Proposals

Unit 5 Proposals

5.1．Definition of Proposal

A proposal is a suggestion or request that some particular action be taken. A proposal is a

written offer to solve a technical problem in a particular way, under a specified plan of management, or for a specified compensation. In other words, a proposal is a document designed to persuade a “customer” that the individual or organization presenting it can provide a useful service or product and---in the probable even that competition is involved---can provide it more satisfactorily than any competitor can. Proposals may be quite brief, produced by a single author, but proposals are often a very long report which requires a considerable number of writers assisted by a number of other people who contribute information.

In the above definition, “written offer to solve a technical problem”, “specified plan of management”, and “for a specified compensation” are the main elements of a proposal. Let us take a closer look at each part of the definition.

The written offer to solve a technical problem describes, often in minute detail, the design or plan proposed, sometimes along with some discussion of alternate plans and designs. Strictly speaking, it is this written offer to solve the technical problem that is known as the “technical proposal.”

The specified plan of management mentioned in the definition above is commonly called the “management proposal.” In general, the management proposal explains to the prospective client precisely how the entire project will be managed, tells who (often by name) will manage it, and suggests a time scheme for completion of the phases of the project. One of the important purposes of the management proposal is to assure the customer that the work will be done by competent personnel during every stage, from prototype design study through manufacturing if the proposal is for “hardware,” or from initial exploratory study to final solutions if the proposal is for “software,” (“software,” in this context, refers to a report that provides answers to a basic problem or problems.) Moreover, the management component of the proposal makes certain that the lines of responsibility for quality and reliability---and for efficient communication between customer and supplier—will be firm and clear.

The phrase for a specified compensation refers to what is called the “cost proposal”. This part of the proposal gives a detailed breakdown of costs in terms of labor and materials. Usually the specified compensation is a sum of money, but not necessarily so. A mining firm, for example, might propose to construct a road and some recreational compgrounds on a section of government property in exchange for access and mineral rights in the area.

Often, all three basic elements of a proposal are contained in one set of covers. The entire proposal may be brief enough to be contained in a letter addressed to the intended “customer.” Sometimes, however, each of the three elements is so long that it is bound as sequent document.

5.2．Classification of Proposals

Proposals are infinitely varied. They range in size from a one-page letter or memorandum to multivolume hardbound documents, in subject matter from suggestions on such minor matters as better lighting for the sake of employee morale to suggestions for joint Sino-American exploration in a certain scientific field. There are mainly three types of proposals: informal suggestions, semiformal proposals and formal ones.

5.2.1 Informal Suggestions

A suggestion offers an idea and briefly discusses its advantages and disadvantages. For example, a supervisor may suggest to a department manager that break times be staggered, to avoid line-ups at the mobile refreshment wagon. Generally speaking, most suggestions are internal documents and are written as memorandums.

5.2.2 Semiformal Proposals

A semifinal proposal presents ideas for resolving a problem or improving a situation, evaluates them against certain criteria, and often recommends what action should be taken. For example, a supervisor may propose to management that steps be taken to overcome production bottlenecks in the company’s packing department. He or she might suggest introducing new packaging equipment, discuss various alternatives such as hiring additional staff or embarking on a training program, and then recommend the most suitable approach. A semiformal proposal may be written as a memorandum or letter or even in semiformal report format.

5.2.3 Formal Proposals

A formal proposal describes an organization’s plans for carrying out a large project for a major client, such as the government. It is a substantial, often impressive, document, which describes in considerable detail what will be done, how and when it will be done, why the organization has the capability to do the work, and what it will cost. Such proposals(i.e., research proposals, project proposals, etc.) are often prepared in response to a Request for Proposal(RFP) or Bid Request (BR) and are almost always submitted as bound books similar to a formal report.

Formal proposals are normally lengthy documents that sometimes run to several volumes. Hence, their size prohibits a sample from being included here.

5.3．Format of Proposal

The elements that are essential to every proposal are: (1) statement of need; (2) project

objectives; (3) statement of procedures; (4) statement of strengths, and (5) a method for evaluating the effectiveness of the program. These basics and other components that enhance proposals are briefly discussed here.

5.3.1 Statement of Need

A good starting point for any proposal is establishing a need for funds or restating the proposal-writer’s understanding of the needs as described in the RFP. This need should be specific, not general. A good guideline to follow when establishing the need is to keep the statement narrow and precise. If the proposal-writer does not know the exact needs, he/she may wish to begin by designing and conducting a needs assessment using one or a combination of the following data source: questionnaire or survey, test scores, committee reports, or literature reviews.

