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Proposal Presentation.pptx

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Proposals
ME 4370 – Fall 2023
Dr. Jeff Hanson
References
• Text, Section 11.3, pp. 480-483
• Texas Tech Office of Technology Transfer and
Intellectual Property,
• http://www.depts.ttu.edu/transferandintellect
ualproperty/index.php
• Use APA or MLA Formats
Purposes of Proposal
 Think of this as your team going in front of the “Shark Tank” to present
your idea.
 To establish a need
 Put (poser) forth (pro) an idea or the solution to a need
 To provide information to
 Convince customer that proposed solution is correct
and/or effective
 Show capability to accomplish proposed effort
 Show that proposed budget and schedule can be met
 Note: This is a persuasive document!
3
When Do You Write a Proposal?
• Response to Request for Proposal (RFP)
• Response to customer suggestion or need
• Request to management
• Response to Request for Quotation (RFQ)
• Present an idea
4
Basic Points for Writing Proposals
• If responding to an RFP, follow their format
exactly
• Otherwise, choose a format that fits your
proposal or request—think about what your
reader will want and need to know
• Be specific about deliverable(s) (products) of
proposed effort
• Be specific about cost, time, and other
resources
5
Proposal Format
1. Letter of Transmittal
2. Title Page
3. Table of Contents
4. List of Figures, Tables
5. Background and Problem Statement
6. Analysis of Need
7. Design Criteria
8. Analysis of Alternative Solutions
9. Technical Approach
10. Organization, People, Capabilities, Schedule
11. List of Deliverables
12. Budget
13. References
 Appendices
 List or discussion of capabilities
 List or discussion of facilities
6
Ad

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Proposal Presentation.pptx

  • 1. Proposals ME 4370 – Fall 2023 Dr. Jeff Hanson
  • 2. References • Text, Section 11.3, pp. 480-483 • Texas Tech Office of Technology Transfer and Intellectual Property, • http://www.depts.ttu.edu/transferandintellect ualproperty/index.php • Use APA or MLA Formats
  • 3. Purposes of Proposal  Think of this as your team going in front of the “Shark Tank” to present your idea.  To establish a need  Put (poser) forth (pro) an idea or the solution to a need  To provide information to  Convince customer that proposed solution is correct and/or effective  Show capability to accomplish proposed effort  Show that proposed budget and schedule can be met  Note: This is a persuasive document! 3
  • 4. When Do You Write a Proposal? • Response to Request for Proposal (RFP) • Response to customer suggestion or need • Request to management • Response to Request for Quotation (RFQ) • Present an idea 4
  • 5. Basic Points for Writing Proposals • If responding to an RFP, follow their format exactly • Otherwise, choose a format that fits your proposal or request—think about what your reader will want and need to know • Be specific about deliverable(s) (products) of proposed effort • Be specific about cost, time, and other resources 5
  • 6. Proposal Format 1. Letter of Transmittal 2. Title Page 3. Table of Contents 4. List of Figures, Tables 5. Background and Problem Statement 6. Analysis of Need 7. Design Criteria 8. Analysis of Alternative Solutions 9. Technical Approach 10. Organization, People, Capabilities, Schedule 11. List of Deliverables 12. Budget 13. References  Appendices  List or discussion of capabilities  List or discussion of facilities 6
  • 7. Letter of Transmittal • This identifies the proposal so that it will be sent to the correct reviewers in the agency at which it is being considered. A letter of transmittal will use formal letter format and contain: • Contact information – where can you be reached for questions. Include name, address, phone number, FAX number, email address. (You may omit any information that you do not feel comfortable to release. Remember that these reports will be on file for other students in future years). • The date of submission. • Name and business address of the person to whom the proposal is being transmitted – In this case it will be: Jeff Hanson, Lecturer, Mechanical Engineering Program, Texas Tech University, P.O. Box 41021, Lubbock, TX 79409. Also include external sponsors if applicable. 7
  • 8. Letter of Transmittal Cont. • A statement that you are submitting this proposal for review, including the title of the proposal and what it is being reviewed for (Final Design Project Proposal for Mechanical Engineering Senior Design). • Any additional information that you believe will help support your proposal. Note: be brief. • Expression of gratitude for the addressee’s effort and for that of the reviewers. • Closing, signature, and your group members names (typed). 8
  • 9. Title Page • This provides the reviewers with important information that he/she can reference quickly. Include: a. Your institutional affiliation (Texas Tech University, Mechanical Engineering Program). b. The title of your proposal. This should be descriptive of your project. Do not use a title like, “Team Beta Design Proposal.” c. Your group members’ names. d. The date of transmittal. e. The statement: Final senior design proposal presented to Dr. Jeff Hanson in partial fulfillment of the requirements for Mechanical Engineering 4370. 9
  • 10. List of Figures, Tables • Section headings must be included, along with the page numbers on which these sections begin. 10 Table of Contents • Include figure/table captions and page numbers.
