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B. - Who Will Benefit |
Name the group or
organization that will benefit from your project and how your project will
benefit them. Remember, the project
cannot benefit the Boy Scouts (except in the most indirect way). Do not describe the project again, just
focus on the benefit of the project.
Some possible benefits to consider are: improves safety, enhances
appearance, helps needy people, provides essential services, provides
entertainment to a needy group, or improves functionality of a facility. These are just examples and are not all
possible benefits to your project
You should also work with an official of the institution in planning the project. See the section below for some hints on working with an agency.
Hint - Coordination
with Benefiting Agency
Finances
are of particular interest. Be sure
both you and the agency understand all financial obligations, and preferably
have them stated in writing. Are they
going to "fund your project" (which you might assume means they
will pay for everything) or "pay up to $100 toward your
expenses"? No one should try to
cheat you, but a misunderstanding can create hard feelings or cost you more
than you had planned.
Another
area where you should ensure complete understanding is in the materials to be
provided. When an agency says they
will provide building materials, make sure you both understand exactly what
is to be provided (see the materials section below). Find out if the agency will deliver the
materials to your work site or if you must pick them up. If you are going to have to go get
materials, find out exactly where (i.e. address) and the name and phone
number of the person you need to talk to when you get there. Do you need to call ahead and setup an
appointment to pickup the materials?
Dealing with government agencies can be particularly frustrating if you
do not ensure that all details are understood by both parties. Making assumptions is dangerous!
C. - Planning Details
This is the heart of the
project plan and the area that will require the most work. The plan should include all details needed
to carryout the project. The plan will
include the sections discussed below, if appropriate. All sections are not applicable to all
projects, so may be omitted, if not needed.
Since there is limited space in the workbook, you may attach extra
pages with the details. You may prefer
to write or type the plan on separate pages and then cut and paste them into
the proper section of the workbook after your advisor has helped you get it
into the final form.
Present Condition
Describe
the current condition or situation that you are going to change. Do not repeat the benefit of the project or
how it will be in the future, but focus on creating a word picture of how
things are now. This is a good place
to include pictures (either photographs or drawings) of the project
area. Remember, the District
Advancement Committee does not know what your church or school or park looks
like, so they cannot understand why your project is important unless you show
and tell them.
Local Government Compliance Issues
There may be local laws or other requirements /
limitations that could impact your project.
Check with a knowledgeable authority to see if your project is in
compliance with all community zoning laws.
You may also be required to obtain a Building Permit for some
construction projects. These are
rarely a problem for Eagle Projects, but they are better resolved in advance
than to be surprised on your workday or after the project is completed. If you will need to dispose of a
significant amount of trash / garbage, investigate possible community dump
fees, or other waste disposal regulations / limitations. Pay particular attention to hazardous waste
regulations. Some permits may take
some time to acquire, so plan ahead.
Plans / Drawings / Designs |
If your project is to build something, you will need detail plans or drawings. These are like blue prints and should show all dimensions, paint schemes, floor plans, layouts, or other detail that can be drawn. Plans or drawings are usually done on graph paper that has guidelines, but blank paper is acceptable as long as you are neat. Photographs may also be of value here for some projects. If you have made a design (e.g. emblem, logo, etc.) include it in this section. All plans, drawings, or figures should be labeled with a Figure Number and a Title (e.g. "Figure 1, Playground looking east"). Refer to them in the appropriate sections of the text.
Scripts / Program Outlines
If you chose to put on an educational or entertaining program for an authorized group, you should include the program outline, to include the times each activity is allotted. If a script is required for your participants to play their individual parts, that should also be included here, as well. You may not have the final script worked out before submitting your plan for approval, but you need to have a detailed outline of the script to show what is being presented.
Written / Printed Information
If you are going to use handouts,
posters, letters, or other written materials as part of your project, include
a copy each in the plan. These should
be included as attachments to the workbook should have a Figure Number and Title
(e.g. "Figure 6, Sample handout to the troop") and be referenced in
the appropriate section of the text.
Materials
Materials
are those things that become part of the finished product. Examples are lumber, paint, nails,
concrete, etc. This is truly a shopping
list, so include material specifications (exact size, quality, brand, finish,
etc.), number/amount of each item, and cost.
Don't just say, "lumber", you need to describe exactly what
pieces of lumber. If items are to be
donated, state so. This section is
best presented in the form of a separate list or table attached to extra
pages in the workbook. Tables should
include a Table Number and Title (e.g. "Table 1, Materials &
Supplies") and be referred to in the appropriate section of the text.
