecriteria.16. Roles & Responsibilities – Define individuals’ roles and responsibilities.Special Tip: Use a table with headers: roles, description, and responsibilities.17. Communications — Describe the ways and time individuals will communicate with oneanother.
  4. 4. 18. Appendices – You would put the acronym list, detailed list of deliverables, forms that willbe used, contact directory, etc.Special Tip: Use a program like Microsoft Project to create a Work-Breakdown Structure(WBS) that will aid in creating a pictorial view of the project (i.e., Gantt charts, milestones,dependencies, resources, etc.). It will make it easier on everyone involved.This will start you off in the right direction to create a functional project plan that will keep yourproject on-time, within budget that will ensure customer satisfaction. All the Best!!
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