  • 11. Background and Problem Statement Tell the reader what he/she needs to know to understand the rest of the proposal. • Discuss problem or purpose of effort • Show significance of problem • Discuss previous related work • Clearly state problem • Clearly state objective of proposed effort (These objectives should be as specific as possible) 11
  • 12. Background— Major and Minor Purposes The major purposes are: 1) To give the reviewer enough information that he/she can understand what will follow 2) To establish in detail the importance of the problem 3) To show that there is a need to solve the problem 4) To demonstrate that the problem has not yet been solved 5) To show that the direction you propose is the next logical step in the evolution of the solution The minor purposes are: 1) To demonstrate a high likelihood of the project working 2) To demonstrate that you are knowledgeable about the subject. Generally you do not show that you have expertise by adding irrelevant information in this section. Rather you show your understanding through a cohesive argument that addresses the primary purposes. 12
  • 13. Background, Cont. • When this is done, the reviewer will be convinced of your competency. • Think carefully about what information is and is not needed. – If you are designing a new total knee replacement, for example, it is appropriate to list for the reviewer several reasons why people need knee replacements and give figures as to the prevalence of each one. If your project addresses a specific disease that requires a specific type of replacement, you will need to explain what is different about that disease and what the problems are. However, it is not appropriate to give a complete description about the pathological processes involved in each knee-degenerating disease. 13
  • 14. Analysis of Need This 4-part section will convince the reader that what you propose to do is reasonable and necessary. It will consist of the following subsections: 1. The Overall Need 2. Current Solutions 3. Enabling Technology 4. Specific Problem to be Solved 14
  • 15. 1. The Overall Need • Provide a logical argument which states the problem, justifies that it is a problem, and states why the design you propose is needed? • If you cannot prove to the reviewer that there is a need, then the proposal is useless. 15
  • 16. 2. Current Solutions • Establish point by point all solutions currently available to address the general problem. Include any disadvantages that each solution may have. • This includes a patent search for prior art and online searches for existing solutions. Be thorough! 16
  • 17. 3. Enabling Solutions Give a reason why the atmosphere is now right to address the aspect you’ve chosen (for example, through some technological aspect, change in attitudes of society, etc.). • This is important. A reviewer will be skeptical if your idea seems to come from nowhere and will not believe that you happened to come up with an idea that nobody has ever thought of before. • The immediate reaction will be either 1) someone has probably done it already or 2) someone has tried it and it turned out not to work. • However, if you say that Michelangelo, Isaac Newton and Albert Einstein all thought about it but they did not have the technology available to them to carry it out at that time, it is much easier to convince the reviewer that you are taking the logical next step in the evolution of the problem. 17
  • 18. 4. Problem to be Solved • Having reviewed what is available in part 2 above, determine what central aspect is missing from all of the current solutions. • This aspect will be the specific problem you will address, and it should follow logically from the problems that have been shown to exist with other current solutions. • Provide a direct statement of this problem, as in, “The proposed project will create and test a rocket design that is capable of lifting payloads of up to 2,000 pound to an altitude of 1,000 miles and yet is light enough to be carried by an average-sized Brazilian llama.” © 1995-2008 Derrick Tate ME4370 Design I Spring 2008 18
  • 19. Design Criteria Clearly define both types of criteria. User Specifications • Criteria stated from the point of view of the users. Engineering Specifications • A translation of these criteria into measurable criteria. Example • In the design of a lightbulb, a user may be concerned with the ability of the bulb to mimic daylight. Engineering specifications will translate this criterion into other specifications such as, 1) the spectrum of the light must be flat from 400 to 700 nm, and 2) the intensity must be at least 5,000 lumens. 19