The Materials table may look something like this:
|
Table 2 - Materials |
|||||
|
Item |
Description |
Quantity |
Unit Cost |
Total Cost |
Source |
|
Plywood |
3/4", 4' x 8' B-C interior grade |
3 sheets |
$20.00 |
$60.00 |
Home Depot - donation |
|
Paint |
Sherwin-Williams interior off-white (#1342), semi-gloss |
2 gal |
$15.00 |
$30.00 |
Sherwin-Williams - purchase |
|
etc. |
. |
. |
. |
. |
. |
|
etc. |
. |
. |
. |
. |
. |
Supplies
Supplies
are those expendable things which do not become parts of the finished
product, but that are used to complete it.
Examples of supplies are sandpaper, trash bags, posters, gasoline,
pens, markers, paper, paint rollers, drop cloths, etc. Provide a list of all supplies you will
need and where you will get them.
Since supplies cannot normally be reused, you need to either buy them
or have them donated. You cannot
'borrow' something that you cannot return.
You may choose to combine the materials and supplies into one list
(see above); but label it as such.
Tools
Tools
are those items used to aid in making the work easier, or even make it
possible to do at all. Tools are not
used up and should be saved and used again and again. Examples of tools are hammers, shovels,
tractors, or saws. Provide a list of
all tools required to work the project; don't take for granted that required
equipment will just appear when you need it.
Be very specific (e.g. number of hammers, type of shovels, type/size
of paint brushes, etc.). Tell how
those tools will be obtained. If you
must purchase tools, include them in the financial plan. You should be able to borrow most tools
from the people who are working on the project or from someone else. Try not to spend much money on tools since
they are expensive but not part of the finished product. If you must buy tools, discuss what is
going to be done with them after your project is complete. Are you going to keep them, give them to
the troop or other organization, or maybe to the organization who is funding
the project?
The
Tools table may look something like this:
|
Table 3 - Tools |
||
|
Tool |
Quantity |
Source |
|
Claw hammers |
6 minimum |
Workers to bring |
|
Air Compressor |
1 |
Mr. James’ company will loan |
|
Garden rakes |
4 minimum |
2 from church, 2 from Mr. Hightower |
|
Circular power saw (7 in) |
1 |
My dad |
|
Extension cord, grounded / 3 prong, 50' minimum |
2 |
1 from Mr. Haygood, 1 from church |
|
Camera, 35mm automatic (to document work) |
1 |
My mother |
|
Cooler, 5 gallon (for drinks) |
1 |
Scout Troop |
|
etc. |
. |
. |
|
etc. |
. |
. |
Schedule
A good schedule is a necessity for any successful plan. It shows when everything is done and in what order each step happens. You must make your best estimate of how long tasks will take and in what order they will be done. Your schedule may be in the form of a Gantt Chart (bar chart), a calendar with tasks entered on the appropriate days, or just a list of tasks and the date when they will be done. Include project planning and approval on your schedule. No project follows the planned schedule exactly, but is helps make things happen logically. When you complete your project and do the final write-up, you will discuss how well the project followed the planned schedule and why you think it deviated from it.
In
addition to the schedule, which shows the dates when you think tasks will be
worked, you will also need detailed instructions. These should read like a recipe in a
cookbook and tell the workers exactly what to do. Include a list of every task you can think
of, what order they will be done, and who will do them. Include the clean up of the work site in
your plan.
A sample detailed workday plan may look something like this:
|
8:00 |
My dad and I arrive at work site and begin preparation. |
|
8:15 |
Workers and other
leaders scheduled to arrive. |
|
8:30 |
Brief 3 team leaders on their duties. |
|
8:45 |
Get all workers
together and tell them what we are going to do. |
|
9:00 |
Team 1 begins
clearing ground. |
|
10:00 |
Teams 1 & 2 begin constructing the thing-a-ma-gig according to plans. |
|
|
etc., etc. |
|
12:00 |
Lunch |
|
12:45 |
Teams 1 & 2
construct the thing-a-ma-gig according to plans. |
|
|
etc., etc. |
|
3:00 |
Teams 1, 2, and 3 paint the thing-a-ma-gig with one coat (note: 2nd coat will be applied next week) |
|
4:00 |
All workers begin cleanup and put trash bags in Mr. Haygood’s truck. |
|
4:30 |
All workers go home |
Financial Plan
Every
project will cost something and you need to discuss those costs in your
plan. Provide a list of all materials,
tools, supplies, etc. with a cost of each.