5.3.2 Project objectives

Once the proposal-writer’s need for the funding has been established, he/she must outline the objectives of the project, describing exactly what the proposal-writer’s plans to accomplish. Like the needs statement mentioned above, each objective should be specific. The proposal-writer’s list should not exceed five objectives.

Write each objective clearly, which usually means that each objective should be succinct and should have a specific, identifiable subject followed by a transitive verb. Each objective statement should be a complex sentence.

When these few objectives are written, rank them in order of their relative importance. If the proposal-writer’s proposal is complex and he/she finds that he/she needs more than five objectives, consider writing two or three goals. If the proposal-writer does include goals, each goal should be paired with one or more objectives. This gives the proposal organization, a quality that counts in most evaluation schemes.

5.3.3 Statement of procedures

The statement of procedures tells how the proposal-writer will conduct this project. It should be brief and to the point, telling exactly what the proposal-writer and others will do to achieve the objectives. The statement of procedures answers those questions that reporters ask when conducting an investigation: who? What? When? Where? And why?

5.3.4 Statement of Strength

Although this part is absent from any proposals, it is found in most of those proposals that receive funding. A statement of strength is an opportunity for the proposal-writer to tell why he/she or his/her organization should be awarded this money and what qualifications the proposal-writer have that will assure that he/she succeed. If appropriate, examine his/her community, too. See what resources it has that could be used to achieve the proposal’s objectives.

5.3.5 Evaluation

The purpose of the evaluation is to measure the degree to which the proposal-writer’s project accomplishes the objectives stated. For major projects, consider an external evaluation. Having someone outside the proposal-writer’s organization to design and conduct the evaluation gives the evaluation objectivity and credibility.

Once the proposal-writer’s draft is complete, proof it for errors, and then the writer may ask a colleague to read it for clarity. If the proposal-writer thinks there isn’t adequate time for this step, consider holding the proposal for a future RFP. A poorly written proposal can be worse than no proposal.

Below is a series of criteria to be used in judging the need or problem statement. Evaluate each criterion by circling the number to the right of the statement 4 Very apparent 3 Somewhat apparent 2 Not readily apparent

1 Missing NA Not Applicable

(1) Appropriate introduction is provided (2) Logical lead to problem or need statement (3) Problem or need is feasible to address. (4) Statistical data support statement

(5) If a training project, the “target” group has provided support to the need or problem. (6) Assumptions or hypotheses are clearly stated. (7) Need or problem appears to be credible. (8) Statement is clearly written

(9) The statement is presented in a logical order. (10) What is your overall impression of the statement? (11) Strengths:

(12) Comments for improvement

Reflections and Practice（1)

I. Topics for group discussion.

1. What is a proposal? Do you know how many kinds of proposals there are? 2. What are the differences between reports and proposals? 3. What are the main elements of a proposal?

II. Fill in each space with one proper word and translate the sentences into Chinese.

1. A formal proposal for a discussion_____ the addition of a newsgroup to the Usenet hierarchy,

the first step____ a process that ends____ a call for votes.

2. The appendixes of proposals_____ supporting documents, specifications, large drawings and

flowcharts, schemes, equipment lists, etc., all of____ are referenced in the proposal. 3. Obviously it is not enough to point_____ the problem, so the proposal must next offer a

solution. If a clear solution can not be given, then the writer concentrates ____ his proposed method_____ finding a solution.

4. Scientists also rely_____ reference publications known as indexes, abstracts, and digests.

Indexes____ the vast number of scientific books and articles published each year. Abstracts

and digests contain a ____ of such material. Indexes, abstracts and digests are available ___ printed form---either through mailings to subscribers or through library ____ departments---and in computer databases. Translation Skills（5)：Passive voice

The wide use of the passive is considered to be one of the outstanding features of the English language, especially in its scientific documents. And the following is a typical example: in a short section of 14 predicate verbs, the passive accounts for 13.

