Objective
To create and implement standardized, professional, and user-friendly templates for new types of proposals required by SayPro in response to evolving donor, client, and partner requirements—ensuring consistency, compliance, and operational efficiency in the tendering process.
Scope of Work
- Needs Assessment
- Consult internal departments (e.g., Business Development, Programmes, Partnerships) to identify new types of proposals SayPro will be responding to in the upcoming year.
- Review recent tender notices, donor guidelines, and strategic directions to determine required formats (e.g., digital submissions, online portals, or hybrid proposals).
- Identify missing templates or format types not currently covered (e.g., unsolicited proposals, rapid response funding, concept notes, consortium proposals).
- Template Design and Structure
- For each identified new proposal format, define the structural requirements, such as:
- Cover page and organizational profile
- Problem statement and needs assessment
- Objectives and outcomes
- Methodology or technical approach
- Implementation timeline or Gantt chart
- Monitoring and Evaluation (M&E) plan
- Risk management plan
- Team composition and key personnel
- Budget and financial justification
- Annexes and compliance documentation
- Design templates with editable placeholders, standardized headers/footers, and embedded guidelines to assist users.
- For each identified new proposal format, define the structural requirements, such as:
- Branding and Compliance Integration
- Ensure all templates adhere to SayPro branding standards (fonts, colors, logos, spacing, and file naming conventions).
- Embed compliance checklists where necessary (e.g., donor eligibility, ethical declarations, and local procurement policies).
- Add versioning and document control metadata for tracking usage and updates.
- Pilot and Internal Testing
- Share draft templates with a small group of internal users and proposal writers.
- Conduct usability testing to assess clarity, structure, and user experience.
- Collect feedback and revise templates accordingly.
- Template Management System
- Store finalized templates in a structured, access-controlled digital repository (e.g., SharePoint, Google Drive, or internal DMS).
- Categorize templates by type (e.g., Concept Note, Budget-Only Submission, UN Tender, NGO Partnerships).
- Implement version control and access logs for traceability.
- Documentation and Support
- Develop short user manuals or “How-To” guides for each template.
- Provide examples of completed templates as references.
- Offer drop-in sessions or virtual training for frequent proposal contributors.
- Ongoing Management and Feedback Loop
- Establish a quarterly review process to assess usage and relevance.
- Gather feedback from proposal teams after each submission using a SayPro template.
- Maintain an update log to ensure all templates evolve in line with organizational and donor standards.
Timeline for Completion
- Initiation & Needs Assessment: January 2nd – 7th
- Design & Drafting: January 8th – 17th
- Internal Testing & Feedback: January 18th – 23rd
- Finalization & Upload: January 24th – 28th
- Training & Dissemination: January 29th – 31st
Deliverables
- A set of newly developed proposal templates (Word, Excel, PDF as needed)
- Template user guides/manuals
- Archived change log and feedback summary
- Folder structure and access path in the digital repository
- Training materials or recorded walk-throughs
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