Pembuatan Proposal Proyek

The Seven Deadly Sins of

Proposal Writing
• Failure to focus on the client's business problems and
payoffs—the content sounds generic.
• No persuasive structure—the proposal is an "information
dump."
• No clear differentiation of this vendor compared to
others.
• Failure to offer a compelling value proposition.
• Key points are buried—no impact, no highlighting.
• Difficult to read because they're full of jargon, too long, or
too technical.
• Credibility killers—misspellings, grammar and
punctuation errors, use of the wrong client's name,
inconsistent formats, and similar mistakes
 So before we define what a
proposal is, let's make sure we
know what it's not:
• It's not a price quote. If all you tell the decision maker is the amount he or
she has to pay, you've reduced what you're selling down to the level of a
commodity. You've said, in effect, "All products or services of this type are
basically the same. We have nothing unique to offer. Choose based on
cost." Unless you are always the lowest-priced vendor, that's not a strong
position to take.
• It's not a bill of materials, project plan, or scope of work. In technical
and engineering environments, people sometimes take the attitude that if
they just explain all the details of the proposed solution very clearly and
accurately, the customer will buy. Actually, giving customers a detailed bill of
materials or project plan may have exactly the opposite effect. You've just
given them a shopping list so detailed they may decide to do the job without
your help. Ouch!
• It's not the company history, either. Oddly enough, a sizable number of
the proposals we see start out that way. Why? From reading dozens and
dozens of these things, I can assure you most company histories are not
very interesting.
• Here's the bottom line: What is a proposal? It's a sales document.
 The Value of Your Proposals to
Your Clients
• Compare vendors, offers, or prices so he
or she can make an informed decision
• Clarify complex information
• Make the buying process more "objective"
• Slow down the sales process
• Solicit creative ideas, become educated,
or get free consulting
 The Value of Your Proposals to You
• The obvious: helping you sell. The proposal's most important job is to help you sell something. (In
the nonprofit realm, it should help you obtain funding in support of your mission and objectives.) To go
a little further, though, a high-quality, carefully constructed proposal can help you:
– Sell on value instead of price: Use your proposal to move the decision maker's focus away from price and
toward such measures of value as lower total cost of ownership, higher reliability, direct customer support,
documented technical superiority, or some other message that separates you from your competitors.
– Compete successfully without having personal contact with every member of the decision team: You may
never have the opportunity to meet every member of the team in person. A good proposal can speak to each
member of the team, helping make your case.
– Demonstrate your competence and professionalism: It's probably not fair and it's definitely not logical, but
almost everybody does it: We judge a vendor's ability to deliver goods or services from the quality of the proposal
they submit. Our conscious, rational mind tells us that spelling and grammar have nothing to do with the ability to
provide help desk support for our PC users, yet we find those misspellings and grammar mistakes raising doubt
and uncertainty in our mind.
– Offer a bundled solution: The customer may ask you for a proposal for basic bookkeeping services. In your
proposal, though, you can add a brief description of your ability to provide tax preparation, too, as part of a total
solution. That will increase the size of the deal, it may differentiate you from other bookkeepers who submit a
proposal, or it may just make the customer aware that you also do taxes. All of these are good things.
– Sell the "smarter" buyer: Smart buyers want to gain as much as possible while spending as little as possible. If
you don't show them what they gain by choosing your recommendations, they will inevitably focus on the other half
of the equation: spending very little.
– Sell a complex, technical product to nontechnical buyers: Speaking the buyer's language is an important part
of winning his or her trust. A flexible proposal process can help you communicate effectively even if the customer
lacks in-depth knowledge of what you're offering.

