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Evidence Guide: SITXADM501 - Prepare and present proposals

Student: __________________________________________________

Signature: _________________________________________________

Tips for gathering evidence to demonstrate your skills

The important thing to remember when gathering evidence is that the more evidence the better - that is, the more evidence you gather to demonstrate your skills, the more confident an assessor can be that you have learned the skills not just at one point in time, but are continuing to apply and develop those skills (as opposed to just learning for the test!). Furthermore, one piece of evidence that you collect will not usualy demonstrate all the required criteria for a unit of competency, whereas multiple overlapping pieces of evidence will usually do the trick!

From the Wiki University

 

SITXADM501 - Prepare and present proposals

What evidence can you provide to prove your understanding of each of the following citeria?

Analyse tender requirements.

  1. Analyse client tender brief, product specifications or needs.
  2. Seek clarification of product and service requirements from the organisation requesting or requiring the tender.
  3. Determine a plan of action to submit a proposal.
Analyse client tender brief, product specifications or needs.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Seek clarification of product and service requirements from the organisation requesting or requiring the tender.

Completed
Date:

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Determine a plan of action to submit a proposal.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Determine ability to meet tender requirements.

  1. Complete an assessment of organisational capacity to provide products and services.
  2. Determine the viability of submitting a proposal or bid.
  3. Seek assistance from others to prepare the proposal or bid and coordinate group input.
Complete an assessment of organisational capacity to provide products and services.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Determine the viability of submitting a proposal or bid.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Seek assistance from others to prepare the proposal or bid and coordinate group input.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Develop details for inclusion in proposal.

  1. Prepare a budget for the provision of products and services.
  2. Develop a quotation for the products or services to be provided.
  3. Consider competitor pricing structure and make reasonable cost adjustments to ensure a price competitive quote.
  4. Collect and collate operational information for analysis and inclusion in the proposal.
  5. Develop specifications for products and services to be provided.
  6. Access and prepare supporting information for inclusion in the proposal or bid.
  7. Seek support for the proposal or bid from relevant individuals and agencies.
Prepare a budget for the provision of products and services.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Develop a quotation for the products or services to be provided.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Consider competitor pricing structure and make reasonable cost adjustments to ensure a price competitive quote.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Collect and collate operational information for analysis and inclusion in the proposal.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Develop specifications for products and services to be provided.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Access and prepare supporting information for inclusion in the proposal or bid.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Seek support for the proposal or bid from relevant individuals and agencies.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Prepare written proposal.

  1. Use clear and concise language according to organisational style for proposals.
  2. Present information relevant to client criteria or needs clearly and comprehensively.
  3. Use a writing style that promotes a quality view of the organisation.
  4. Incorporate all supporting information.
  5. Present materials according to organisational style preferences and in a format that maximises use of creative and promotional techniques.
  6. Evaluate the finished proposal and make adjustments.
  7. Maintain copies of all tender documents according to organisational procedures.
Use clear and concise language according to organisational style for proposals.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Present information relevant to client criteria or needs clearly and comprehensively.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Use a writing style that promotes a quality view of the organisation.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Incorporate all supporting information.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Present materials according to organisational style preferences and in a format that maximises use of creative and promotional techniques.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Evaluate the finished proposal and make adjustments.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Maintain copies of all tender documents according to organisational procedures.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Submit the proposal and seek feedback.

  1. Lodge all materials at the designated location and within designated deadlines.
  2. Provide additional information as requested.
  3. See feedback on tender outcomes to inform future proposals.
Lodge all materials at the designated location and within designated deadlines.

Completed
Date:

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Provide additional information as requested.

Completed
Date:

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See feedback on tender outcomes to inform future proposals.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Assessed

Teacher: ___________________________________ Date: _________

Signature: ________________________________________________

Comments:

 

 

 

 

 

 

 

 

Instructions to Assessors

Evidence Guide

The evidence guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, range statement and the Assessment Guidelines for the Training Package.

Overview of assessment

Critical aspects for assessment and evidence required to demonstrate competency in this unit

Evidence of the ability to:

prepare multiple proposals in response to diverse tender specifications or client needs

effectively analyse client tender specifications or needs and clearly and comprehensively present information that is relevant to client criteria or needs

present professional and creative proposals which promote the organisation

integrate knowledge of organisational products, services and facilities and operational logistics for delivering the products and services subject to tender

complete proposals within commercial time constraints and nominated deadlines.

Context of and specific resources for assessment

Assessment must ensure use of:

a real or simulated tourism, hospitality or event industry business operation or activity for which tender, proposals or bids are prepared

computers, printers and software programs currently used by the tourism, hospitality and event industry to prepare proposals

tender briefs and specifications for tourism, hospitality or event products and services

financial and operational data used to prepare tenders for tourism, hospitality and event products and services.

Method of assessment

A range of assessment methods should be used to assess practical skills and knowledge. The following examples are appropriate for this unit:

evaluation of a complete tender proposal, prepared by the individual, for the provision of products

evaluation of reports produced by the individual detailing the processes undertaken to prepare a proposal

activities that allow assessment of the individual’s ability to:

analyse the content of different tender brief, product specifications or client needs

prepare budgets and quotations for the provision of different products and services

write proposals that present information relevant to client criteria or needs

direct observation of the individual delivering a presentation of a tender, proposal or bid

written or oral questioning to assess knowledge of the role and nature of tender, proposal or bid processes; details of organisational products, services and facilities, and a range of formats for and inclusions of tender proposals

review of portfolios of evidence and thirdparty workplace reports of onthejob performance by the individual.

