Canadian Junior Chamber

Rotary Club of Cambridge North

Project Planning Guide

Preface: The purpose of this form is to record the goals and objectives of the Project Chair and Committee prior to the actual undertaking of the project itself. Its functional value is as a form for submitting the project for Board approval. For this purpose, complete the first three (3) pages and appendices. This form, in conjunction with the complementary Completed Project Report, is to be presented for Board approval as a Final Report upon completion of the event. The project is not concluded until the Final Report is submitted and accepted.

Name of Rotary Club
Number of Members in Junior Chamber / Number of Members in Rotary Club
Address of Rotary Club
Actual Date(s) of Project / Area of Opportunity / Commission
Name of Project
Submission Date of Proposal to Rotary Club / Date of Final Report to Rotary Club

Aims Preface: An aim is a statement of a result to be achieved and must start with the word “to,” followed by an action or accomplishment verb. An aim must be clear, understandable, achievable, and measurable.

Aims of the Project: To
Brief Outline of the Project:
Describe how this project aids the Rotary Club in the accomplishment of its mission:
Describe the Public Relations Value of this project to the Rotary Club:
Provide your goal of the number of members that will be recruited from the running of this project and a brief description of the method(s) you will use:

Manpower Preface: Provide an organization chart showing committee members, other members and non-members needed and for what purpose. The chart should begin with the Rotary Club President.

Detail the methods (to be) used to fill these positions:
Proposed
Number of people on committee:
Number of people required for the event:
Number of non-members involved in the project:

** Use Appendix “A” to complete a brief job description for each area of responsibility. Use Appendix “B” to complete a roster of the members involved in the project.

Action Plan preface: Steps to be taken including publicity and other special arrangements.

1. / 11.
2. / 12.
3. / 13.
4. / 14.
5. / 15.
6. / 16.
7. / 17.
8. / 18.
9. / 19.
10. / 20.

Use additional pages to detail all of the steps to be taken if necessary.

Financial

Will this project require a separate bank account?
How much seed money is needed for this project?
When is the seed money needed by?
Where will the seed money come from?
What is the total value of all products & services anticipated to be received as donations?

Budget Preface: This form outlines the anticipated income and expenses, records the actual amounts and calculates the variance.

Income: / Budget / Actual / Variance
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2.
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7.
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Total Income
Expenses: / Budget / Actual / Variance
1.
2.
3.
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7.
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Total Expenses
Surplus / (Deficit)
Detail any contracts or permits required for this project:
Detail all insurance required for this project:

Completed Project Report

Detail of Budget Variances

Preface: Use this space to detail the circumstances surrounding actual versus budget variances. Consider the following:

• Were increases in expenses controllable?

• Did you receive unanticipated income?

• Did you under or over estimate income?

• Did you receive donations originally budgeted as expenses? (Provide details)

• Were projected expenses over stated?

• Were certain items found not necessary? Why not?

• How did you handle financial problems if any?

• Is the account for this project still open, and if so, what is the account balance?

Completed Project Report (cont.)

Number of Committee Members: / Total Number of Members Participating (incl. Committee):
Number of non-members Participating: / Percentage of Members Participating:
Estimated Rotary Person Hours: / Estimated non-member Person Hours:
Number of Committee Meetings: / Number of sub-Committee Meetings:

Publicity & Promotion Used (Explain all methods of promotion of the project)

Medium Used / Name of Company / Type (ad, PSA, etc.) / Date aired / printed

Outside Participation

Company & Contact Names / Address / Phone / Product / Service / Involvement / Date Thank-You Sent

Summary of Action Taken

Preface: List all of the committee members’ activities and functions during the planning and operation of this project. Give exact dates for which these activities occurred. (It is best to provide a copy of this form to each committee member to fill out as they complete each action step.)

Date / Action Taken

Chair’s Analysis

Describe how this project developed the leadership abilities of the members of the Rotary Club:
Were the primary aim and other goals achieved? If not, provide details:
Should the project be run again?
Whom have you groomed as chair for next time?
Should the project be turned over to another group? If yes, provide name and why.
Detail here what should be done differently next time:

______

Project ChairRotary President

Project Planning Guide, Revised April 2010

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Appendix “A”: Committee Job Descriptions

Preface: Use this form to provide a brief description of the responsibilities of each committee member.

Project Planning Guide, Revised April 2010

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Appendix “B” Committee Roster

Preface: Use this form to detail pertinent information about your committee members. Provide copies of the completed form to each committee member.

Committee Member / Mailing Address / E-Mail Address / Home Phone / Business Phone / Fax Number / Spouse’s Name
( ) / ( ) / ( )
( ) / ( ) / ( )
( ) / ( ) / ( )
( ) / ( ) / ( )
( ) / ( ) / ( )
( ) / ( ) / ( )
( ) / ( ) / ( )
( ) / ( ) / ( )
( ) / ( ) / ( )
( ) / ( ) / ( )
( ) / ( ) / ( )

Project Planning Guide, Revised April 2010

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