• The proposal as a marketing tool. Think about your company's image. What do your clients think of
you? What do prospects who have never worked with you assume about you?
• Influencing clients. Good account management requires you to think about the future of your business
relationships, not merely the immediate opportunity. Reacting to a customer's problems or needs when
the customer brings them up is all right, but it's not nearly as effective as working with the customer
collaboratively to develop a business direction.
 Skenario Perolehan Proyek
PL:
• “Penunjukan Langsung” oleh Client
(pemberi kerja).
• Melalui Tender.
 Penunjukan Langsung (di
Indonesia), biasa dgn Cara:
• Konsultan (tim pengembang) melakukan
survei di perusahaan Client (wawancara,
mengumpulkan dokumen, observasi
sistem dan prosedur kerja).
• Konsultan menyusun proposal (bisa
dengan berkonsultasi dengan Client).
• Negosiasi antara Konsultan dan Client.
• Penanda-tanganan dokumen kontrak oleh
Konsultan dan Client.
 Proposal pada Penunjukan
Langsung:
• Singkat tapi jelas (minimal).
• Kisi-kisi materi disusun atas kesepakatan
Client – Konsultan.
• Bisa hanya terdiri dari satu dokumen, isi
utama: spesifikasi teknis sistem / PL yang
akan dibangun, rencana kerja, anggaran
yang diusulkan (atau hanya nilai total
proyek yang diminta).
 Mekanisme Melalui Tender
Proyek:
• Client menyusun TOR (KAK).
• Pengumuman lelang / tender proyek melalui
media publikasi atau pengiriman undangan
tender kpd Konsultan2 yang dipilih.
• Pendaftaran peserta tender (= Konsultan).
• Pemasukan proposal tender oleh peserta.
• Penilaian dan seleksi proposal pemenang.
• Pengumuman pemenang.
• Penanda-tanganan dok kontrak dan penerbitan
SPK (Surat Perintah Kerja) oleh Client.
 Dilema Konsultan:

Setelah membaca TOR/KAK:

