CDAT PROJECT PLAN
This ‘Project Plan’ is for the use of Community Engagement Action Teams’ (CDATs’) prior to a
project (event/activity etc). This document is designed to help the process of project
management.
ADF encourage all CDAT’s to complete this form prior to a project, and forward to your Senior
Community Development Officer (SCDO) for filing, and to also provide advice and/or
assistance where required.
Accompanying this form is the ADF’s 6 Steps to planning community alcohol and drugs
projects and the ADF-CDAT Risk Management Assessment (Also available on the ADFCDAT webpage www.adf.org.au/cdat or by requesting a copy from your SCDO). Please print
and provide a copy of the ‘6-steps’ to your team, so they can assist with the planning phase.
DOCUMENT VERSION CONTROL
Ref No.
Created by
First Adopted
Doc No 1.0
B.NEWELL (ADF, SCDO)
22.07.2014
Last Modified
Review Period
Twelve months
Name of CDAT
Project Title
What is the project? (It may be an event, a resource or a similar kind of product)
Project
Coordinator
CDAT Chair
CONTACT & AUSPICE INFO: Please note, if there are changes to the CDAT Contacts or
Auspice details, please complete the ‘Change of Auspice Form’, available from your SCDO or
the CDAT webpage.
Project Plan
Page 1 of 9
PROJECT MANAGEMENT
Project Management – Please identify who will be responsible (coordinator) for the following
aspects of the project (various sections of this document)
SECTION 1: Networking
SECTION 2: Gathering statistics
SECTION 3: Community engagement
SECTION 4: Identify best approach
Media & Promotion:
SECTION 5: Planning & Insurance
Child Protection:
Risk Management Assessment &
Monitoring:
SECTION 6: Evaluation
Financial/budget
For full ‘Project Management Plan’, see ‘Section5, Table A’, at the end of this document.
SECTION 1: NETWORK
What other initiatives already exist?
Eg. Local, state and/or national
projects of similar naure.
Who can help you, and how?
Who should we approach?
(consider approaching these local groups or organisations) (add your own, above)
Inter-agencies
Aboriginal Health & community services
Local Council/s
Major Employers
Traders and Business Associations
Primary Care Partnerships
Schools
Alcohol and Drug Workers
Non-government Health and Human Services Agencies
Community Development, Health Promotion and Youth Workers
Lions, Rotary and Apex Clubs
General Practitioners, Pharmacists, Dentists and Hospitals
Police and other emergency services
Residents Groups (Neighbourhood Watch, Progress Associations etc)
Other influential individuals (check local media)
Other Notes:
IDENTIFY PROJECT PARTNERS/ STAKEHOLDERS
Identify all agencies contributing to
this project
Other Notes:
Project Plan
Page 2 of 9
SECTION 2: GATHER STATISTICS
Ask yourselves,
Is the perception of the problem accurate?
How can the problem be explained using statistics?
Consider approaching:
Council(s), and ask for the planning, recreation or youth officer
Primary care partnerships
Police Stations
TAFEs
Universities (via Council of Academic Public Health Institutions of Australia)
Australian Drug Foundations information service
Other Notes:
SECTION 3: ENGAGE WITH YOUR COMMUNITY
What does your community think the
problem is? What’s created it?
What are their ideas an opinions about
the solution, how a project could be
rolled out and key messages?
Be prepared to have your mind changed
Consultation methods you will
use:
Focus groups
Community Meetings
Surveys
Workshops
Other
If other, please specify:
Choose methods depending on what’s feasible and going to be most effective for you and the
people you are consulting. (see further information)
Other Notes:
SECTION 4: IDENTIFY THE BEST APPROACH
Can you prevent the problem ‘upstream’
by addressing what is leading to the alcohol
and drug (AoD) use?
For example through aiming to improve:
Quality of relationships
Attitudes towards school
Recreation facilities programs
Mental health
Yes
Maybe / Unsure
No
Cultural attitudes to AoD use
Controls on AoD availability
Employment
Others… (write them down)
Think about the different settings for your project. Try to have a presence in a number of
them, which could be done by linking up with other programs.
Schools
Sporting clubs
Workplaces
Families and parents
E.g.
Media (advocacy)
Health services
Licensees
N.B: Consider health promotion research on what works and what doesn’t. For example
exaggerating risks and using scare tactics don’t work (see further information)
Other Notes:
Project Plan
Page 3 of 9
Other key aspects to your best approach;
MEDIA & PROMOTION
How will your project be promoted or advertised within the community?
Consider the below and make notes:
Newspapers (ads/editorial)
Radio (ads/on air interviews)
TV (ads / community notices)
Community Notice Boards
(physical/digital)
Letter/flyer drops
School newsletters
Social media (Facebook etc)
Other…
Other Notes:
SECTION 5: PLAN THE BEST WAY TO TAKE ACTION
Develop the plan with your working group and key stakeholders so everyone is on the same
page. Use ‘Table A’ on the following page to document and plan all of the below (and relating)
aspects of your project.
