Review the definition of a process description provided in this module’s overview. (located below) Using that definition as a guide, post a checklist for your reviewers to apply to your project proposal. Then review the checklists of at least two fellow students.
Do their lists adequately cover the RFP requirements? Explain where they succeed and/or fall short.
Module’s overview:
A process is a series of actions, so the description of that series of actions is a process description. The actions may focus on something that a person or a group of people would do, such as preparing for a meeting, or the focus could be on a series of actions that do not involve people—usually a chemical, biological, or other ‘natural’ process, like photosynthesis. In either case, the process description consists of three major parts: an introduction, the actual series of actions—i.e., the steps in the process—and a conclusion.
At the conclusion of the process description, unlike with the set of instructions, the reader is not expected to have performed any of the steps. Instructions tell the reader howto do it, but a process description tells the reader how it is done. If you have ever had surgery, the surgeon probably spent some time with you prior to the operation explaining what he or she would be doing. Surgeons usually describe the major steps, the rationale behind their actions, and the expected outcome. They may also talk about some of the risks involved. Surgeons present an oral description of the process, but they do not then expect the patients to be able to perform the surgery! Instead, the surgeon wants the patient to know how the procedure will be done.
Elements of a Process Description
As noted, process descriptions generally consist of three parts: the introduction, the actions or steps, and a conclusion. Let’s look more closely at each.
The Introduction
The introduction to a process description provides the following:
A name for the process
A statement about who performs it
A statement about why it is performed
The major steps in the process
The reason(s) the process is being described
The Name of the Process
In science and technology, it is important that a process be named so that everyone in the scientific community has the same frame of reference. Thus, we call the process whereby light energy is converted into chemical energy photosynthesis. Similarly, transmission control protocol (TCP) is an important term in the world of information systems, as it defines the process for establishing a network conversation for exchanging data. These names are used by all scientists and technologists to define and describe those processes. In non-scientific areas, the name of the process is usually in the form of a gerund-based phrase that spells out the objective of the process, such as “Changing the Oil in a Ford F-150” or “Preparing a Patient for Brain Surgery.”
Who Performs the Process?
Much of the time, identifying who performs the process is implied or intentionally omitted. Unless there is a specific reason type of person who is supposed to perform the process, the process performer can be anyone.
Why the Process is Performed
Defining the goal of the process is very important, but what is often more important is letting the reader know why it happens or why it is done.
The Major Steps in the Process
Sometimes referred to as an advance organizer, a presentation of the major steps in the process prepares readers for what will follow. When readers know what to expect in the material, they have a better sense of the process and are likely to follow it better. While the process may consist of a formal list of numbered steps, the introduction usually has the major ones in sequence but in sentence (i.e., prose) form.
The Actions or Steps
In the body of the instructions, the steps are listed in order. It is important to be thorough and not leave out any steps, or allow any to be implied.
The steps are always arranged in chronological order. Within each of the individual steps, there may be sub-steps, some form or feedback, or an explanation of some aspect of the step that is unique or may be unfamiliar to the reader. For example, instructions on changing engine oil may say:
- The mechanic drains the old oil out of the engine.
a. She places the catch pan under the crankcase.
b. She unscrews the oil cap. (This is important, as it vents the contained oil and thus speeds up drainage.)
c. She places a catch pan under the crankcase.
d. She removes the plug from the oil pan.
Notice how the major step actually includes a separate minor process and note the format—the use of letters rather than numbers for the sub-steps.
When describing an action, include whatever the reader needs to know to fully understand the process, although he or she may not be expected to perform the process.
The Conclusion
A formal conclusion may not always be necessary. If we anticipate that our reader might be confused after being taken through the steps, listing them again might help. And if there are precautions or issues relating to the process or a need to spell out its advantages and disadvantages, these may be presented in the conclusion. Finally, if the process is actually related in some way to other work, the connection may be made here. Thus, the issue of whether or not to provide a conclusion is based on the situation.
Stylistic Considerations
The active voice and the indicative mood are the preferred writing style when it is just one person performing the process, when the description is provided as general information, and when the readers know little, if anything, about the process. For example:
- The nurse now takes the patient’s pulse, using the radial artery. (The radial artery is close to the inside part of the wrist near the thumb. It is an easy artery to use when checking heart rate during or after exercise.)
a. With the patient’s arm at his side and the elbow bent, the nurse turns the palm of the patient’s hand upward.
b. Using her middle and index fingers, the nurse gently feels for the radial artery inside the wrist.
c. She now counts for a full minute (60 seconds), making note of whether the pulse has a strong or weak beat.
d. She then writes down the pulse rate, the date, the time, and what wrist was used to take the pulse. (She may also write down anything she notices about the pulse, such as it being weak, strong, or missing beats.)
