Category: System Proposal

Wring System Proposal

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System proposal is serves as a summary of the system analyst’s work in the business.  System proposal is presented to the business owner to improve their business and become profitable.

The following are some sections of system proposal:

1. Cover Letter

It contains the list of the people who did the study and summarize the objectives of the study.  It also includes the schedule of the prearranged time and place for the oral presentation of the system proposal.

2. Title Page of project

It provides the title page, the name of the project, the names of the systems analysis team members, and the date the proposal is submitted.

3. Table of contents

Writing table of contents can be useful to readers of long proposal. It can be omitted if the proposal is very short.

4. Executive summary

It contains 250 to 375 words that provides the who, what, when, where, why and how of the proposal.  The readers should have accurate articulate the information on your executive summary.  It should contains the overall picture of what is being proposed.

5.  Outline of system study with documentation

It provides all the information about all of the methods used in the study, and who or what was studied.  Also, it contains the information sources used to research the system such as the lists of people interviewed and observed as well as the forms analyzed as evidence that a thorough and comprehensive study was completed.

6.  Detailed results of systems study

It presents problems with the current system including the kinds and rates of errors, current and projected work volume and how work is being handled by the current system.

7.   System alternatives (3 or 4 possible solutions)

In this section, the analyst will provide three (3) to four (4) alternatives solutions that directly address the aforementioned problems.  Each alternatives should explored separately and describe the cost and benefits of each situations.  You can insert graphs to compare costs and benefits for each alternative. In addition, each alternative must clearly indicate what management must do to implement it.

 

system proposal
8.   System’s analyst recommendation

After providing alternatives, then the system analyst will make recommendation which is most workable and it contains the recommended solution.

9.  Summary

It is a brief statement that mirrors the content of the executive summary.  Also, it gives the objectives of the study and the recommended solution.

10.  Appendices

It is the last part of the system proposal and it contains pertinent correspondence, a summary of phases completed in the study, detailed graphs for analyses purposes or even previously done system studies.

IT Proposal Sample

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Information Technology (IT) is the application of computers and telecommunication equipment to process data such as storing data, retrieving data, transmitting data and manipulating data.
IT proposal is suggesting the use of software or a system to eliminate the traditional way of processing data. It should attract your client and convince them that it is more beneficial to change the old system to new computerized system.  The advantage of computerized system is the fast processing of data and offers a large capacity of storage for storing information.

Below is an example of Brief IT Proposal

IT Proposal presented by: ABC Software Firm

Date of Submission : August 10, 2001

Name of Software Offer:  ABC Computerized Inventory System

Benefits of the Software:

  • Computerized Inventory System will provide accurate data
  • It has the ability to access data in a faster and efficient manner
  • It handles data in accurate and timely manner since deliveries
  • Eliminates paper works and manual processes
  • Reduced overtime cost
  • Faster streamlining purchasing and inventory control
  • Reduced clerical errors

Cost of the Software: Fifty Three Thousand Pesos (Php 53,000)

Advantages offer over competitors

  • Warranty for 1 year
  • Provides training until the user learned all function and use  of the system
  • Provides user manual and trouble shooting
  • Assign one (1) programmer to modified some of your request
  • Parallel runs for six (6) months

Clients use our system

  • Procter and Gambles Company
  • Jack and Jill Corporation
  • Leona’s Enterprises
  • Christian Bookstore
  • Mega Link Corporation
  • Zobel Corporation

Areas of Specialization

  • Accounting System
  • Payroll System
  • Inventory System

 

Sample Methodology

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The GTS will be conducted by the proponent with selected Civil Engineering students under College of Engineering and Architecture of BPSU.  Selected students will be selected based on their interest to adopt the knowledge and interest in the said GTS.

The GTS involves orientations of the tracer study, reproduction of materials to be needed, distribution and retrieval  of GTS questionnaires, encoding of the data gathered, analyzing the data then making conclusions and recommendations based on the output of the GTS.

Important data regarding this study of BSCE graduates were gathered through a standard questionnaires provided by CHED.  Reference data with regards to the whereabouts of the graduates were requested to university registrar of the BPSU.

Respondents for this tracer study are only graduates of Bachelor of Science in Civil Engineering from 2002-2008 wherein sample respondents were determined using the Solvin’s formula:

n = N / (1 + Ne2)
Where
n = Number of samples
N = Total number of population
e = Error tolerance of 7%

In order for the leader to get samples equal to 103/205, based on slovin’s formula, a group of 14 enumerators  were oriented and trained.  Enumerators were given assigned graduated depending on their preference.

Depending on the availability of respondents, enumerator’s where able to gather the target numbers of respondents in which data gathered were subjected to final analysis.

Simple statistical analysis and correlations were made to data which will give bearing to the study and at the same tome answered the objectives of this GTS.

Source: BPSU

Sample Proposal Cover Letter

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There is no reason why some writers never write a proposal cover letter.  Writing a proposal cover letter is good business etiquette.  The purpose of a proposal cover letter is to introduce your proposal not to summarize it.  It can be a personal note between you and your contact person within the organization or company.  Usually a cover letter and a proposal has two different audiences.

