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Deployment . In-charge (IC), Assistant in-charge (AIC)Sub-committeesSub-committee in-chargeYear 4 mentors Teacher in-chargeVP - Vivian . Deployment. Check CCA/ STAR commitmentsTravel commitmentsOther school commitments (BSP, DHRP, 3rd lang, etc)External commitments (ballet, piano, etc)Info
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1. PROJECT planning
2. Deployment In-charge (IC), Assistant in-charge (AIC)
Sub-committees
Sub-committee in-charge
Year 4 mentors
Teacher in-charge
VP - Vivian
3. 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
4. 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
5. 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
6. 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
7. 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?
8. 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.
9. 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?
10. 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?
11. 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)
12. 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.
13. 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.
14. 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
15. 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
16. 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
This is the stage when students lose steamThis is the stage when students lose steam
17. The planning process IC/ AICs need to monitor performance and correct any deviations from the plan
Collate proposals from every sub-committee
Compile DAS
18. The planning process The proposal document
The Detailed Administrative Schedule (DAS)
Attach appendix (proposal)
19. 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 day’s program
20. 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
21. 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
22. 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
23. 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
24. Things to take note - Venues Venue booking through tr-in-charge, subject to availability
Please inform early, state duration needed
Hall décor, taking care of the flooring
Space constraints
25. 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
26. 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-in-charge first!
Use the appropriate formality and tone
Identify yourself, sign off with your name, position, class, contact no.
27. 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
28. Running Effective Meetings Book the location
Issue the agenda early
Allocate time for discussion of each item.
Start and end on time. Don’t recap for latecomers.
Arrange your agenda in order of importance
Appoint a minute-taker.
Ensure that everyone has the last meeting’s minutes
29. Running Effective Meetings Start the discussion and encourage participation
Review last meeting’s 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.
30. 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
31. 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
32. 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
33. 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?"