  • 20. Design Criteria Cont. The user criteria will state in general what you want your design to accomplish. The engineering criteria will be carefully defined, quantitative, and measurable. Each engineering criterion must refer to one or more of the user criteria. • You should consider such things as cost, durability and functional aspects. • Assign weights as to how important each criterion should be. You will need this information for your analysis of alternative solutions below. • Each criterion should follow logically from the background you have already given. • For example, if you want to include size as a criterion you must discuss the importance of size in the background section. 20
  • 21. Analysis of Alternative Solutions • Give a number of alternative designs for your problem. These alternatives are what you could use for your design; they are not necessarily current solutions already in place. • Assign values to the design criteria for each of these designs. Use the weightings assigned in the Design Criteria section and a decision matrix technique to determine the viability of each solution. This analysis will help to demonstrate that your proposed project is the next logical step in the overall problem. 21
  • 22. Technical Approach • Describe how effort will be conducted? • Describe process to be employed to identify and develop solution • Show that problem is understood and that proposer has capability to succeed • Address each objective • Define and address individual tasks • Describe how product will be evaluated 22
  • 23. Technical Approach • This should be the real “meat” of your paper. • Technical Risk/Failure Analysis • Intellectual Property Risk and Protection (i.e., patents) • Inclusion of applicable engineering codes and standards – Examples: Code of Federal Regulations (CFR), ASME Pressure Vessel Codes, ADA, OSHA, American Petroleum Institute Codes (API), etc. 23
  • 24. Technical Approach This section will, to some extent, support the major purposes of the Background and Significance section. However, its major purposes are to show that 1) The project you propose has a strong likelihood of success, based on some preliminary experiments that you have done (feasibility) 2) Your group has some expertise in the field (through experiments, surveys of customers, or contact with experts in the field) • Information gained through a literature review should not go in this section, nor should you try to show your expertise by stating that you have reviewed the literature extensively. • Be creative with this section. Think of simple experiments or rough theoretical calculations that you can do that relate to your experiment. For example, if you propose to modify a wheelchair, at least you might sit in a wheelchair to see what it feels like from the subject’s perspective. 24
  • 25. Technical Approach Cont. Detailed Design • Give a detailed description for the design you select, including CAD drawings of individual pieces to be constructed, an assembly drawing, and an FEA analysis of the design to eliminate failure points or weaknesses in the design. • State how you will construct your device. You must indicate that some kind of quantitative analysis will be applied in the design process, and you must state what that analysis will be. Method of Evaluation • How will you evaluate the merits of your design once it has been built? Your evaluation should be based on the design criteria you have set up in (a) above. • Be specific about experiments you will run and the data that you will collect. Provide some detail. Statistical Analysis • What statistical analysis will you use to evaluate the results of your measurements? 25
  • 26. Technical Approach Cont. • Ethical Considerations Environmental Impacts Societal Impacts Economic Impacts Safety Considerations 26
  • 27. 4 Organization, People, Capabilities • Describe proposing organization and structure • Discuss individuals to lead project and point out why they are suited to the success of project • Discuss organizational capabilities and facilities that are available for use by the project 27
  • 28. Organizational Structure and Schedule 28 State how the project will be divided up among the design team. • If you need expertise in a particular area (e.g., mechanical engineering, electrical engineering, etc.) state this and give the role of the expert in that area. Use the precedence matrix to show that your time plan makes sense. Give a time-table of specific landmarks in your design and display these in a Gantt chart. • Do not make this general (e.g. project definition, evaluation of solution, etc.), but be specific about your project (e.g., selection of knee material, machining of joint, etc.).