This information may be shown on your list of materials/supplies. If items are loaned or donated, state
so. Remember to include any fees (e.g.
building permit fees, city dump fees, etc.) in your cost estimate.
Once you have determined how much the project is going to cost, you must find the money to pay for it. You may consider several sources for funding, including the organization for which you are doing the project, donations from others, from your allowance, from your parents, or any other legitimate source. While your project MAY NOT BE A FUNDRAISER, you may conduct fundraising activities, if necessary, to finance the supplies and materials needed for your project. Obtaining the funds to do the project is your responsibility; don't assume that someone will cover cost until you have asked them.
A
major part in any project, whether for Scouts, church, community, or a
business, is funding. If you cannot
come up with all the money you need, look at reducing the cost to get within
your budget. You may even find that
the project is too expensive and you will have to choose another one.
Hint – Requesting Funding: You will have better success in getting funds or materials donated by an organization or business if you can show them exactly what you need. Take your list of Materials / Supplies, with associated costs, when you meet with an organization or business leader. They will be more likely to help if they feel that you know what you are doing and have a real plan.
After the source of your funding is established, you should also consider how the money is to be handled. As money is brought in from fundraising activities, where will it be held for safekeeping? Exactly how will supplies and materials be paid for? It is strongly suggested [by this author] that you do not put your parents or yourself in the position of holding any substantial amount of money. Discuss this issue with the organization that is providing financial support. Consider letting the sponsoring organization's treasure manage the funds. Your troop treasure may also be willing to help. Whatever you decide, ensure you have a complete paper trail for all financial transactions and include a summary in your final report.
One last financial point to consider – since your project must benefit a not-for-profit organization, see if the organization has an exemption from state sales taxes. If so, find out how to take advantage of this savings before you go to buy your materials. This may help you stay within your budget. If they are not tax exempt, then don't forget to include the sales tax (normally 6 to 8%) in your budget plan.
Helpers / Workers
You
may recruit your workers from your Scout unit, your school, your friends, or
anywhere you can find willing volunteers who you feel will follow your
leadership. You are not required to
use Scouts to work your project. Your
workers may be youth or adults, but a word of caution – adults will be
more likely to 'take charge', thinking they are helping you. However, their leadership may actually
interfere with your chance to demonstrate leadership (which is the purpose of
the project). If you are going to use
adult workers, make sure they understand that you have to be the leader to
get credit for this Eagle requirement.
In this section, discuss who will be doing the work. You do not need to state names (which you most likely will not know yet), just the number of people, what organization they are part of, and what special skills will be required. For example, are you going to need a carpenter? Describe how you are going to organize the workers to get the work done efficiently. Will they be divided into teams and, if so, who will lead the teams? What tasks will each team be doing? How will you use adult leaders? Remember, you do not have to DO any of the physical work yourself; you are responsible for LEADING others in carrying out the project and ensuring that everything is done the way you want it (i.e. show leadership).
Hint – Recruiting Workers: Don't just make an announcement at a couple of troop
meetings and assume that everyone you need will just show up. While you do not need a list of workers by
name when you turn in your initial project plan, you should make a list of
potential workers no later than a couple of weeks before your workday. Remind any Scouts on your crew that they
will earn service hours toward their own advancement by working on your
project. You should then contact each
potential volunteer and get a commitment from them that they will be there on
the workday. If they hedge by saying,
"I'll try to be there," (which often implies they do not really
want to help, but are reluctant to tell you so) remind them about how
important this is and how much you really need them.
Try to get
them to say, "Sure, I will be there.”
The
final task in getting your workers to show up is to call each one a couple of
days before the work date and remind them.
Tell them how much you appreciate their help and how you won't be
successful without them. If someone
said they would help and they do not show up on the workday, you may consider
calling them and seeing if they just forgot.
You may feel like you are pressuring people – and you are. As the leader, it is your responsibility to
make things happen and you need help to get the job done.
Also,
it helps if you give each potential worker a handout telling him or her the
date, time, and location for the project.
Include a map to the work site, if it is not well known. You should also let your crew know if you
are serving lunch or if you expect them to bring a sack lunch. Try to give them an idea about when you
expect to finish, too. People are more
likely to participate if they understand what is expected of them.
The
supervisor of any project, in Scouting or otherwise, is responsible for the
safety of the workers. While the adult
leaders who are present during your project will step up to handle any real emergency,
you as the project leader should prepare for the overall safety of your
workers in your project plan. The key
to a safe project is avoiding accidents and being prepared to handle likely
consequences if an accident does happen.
There
will be safety hazards peculiar to your project and your worksite(s) and you
should review these as part of your planning.