To BID or NOT bid (ikut
tender / tidak)?
Isu Utama to BID or NOT bid:
• Biaya yang dikeluarkan untuk penyusunan
proposal (untuk gaji tim penyusun, survei
awal, peralatan): ~ 10% dari nilai proyek.
• Waktu penyusunan proposal: dapat
dipenuhi?
• Mampu melaksanakan TOR atau tidak?
(Pertimbangan: keahlian personil yang
ada, peralatan yang dimiliki Konsultan,
waktu yang ditetapkan pada TOR.)
 Proposal t.d.:
• Proposal Administrasi: Profil Perusahaan
(struktur organisasi, manajemen, “kondisi
keuangan”), pengalaman (proyek2 yg sdh
dikerjakan).
• Proposal Teknis
• Proposal Biaya
 Pedoman Umum Penyusunan
Proposal Teknis:
• Penampilan menarik (perhatikan: cover,
struktur isi buku, font, gambar berwarna).
• Jelas (disertai dg visualisasi – gambar,
tabel, grafik).
• Isi meyakinkan: konsisten, “menjawab”
semua butir-butir TOR dg baik.
• Keahlian tim pelaksana proyek
dipresentasikan dengan meyakinkan
(perhatikan: pendidikan, pengalaman).
 Isi Proposal Teknis (yg
utama):
• Bab 1: Pendahuluan (biasanya isi TOR).
• Bab 2: Tanggapan thd TOR
• Bab 3: Bahasan sistem (PL) yg diusulkan
(dpt > 1 bab, jika perlu).
• Bab 4: Metodologi Pelaksanaan
Pekerjaan.
• Bab 5: Kesimpulan.
• Lampiran: CV para tenaga ahli.
 Sample Proposal Outline
When a format is not provided.
• Executive Summary: a short statement of your case and
summary of the entire proposal; typically 1 to 2 pages.
• Statement of Need: why this project is necessary; 1 to 3
pages
• Project Description: nuts and bolts of how the project will
be implemented; 2 to 5 pages
• Bid Amount/Budget: financial description of the project
plus explanatory notes; 1 to 2 pages
• Organization Information: history and structure of the
company; its primary activities, clientele, and services; 1 to
2 pages
• Conclusion: summary of the proposal's main points; one-
page.
 The Executive Summary
The first page of the proposal is the most
important
section of the entire document. Here you
will provide the reader with a snapshot of what
is to follow. It summarizes all of the key
information and is a sales document designed
to convince the reader that this proposal
should be considered. Be certain to include:
Problem: A brief statement of the problem or
need your company has recognized and is
prepared to address (one or two paragraphs);
Solution: A short description of the project,
including what will take place and the benefits,
how it will operate, how long it will take, and
how it will be staffed (one or two paragraphs);
The organization and its expertise: a brief
statement of the name, history, purpose, and
activities of your company, emphasizing its
capacity to carry out this proposal (one
paragraph).
The Statement of Need
• Write your proposal like a sales
documents.
• The statement of need will enable
the evaluator to learn more about
the issues and to understand the
problem that the project will
remedy.
• It presents the facts and evidence
that support the need for the
project and establishes that your
company understands the
problems and therefore can
reasonably address them.
• You want the need section to be
logical, yet persuasive. Like a good
debater, you must assemble all the
arguments. Then present them in a
 The Statement of Need
• Demonstrate complete
understanding of the stated
requirement or problem.
• Be specific and direct, being vague
only demonstrates that you do not
understand the requirements and
will create questions in the mind of
the evaluator.
• Be sure the data you present are
accurate. There is nothing more
embarrassing than to find out your
information is out of date or
incorrect.
• Decide which facts or statistics best
support the project and substantiate
your promises with facts and details.
• Information that does not relate to
the project you are presenting will
cause the reader to question the
entire proposal.
 The Project Description
Objectives are the
measurable outcomes
of the project.
This section of your
proposal should have
four subsections:
• Objectives,
• Methods,
• Staffing/administration,
and
• Evaluation.
Together, objectives and
methods will dictate your
staffing and
administrative
requirements.
The Project Description
Methods
• This means that you demonstrate
your ability to solve or meet the
challenge.
• The methods section describes the
specific activities that will take place
to achieve the objectives. It might be
helpful to divide your discussion of
methods into the following:
what, how, when, and why.
• Your proposal should clearly
communicate your ability to
successfully perform the contract.
• Documentation of successful
fulfillment of other contracts will help
prove your point.
The Project Description
• How: This is the detailed
description of what will occur
from the time the project
begins until it is completed.
Your methods should match
the previously stated
objectives.
• When: The methods section
should present the order and
timing for the tasks. It might
make sense to provide a
timetable so that the reader
does not have to map out the
sequencing on their own.
• The timetable tells the reader
"when" and provides another
The Project Description
• Why: You may need to defend
your chosen methods,
especially if they are a new
approach. Why will the planned
work lead to the outcomes you
anticipate?
• You can answer this question in
a number of ways, including
using the valuation of an expert
and examples of another
projects that worked.
• The methods section helps the
reader to visualize the
implementation of the project. It
should convince the reader that
your company knows what it is
doing, thereby again
establishing credibility.
 The Project Description
Staffing/Administration
• In describing the methods, you
will have mentioned staffing for
the project. You now need to
devote a few sentences to
discussing the number of staff,
their qualifications, and specific
assignments.
• Details about individual staff
members involved in the project
can be included either as part of
this section or in the appendix,
depending on the length and
importance of this information
• How will you free up the time of
an already fully deployed
individual?
 Pricing the project
• As you prepare to assemble the
pricing, go back through the
proposal narrative and make a list
of all personnel and contractors
related to the operation of the
project.
• Be sure that you list not only new
costs to complete the project but
also any ongoing expenses for
items that will be allocated to the
project.
• Verify or get the relevant costs from
the person in your agency who is
responsible for keeping the books.
• You may need to estimate the
proportions of your company’s
ongoing expenses that should be
charged to the project and any new
Keeping records
• Your list of pricing items and the
calculations you have done to arrive
at a dollar figure for each item
should be summarized on
worksheets.
• You should keep these to remind
yourself how the numbers were
developed.
• These worksheets can be useful as
you continue to develop the proposal
and discuss it with the evaluator;
they are also a valuable tool for
monitoring the project once it is
under way and for reporting after
completion.
• Some proposals require you to
provide adequate management and
 Developing Your Conclusion
• Every proposal should
have a concluding
paragraph or two. This is a
good place to call
attention to the future,
after the project is
completed.
• If appropriate, you should
outline some of the follow-
up activities that might be
undertaken.
• This section is also the
place to make a final
appeal for your company’s
consideration.
 Finishing touches
Packaging
• Cover design
• Cover letter
• Spell check
• Gather appendix
materials
• Prepare table of
contents, section
dividers, etc.
Production
• Where and by whom
will the document be
produced?
A checklist for government proposal writing

