MAXIMIZING PROPOSAL EFFICIENCY:
AGENTIC AI FOR HUMANITARIAN
PROGRAMS

One of the world’s foremost humanitarian organizations working in 171 countries, with more than 550 field offices and a personnel base of more than 18,000, required updating an essential aspect of its funding operations. The organization depends on more than $2 billion in annual funding, contributed from governments, NGOs, and private sector partners, to support migration-related and development programs globally.

The Challenge: Simplifying the Proposal Process

Proposals were a critical part of the organization’s work, each tailored to address unique queries and requirements. While the content of every proposal was distinct, the underlying processes - research, writing, formatting, and review - remained largely the same. These repetitive yet time-consuming steps often took 5–6 hours per proposal, demanding significant effort to meet the organization’s high standards. Even minor oversights, such as formatting inconsistencies, exceeding word limits, or missing information, led to delays and rework.

With common elements needing to be recreated for each proposal, the workload grew heavier,
diverting valuable time and energy from the team’s primary focus: supporting their humanitarian work.

The Solution: Agentic AI-Driven Proposal Generation

To overcome these challenges, Datamatics deployed a bespoke Agentic AI-based system that automated the whole process of proposal generation. The solution was developed to maintain the client’s exact templates and guidelines at each step, ensuring compliance and consistency.

Major Solution Features:

• Template Compliance Engine: The system extracted structure, formatting rules, and word counts automatically from the authentic proposal templates and ensured that each proposal generated conformed to organizational norms
• Brief Inputs for Detailed Proposals: Rather than authoring long pieces, employees can now submit form details and draft detailed description of the project. The process then elaborated on these inputs into comprehensive, guideline-conformant content
• Agentic AI System:

1. ContentCraft Agent: This Agentic AI system elaborated the brief inputs into well-crafted, elaborate content that complied with the client's tone, style, and formatting. These agent are dynamic in nature and take personas of the different aspects of proposal to make them more robust
2. FInalPass Agent: This support Agentic AI function checked the produced content for accuracy in structure, format, and against all instructions to provide proposals ready for submission without further manual editing

• Automatic Formatting and Export: After being checked, the proposal was automatically formatted and exported to DOCX or PDF, ready for simple download, review, and submission

By using Agentic AI to automate the proposal writing process, the client greatly minimized the time needed for drafting and formatting, freeing up staff to concentrate on high-priority activities.