  • 29. Schedule • A clear schedule of project activities • Adequate time should be allowed for each task • Show timing of each activity • Show timing of each deliverable • Schedule should be used during project execution to prevent project from lagging behind • Remember, This is a schedule for NEXT SEMESTER! - Suggestion: include an 11X17 page folded in half so that the reader can unfold your Gantt Chart for ease of reading. 29
  • 30. List of Deliverables • Deliverables are the products, prototypes, test results, procedures, reports, and other results of project • Each deliverable should be clearly described • These deliverables are very important as this will be one of the main things used to judge the success of your projects in Design 2. Did you meet the deliverables that you promised in the proposal? 30
  • 31. Budget  One of the most important parts of proposal  Think of this as a complete business plan as if we are going to start production of your project idea  Be specific and as accurate as possible  Budget items should correlate with project tasks  Follow format if one is specified by RFP  Show all costs  Salaries & wages  Fringe benefits (Use 1.25 factor for Fringe benefits)  Supplies  Equipment  Services  Travel  Overhead (show 100% of direct costs) 31
  • 32. Budget Sections • Bill of Materials – List of components to produce your device (Direct Costs) • Salaries to fully run the business of producing your item. (www.Salary.com) • Overhead budget (Rent, utilities, insurance, etc.) • Capitol Budget – Equipment, Machinery, Furniture, etc. • Final Calculations to determine Sale Price of your device and most importantly Pay Back Period and Rate of Return (ROR) © 1995-2008 Derrick Tate ME4370 Design I Spring 2008 32
  • 33. References Any reference that is listed in this section must be cited in the text of your proposal. • You should use references primarily to back up specific statements you make throughout the proposal. • Cite references with the (author, date) format. For example, “Nussbaum et al. (1990) states that …,” or “Myocardial infarction is the result of coronary artery thrombosis (Nussbaum et al., 1990).” • Remember that “et al.” is an abbreviation for “et alii,” so there is a period after al., but not after et. • Cite your references as: Author List, Date, “Title”, Journal, Volume, Page Range, and alphabetize them at the end of your paper. • You will always include the range of pages which comprise the article. 33
  • 34. References Cont. • In the main body of your text, you will cite a specific page number only if you are taking a direct quote from the article. However, you should almost never need to quote an article directly. I suggest quoting an article directly only if you are quoting something that is a matter of opinion by the author of that article. • Otherwise paraphrase because the way you state something is always dependent on the context in which you are writing. The context of someone else’s work will almost never be the same as the context of your work. Therefore, use of someone else’s phrasing will always seem a little out of place and will distract from the point you are trying to make. • Your citations should be mainly journal articles with occasional references to published proceedings or abstracts. References to the world wide web are not to be used! Instead, you must find an alternative sources for the statement you wish to cite because – 1) Web pages are not refereed, so there is no immediate way of determining their truthfulness. – 2) Web pages are volatile. If someone goes back to the same site 1 year from now (or even earlier) there is no guarantee that the same information will be there. 34
  • 35. Appendices • Detailed list or discussion of capabilities • Detailed list or discussion of facilities • Letters of support • Additional background material • Other significant material • Section containing all CAD drawings – Required: Separate drawing for each part to be produced (No need to have individual drawings of purchased parts) and a complete Assembly Drawing • Inclusion of codes and standards referenced in your paper 35
  • 36. Format of Proposal  Proposal should be on 8 1/2 by 11 white paper  1 Printed and spiral bound copy per group as well as a copy uploaded to Blackboard.  Use formal fonts  Serif — Times, New Century Schoolbook, etc.  Sans Serif —Arial or Helvetica for titles, headings, etc.  No more than two fonts  Figures and Tables  Every figure and table must have a number and title  Figure title below figure  Table titles above table  Must be referred to in text  Right side up on page  Follow reference in text 36