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Guide for Preparing Chairman's Planning Guide (CPGs) Project Notebooks by Kim N

Guide for Preparing Chairman's Planning Guide (CPGs) Project Notebooks by Kim Newlin July 1976 PETERSBURG JAYCEES P. O. BOX 741 PETERSBURG, VIRGINIA 23803 $2.50 TABLE OF CONTENTS FOREWORD PAGE 2 1. Relevant Organization Concept of Chapter and Project Planning 4 Judging Criteria for Notebook Submissions 4 Entry 6 Chapter Single Project Award Categories 7 Cover Sheet Formats for CPG Notebook 8 VI. This guide follows this Table of Contents format for the preparation of a CPG for the remainder of this guide 9 VII. Keys to Winning Notebooks VIII. Material needed by a CPG Chairman to prepare note- books IX. Assignment of Responsibilities for Preparation of Programming Notebooks X. Sample Completed Planning section of a CPG XI. Bibliography 1 35 36 37 38 39 FOREWORD Dear Fellow Jaycees: The purpose of thi s gui de is to teach you how to wri te Chairman's Planning Guide (CPGs) Project Notebooks. These project notebooks can be used to enter in the appropriate single project awards category and be used to support your programming entries. During the year (1975-1976), I served as Project Chairman for the Petersburg Jaycees CPG Project Notebook Program. This guide was develop- ed to train our members on how to wri te single project notebook entries. The results on the success of this gmide speak for themselves. In the Virginia State Competition, 15 out of 23 single project entries won an award. Specifically, there were 8 first place entries in Population Division V (2 of which won sweepstakes awards), 4 second place entries in Population Division V and 3 third place entries in Population Division V. Our Individual Development Programming Notebook entry placed second in Population Division V and our Giessenbier notebook entry placed third in Population Division V. Also, our noteboo~were entered and won the Jaycee creed award. On the national level we had 3 single project note- book entries won first place awards in Population Division V, our Indi- vidual Development Programming Notebook entry won a first place award in Population Division V and went on to place first in the U.S. and our Giessenbier notebook won a first place award in Population Division V, and went on to place the Petersburg Jaycees as the number two chapter in the U.S. for 1975-1976. 2 Since the CPG is one of the management tools pronPted by the U.S. Jaycees to develop us into better leaders in our communities, it is believ- ed this guide will more fully explain the proper use of the CPG in planning and record-keeping to run a project successfully and how to document the res u1ts for use in award competi tion. If addi tiona 1 copies of thi s gui de are needed, they can be purchased from the undersigned for $2.50 per copy. ¥:..v ~ Kim New1in 1307 Canter bury Lane Col oni al Heights ,VA 23834 (8041 526... ·4441 3 I. ROCls (Relevant Organization Concept of Chapter and Project Planning). What is an ROC? It is a chapter management, programming and leader- ship training tool. It can aide in identifying the needs of chapter members and of the community. One major portion of the ROC is the Chainman's Plann- ing Guide (CPG). The purpose of the Chairman's Planning Guide is to aide the project Chairman to run a successful project. The second part of the CPG concept is for the project Chairman to keep a detailed record of how he ran the project and write-up the results as a project notebook. Why should the project Chairman have to write-up how the project was run if it was successful? There are two major reasons, one reason is that each year your chapter has run many successful internal and external pro- jects but have failed to document the results so that if the project is run again the following year then the next project Chairman will have a good guide to go by. The second reason is so that single project notebooks can be entered into state competition and be judged so that your Jaycee chapter can obtain credit for the work they have done. II. Judging Criteria for Notebook Submissions, The sheet that follows isincluded because it tells one how his note- book submission will be scored by the judges, what infonmation must be in- cluded in the write-up and how it must be written and how many potential points will be awarded for each area. Thus, one would be wise to read this sheet before ever completing the planning section of the CPG prior to pro- ject initiation. 