The active voice and indicative mood help the reader visualize the action. It essentially recreates an actual observation of someone performing the action. We are always aware of the person carrying out the process.
The active voice, however, can become boring. Repeating terms such as “the nurse” and “the patient” becomes monotonous, although pronouns provide some relief. The passive voice eliminates the operator or the person performing the action. But opting for this style makes it hard for a reader to visualize the process, as the sense of immediacy is missing.
- The patient’s pulse is taken using the radial artery. The radial artery is close to the inside part of the wrist near the thumb. It is an easy artery to use when checking heart rate during or after exercise.
a. The arm is at the side and the elbow is bent with the palm of the hand upward.
b. With the middle and index fingers, the radial artery is located inside the wrist.
c. For a full minute (60 seconds), the pulse rate is counted. Whether the pulse has a strong or weak beat is noted.
d. The pulse rate is recorded along with the date, the time, and what wrist was used to take the pulse. Also, anything else noticed about the pulse, such as it being weak, strong, or missing beats, is written down.
Checklists
A natural outcome from the definition of a process is a checklist, a type of document used to ensure the proper operation or execution of a process. Today, checklists are found in a variety of situations. Pilots have a pre-flight checklist to ensure that “all systems are go” before take-off. Surgeons use checklists to keep track of the essential steps in an operation.
For example, here is a checklist provided by the U.S. Small Business Administration (n.d.) for steps on starting up a business:
Step 1: Write a Business Plan
Step 2: Get Business Assistance and Training
Step 3: Choose a Business Location
Step 4: Finance Your Business
Step 5: Determine the Legal Structure of Your Business
Step 6: Register a Business Name ("Doing Business As")
Step 7: Get a Tax Identification Number
Step 8: Register for State and Local Taxes
Step 9: Obtain Business Licenses and Permits
Step 10: Understand Employer Responsibilities
The numbers indicate a critical sequence; for instance, you cannot register for state or local taxes until you have a tax identification number.
Not all checklists are concerned with processes. We might have a list of items we need to bring with us on a vacation, or teachers might use checklists to make sure they have covered all of the necessary material before a test. In these instances, the sequence of items on the list is not likely to matter.
RFP Checklists
When responding to an RFP—or to any work request, for that matter—a checklist is a useful tool for ensuring that the i’s are dotted and the t’s are crossed. Countless businesses have failed to obtain work because they left out something the client specifically required. This is especially true with submissions to government agencies. Some of those can get complicated. Here is a short example of such a checklist:
Item
YES/NO
Is the document in Times New Roman 12 point type?
¨ Yes ¨ No
Are all margins at one inch?
¨ Yes ¨ No
Is the proposal within the required page limit?
¨ Yes ¨ No
Does the description of the work include sub-contractors’ qualifications?
¨ Yes ¨ No
Is it clearly stated that the proposed work meets the standards and functional requirements set forth in Federal program regulations?
¨ Yes ¨ No
Is it clearly stated that the work will comply with all applicable Federal, State County acquisition standards, laws, policies and procedures?
¨ Yes ¨ No
Does the proposal contain a clause that provides the United States Department of Health and Human Services and/or their representatives access to State or Territorial agency documents papers, or other records pertinent to conducting audits and examinations?
¨ Yes ¨ No
Does the proposal comply with Federal rules relative to ownership rights to all software products, documentation and intellectual property created under this project?
¨ Yes ¨ No
Does the proposal contain a clause that grants the Federal Government a royalty-free, nonexclusive, and irrevocable license to reproduce, publish, or otherwise use and to authorize others to use for Federal Government purposes, software, modifications, and documentation developed and/or obtained through this project?
¨ Yes ¨ No
Does the Statement of Work spell out in detail the expectations to be met , including required tasks, deliverables and the schedule of delivery, and technical requirements, security, privacy and confidentiality requirements, roles and responsibilities, and project reporting requirements?
¨ Yes ¨ No
Does the proposal include clauses covering mandatory contract terms and conditions, order of precedence, compliance with laws, liability, period of performance, Force Majeure, availability of funds, notices, disputes, failure of performance, damages and termination?
¨ Yes ¨ No
Does the proposal include information about the standards and processes for evaluation, including cost targets, weighting, ranking and selection?
¨ Yes ¨ No
Has the evaluation and selection process been finalized relative to technical and cost scoring prior to the release of the acquisition document?
¨ Yes ¨ No
Are the responsibilities of key staff clearly defined?
¨ Yes ¨ No
Is the change order process clearly defined?
¨ Yes ¨ No
Are documentation requirements clearly spelled out?
¨ Yes ¨ No
It is important to note that there is no “boilerplate” checklist, since each RFP is likely to have somewhat different requirements. While creating the list should be relatively easy, it demands great attention to detail and careful reading, and re-reading of the RFP. In the proposal creation process, it is the very first thing done.