Your plan should address:
Problem / behaviour – clearly identify what you’re trying to influence
Target Audience – define certain attitudes and behaviours as well as demographics
Aim – key thing you are trying to achieve. Are you realistically trying to inform, change
attitudes or change behaviour?
Objectives – how you will achieve your aim. Ensure objectives are specific, measurable,
achievable, realistic and time frame specific
Strategy – creative ideas, tactics (including how it will tie in with and leverage other
projects), and who’s going to do what
Plan for evaluation – how will you measure each objective. Think about what could be
measured before and after the project to help describe the impact. (See section 6)
Notes:
(See ‘Table A’, on following page)
Project Plan
Page 4 of 9
SECTION 5: (Table A)
PROJECT MANAGEMENT PLAN
WHAT ARE YOU GOING TO DO
Step-by-Step, list the specific
activities/actions/ strategies you plan
to undertake in this project to achieve
its objectives and the overall outcome.
WHY?
For every activity/action/strategy, indicate why
you are undertaking that particular activity – IF
APPROPRIATE. Information from the Project
Description and Development Section can be
used here.
WHO
is going to undertake this
activity/action/strategy?
Other Notes:
Project Plan
Page 5 of 9
WHEN does each
activity/action/strategy
need to be undertaken
e.g. By February 2015
Other key aspects to your plan / further planning;
INSURANCE
Have you seen and read the ADF Insurance
Policy for CDAT’s? (see further information)
Is your project an event or of a nature that
will require insurance coverage?
Yes
No
Yes
No
Yes
No
If yes, how do you intend to be covered?
Can a CDAT member organise Insurance?
If yes, please explain?
IMPORTANT: If you require ADF Insurance Cover, you will need to discuss with your
Senior Community Development Officer well in advance of your project.
Other Notes:
RISK MANAGEMENT ASSESSMENT & MONITORING:
ADF have a specific ‘Risk Management’ document/assessment which must be completed for
all events. This can be downloaded from the resources page of the CDAT webpage or by
asking your SCDO.
Other Notes:
CHILD PROTECTION
Will there be under aged (under 18) people at your event?
Yes
No
If yes, then all volunteers/staff must undergo a free ‘Working With Children Check’ (WWCC).
https://wwccheck.ccyp.nsw.gov.au/Applicants/Application
Are there any child protection or child safety
considerations in relation to this project?
Yes
No
If yes, make sure you identify them?
Other Notes:
SECTION 6: EVALUATE WHAT YOU DO
Measurable objectives are key to good evaluation.
Address the following in your report:
How will you gather important information to
show the effectiveness and key learning’s
from your project?
Was the project able to be delivered as
planned?
Was the uptake or engagement or the project
as expected?
Did the target audience and key stakeholders
find it was appropriate, meaningful and/or
useful?
What were the key barriers/solutions?
What would you do differently next time?
Consider partnering with a university for
more in depth evaluation. Contact the Council
of Academic Public Health Institutions
Australia.
Other Notes:
For full ‘Project Evaluation Form’, see Appendix A, at the end of this document.
Project Plan
Page 6 of 9
FINANCIAL / BUDGET
It’s important to stay in budget. Outline how the total project funds will be spent.
PLEASE EXCLUDE GST FROM ALL ITEMS IN THE BUDGET.
INCOME
Description (Include grant amount and income/donations from other sources)
Amount: (excl. GST)
$
$
TOTAL INCOME: $
EXPENDITURE
Description - Ensure you itemise Administration costs (e.g. stationery, audit
fees, postage etc.) separately to Project Cost.
Amount: (excl. GST)
$
$
$
$
$
$
$
$
$
$
$
$
$
$
TOTAL EXPENSES: $
IN KIND CONTRIBUTIONS
Description (eg: photocopying from local Dept of Housing office, postage from
Council, emailing from Health Service, use of computer from a non govt
organisation)
Amount: (excl. GST)
$
$
$
$
$
$
TOTAL CONTRIBUTIONS: $
Please provide any additional information about your budget here:
Project Plan
Page 7 of 9
FURTHER INFORMATION
This Project Plan document was created from the NSW Health
CEAP project plan form, the ADF 6 Steps to planning community
alcohol and drug projects, and the Prevention Research:
Preventing alcohol and drug problems in your community
publication.
Freely available from www.druginfo.adf.org.au or telephone
1300 85 85 84
www.adf.org.au/cdat
www.grogwatch.adf.org.au
MISSED SOMETHING?
Are there areas/questions you need more help on? If so consider contact your Senior
Community Development Officer. (write the questions down)
Questions:
Other Notes:
Project Plan
Page 8 of 9
APPENDIX A
Please note that this form is different to the acquittal and evaluation form, and is designed to help you plan and understand how you will
evaluate your project once complete.
PROJECT EVALUATION FORM
What results do you expect
from the project?
List the expected
outcomes/outputs of the project in
this column.
Other Notes:
What criteria will you use to
evaluate the success of the
project?
List the measures that you will use
to identify outcomes/outputs.
How will you gather the
evaluation information?
How and what information will you
collect to measure these indicators
How will you use this
information to ensure greater
success in future projects?