Table of Contents (click on items
to jump to that section)
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B. - Who Will Benefit |
Name the group or
organization that will benefit from your project and how your project will
benefit them. Remember, the
project cannot benefit the Boy Scouts (except in the most indirect way). Do not describe the project again,
just focus on the benefit of the project. Some possible benefits to consider are: improves safety,
enhances appearance, helps needy people, provides essential services, provides
entertainment to a needy group, or improves functionality of a facility. These are just examples and are not
all possible benefits to your project
You should also work with an official of the institution in planning the project. See the section below for some hints on working with an agency.
Hint - Coordination
with Benefiting Agency
Finances
are of particular interest. Be
sure both you and the agency understand all financial obligations, and
preferably have them stated in writing.
Are they going to "fund your project" (which you might
assume means they will pay for everything) or "pay up to $100 toward
your expenses"? No one
should try to cheat you, but a misunderstanding can create hard feelings or
cost you more than you had planned.
Another
area where you should ensure complete understanding is in the materials to be
provided. When an agency says
they will provide building materials, make sure you both understand exactly
what is to be provided (see the materials section below). Find out if the agency will deliver
the materials to your work site or if you must pick them up. If you are going to have to go get
materials, find out exactly where (i.e. address) and the name and phone
number of the person you need to talk to when you get there. Do you need to call ahead and setup
an appointment to pickup the materials?
Dealing with government agencies can be particularly frustrating if
you do not ensure that all details are understood by both parties. Making assumptions is dangerous!
C. - Planning Details
This is the heart of the
project plan and the area that will require the most work. The plan should include all details
needed to carryout the project.
The plan will include the sections discussed below, if
appropriate. All sections are
not applicable to all projects, so may be omitted, if not needed. Since there is limited space in the
workbook, you may attach extra pages with the details. You may prefer to write or type the
plan on separate pages and then cut and paste them into the proper section of
the workbook after your advisor has helped you get it into the final form.
Present Condition
Describe
the current condition or situation that you are going to change. Do not repeat the benefit of the project
or how it will be in the future, but focus on creating a word picture of how
things are now. This is a good
place to include pictures (either photographs or drawings) of the project
area. Remember, the District
Advancement Committee does not know what your church or school or park looks
like, so they cannot understand why your project is important unless you show
and tell them.
Local Government Compliance Issues
There may be local laws or other requirements /
limitations that could impact your project. Check with a knowledgeable authority to see if your
project is in compliance with all community zoning laws. You may also be required to obtain a
Building Permit for some construction projects. These are rarely a problem for Eagle Projects, but they
are better resolved in advance than to be surprised on your workday or after
the project is completed. If you
will need to dispose of a significant amount of trash / garbage, investigate
possible community dump fees, or other waste disposal regulations /
limitations. Pay particular
attention to hazardous waste regulations. Some permits may take some time to acquire, so plan ahead.
Plans / Drawings / Designs |
If your project is to build something, you will need detail plans or drawings. These are like blue prints and should show all dimensions, paint schemes, floor plans, layouts, or other detail that can be drawn. Plans or drawings are usually done on graph paper that has guidelines, but blank paper is acceptable as long as you are neat. Photographs may also be of value here for some projects. If you have made a design (e.g. emblem, logo, etc.) include it in this section. All plans, drawings, or figures should be labeled with a Figure Number and a Title (e.g. "Figure 1, Playground looking east"). Refer to them in the appropriate sections of the text.
Scripts / Program Outlines
If you chose to put on an educational or entertaining program for an authorized group, you should include the program outline, to include the times each activity is allotted. If a script is required for your participants to play their individual parts, that should also be included here, as well. You may not have the final script worked out before submitting your plan for approval, but you need to have a detailed outline of the script to show what is being presented.
Written / Printed Information
If you are going to use handouts,
posters, letters, or other written materials as part of your project, include
a copy each in the plan. These
should be included as attachments to the workbook should have a Figure Number
and Title (e.g. "Figure 6, Sample handout to the troop") and be
referenced in the appropriate section of the text.
