The 2 main types of internal IT project proposal for replacing business systems, such as a CRM system are:
• outline proposal for system selection and system replacement in principle – to obtain approval for limited funds to undertake the system selection process
• detailed proposal to implement a replacement system – carried out at the end of the system selection process – to obtain approval for much larger funds to purchase software, hardware, consultancy, training and implement the chosen system
If your organisation has a defined internal project approval process or framework, you will have to closely follow it if you wish to obtain project approval. If there is no defined process, you will have greater choice as to what and how to include in a proposal. But this probably makes it harder, so consider the following points when preparing your IT project proposal:
Ensure you fully understand the business and end user needs for the project. If you have yet to prepare more than a ‘back of the envelope’ spec of requirements, these RFI/RFP Templates can help you to quickly and easily prepare your requirements specification, RFI and RFP. Make sure the business and user needs (requirements) are crystal-clear in the proposal.
Understand what the other key project drivers are eg cost containment, time scale, project quality. Once known, make sure you give this adequate emphasis within the proposal.
Next, consider the proposal recipients ie the executive management / board, what they are looking for, the information they require and what is important to them and the organisation. Then provide the information they require eg if they want details give them, if not don’t. If you are unsure what they want – find out, before preparing the proposal. Picture them going through your proposal with a checklist – does your proposal tick all the boxes?