osbornesga.files.wordpress.com€¦ · Web viewOsborne High . Student Government Association. Project Planning Packet. Project Name:Click here to enter text. Date of Actual Event:Click

Project Name:Click here to enter text.

Date of Actual Event:Click here to enter text.

Executive Officer: Click here to enter text.

Committee Chairperson: Click here to enter text.

Planning Steps Due Date Date Completed Executive Officer or Advisor Initials

1 Proposal & Goals Click here to enter text.

2 Timeline & Jobs List Click here to enter text.

3 Projected Budget Click here to enter text.

4 Publicity Plan Click here to enter text.

5 Evaluation Click here to enter text.

6 Project Financial Statement Click here to enter text.

Notes: Click here to enter text._________________________________________________________________________

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Osborne High Student Government Association Project Planning Forms Page 1 of 18Updated 5/9/2023

OSBORNE HIGH STUDENT GOVERNMENT ASSOCIATION


PROJECT PLANNING PACKET

Project Name Click here to enter text.

Project Date Click here to enter text.

Chairperson Click here to enter text.

PROJECT PLANNING – STEP 1: Proposal

1. Determine what the project is and when it will take place.

2. Define your target audience. Who are you doing the project for, who should benefit?

3. Set goals for your project that are S.M.A.R.T. (specific, measurable, attainable, responsible, timely)

4. Write a general description of how you see the project working. Do NOT get bogged down in the details yet!

5. The success of a project often depends on the committee’s ability to effectively anticipate potential problems or barriers that can have negative consequences on the projects results. An effective plan acknowledges potential barriers and offers a plan for removing those barriers. Identify potential barriers (problems) for the success of your project and identify ways to remove or reduce the potential negative impacts of these barriers

Target Audience

Goal(s) for the Project (Use the S.M.A.R.T. format!)

RESOURCES NEEDED

PeopleClick here to enter text.

MaterialsClick here to enter text.

FacilitiesClick here to enter text.

Project Description (A CLEAR overview of what you plant to do)


If your project requires special set-up for the gym, cafeteria, etc or involves a decoration plan please make an appropriate sketch on a separate piece of paper and submit it with this form.

POTENTIAL BARRIERS

Barrier #1 Description:

How will you remove this barrier?

Barrier #2 Description:

How will you remove this barrier?


PROJECT PROPOSAL – STEP 1




STOP! DO NOT GO ANY FURTHER! The remainder of the form is to be completed by your Executive Officer and/or Advisor Please do NOT move on to Step 2 until you receive approval of this form.

QUESTIONS that need to be answered before moving to Step 2:

ADDITIONAL INFORMATION that needs to be provided before moving to Step 2:

CHANGES or ADDITIONS that need to be made before moving on to Step 2:

Additional COMMENTS about this project …

Please address the concerns above and resubmit your proposal by

Project proposal was approved on

Executive Officer’s Signature: _______________________________________________________________________________

Advisor’s Signature: _______________________________________________________________________________________


Osborne High Student Government Association




3 Months Before: Date -

Task Person Responsible

2 Months Before: Date -


6 Weeks Before: Date -









1 Week Before: Date -



The Day Before: Date -


The Day Of: Date -



Immediately After: Date -


One Week After: Date -


Please address the concerns above and resubmit your proposal by

Project proposal was approved on

Executive Officer’s Signature: _______________________________________________________________________________

Advisor’s Signature: _______________________________________________________________________________________


PROJECT PLANNING – STEP 3: The Budget

PLEASE NOTE: Using internet web sites, catalogs, and/or visiting local stores, submit a list of items you will need to purchase or order and their approximated cost. List all of these items on the Projected Budget Form and submit to it to the Government Association treasurer for approval. Fill out any of the appropriate forms listed below in a timely manner. Your proposed budget MUST be received and approved by the Student Government Association treasurer & advisor before any purchases can be made.

TREASURY FORMS

CREDIT CARD PURCHASES You may arrange with Ms. Yeomans to make a purchase using the school’s credit card for purchases that are between

$25.00-1,000.00 (Make sure you INLCUDE the shipping in your cost estimate - the order can NOT exceed $1,000 total!)

These requests need to be made at least TEN SCHOOL DAYS in advance. If it is an internet order, go to Ms. Yeomans’s room, place your order online, when it comes to the page the requires

you to enter your credit card information, ask Ms. Yeomans to do so. All credit card requests must go through the advisor. We will NOT pay for express shipping due to a committee’s poor planning.

PURCHASE ORDER FORM Use this form for purchases that are greater than $1,000.00 Supply the complete name, address, and FAX number for the company on the form. Orders from catalogs MUST include the form on the back of this form. Your committee chairperson and executive officer must have a notice of at least ONE MONTH.

CASH TALLY FORM Use this form to deposit money collected from your project. All cash must be counted by at least 2 committee students and again by your faculty advisor needs to sort and count

the money. Both students need to sign the deposit form. The advisor will sign the cash tally form. This form and all monies need to be submitted to your advisor the day your event is completed.

CONTINUES ON BACKSIDE


PROJECTED EXPENSE REPORT




Budgeted Amount $

QuantityItem Description

Name of Catalog or

Store

Catalog Page #

Catalog Item

Number

CostPer Item

Total Cost

TOTAL PROJECTED EXPENSES





STOP! DO NOT GO ANY FURTHER! The remainder of the form is to be completed by the Government Association treasurer and/or Advisor

Do NOT make any expenditure until you receive approval of this form.

