CPG
PLANNING
1. Primary purpose. What is the one reason you want to successfully run this project? Be sure to write only ONE reason! The primary purpose for this project is:
2. Give a brief description of the proposed project and background information. Follow this with a listing of the specific and measurable goals to be accomplished by this project. Briefly describe what this project is all about. Please include the Pinnacle Award area in which the project falls, for example "This project falls under the Community Services Pinnacle Award Area of the Community Development programming area of the Chapter Plan. Then, write a couple of paragraphs about this project, why it is being run, history of the project, what you hope to achieve, etc. Be sure to describe where the idea came from, how it was determined that this project was needed.
This project falls under the following areas of the Chapter Plan:
Chapter Pinnacle Area:
The goals for this project are as follows: Make sure your goals are quantifiable, measurable. Example: To involve 20 Jaycees. A goal like "To have fun" won't work however. How will you determine if this goal was actually met, how will you measure it? Surveys are very helpful in quantifying subjective types of goals, as well as ones that measure change, e.g. whether participant learned anything, changed their behavior, etc.
GOAL 1:
GOAL 2:
GOAL 3:
3. What are the specific manpower assignments? Show here that there are as many people involved as possible. Jaycee involvement is a good thing! Please put addresses & phone numbers in whenever possible.
Chapter President
Name
Address
Phone
Duties: Ex officio member of all area
committees; manage the chapter budget, and
ensure that the goals of the Chapter Plan
are met.
Supervising Officer
This is usually the
area Vice President.
Name
Address
Phone
Duties: Ex officio member of all area
committees; manage the area budget, and
ensure that the goals of the Chapter Plan
are met.
Area Director
Name:
Address:
Phone:
Duties:
Chairperson
Name:
Address:
Phone:
Duties:
Under Committee Members below, list out the duties that will need to be handled, even if you don't have actual committee member names yet. This will help you plan the duties that you'll need to recruit committee members to perform. Committee members should be Jaycees. Non-members should be listed under "Additional Manpower."
Committee Member
Name
Address
Phone
Duties:
Additional Manpower
What kind of manpower do you need to accomplish this project? How many people do you need, to do what and when?
Number of members Job Description Date/Place/Time Needed
4. What specific materials, supplies, and resources will be required?
(Materials, supplies, and/or resources that will be needed to accomplish this project include both donated and purchased supplies. Try to think of everything, it will help you avoid last minute problems. To use these tables follow these guidelines:
Donated materials and/or supplies:
Materials/Supplies Resource/Contact Address/Phone Estimated Value Date Needed
List
supplies/items here Where do you
plan to get Always put
an List date item
these
supplies/materials?
estimated value. needed
Purchased materials and/or supplies:
Materials/Supplies Resource/Contact Address/Phone Estimated Value Date Needed
List
supplies/items here Where do you
plan to get Always put
an List date item
these
supplies/materials?
estimated value. needed
5. Describe the potential problems and solutions to successfully complete this project.
EXAMPLES:
Potential Problem: Poor
weather.
Solution: Plan possible alternate poor
weather date, or alternate locations.
Potential Problem: Lack
of attendance.
Solution: Use chapter communications
tools: phone calling committee,
newsletter, fliers, etc. to notify the
membership and prospective members.
Potential Problem: Too
few committee members to accomplish
necessary tasks.
Solution: Project chair should attend as
many chapter events (GMM, etc.) as
possible to recruit committee members face
to face. Start promotion and planning in
plenty of time. Use chapter communication
tools.
6. Complete a Proposed Budget indicating all anticipated income and expense.
Look back at the items you listed in question # 4 and include them. Itemize your budget as much as possible. This will help your committee members, supervising officer and staff members to troubleshoot, to make sure that you haven't left things out. Brainstorming and itemizing every anticipated budget item will help you avoid budget overruns later. The grand total under income should match the grand total under expenses.
Proposed Budget INCOME Amount/Value
Appropriation from chapter $
Chapter donated supplies (itemize below)
Non-chapter donated supplies (itemize below)
Additional proposed income (itemize below)
Ticket sales/admission fees
TOTAL INCOME $
EXPENSES Cost/Value
Chapter donated supplies (itemize below)
Non-chapter donated supplies (itemize below)
Purchased supplies (itemize below)
Miscellaneous (itemize below)
The total for non-itemized miscellaneous items should be low if you have planned well.
