Project Management Guide (PMG)
Chapter Name: Click here to enter text.
State Name: Illinois
Project Name: School Supplies Drive
Area of Opportunity: Community
Category: Youth Activities
Project Manager’s Officer: Click here to enter text.
Primary Phone: Click here to enter text.
Email Address: Click here to enter text.
Supervising Chapter Officer: Click here to enter text.
Primary Phone: Click here to enter text.
Email Address: Click here to enter text.
PURPOSE OF THE GUIDE:
Good advanced planning and record-keeping will assure success. Use this guide in planning and conducting the
project by answering each of the following questions and updating information as the project progresses. Evaluate
the impact of your project and provide recommendations for future Project Managers.
PLANNING
1.
Primary Purpose (How does this project align with the Jaycee Mission Statement, which is to provide
development opportunities for young people to create positive change?)
The primary purpose of this project is to distribute school supplies to needy children in school district XXX
OR XXX school.
2.
Project Overview
a. Give a brief description of the proposed project and background information. (Who, what, when,
where and why?)
We will be accepting donations of school supplies and purchasing additional supplies to distribute
to less fortunate children. We will be doing this by collecting leftover school supplies from teachers
at the end of the school year as well as sending out flyers and setting up drop boxes for people in
the community to contribute. Finally we will be purchasing any additional supplies that we need to
complete the needed packages. We will solicit donations from local businesses to help purchase
any school supplies not donated. Any money not used to buy school supplies for the packs will be
donated to the school to be used at their discretion.
We will obtain from the local school(s) the school supply lists for each grade as many teachers are
specific on the quantity (8 count box of crayola crayons) or brand (Elmer’s glue) they want students
to have, and we will want to make sure our efforts will satisfy the teacher’s requests. We will also
ask the school(s) to provide the number of children and their grade who will need assistance.
The supplies will be collected during the month of August and distributed to children prior to the
start of the school year.
b. How will this project benefit the individual member, the chapter, and the community?
The project will benefit the individual member by…
The project will benefit the chapter by…
The project will benefit the community by…
c. List specific and measurable goals to be accomplished by this project. (Example: Involve 25
Jaycees. Recruit 2 new members.)
i. Goal 1 – To distribute XX packages of school supplies.
ii. Goal 2 – To collect enough supplies to not have to purchase anything extra.
iii. Goal 3 – To involve 10 Jaycees.
iv. Goal 4 – To recruit 1 new member.
3. Steps to implementation: List the specific steps to bring this project to a successful completion, showing the
planned dates for each step, and the person or people responsible for each step.
FOR CRITICAL TASKS:
TASK/ACTIVITY
Present PMG to
Board for approval
Present PMG to
General
Membership for
approval
Contact school
district or school to
request assistance
with project
Create and
distribute press
release for project
Create and
distribute drop
boxes
Create and
distribute donation
letters
Create and
distribute project
flyers
Acquire list of
supplies needed
Acquire list of
students in need of
school supplies
Collect supplies
from teachers
Collect supplies
from drop boxes
Contact Jaycees to
ensure attendance
at bagging event
START
DATE
FINISH
DATE
%
PERSON(S)
COMPLETE RESPONSIBLE
CRITICAL
TASK
(Y/N)
POTENTIAL
PROBLEM
POTENTIAL
SOLUTION
Purchase supplies
Bag supplies
Distribute school
supplies
Write final PMG
Present final PMG
to Board
Present final PMG
to General
Membership
4. Critical Contacts
Project Manager
Name:
Email:
Phone 1:
Phone 2:
Duties: Create and distribute letter requesting donations from local businesses. Arrange for Jaycees to
bag supplies prior to distribution. Oversee all committee members to ensure a successful project.
Committee Member - Distributor
Name:
Email:
Phone 1:
Phone 2:
Duties: Distribute school supplies to school district XXX OR XXX school.
Committee Member – School District/School Contact
Name:
Email:
Phone 1:
Phone 2:
Duties: Contact school district XXX OR XXX school to ask teachers for leftover supplies and arrange for
pick-up of supplies from teachers. Acquire list of number of school supply packs for children. Request list
of items needed for each pack.
Committee Member – Flyer Maker & Distributor
Name:
Email:
Phone 1:
Phone 2:
Duties: Create and distribute flyers for donations.
Committee Member – Drop Box Maker & Distributor
Name:
Email:
Phone 1:
Phone 2:
Duties: Decorate and distribute drop boxes at local businesses and park district. Request permission from
businesses and park district to leave drop boxes at the locations.
Committee Member – PR Chairman
Name:
Email:
Phone 1:
Phone 2:
Duties: Create and distribute press release to newspapers and local television stations.
Committee Member – Supplies Purchaser
Name:
Email:
Phone 1:
Phone 2:
Duties: Purchase any extra supplies needed to fill the school supply packages for the students.
5.
What specific materials, supplies, and resources will be required?
Material or Supply &
Quantity
Letter for businesses (XX)
Drop boxes (XX)
Flyers (XX copies)
Supply list
List or number of children
needing supplies
School supplies
Person Responsible for
Obtaining
Date
Needed
Donated, Owned or
Purchased?
