PROJECT PLANNING

Deployment

In-charge (IC), Assistant in-charge (AIC) Sub-committees Sub-committee in-charge Year 4 mentors Teacher in-charge VP - Vivian

Deployment

Check CCA/ STAR commitments Travel commitments Other school commitments (BSP, DHRP, 3rd lang, etc) External commitments (ballet, piano, etc) Inform IC/ AIC/ Sub- comm. IC/ VP May have to get replacements

Roles & responsibilities

Teacher in-charge
Liaise with school management Provide the approval and advice

VP Vivian
Oversee

the flow of all events Check on progress of project, etc May sit in for meetings, give advice Provide support to ICs/ AICs

Roles & responsibility

IC and AIC
Monitor progress of plan and performance of team Manage the project and team Problem-solving/ conflict management Plan for contingencies. This allows you to make a rapid and effective response to crises. Conduct After Action Review (AAR)

Year 4 mentors
Share

their experience, give advice, etc

Getting started

(IC/ AIC) Gather information needed

What

is the project all about? Why should this project go ahead? Who will work on the project? How and when will the project be delivered? The Project Initiation Document

Do not assume that every year the event is the same Where can we get such info?
Teachers

(HODs, HOAs, VPs), Student mentors

The Project Initiation Document

Section 1: What? Purpose: What are we planning? Describe the desired end result of this project. Scope: What are the boundaries for this project (e.g., type of work, type of recipients) Deliverables: What will the project deliver as outputs? (E.g. booklet, t-shirt, services) Constraints: What things must you take into consideration that will influence your deliverables and schedule?

The Project Initiation Document

Section 2: Why? Aim/ Objectives: Why are you carrying out this project, and what benefits do you expect it to deliver? For specific activities, what specific outcomes will be achieved? How will you measure that you have met your aims? (e.g. surveys, feedback) Budget: Provide a breakdown of project costs.

The Project Initiation Document

Section 3: Who? Organization chart: Create a diagram that shows the reporting hierarchy. Project Team: Who are the members of the project team? What are their job scopes? What are their phone numbers and email addresses?

The Project Initiation Document

Section 4: How and When? Assignments: What major tasks/ deliverables will be completed during the project? Schedule: Provide an estimated timeline for the project. Include timely checks to monitor progress. Manpower: How large-scale is the project? Will you need to bring more people onto the project team?

Project timeline

Make your best guess at how long each task will take to complete. Allow time for project planning, liaison with outside bodies/ school management, meetings, unforeseen changes, etc Include timely checks to monitor project progress and take any appropriate remedial action. Consider school calendar (tests, exams, holidays)

Project timeline

Create a workback schedule

start from the date by which the project must be completed, and list all of the tasks in reverse order with due dates for each.

First few meetings

Brainstorming generate as many as possible, even though it is tempting to grasp the first idea that comes to mind. improve your best ideas with parts of other ideas. Selecting the Best Option Think through the likely outcomes of following different courses of action. Consider funds & resources available, risks, etc.

First few meetings

Break into sub-committees Logistics (AV, prizes, materials, etc) Individual activities (games, lectures, concert, etc) Food/ Refreshments Design (t-shirt, banner, booklet, etc) Publicity Photo-taking

First few meetings

Review PID Are we meeting the purpose and objectives? Can the timeline and budget be achieved? Edit and improve Get advice and approval From mentors, teacher-in-charge

The planning process

Sub-committees meet and plan on their own

Monitor attendance Minutes of meetings Alert problems early Reporting hierarchy (tr-in-charge, IC/ AIC) Refer back to PID to check timeline, deliverables, etc

The planning process

IC/ AICs need to monitor performance and correct any deviations from the plan Collate proposals from every subcommittee Compile DAS

The planning process

The proposal document The Detailed Administrative Schedule (DAS) Attach appendix (proposal)

During the event

DAS Briefings prior to event

Comm. members Student facilitators

Debriefs at the end of each day (events > 1 day)

Comm.

members Review what has happened Provide feedback, how to improve, problems, etc Brief for next days program

During the event

Expect delays
Student movement Speakers extend their time duration

Adapt to changes Communication system Unforeseen circumstances

Weather Breakdown

in equipment People falling sick

After the event

Conduct After Action Review (AAR) Hand in receipts (for claims) to tr-in-charge Write-up of event for school mag. to CR HOD Archive to Ms Chua (burned onto CD/ DVD)
PID, proposal, DAS Final expenditure AAR minutes Photos/ videos

Within 1 week

Things to take note - AV

AV online booking of equipment

Cameras, video cams, portable PA system

AV technical help during rehearsal/ event

Email

Mr. Chia (forward to tr. in-charge first) Request help from AV students if needed Dates, no. of mics, type of mics, placement Extension plugs, 2-pin plugs, etc

1 week in advance

Things to take note Receipts

Cash payment Buying things from POPULAR bookstore Invoiced to school

30 day payment terms Cash upon delivery, Deposit required?

Claiming money at the end of the event

Cannot

exceed $500 per receipt Cannot exceed more than a month Attach to A4 paper, write name and total amount

Things to take note Venues

Venue booking through tr-in-charge, subject to availability

Please inform early, state duration needed

Hall dcor, taking care of the flooring Space constraints

Modes of communication

SMS etiquettes
Do

identify yourself Address the people involved, e.g. Dear EXCO Remember to cc all the people involved and indicate in the sms, e.g. cc to SC trs Use the appropriate formality and tone

Modes of communication

Email etiquettes
When

disseminating info that represents SC as a whole, please have the tr. in-charge vet the email first Other emails can be emailed without vetting When in doubt, always check with the tr-incharge first! Use the appropriate formality and tone Identify yourself, sign off with your name, position, class, contact no.

Egan Chan HOD of Student Welfare Junior High Student Council Class 3F Hp No: 12345678 Tay Yu Rong I/C of Publicity committee Year 1 Orientation committee Class 2H Hp No: 12345678

Running Effective Meetings

Book the location Issue the agenda early Allocate time for discussion of each item. Start and end on time. Dont recap for latecomers. Arrange your agenda in order of importance Appoint a minute-taker. Ensure that everyone has the last meetings minutes

Running Effective Meetings

Start the discussion and encourage participation

Review last meetings minutes and check for any outstanding actions that need to be taken

Summarize the discussion after each item If too much time is taken to discuss an item, stop the discussion, summarize, and move on to the next item. When an action is agreed upon, indicate who will be responsible for this. No individuals should dominate the discussion and no private discussions between people.

Minute- taker

Record attendance records the decisions of the meeting and the actions to be taken (with the responsible person identified) in point-form as long as all key information is shown quick and easy to prepare and digest. let the leader of the meeting vet through before issuing it to all those involved example

After Action Review (AAR)

A structured meeting that does the following: Review what has happened
Discuss

actual versus intended results. Refer back to the objectives

Reflect and evaluate

Planning

process The actual event Project team dynamics

After Action Review (AAR)

Short discussion can be conducted among the sub-committees first by sub-comm. ICs IC/ AIC conducts AAR with the whole project team, with tr-in-charge & Vivian sitting in Teacher-in-charge then conducts AAR with IC/ AIC Conduct the AAR as soon as possible while the event is still fresh in the mind Remember to take minutes

After Action Review (AAR)

Encourage active participation - Participants should each write down their own ideas, and then asked to share. Emphasize trust and value of feedback - Do not find fault or criticize negatively. The emphasis should be on learning. Focus the discussion - Touch on specific issues or areas: "What planning activities were most effective?"