Complimentary tickets/admissions
TOTAL EXPENSES $
7. List the specific steps to bring this project to a successful completion showing planned dates for each step.
Don't forget to include the dates you begin to write your CPG questions #1-7, get approval for, and complete your CPG questions #8-10. Put the dates you came up with the idea for the project, and how it all came about. You don't have to be totally accurate with these dates, that's what question #8 is for! Do try to be realistic though, and you'll be better prepared for your project.
Date Projected Activity to Accomplish Planning
IMPLEMENTATION AND EVALUATION
8. Record any revision of the original plan.
How this question is answered is up to the individual. Here are some suggestions that you might like to follow:
1. Keep a chronological account (a journal) of the activities for the project. Record every revision to your original plan as a special input. In other words, review question #7 and account for any unplanned activities that played into the project.
2. Keep a list of actual contacts with names, titles, addresses, etc. and place this in a separate section of question #8 of this CPG, so that future project chairs can start their planning with your contact/resource list.
3. Keep an account as members (not previously planned) join the committee and the responsibilities that they take on. This is an area often forgotten and can be very important to the future of the project.
These are suggestions for a format style which could be better than just a chronological listing of unplanned events that took place. This question will not look anything like question #7. They are only asking you to record any revisions-they are expecting this to show actual dates of activities. Most projects, no matter how well planned, are usually running late or waiting for others to report, etc.
Date Description of revision
Materials/supplies not planned for:
Refer to your answer to questions #4 and #6 and make sure you include here any items that weren't planned for but were actually used for the project. Put approximate value for donated items, actual value for purchased items.
Materials/Supplies Resource/Contact Address/Phone Estimated Value Date Needed
Additional committee members that were used to make this project a success:
List people here who joined your committee after you completed question # 3, and any duties that changed from those described in question #3. Put down the date new people joined the committee and why they joined. Put those dates in your question #8 timeline as changes also.
Committee Member
Name
Address
Phone
Duties:
9. What changes or recommendations do you have for a future chairman?
Take this opportunity to discuss the good, the bad and the ugly . . . Remember that every project has many sides to it. Running projects and completing the paperwork is not just a waste of time, but an opportunity for growth and development of leadership skills. Future project chairs will be able to use your planning guide to help them run a successful project. Help them learn from your successes and your mistakes.
10. Give specific and measurable results for each goal established. Describe the impact of the this project on the chapter, individual members and the community. Evaluate your primary purpose.
Restate your primary purpose and describe just how well the project met it. Then restate each of your goals and evaluate them here. You can just copy, then paste your primary purpose, and goals from questions #2 here, then add a result line. Results can be evaluated by percentage. For example, if one goal was to have 25 people attend, and 50 actually attended, you can say you met that goal by 200%.
Primary Purpose:
Result:
Goal 1
Result:
Goal 2
Result:
Goal 3
Result:
Describe the impact that this project had on the individual, the chapter, and the community. This is where you will show how the project was a success for the chapter, the community and you, as the chairperson, or for an individual involved in the project. Let this area tell about the success and the benefits of the project. There are some, or you wouldn't have gotten this far with this project.
INDIVIDUAL
CHAPTER
COMMUNITY
Complete an Actual Financial Statement. It should include proposed and actual income and expenses.
ACTUAL FINANCIAL STATEMENT FOR XX
INCOME PROPOSED ACTUAL
Appropriation from chapter $XX
Chapter donated supplies (itemize below)
Non-Chapter Donated supplies (itemize below)
Additional income (itemize below)
Ticket sales/admission fees
TOTAL INCOME $
EXPENSES PROPOSED ACTUAL
Chapter donated supplies (itemize below)
Donated supplies (itemize below)
Purchased supplies (itemize below)
Miscellaneous (itemize below)
Complimentary tickets/admissions
Return of appropriation from chapter
TOTAL EXPENSES $
TOTAL PROPOSED INCOME and TOTAL PROPOSED EXPENSES figures should be the same. TOTAL ACTUAL INCOME and TOTAL ACTUAL EXPENSES figures should be the same - this will produce a balanced budget!