Guidance information for assessment

The assessor should design integrated assessment activities to holistically assess this unit with other units relevant to the industry sector, workplace and job role, for example:

SITHKOP404 Plan catering for events or functions

SITXEVT401 Plan in-house events or functions

SITXEVT602 Develop event concepts

SITXFIN501 Prepare and monitor budgets

SITXMGT501 Establish and conduct business relationships.

Required Skills and Knowledge

Required skills

communication skills to liaise with colleagues, external specialists and the client organisation to collect information for the proposal

critical thinking skills to analyse the organisational capacity to provide products and services subject to the tender

initiative and enterprise skills to:

select and include a range of useful supporting information with the proposal

seek feedback on the tender outcome to assist future work

literacy skills to:

read and interpret client product and service specifications which deal with complex ideas and concepts

research operational issues for synthesis within the proposal

write comprehensive and creative proposals which promote the organisation

numeracy skills to interpret and analyse financial information and use complex calculations to develop budgets and quotations

planning and organising skills to access and sort all information required for tender preparation and to write and submit proposals within designated deadlines

problem-solving skills to:

identify times when assistance is required from colleagues and external specialists

identify deficiencies in the proposal and make adjustments

self-management skills to take responsibility for tender development

teamwork skills to invite and coordinate the input of others in the organisation

technology skills to use computers, word processing, presentation and accounting software packages.

Required knowledge

for the specific industry sector:

role and nature of tender, proposal or bid processes

sources of specialist advice and expertise for the development of proposals and bid materials

a range of formats for and inclusions of tenders proposals or bids

presentation techniques for proposal and bid materials, including current technology options

for the specific organisation:

full details of organisational products, services and facilities

operational requirements and production logistics for delivering the products and services subject to tender, proposal or bid

sources of costs for products, services and fees

sources of organisational information to be included in tender proposals

standards of presentation and contents of style guides

methods to manage intellectual property of product and service concepts

features and functions of presentation software packages used to prepare professional and comprehensive tender information.

Range Statement

The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. Bold italicised wording, if used in the performance criteria, is detailed below. Essential operating conditions that may be present with training and assessment (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) may also be included.

Tender brief may detail:

criteria

details of selection process:

interview

meeting

paper based submission

presentation to selection committee

eligibility for submission of a tender

formatting requirements for the tender:

on-line application

use of a template

lodgement address

lodgement date

questions to be answered

tender specifications.

Product specificationsmay include:

commencement date for:

one off event

ongoing provision of products and services

series of events

customers or audience for products and services

identification of deliverables

indicative cost of supply

insurance requirements

legal requirements

legal responsibilities of the contractor

legal responsibilities of the principal

length of contract

operational and financial management requirements

outline of contractual arrangements

performance standards

products and services required

project management

quality assurance

requirement for management of:

environment

risk

resource requirements; human and physical

specified price or maximum price

style of products and services

timeline for the operation of a particular project.

Assessment of organisational capacity may include:

budgetary constraints outlined in the tender brief

compliance with regulations

diversification from range of products and services currently offered

geographic constraints

likely profit

other conflicting projects

resource capacity of organisation to provide scope of products and services

risk assessment of providing the products and services.

Viability may involve:

ability to meet the lodgement deadline

ability to meet the tender criteria and provide full information required

competition and prospect of winning the tender

cost of preparing the tender.

Others may include:

artists

financial specialists

graphic designers

industry association personnel

joint venture partners

legal representatives

managers

multimedia specialists

outsourced consultants

peers

photographers

professional writers

supervisors.

Operational information may include:

capacity of facilities to produce products

facilities management requirements

environmental sustainability policies and procedures

event management services

event specifications:

business program

entertainment

general concepts and themes

social program

staging, theming and styling

travel and touring arrangements

event technical equipment, specifications and services:

audio-visual

pyrotechnics

rigging

sound and lighting

special effects

stage design and construction

venue styling

policies, procedures and practices to manage:

crowds

environmental impacts

impacts on local community

risk to tourism, hospitality or event participants

work health and safety

product specifications:

accommodation

coach, car, aircraft, river and sea vessel details

guiding services

meal plans

menus

style of service, theme and decor

touring equipment details

touring itineraries

resources that will be utilised:

physical

human

suppliers, supply and cost specifications

special, new or hired equipment required to produce products or provide services

stock control

transport.

Supporting information may include:

awards won by the organisation

copies of:

business registration

industry accreditations

insurance policies

licences

membership of organisations

qualifications

details of current client base

organisational and individual employee profiles

photographs of current or previous products and services

plans, drawings, job specifications

product and service manuals

references and details of other successful undertakings

sample promotional materials

samples of work

structure of organisation

testimonials.

Relevant individuals and agencies may include:

community agencies

government agencies

high profile

local businesses

sponsors

statutory authorities.

Additional information may be provided:

by:

face-face conversation

formal meeting

telephone

in:

a presentation

writing.