Management Studies

Procedures for Project Proposal

1. Executive Summary/ Summary Statement

Project proposal begins with an executive summary covering fundamental nature of the proposed project as well as the general benefits that are expected. It is written in simple and non-technical language. It is general outline of the project which depicts the essence or benefits of the project to the target group and reasons for project implementation. It visualize the concept and nature of the project in clear cut way. In fact it is the main body of the project proposal.

2. Cover Letter

Each project should be accompany by a cover letter. It is the marketing document that explains the things which are put inside the package of project proposal. It provides the prospective of the project. However it should be prepared in attractive and precise way because an evaluator of the project proposal and looks at the cover letter.

3. Technical Approach

This part of the project proposal is concerned with the analysis of technical issue. It high lights the technical problems to be tackled or the project to be undertaken. The general description of the problem are clearly noted so that a knowledgeable reader can understand what the proposal intense to do. The method of resolving critical problems are outlined. In addition to any special client requirement are listed along with proposed ways of meeting them. All tests and inspection procedure to assure performance, quality, reliability and compliance with the specification are noted.

4. Implementation Approach

It contain estimate of the time require, the cost require and material. Each major sub system of the project is listed along with estimates of its total cost. These cost are indicated for the old project and totals are shown for each cost category etc like administrative cost, equipment and machinery cost, overhead cost etc. The require time to complete the project is estimated. Likewise the require resources like men, machinery, materials etc are estimated for each system or project at a whole. The major milestone are indicated and contingency plans are specially noted.

5. Plan for Logistic Support and Administration

It refers to managerial analysis of the project. The proposal includes a description of the ability of the proposal to supply the routine facilities, equipment and skill needed during project implementation period. It explains how the project will be administered including an explanation of how the performance of contractors and sub-contractors will be evaluated. The nature and timing of all progress report and budgetary and audit reports and evaluation ways are covered. A description of the final documentation to be prepare for users, termination procedures are described including disposition of the employees, material, equipment etc. at the end of the project.

6. Past experience

It is the profile of proposing group. All the proposal are strengthened by including the section that described past experience of the proposing group. It contain a list of key project employers together with their title and qualification. For outside clients, a full resume for each principle should be attached to the proposal.

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Project Plan Authority

It is charter view of authority. It is the authority provided by approved project plan. The project plan defines the objectives of project and authority of project manager to handle the activities. The sources of project plan authority are;

Approved project plan
Approved project cost estimates/ budget
Approved project schedule
Project contract

Defacto (Real) Authority

It is competence view of project authority. It is the power granted by subordinates to superiors based on competency, expertise, credibility and interfacing ability of superiors. It means, the sources of defacto authorities are competent expertise, credibility and interfacing ability of superiors. The subordinates respect the judgement of superiors and willingly accept the authority in the project. The sources of Defacto Authorities are:

Technical competence/ knowledge
Negotiation skills with project team members
Conflict resolution skills
Decision making and communication skills
Informal organization

Dejure (Legal) Authority

It is a classical view of project authority. It is legal authority having legal right having legal right to act or to command or to direct the activities of project team members. The sources of dejure authority are as follows:

Organization charter
Organization's policies, rules and regulations
Job description
Delegation
Superior's right to command

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Multi-Lateral Project

The project which is carried on under the agreement between Multi-lateral agency and recipient country is called multi-lateral project. The main source of funding in multi-lateral project is multilateral agency like World Bank, Asian Development Bank, European Union, UN Agency etc. In another word the project which is implemented under the assistant ship of multilateral agency is called multi-lateral project.

Generally multi-lateral agencies provides financial assistant ship in terms of concessional loans to under developed or developing countries under the special terms and condition. The loan must be repaid as interest on principal by recipient country according to previous agreement. Multilateral project are mega projects which are implemented through global bidding system.

Advantages of Multilateral Project

It gets chances of use concessional loan which is very cheap.
It facilitates for the development of infrastructure and social services.
It receives multilateral assistant ship.
It creates the better employment opportunities to the people of recipient country.
It helps to accelerate the economic growth of country.

Disadvantages of Multilateral Project

It promotes the dependency on multilateral loans.
It creates the situation of heavy debt burden to country which may adversely affect the economic condition of country.
It involves the repayment obligation.
Its implementation procedure is complex.
It is also an international project, so there is possibility of pressure to recipient country.
There may arise difficulty to co-ordinate the assistant ship.

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Project Authority

Authority is legal power to command, act or direct the activities of others towards the attainment of organizational goal. It is the right to implement the management decision. It is essential to integrate the contribution of each individual of a group in an organization.

Project authority is legitimate (legal) power that is exercise by project manager to direct or command or influence the activities of project team members and to make decision about the project resources such as men, machine, materials, money, information and technology etc. for the effective implementation of the project. The authority is generally associated with job position. The project authority is delegated form the top level management to project manager. the authority can be increase, decrease or revoked by the top level. Project a manger is the single responsibility center of the project who is fully responsible to manage all the project task for the attainment of defined objectives. S/he cannot discharge the responsibility without clear and sufficient authority so that he should be provided necessary authority to fulfill his responsibility in the project. If project authority is ambiguities and insufficient, the project may be failure. Therefore, project authority is key factor of project management process. The factors such as poor communication, misleading information, poor working relationships etc. could result in failure to establish authority in the project.

Failure of Project Authority

The project authority is created according to their project need.
The authority creates through organizational structure.
Authority determines management information system.
Authority is essential for project team.
Authority helps to manpower management.
Authority may be formal and informal.
Authority determines resources, budgeting and time schedule.

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Pages

Procedures for Project Proposal

Project Plan Authority

Multi-Lateral Project

Project Authority