Below is a sample proposal cover letter:

Dear Ms. Boniquit:

I really enjoyed talking with you about your proposal project.

Attached is a Computerized Inventory System (CIS) proposal that describes the advantages and benefits of the system.  I believe that CIS is best suited to your company like yours.  Using CIS provides several benefits over the traditional system such as inventory tracking, cost cutting, save time and effort, inventory balance, and warehouse organization,

I look forward working with you on this valuable project.  I will contact you in a couple of days to answer any questions you may have.  For a while, please don’t hesitate to contact me if I can be of further assistance.  I can be reached at telephone number (037) 451-2485.

I hope we can continue working together into the future.

Yours truly,
Khael Ramos

Proposal Writing Process

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As a computer science graduate, I also required to do a thesis as requirement in our school.  Our thesis topic should be related to our course as well as the problem should be computer related.  Our instructor let us chose a company and know their current situation including their problems in their old system so that we, students can propose a system that will surely benefit their company without any problem with their users.

I chose Diversified Incorporated, a plastic company; their problem is about their inventory because they don’t monitor the supplies of their company.  They don’t know how many stocks for each item as well as their location in their warehouse. They want to know the critical items so that the purchasing department will order it immediately.

I proposed a CIS, Computerized Inventory System, which will solve their current problems.  CIS will provide real time assessment of inventory.  If an item is used or disposed, the inventory level for that item is automatically changed and when that item inventory level reaches the minimum level, the system will automatically create a purchase order that can electronically sent to the supplies. If the item reaches the minimum level of inventory and at the end of the day, it will compile a list of items then it will generate a purchase order to the supplier.  When the item is arrived from the supplier, the inventory level will be updated accordingly.

After the problem had been identified, a written proposal can be submitted to the company.  In my case, I proposed them to have a Computerized Inventory System so that they will monitor their inventory. The company accepted my proposal and they told me to study my proposal.

Sample Executive Summary

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Executive summary provides enough information for the reader to be acquainted with the full document without reading it. It usually contains background information, statement of the problem and a recommendation.

Title Proposal: Computerized Library System

For the past 10 years, Western University has been using a manual processing of library system. Due to increase students of the university, librarian has the hard time to provide accurate information for the students and instructors. The Librarian is not able to organize and maintain the library transaction such as recording of library holdings, acquisitions and purchases, and reader registrations.

With the said problem, the groups decided to propose a computerize library system that will lessen and eliminate the problem and work load of the librarian. The computerize system starts from storing the information of each books, students, and instructors into database file. It will automate the library transaction such as displaying book’s information and student’s information. Menu screens will allow the users to select options to update books and students information. Reports will be periodically produced and a variety of inquiry screens made available.

Computers had been a very powerful tool for progress, a reason that made every sectors of the society adapts the principle of computerization. As time goes by, the population of the student will continue to increase. The librarian will not be able to update the book files as well as student files. This will result in an increased of redundant and inaccurate information.

The group recommends computerizing the library system to eliminate the data redundancy errors and inconsistency of data. It is also recommended that at least two persons should be trained for the system.

Systems Proposal

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Systems Proposal is serves as a summary of the system’s analyst work in the business so it is essential that great care is given to writing and presenting it.

Ten Main Section of your System Proposal

1. Cover Letter

List of people who did the study and summarize the objectives of the study are provided in your cover letter. Also, prearranged time and place for oral presentation of the system proposal can be included. Keep your cover letter concise (one page maximum) and friendly.

2. Title Page of project

Include the name of the project, the names of the systems analysis team members, and the date the proposal is submitted.

3. Table of Contents

If the proposal is very short (less than ten pages), you can omit the table of contents since it is unnecessary on such a short document. The purpose of your table of contents is to indicate the contents of your proposal.

4. Executive Summary (including recommendations)

Usually, the executive summary is 250 to 375 words and can answer the questions such as who, what, when, where, why and how of the proposal. It should also include recommendation of the system analysts since some people will only have time to read the summary.

5. Outline of system study with appropriate documentation

Provides information about all the methods used in the study, and who or what was studied.

6. Detailed results of systems study

The details what the system analyst has found out about the system through all of the methods described are included in this section. It also presents problems with the system

7. Systems alternatives (3 or 4 possible solutions)

The analyst will present two or three alternative solutions that directly address the aforementioned problems. Each alternative should be explored separately. Describe the costs and benefits of each situation.

8. System’s analysts’ recommendations

After the systems analysis team has weighed the alternatives, it will have a definite professional opinion about which solution is most workable and best to solve the problem. It expresses the recommended solution.

9. Summary

It is brief statement that mirrors the content of your executive summary. It gives the objectives of the study and the recommended solution. Also, it allows the analyst one more chance to stress the project’s importance and feasibility along with the value of the recommendations.

10. Appendices

It might include pertinent correspondence, a summary of phases completed in the study, detailed graph for analyses purposes, or even previously done systems studies.