As oil is found deep in the ground, its presence can not be determined by a study of the surface. Consequently, a geological survey of the underground rock structure must be carried out. If it is thought that the rocks in a certain area contain oil, a “drilling rig” is assembled. The most obvious part of a drilling rig is called “a derrick”. It is used to lift section of pipe, which are lowered into the hole made by the drill. As the hole is being drilled, a steel pipe is pushed down to prevent the sides from falling in. If oil is struck a cover is firmly fixed to the top of the pipe and the oil is allowed to escape through a series of valves. Generally speaking, the passive voice is preferable on the following occasions:

(1) When the person doing the action is unknown or can not be readily stated, e.g.: We are kept strong and well by clean air 洁净的空气使我们身体健康

(2) When the person doing the action is known but need not be mentioned, e.g.: Visitors are requested not to touch the exhibits. 观众请勿抚摸展览品

(3) When the person doing the action is emphasized for some special purpose, e.g.: The three machines can be controlled by a single operator 这三台机器可以由一人单独操作

(4) When it is used as a stylistic device or for the sake of politeness, e.g.:

Details of other techniques used to preserve corroded artifacts can be obtained from numerous books and articles.

通过阅读大量的书籍和论文，便能获得有关保存受腐蚀器件的其他技术细节

In Chinese the passive voice is less commonly used in comparison with that in English on account of the flexible syntax of the Chinese language. Therefore, in E-C translation, we should

avoid sticking to the original patterns. Instead, we should often try to convert the passive voice into various “active” patterns.

The following are usual methods of translating English sentences in the passive voice. 1. Passive Voice Converted into Active Voice 1). The Original Subject Remains Unchanged

(1). Every moment of every day, energy is being transformed from one form into another. 每时每刻，能量都在有一种形式变为另一种形式。

(2). The sense of inferiority that he acquired in his youth has never been totally eradicated. 他在青少年时期留下的自卑感永远也消除不掉

2). The Original Subject is converted into the object, an object of a prepositional or adverbial converted into the subject.

(1). Communications satellites are used for international living transmission throughout the world.

全世界都将通信卫星用于国际间的实况转播

(2). A new way of displaying time has been given by electronics. 电子技术提供了一种新的显示时间的方法

3）Adding a proper subject to make the Chinese version smooth (1). To explore the moon’s surface, rockets were launched again and again. 为了探测月球表面，人们一次又一次地发射火箭

(2). Salt is known to have a very strong corroding effect on metals. 大家知道，盐对金属有很强的腐蚀作用 4) Changing the passive into a predicative structure (1). The picture was painted by professor Smith. 这幅画是史密斯教授画的。

(2). Iron is extracted from the ore by melting in the blast furnace. 铁是通过高炉冶炼从矿石中提取的。

2. Passive voice converted into subject-omitted sentences (1). Attention has been paid to the new measures to prevent corrosion. 已经注意到采取防腐的新措施了

(2). Best surface finish is provided by machining methods, especially by grinding.

用机械加工方法，特别是磨削方法，可以获得最佳表面光洁度 3. Passive voice remaining passive in Chinese

Sometimes, English passive voice may be translated into Chinese “passive.” And the following are the usual patterns.

(1). If the scheme is approved, work on the project will start immediately 如果方案被批准，这项工程将立即动工 (2). He was set upon by two masked men. 他遭到两个蒙面男子的袭击

4．Passive voice replaced by other structures.

In many cases, however, passive voice in English can not be rendered into good Chinese by means of the patterns mentioned above. Therefore, it is up to the translator to adjust or remold the whole structure, so as to bring out a proper and readable Chinese version. For example: (1). The village is populated by about 13,000 famers. 这个村子里住着大约13，000农民

(2). He was told that two of them seemed unlikely to make the grade. 他已得知他们中有两个人好像不能及格 1. Chinese Sentences with Passive Labels

In translating such sentences, we may copy the English passive structure. (1). 他深受大家的尊敬，被选为执委会

He is respected by all and was elected Chairman of the executive committee (2). 该计划将由一个特别委员会加以审查 The plan will be examined by a special committee. 2. Chinese Sentences without Passive Labels

Sentences of this category seem to be active in struture, but actually passive in meaning

(1). 知识产权的问题就是在这样的基础上提出来的

On such a basis has the question of intellectual property has been raised。 (2). 协议的细节问题正在研究之中

The details of the agreement are now being studied. 3. Some Chinese Expressions in Common Use

(1). 众所周知，火药是中国古代的四大文明之一

It is well-known that gunpowder is one of the four inventions of the ancient Chinese people (2). 必须指出，有些问题还需要澄清

It must be pointed out that some questions have yet to be clarified.