Project Proposal & Annual Planning
Project Proposal & Annual Planning
Project Proposal & Annual Planning
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<strong>Project</strong> <strong>Proposal</strong> &<strong>Annual</strong> <strong>Planning</strong>Jean ZipaganLeaders Workshop 2012Thursday23 August 2012
Why the change?• Avoid technical jargon• Restructuring wiki usage• Lack of easy record keeping• Poor version control
Goals• Focus on well-crafted project proposals• Decentralization of planning responsibility• Encourage ongoing reporting• Shift project management from wiki• Increased project accountability through improvedrecord keeping and accessibility
What happened to PPAs?• <strong>Project</strong> <strong>Planning</strong> Articles (PPA) have beenreplaced by <strong>Annual</strong> Plans!• BUT…• No longer approved by LCM• Responsibility for annual plans now at Group level• <strong>Annual</strong> plans only collected for record keeping• Introduced report outline• Focus only on budget updates/revisions• Attempt to reduce IPC reporting redundancy
Old Format (Wiki)• Pros: Easy collaboration Live editing Attach and include links• Cons:× Technical jargon, ambiguity in headings× Incomplete proposals× Version control× Lack of proposal records× Need for wiki training
• Pros: PDF format = more user friendlyNew Format (PDF) All information in one place (no excessive linking) Version control Easier wording, Q&A format Multi-year budget Better parallels Engineering (IPC) documentation Offer face-to-face planning support• Cons:× More difficult to make quick updates× Less live collaboration (multiple users) in proposalwriting process
Part 1: <strong>Project</strong> <strong>Proposal</strong>
How to > Start a project
<strong>Project</strong> <strong>Proposal</strong> Form• Need• Proposed solution• Stakeholders/endusers• Partner organization• Start and end dates• Personnel needs• Space/equipmentneeds• Report outline*• Site team• Revenue and expenseplan (multi-yearbudget worksheet)*• Sign-Off
(Final) Report Outline(Feel free to use or modify thegeneric outline below.)I. BackgroundII. MethodologyIII. Results and DiscussionIV. Conclusion andRecommendationsV. Appendix/References• Ongoing reporting• Distribution ofdocumentationwork
• Goals ListOld <strong>Proposal</strong> Format• Goals describe the results or difference the project willmake for the clients served. These are statementsabout desired outcomes, not about how you will achievethose outcomes.• Specifications List• Specifications tell how you will measure whether or notthe project goals have been achieved.• Deliverables List• Deliverables are the tangible products generated byyour project. They are the material effects orimplementation of the project, and may include but arecertainly not limited to written documentation.
New <strong>Proposal</strong> FormatWhat will your project produce, and how willyou know if you were successful?
Multi-year BudgetsYear 1 Year 2 Year 3
Approval Process
Part 2: <strong>Annual</strong> <strong>Planning</strong>
<strong>Planning</strong> > <strong>Annual</strong> <strong>Planning</strong> form
<strong>Annual</strong> ReportBreakdown:• Comparison of actual vs.proposed accomplishments• Recommendations of futureproject prioritiesCompleted atend of the year
Who fills out what form?<strong>Project</strong> <strong>Proposal</strong>• All new projects• All expired projects<strong>Annual</strong> <strong>Planning</strong>• All new and existing projects
Where these are stored?
Where these are stored?
Where these are stored?
• <strong>Annual</strong> Plans:• DR:2012-2013 Mobility Tricycle <strong>Annual</strong> PlanGroup Date <strong>Project</strong> What is it?• <strong>Project</strong> proposal:File Naming• WA_<strong>Project</strong><strong>Proposal</strong>_Intelligent_Well_Monitoring_Aug2012.pdf• Site Team proposal:• WA_SiteTeam<strong>Proposal</strong>_BurkinaJ13_Aug2012.pdf• Budget:• WA_SiteTeamBudget_BurkinaJ13_Aug2012.pdf
Next Steps• Working on:• Digital signatures for sign-off• Staying organized in recordkeeping• Encourage greater client involvement in proposalwriting and annual planning
How to > Start a project
<strong>Planning</strong> > <strong>Annual</strong> <strong>Planning</strong> form
Session Take-Aways• Greater emphasis on initial proposals• LCM approvals LCM monitoring• Document as you go• Wiki rebranding Marketing• Increased project accountability through improvedrecord accessibility
Questions?
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