Module 3, Unit 8, Session 4

The Planning Phase and

Rare’s Role in your campaign(and yours)

ObjectiveBy the end of this session CFs will be clear

on their roles and responsibilities in

• Communications with Rare• Material & activity production /

implementation• Budget keeping, spending, reporting• Blogging, reporting

2

Communication with Rare

• First point of contact PPM• Communication at least once a week

• Communication PPM-CF-LAP ideally once a month, at a minimum once every 2 months

• Staff site visits quarterly

3

Work plan & Gantt chartWill be used as key tool in communication

about:• Campaign strategy and rationale for activities• Budget allocation• Reviewing status of activities implementation• Adaptive management

• => Basis of weekly meeting with PPMsSo need to be ready

4

5

Tab 3 – work plan

Activity statusNot startedStartedOn trackDelayedCompletedCancelled

Days to completeself populates

Comments from most recent call

Was the activity changes in scope, timing, resources ?

6

RP milestone: upload an updated work plan every month

First Friday of the month

Work plan & Gantt chart

** 2011: 5th Aug 2011, 9th Sep, 7th Oct, 11th Nov, 9th Dec, **2012: Jan 2012, 10th Feb, 9th Mar, 6th Apr, 11th May, 8th Jun, 6th July

Material and activity production & roll out

You need sign off from your PPM before you can produce a material or roll out an activity

7

Rare staff are here to help you ensure that your materials and activities are effective and

strategic. Make good use of your support structure!

RarePlanet

Milestones! It is your responsibility to upload these in

a timely fashion

Blogging! Minimum 2 times a monthThere will be prizes at every quarterly

retreat

8

Keep a record yourmonitoring data

BR, BC, TRCR

9

Work plan & Gantt chart

Incognito

10

Please let us know in advance

Keep a record of what you have

done in your campaign!

11

Work plan & Gantt chart

Keeping a record - Materials:• Date designed and completed• Messages supported• Pretesting method and result• Numbers distributed and produced• Date when it was distributed (how often, where)• Mini-market test: Results and lessons learned,

including how it was measured• Images of final product• Photographs of it being used• Blog !!!!

12

• Activity description – agenda / outline / report• N of activities conducted & dates• N of people who attended• Messages supported• Pretesting method and result• Photographs• Mini-market test: Results and lessons learned, including how it was measured• Blog !!!!!

13

Keeping a record - Activities:

Keeping a record – Mass media

• Medium• N of broadcasts• N people that saw / heard• Result

• => Keep a media portfolio

14

Budget keeping, spending, reporting

Budget allocation in your work plan• Rough estimate of total allocation for

whole campaign• Precise allocation for coming 3

months

•

15

Budget keeping, spending, reporting

Knowing how much you have left• Starting point Rare funds 530,000 total:

SM funds – 320,000PhpBR funds – 210,000 Php

Minus what you have already requested/spent

• Your counterpart

16

• Keep all receipts and enter these in financial reporting form

• Make sure they are numbered, have the date, amount and specify which funds they are coming out of

17

Budget keeping, spending, reporting

Requesting funds

• Request the next batch of funds once you have spent 75% of previous batch by submitting report and receipts

• Check your counterpart before requesting funds. Your LAP may already have allocated funds for some of your activities

• Funds will be sent in 3 tranches (max 170,000Php in one batch)

18

Liquidation forms

Different options:Use liquidation sheets that Rare has

provided or continue using your own system

Before you leave:Agree with your PPM on method!Establish how much you have spent,

received and left!

19

Rare Core Funds

SMBR

Reminder: Allowable SM Fund Expenses

• Materials and supplies• Fabric and other props• Copying and printing costs• Design costs• Artisan costs• Studio time• Singer's time• Flipcharts/markers• CD's and DVD's• Community events or meeting costs(local travel & snacks for participants)

What are NOT SM core fund expenses

• Lodging costs (hotels)• Transportation costs (including

train/bus/air tickets, taxis, rental cars, gas, maintenance)

• Air costs (airport taxes, visa fees, local air fees)

• Communications (phone, fax, email fees)

• All meals (food or drink)

23

BR funds

MPA Start up Costs Workshops and trainings: Organizational Development for MPA management committeesMPA Evaluation and Assessment and introduction to the MPA Rating systemBasic Law enforcementLaw enforcement with boarding and basic apprehension techniquesLaw enforcement with development of Operations Plan MPAMPA Plan formulation (with Climate Smart considerations)

24

BR funds

Infrastructure:Guardhouse / communications / outreach centerMooring buoys and installationMarker buoysSignageBoat (small engine, boat and safety equipment)Monitoring teamSnorkelsEnforcement paraphernalia - flashlight, uniforms, id's etc

25

BR funds

Infrastructure:Guardhouse / communications / outreach centerMooring buoys and installationMarker buoysSignageBoat (small engine, boat and safety equipment)Monitoring teamSnorkelsEnforcement paraphernalia - flashlight, uniforms, id's etchonorarium (2 pax per day, 2 pax per night @5$)Gasoline for boat (2 liters per night)Maintenance (40% depreciation per annum on all infrastructure)Trainings and meetings 

Liquidation forms

Different options:Use liquidation sheets that Rare has

provided or continue using your own system

Before you leave:Agree with your PPM on method!Establish how much you have spent,

received and left!

26