Inspect the worksite for potential hazards and either plan to correct
them early on your workday or develop a way to keep your workers away from
the danger. Simply marking minor
hazards to alert workers may be acceptable.
Watch out for the life-threatening hazard of tools or work materials
coming in contact with overhead electrical wires. You should review the worksite hazards
during your first project briefing to your workers.
Often
the tools you will be using may create a safety hazard. Picks, axes, hammers, electrical wires /
extension cords, and motorized vehicles may all cause injury if not used
properly. Power tools are especially
dangerous and you should ensure that only qualified people operate them. If youth are to operate power tools, they
must do so under the supervision of a trained adult. Anyone (youth or adult) using special tools
must be trained in their safe operation.
You or a qualified person may need to provide training before
dangerous tools are used.
Do
not forget the common health & safety issues like sunburn, poison ivy,
heat stroke, heat exhaustion, hyper / hypothermia, and a supply of safe
drinking water. Warn everyone to watch
out for poisonous snakes, if appropriate.
Discuss these and any other safety issues during your worker briefing,
before they begin any physical work.
As
with any Scouting activity, you should have a suitable first aid kit
available on-site. It would be a good
idea to actually open it up and ensure it is clean, properly stocked, and
that items are organized so you can quickly find what is needed in an
emergency. A serious accident will
require more than a first aid kit. It
may become necessary to seek professional medical attention, either at a
doctor’s office or hospital emergency room. Ensure a suitable vehicle is available at
the worksite and that you know where the nearest hospital with an emergency
room is located. In case of a very severe
injury, you may need to call an ambulance, so access to a telephone or cell
phone should be planned.
The
BSA
Guide to Safe Scouting is a valuable resource in planning a safe project
workday. You must also ensure that you
follow all BSA safety policies. There
are strict policies on the use of fuels, vehicle operation, adult leadership,
and use of power tools, so read through this document and address any areas
applicable to your project.
Boy
Scout policy (Guide to Safe Scouting, p. 4) states: “Two registered
adult leaders, or one registered adult and a parent of a participating Scout,
one of who must be at least 21 years of age or older, are required for all
trips or outings.” It is your
responsibility to ensure that this policy is followed. Don't assume that the required adults and
leaders will just 'be there' – arrange, in advance, for them to be
there. You should state how you will
ensure this in your plan. Without the
proper adult supervision, you will not be able to work your project.
Also, remember that the adults are not your Eagle Project's leaders. They should be there as safety monitors or they may do some work at your direction. You may need to help the adults resist the temptation of taking charge of your project. (see the Hint in the Leadership section below)
Work Site
Where will the work be done? If you are going to build something, are you going to build it at the location where it will be used or somewhere else then moved? Remember, you must get permission to use any work site from the responsible person/owner. If the location where you are going to work requires special facilities or tools, state so. Think about how the weather will affect your work site.
Transportation
Moving
people, materials, supplies, tools to/from a work site will most likely be
required. Discuss what needs to be
moved, what vehicles you will need, where you will get those vehicles, and
who will drive. BSA policy places
limitations on drivers under 21 years old; ensure you are aware of these
limits and work within them. Remember
that all passengers must be seated with a seat belt on whenever a vehicle is
in motion. NO ONE, child or adult,
should ever ride in the bed of a moving truck under any circumstance! All of this is your responsibility.
Initial Project Approval
There are several approvals required for your project along the way. The first is the approval from your Scoutmaster or unit project advisor that your idea will qualify as a valid project. You should get this before spending too much time writing up the detail plan. After your advisor has helped you get the written plan in order and ready to submit, you will then need several signatures in the Eagle Scout Leadership Service Project Workbook. A responsible representative from the organization you are doing the project for is the first signature required. It is also a good idea to get a letter from the organization, if possible. Next, your Scoutmaster or project advisor signs, followed by a member of the Troop Committee. The project plan is now ready to turn in to the District or Council Advancement Committee for approval to proceed. Note: you should keep a photocopy copy of the project, exactly as turned in to the District, in case it is lost during the approval cycle. It is a good idea to write down the date and the name of whom you gave the plan to, in case follow-up is necessary.
Be aware that each district or council has their own particular procedures for submitting and approving Eagle Project Plans. Check with your district and make sure you follow their procedures.
It is very important that you do not DO any of the project work, except planning, until the District or Council Committee has signed it. Once they have approved the project plan, it will be returned to you in accordance with the particular District Advancement Committee's procedures. After you have the approved version of your project, THEN you can begin to DO the project!