SayPro Internal Information Collection Form

Internal Information Collection Form
A template for gathering internal data (e.g., budget breakdown, resources) required for creating the proposal

1. General Project Information

Field	Details
Project Name	[Insert Project Name]
Project Reference Code	[Insert Reference Code]
Proposal Type	☐ New Proposal ☐ Renewal ☐ Extension ☐ Other: [Specify]
Proposal Submission Deadline	[Insert Date]
Client/Organization Name	[Insert Client Name]
Client Contact Person	[Name, Email, Phone]
SayPro Project Lead	[Project Manager Name]
SayPro Department Handling Proposal	[Specify Department]
Proposal Drafting Team	[List Team Members]

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2. Project Scope & Objectives

Field	Details
Project Goals	[List main objectives of the project]
Project Deliverables	[Specify key outputs expected from the project]
Scope of Work	☐ Service Delivery ☐ Consulting ☐ Training ☐ Other: [Specify]
Project Duration	Start Date: [Insert Date] End Date: [Insert Date]
Key Milestones	[Define major project phases and deadlines]

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3. Budget & Cost Breakdown

Cost Category	Estimated Amount (ZAR/USD)	Notes
Labor Costs	[Insert Amount]	[Specify team members]
Materials & Equipment	[Insert Amount]	[List required materials]
Operational Costs	[Insert Amount]	[Rent, utilities, transport, etc.]
Technology & Software	[Insert Amount]	[Licensing, subscriptions, etc.]
Subcontractors/Vendors	[Insert Amount]	[Details of external providers]
Contingency Reserve	[Insert Amount]	[For unexpected expenses]
Total Estimated Budget	[Total Amount]

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4. Resources & Team Requirements

Resource Type	Details
Internal Team Members	[List names, roles, and responsibilities]
External Consultants/Vendors	[List names and services they will provide]
Technology Requirements	[Specify software, hardware, or systems needed]
Physical Resources	[Specify office space, machinery, or tools]

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5. Compliance & Legal Considerations

Requirement	Status (Yes/No/Not Applicable)	Notes
Regulatory Compliance Required?	[Yes/No]	[Specify regulations]
Licenses/Certifications Needed?	[Yes/No]	[List necessary permits]
Confidentiality Agreement Required?	[Yes/No]	[Include NDA details]
Intellectual Property Considerations?	[Yes/No]	[Define ownership terms]
Risk Assessment Conducted?	[Yes/No]	[List identified risks]

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6. Timeline & Key Deadlines

Milestone	Deadline	Responsible Team/Person
Proposal Draft Completion	[Insert Date]	[Team Member Name]
Internal Review & Approval	[Insert Date]	[Approving Authority]
Budget Finalization	[Insert Date]	[Finance Team]
Proposal Submission to Client	[Insert Date]	[Project Lead]

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7. Additional Notes & Supporting Documents

Field	Details
Client Requirements/Specifications	[Attach any RFP or TOR received from the client]
Past Project References	[List similar completed projects for reference]
Supporting Documents	☐ Budget Report ☐ Legal Documents ☐ Technical Reports ☐ Other: [Specify]

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Prepared by:

Name: [Your Name]
Designation: [Your Position]
Department: [Your Department]
Date: [Insert Date]

Approved by:

Name: [Approving Authority]
Designation: [Position]
Date: [Insert Date]