Download this comprehensive project proposal template designed to streamline the planning process. It features sections on objectives, scope, background, team roles, methodology, milestones, budget, and expected outcomes. This template is ideal for project managers and teams looking to create a clear, organized, and effective proposal for any type of project.
Document information: ID, owner, issue date, last saved date, file name or path
Document history: version, issue date, changes.
Document approvals: role, name, signature, date
1. Overview and Objectives
Provide a brief description of project with a concise statement of the primary goal(s) of the project.
1.1. Background
Briefly describe the context, issues, or problems the project aims to address
1.2. Scope
Define the extent and boundaries of the project, including key deliverables, stakeholders, and any limitations. Some example tables are shown below which you can edit or delete to suit your proposal.
Key Deliverables
List the key deliverables or products that the project will create. Adjust the example table below to suit your project.
Stakeholders
List the people/groups who will be impacted or have an interest in the project. Adjust the table below to suit your project. This will form the basis of your Stakeholder Engagement Strategy if the project goes ahead.
In this section set out how you plan to deliver the project. Outline the approach and methods to be used. For example,
"To establish the most appropriate approach for this project the feasibility team used a checklist to choose between a Waterfall or Agile. The results indicated that as this is a software development project without clear requirements, an Agile approach should be used. We will use Scrum as the Dev team already have experience of using it."
3.1 Project Timeline
Provide an estimated project timeline, including major milestones, deliverables, and dependencies. At this stage the timeline can show quarters or months rather than dates. The table below is a good example for an agile project.
The durations for each sprint and other milestones may vary based on your specific project needs. The table above assumes two-week sprints, which is a common duration in Scrum projects. Update the expected start and end dates according to your project schedule.
3.2 Resource Requirements
Detail the resources required for the project, including personnel, equipment, software, and facilities. This section might duplicate information above so it can just include non-human resources.
Provide a detailed breakdown of the project costs, including labor, materials, equipment, software, and other expenses. For example, the table below provides a simple high-level structure for a software development project budget. You may need to add or remove budget items depending on the nature and complexity of your project.
Budget Item
Description
Estimated Cost
Personnel
Salaries and wages for developers, testers, designers, and project managers
$[Amount]
Software Licenses
Cost of software tools and platforms used in development and testing
$[Amount]
Hardware & Infrastructure
Servers, workstations, and other hardware needed for development and testing
$[Amount]
Training & Development
Training and certification costs for team members
$[Amount]
Outsourced Services
Third-party services, such as cloud hosting or specialized development tasks
$[Amount]
Travel & Accommodation
Travel and lodging costs for meetings, conferences, and other project-related events
$[Amount]
Contingency Fund
Buffer for unforeseen expenses and cost overruns
$[Amount]
Total
Sum of all estimated costs
$[Total Amount]
4.1 Funding Sources
Identify the sources of funding for the project, including grants, loans, sponsorships, or internal financing
4.2 Cost Control and Monitoring
Describe the processes and procedures for monitoring and controlling project costs throughout its duration.
5. Expected Outcomes and Benefits
Describe the anticipated benefits of the project for the organization, Stakeholders, and end-users.
5.1 KPIs
Define KPIs for the projected project goals and benefits. These KPIs will be used to measure the success of the project.
6. Project Monitoring and Reporting
Describe how project progress will be monitored and controlled. Include how the project will be governed, for example, will direction be provided by a project board or steering group? Set out the governing body will be kept up to date, for example, by listing the reports that will be produced.
Project Brief Template - This is a FREE Template in Word and PDF. The Project Brief is a key document in the Project Lifecycle. It provides a description of what the project will do and it forms the basis of the project start-up phase.
Project Charter Template - This is a FREE template in Word and PDF. The Project Charter formally authorises the project and gives the project manager the authority they need to start project activities and gather the resources needed.
Project Proposal Template - Ideal for project managers and teams looking to create a clear, organized, and effective proposal for any type of project.
Project Startup Report Template - this is a briefer version of the Project Brief or Project Charter and communicates 'at a glance' the project description, objectives, key dates and risks.