Cost/Value
6.
Complete a proposed budget indicating all anticipated income and expenses
Proposed Budget
INCOME:
PROPOSED
Appropriation from chapter ...............................................................................$
Value of donated items (list)
School supplies ................................................................................................$
List donated items and assign a value. ............................................................$
List donated items and assign a value. ............................................................$
List donated items and assign a value. ............................................................$
Other sources of income (list)
List potential income (raffles, fundraisers, etc.) ................................................$
List potential income (raffles, fundraisers, etc.) ................................................$
List potential income (raffles, fundraisers, etc.) ................................................$
List potential income (raffles, fundraisers, etc.) ................................................$
List potential income (raffles, fundraisers, etc.) ................................................$
List potential income (raffles, fundraisers, etc.) ................................................$
__________________________________________
TOTAL INCOME....................................$
EXPENSES:
PROPOSED
Value of donated items (list)
School supplies ................................................................................................$
List donated items and assign a value. ............................................................$
List donated items and assign a value. ............................................................$
List donated items and assign a value. ............................................................$
Other expenses (list)
Flyers (XX copies)............................................................................................$
Donation letters (XX copies).............................................................................$
Stamps for donation letters ..............................................................................$
Drop boxes (XX) ..............................................................................................$
Extra supplies ..................................................................................................$
List potential expenses (i.e.: materials for the project). .....................................$
Return of appropriation from chapter ...............................................................$
Return to chapter (profit) ...................................................................................$
(OR Donation to Insert donation recipient's name)
__________________________________________
TOTAL EXPENSES................................$
7. Describe the potential problems and solutions to successfully complete this project.
Potential Problem: Not enough supplies donated.
Potential Solution:
Potential Problem: More children than anticipated on the distribution list.
Potential Solution:
Potential Problem:
Potential Solution:
Potential Problem:
Potential Solution:
EVALUATION
8. List solutions and/or recommendations for future Project Managers. (List here anything that you would do
differently the next time this project is run. Would you make contacts earlier? Was manpower sufficient?
Could this project be broadened or should it be more focused?)
9.
Results
Primary Purpose: Restate your primary purpose
Results: Concisely state the results of this project
Goal 1: Restate your goal
Result: State the result, in measurable numbers when possible (ie. You wanted 10 Jaycees to attend
and 15 attended – 150% success)
Goal 2: Restate your goal
Result: State the result, in measurable numbers when possible (ie. You wanted 10 Jaycees to attend
and 15 attended – 150% success)
Goal 3: Restate your goal
Result: State the result, in measurable numbers when possible (ie. You wanted 10 Jaycees to attend
and 15 attended – 150% success)
Project Summary :
This is your “wow statement”. Use this area to explain why this project should (or should not) be run
again. This is your time to brag! Be positive and descriptive
Project Benefit :
Individual Impact: Use this area to describe the benefit(s) of conducting this project for the individual
chapter members or the benefit to yourself or another member.
Chapter Impact: Use this area to describe the benefit(s) of conducting this project for your chapter.
Community Impact: Use this area to describe the benefit(s) of conducting this project creates
positive change in your community.
10. Appendices (Attach your final financial statement and list of contacts. *Optional: Attach other
documentation as appropriate)
a. Final Financial Statement
b. Contacts
c. Contracts and agreements *
d. Pictures *
e. Press Releases, articles, and media coverage *
Final Financial Statement
INCOME:
PROPOSED
ACTUAL
Appropriation from chapter ...................................................... $
............. $
Value of donated items (list)
List donated items and assign a value. ................................... $
............. $
List donated items and assign a value. ................................... $
............. $
List donated items and assign a value. ................................... $
............. $
List donated items and assign a value. ................................... $
............. $
Other sources of income (list)
List potential income (raffles, fundraisers, etc.) ....................... $
............. $
List potential income (raffles, fundraisers, etc.) ....................... $
............. $
List potential income (raffles, fundraisers, etc.) ....................... $
............. $
List potential income (raffles, fundraisers, etc.) ....................... $
............. $
List potential income (raffles, fundraisers, etc.) ....................... $
............. $
List potential income (raffles, fundraisers, etc.) ....................... $
............. $
__________________________________________
TOTAL INCOME
$
$
EXPENSES:
PROPOSED
Value of donated items (list)
List donated items and assign a value. ................................... $
List donated items and assign a value. ................................... $
List donated items and assign a value. ................................... $
List donated items and assign a value. ................................... $
Other expenses (list)
List potential expenses (i.e.: materials for the project). ............ $
List potential expenses (i.e.: materials for the project). ............ $
List potential expenses (i.e.: materials for the project). ............ $
List potential expenses (i.e.: materials for the project). ............ $
List potential expenses (i.e.: materials for the project). ............ $
List potential expenses (i.e.: materials for the project). ............ $
Return of appropriation from chapter ...................................... $
Return to chapter (profit) .......................................................... $
(OR Donation to Insert donation recipient's name)
ACTUAL
............. $
............. $
............. $
............. $
............. $
............. $
............. $
............. $
............. $
............. $
............. $
............. $
__________________________________________
TOTAL EXPENSES
$
$