 Thoroughly reviewed the RFP

 Prepared any questions concerning the
RFP and submitted to the contracting
officer
 Obtained and reviewed background
documentation for the project
 Evaluated your company’s strengths and
weaknesses
 Evaluated your company’s competition
 Developed a strategy to differentiate your
company
 Prepared document in the appropriate
format
 Included commitment letters from
potential employees, suppliers and
funding sources
 If appropriate, past performance
references
 Purchased a sufficient number of
packaging materials? Binder rings, tabs,
Proposal delivery
• Deliver on time.
• Label the original
documents and required
number of copies.
• Seal the original and
copies in a package and
label appropriately.
• If mailing, don’t forget to
check delivery
schedules.
• If hand carrying, provide
a signature receipt for
the delivery person.
 Sistem Usulan (isi: ringkasan
hasil analisis / (sedikit)
perancangan sistem) – Proyek
SI:
• Sistem kini (prosedur bisnis).
• Prosedur bisnis usulan (dan usulan perubahan
organisasi, jika perlu).
• Deskripsi Umum + arsitektur sistem usulan
(termasuk modul-modul).
• Diag Use case + skenario.
• Rancangan antar-muka pengguna.
• Analisis/perancangan basisdata (ER).
 Metodologi Pelaksanaan
Pekerjaan:
• Penjelasan umum tentang bagaiman
sistem akan dibangun (langkah2 RPL).
• WBS + work package.
• Diagram PERT / CPM.
• Jadwal Proyek (gant-chart) (termasuk
survei, demo, penyusunan laporan).
• Penjadwalan Personil
• Penjadwalan Penggunaan Alat
• Deskripsi isi laporan2.
Pedoman Penyusunan Proposal
Biaya:
• Terapkan asas kehati-hatian yang tinggi
(jangan sampai salah estimasi lalu
Konsultan rugi).
• Tidak “over-priced” (supaya berpeluang
menang).
• Konsisten dengan isi Proposal Teknis
(perhatikan isinya yang akan menjadi
“komponen biaya”).
 Isi Proposal Biaya:
• Ringkasan biaya gaji personil, alat,
komunikasi, survei/perjalanan,
dokumen/penggandaan materi, pelatihan,
instalasi dan TOTAL.
• Rincian biaya untuk setiap pos
pengeluaran di atas.
 Tugas Kelompok:
• Penyusunan Proposal Teknik • Judul Proposal (Kelas B):
dan Biaya untuk menjawab TOR – Nico,cs: 1 (Library)
yang sudah disusun – Meihta,cs: 1 (Library)
Dikumpulkan 2 minggu lagi. – Jeffry,cs: 5 (Cafetaria)
• Judul Proposal (Kelas A): – Ridwan,cs: 4 (USM Online)
– Dacu,cs : 3 (Parking) – Mudjiono,cs: 2 (e-Learning)
– Jim,cs:1 (Library) – Stevanus,cs: 3 (Parking Lot)
– Chandra,cs: 5 (Cafetaria)
– Rencana,cs: 2 (e-Learning)
– Alfredo,cs: 4 (USM Online)
– Budi,cs: 1 (Library)
– Willy,cs: 5 (Cafetaria)
 Isi Proposal (tugas MPPL)
• Cover
• Table of Content
• Cover letter (ditujukan ke elisati h)
• Executive Summary
• Pendahuluan
– Our Understanding (Statement of Need): pemahaman konsultan ttng
permasalahan yang di-ceritakan di TOR
• Tanggapan (proposed solution)
– Bahasan sistem…(detil)
• Metodologi Pelaksanaan (Implementasi+Project Management)
– Tahapan pengerjaan
– Scheduling
– WBS
• Biaya
– Estimasi biaya proyek (personil: mandays)
• Kesimpulan
• CV semua anggota dengan posisi: PM, …(Programmer, Analyst&Desainer,
Network Engineer, QA, dst…)
 Library
• Sistem perpustakaan yang berlaku di
ITHB
E-Learning
Parking Lot
USM Online
Cafetaria
Sekian…..