If any expenditure is made before this form is approved, you run the risk of NOT being reimbursed and/or owing the Government Association the cost of the unauthorized expenditure.

PROPOSED BUDGET – STEP 3

Your budget is NOT approved, please see your executive officer or advisor

Reason(s) ….

Your budget is approved with the following adjustments…

Your budget is approved as written

Date:

Advisor’s Signature: ______________________________________________________________________________





PROJECT PLANNING – STEP 4: Publicity1. Keep in mind you target audience, and develop a publicity campaign that includes a minimum of three different techniques for

getting key information to your intended audience. Posters and/or PA announcements will onlycountfor ONE of the three strategies. (Think about TWO-WAY communication.)

2. If you did not already do so in Step 2, assign committee members to carry out your publicity plan and assign due dates for each phase of the plan.

3. If you did not already do so in Step 2, go back to your planning tree or planning schedule and add the information about your publicity campaign.

4. All final drafts of publicity materials MUST be reviewed and approved by your executive officer or advisor before copying or distribution.

5. Describe your publicity plan below or submit on a different piece of paper.

Method #1

Description

Dates it will Begin

Person(s) Responsible

Method #2

Description

Dates it will Begin


Method #3

Description

Dates it will Begin


SEE IDEAS FOR PUBLICITY TECHNIQUES ON BACKSIDE


A FEW PUBLICITY IDEAS

Create a video and post it on You Tube, spread the link via Facebook, etc. Create a twitter account for your event and send out tweets to keep people informed Create a Facebook page for your event Place your event on the Student Government Association web page, see Ms. Yeomans for access Electronically submit information to scrolling announcements

White Board/Chalkboard messages in every classroom Chalk on sidewalks & Driveways Window painting Toilet Times - includes events for the week, a comic, horoscope, humorous story, etc. Footprints or arrows leading to a special display Fliers on windshields of car; wash windows while your at it (be sure to check the weather first) Students wear sandwich boards, carry an odd item, or dress unusual Student message boards in each classroom, create common place to look for information Build your dates into your school's Academic Planners If you must use signs place them in places people always look, place signs in odd locations like the floor or

ceiling Draw attention to signs with flashing lights, special effects, etc. Utilize building and district newsletters

Mailing labels on suckers, candy bars, etc. Balloons with messages inside; balloons on lockers or balloon drop at lunch Hidden cut outs under chairs or tables with announcement about your event - redeem for a prize Grapevine Signature Sheet; Get free admission to event if you complete the sheet

Lunch table sandwich boards and/or fliers Labels on pop bottles/cans/milk cartons in cafeteria

PA or TV announcement raffles, draw student name at random if they can answer question based on announcements they win

Use a teaser campaign with signs, PA announcements, and/or TV announcements, peak interest by revealing information a little at a time

Use local cable TV or in school TV

Fashion show for dress up days (live bodies or mannequins) Cups and the chain link fence Use of mannequins or unusual displays in a public areas to draw attention to your event

Photo display from previous years of the event and/or of previous events for that year





STOP! DO NOT GO ANY FURTHER!

PUBLICITY PLAN – STEP 4

The remainder of the form is to be completed by your Executive Officer and/or Advisor

Please do not print or distribute any marketing materials until you have received final approval of this form.

Your publicity plan is NOT approved, please see your executive officer or advisor

Reason(s) …

Your publicity plan is approved with the following CHANGES needed

Your publicity plan is approved at written

Date:

Executive Officer’s Signature: ______________________________________________________________________

Advisor’s Signature: ______________________________________________________________________________


PROJECT EVALUATION – STEP 5




1. Was the goal(s) for you project met? Provide factual evidence to support you answer.

2. Where there any KEY planning steps that you would suggest should NOT to be missed? The project would be in trouble if these steps were missed or not done in time.

Key Planning Steps How far in advance of the event should it be done?

3. Identify important people contacted with Phone # or Address

Person or Company Name What were they contacted for? Phone, e-mail, and/or Address

4. Were there any key materials or equipment that we borrowed, rented, or bought that was important to the success of this project? These would be items SCHS Government Association does not own itself.

Description of Material/Equipment

Company or Person Equipment Came From

Phone, e-mail, and/or Address Approximate Cost



5. Describe any unanticipated problems that you encountered that should be avoided next time.

6. What about this project would you consider a must be KEPT the same if the project is to be successful? EXPLAIN why!

7. What would you suggest we ADD to this project or CHANGE to make it even better next time? Please be specific and explain WHY you are making your recommendation(s).

8. What about this project would you DELETE? (This did NOT contribute to the success of the project and should not be done again.) EXPLAIN WHY?


9. General Comments: (Things you wish you knew before doing this project.)

10. PLEASE ATTACH TO THIS FORM

Evidence of Thank You Notes Sent All appropriate fliers, tickets, letters, forms, etc. Committee member self-evaluation forms


Project Name: ________________________________________________________________________________

Project Date: _________________________________________________________________________________

Project Executive Officer: _______________________________________________________________________

PROJECT FINANCIAL STATMENT* Please attach copies of all receipts, invoices, purchase orders, and deposits for this project.

Date Transaction Description Income Expense Total

NET INCOME

Budgeted Amount = $ _________________________

Subtract Actual Net Income = $ _________________________

Amount Under/Over Budget = $ _________________________



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osbornesga.files.wordpress.com€¦ · Web viewOsborne High . Student Government Association. Project Planning Packet. Project Name:Click here to enter text. Date of Actual Event:Click