4 CHAPTER POP. DIVISION PROGRAMMING AREA JUDGING FORM - SINGLE PROJECT ENTRY 1. HOW WELL WAS THE PROJECT MANAGED? [30%] a. Does it appear that the chair~an was given the proper training as it relates to his responsibilities? b. Was adequate concern put into the financial management of the project? c. Did the committee management reflect a consideration 0: the individual talents of its members? d. Were proper communications maintained (committee meetings, committee structures, public relations, etc.)? [0 5 10 I"5 20 25 30] 2. HOW SUCCESSFUL WAS THE PROJECT? [20%] a. Did the project accomplish its goals? b. Did the committee chairman and members learn leadership and management skills through the project? c. Was the chairman's Planning Guide properly used or does it appear that the plannin~ and implementation sections were completed after the proJect was concluded? d. Does it appear that the evaluation was taken seriously and used as a learning experience? [0 5 I"O 15 20] 3. WHAT IMPACT DID THE PROJECT HAVE ON THE CHAPTER/COMMUNITY? . [35%] a. Does the project appear to have been done to satisfy one of the chapter's major priority areas or goals? b. Were available community resources utilized fully? c. Did the project involve a large percentage of the member- ship? Were those individuals briefed on the overall objectives of the project? [0 5 10 15 20 25 30 ~5] 4. HOW WELL WERE CHAPTER RESOURCES USED IN REACHING THE PROJECT OBJECTIVE? [15%] a. Were a few members overburdened with work while the majority made no contribution? b. Was the project too ambitious for the available chapter resources? [0 5 10 IS] TOTAL SEE REVERSE FOR ANY COMMENTS 5 III. DIAGRAM OF SUGGESTED SINGLE PROJECT NOTEBOOK ENTRY This sheet is included to show in composite how a project notebook entry should be put together. This guide also follows this same format in explaining to one how to prepare and put a single project notebook entry together after the listing of single project award categories. Chapter NAME Chapter Mailing ADDRESS Your TOWN Project Catagory POPULATION DIVISION I FRONT LABEL SUB TAB F.- PROMOTIONAL MATERIAL SUB TAB E.- STATISTICAL RECORDS SUB TAB D.- PHOTOGRAPHS ~ ---- BACK COVER SUB TAB C.- CORRESPONDENCE SUB TAB B.- NEWS CLIPPINGS SUB TAB A.- FINANCIAL DATA TAB 6- SUBSTANTIATING MATERIAL TAB 5- CHAPTER RESOURCES UTILIZED TAB 4- MANAGEMENT TECHNIQUES TAB 3- FINANCIAL STATEMENT I ~ • • • r :I • • :T .~ • .... • • • r - • • • • .- .- • • • .- ....-- • • • • • • • I I • • • ~ • • ~ • • • • • I • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • •: d • • • I TAB 2- ANSWERS TO QUESTIONS FROM CHAIRMAN'S PLANNING GUIDE ---' TAB 1- ENTRY FORM FRONT COVER 6 IV. CHAPTER SINGLE PROJECT AWARD CATEGORIES I. Chapter Activities such as: sports, elections and recognition. 2. Criminal Justice: Any single project designed to educate about or prevent crime, to promote better correctional facilities and to promote for better ex-offender programs. 3. Economic Development: Any single project which improves resources, manpower, facilities, etc. for business and industrial development. 4. Energy Conservation: Any single project that promotes t he conservation of natural energy sources or the development of new or improved sources of power. 5. Environment: Any single project designed to educate the citizens and enhance the environment in your community. This could include a project to prevent pollution of land, water, air; resource and wildlife conservation; provide facilities for better use of public property; or provide an opportunity for environmental education through learning processes or through involvement. 6. Government Involvement: Any single project designed to provide better public services or government within your community or to work at solving problems of a political or governmental nature. 7. Health or Safety: Any single project designed to promote improvement in community health or safety. 8. Human Relations: Any single project to promote and imp rove understanding between neighborhoods and citizens of your community with varied ethnic, social, economic, racial or religious backgrounds. 9. Inner City: Any single project designed to alleviate the human needs of those living in the impoverished neighborhoods of your community. Especially those living in uploads/Management/ guide-for-preparing-chairman-x27-s-planning-guide-cpg-project-notebooks.pdf