Materials
Materials
are those things that become part of the finished product. Examples are lumber, paint, nails,
concrete, etc. This is truly a
shopping list, so include material specifications (exact size, quality, brand,
finish, etc.), number/amount of each item, and cost. Don't just say, "lumber",
you need to describe exactly what pieces of lumber. If items are to be donated, state so. This section is best presented in the
form of a separate list or table attached to extra pages in the
workbook. Tables should include
a Table Number and Title (e.g. "Table 1, Materials & Supplies")
and be referred to in the appropriate section of the text.
The
Materials table may look something like this:
|
Table 2 - Materials |
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|
Item |
Description |
Quantity |
Unit Cost |
Total Cost |
Source |
|
Plywood |
3/4", 4' x 8' B-C interior grade |
3 sheets |
$20.00 |
$60.00 |
Home Depot - donation |
|
Paint |
Sherwin-Williams interior off-white (#1342), semi-gloss |
2 gal |
$15.00 |
$30.00 |
Sherwin-Williams - purchase |
|
etc. |
. |
. |
. |
. |
. |
|
etc. |
. |
. |
. |
. |
. |
Supplies
Supplies
are those expendable things which do not become parts of the finished
product, but that are used to complete it. Examples of supplies are sandpaper, trash bags, posters,
gasoline, pens, markers, paper, paint rollers, drop cloths, etc. Provide a list of all supplies you
will need and where you will get them.
Since supplies cannot normally be reused, you need to either buy them
or have them donated. You cannot
'borrow' something that you cannot return. You may choose to combine the materials and supplies into
one list (see above); but label it as such.
Tools
Tools
are those items used to aid in making the work easier, or even make it
possible to do at all. Tools are
not used up and should be saved and used again and again. Examples of tools are hammers,
shovels, tractors, or saws.
Provide a list of all tools required to work the project; don't take
for granted that required equipment will just appear when you need it. Be very specific (e.g. number of
hammers, type of shovels, type/size of paint brushes, etc.). Tell how those tools will be
obtained. If you must purchase
tools, include them in the financial plan. You should be able to borrow most tools from the people who
are working on the project or from someone else. Try not to spend much money on tools since they are expensive
but not part of the finished product.
If you must buy tools, discuss what is going to be done with them
after your project is complete.
Are you going to keep them, give them to the troop or other
organization, or maybe to the organization who is funding the project?
The
Tools table may look something like this:
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Table 3 - Tools |
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|
Tool |
Quantity |
Source |
|
Claw hammers |
6 minimum |
Workers to bring |
|
Air Compressor |
1 |
Mr. James’ company will loan |
|
Garden rakes |
4 minimum |
2 from church, 2 from Mr. Hightower |
|
Circular power saw (7 in) |
1 |
My dad |
|
Extension cord, grounded / 3 prong, 50' minimum |
2 |
1 from Mr. Haygood, 1 from church |
|
Camera, 35mm automatic (to document work) |
1 |
My mother |
|
Cooler, 5 gallon (for drinks) |
1 |
Scout Troop |
|
etc. |
. |
. |
|
etc. |
. |
. |
Schedule
A
good schedule is a necessity for any successful plan. It shows when everything is done and
in what order each step happens.
You must make your best estimate of how long tasks will take and in
what order they will be done.
Your schedule may be in the form of a Gantt Chart (bar chart), a
calendar with tasks entered on the appropriate days, or just a list of tasks
and the date when they will be done.
Include project planning and approval on your schedule. No project follows the planned
schedule exactly, but is helps make things happen logically. When you complete your project and do
the final write-up, you will discuss how well the project followed the
planned schedule and why you think it deviated from it.
In
addition to the schedule, which shows the dates when you think tasks will be
worked, you will also need detailed instructions. These should read like a recipe in a cookbook and tell the
workers exactly what to do.
Include a list of every task you can think of, what order they will be
done, and who will do them.
Include the clean up of the work site in your plan.
A
sample detailed workday plan may look something like this:
|
8:00 |
My dad and I arrive at work site and begin preparation. |
|
8:15 |
Workers and other
leaders scheduled to arrive. |
|
8:30 |
Brief 3 team leaders on their duties. |
|
8:45 |
Get all workers
together and tell them what we are going to do. |
|
9:00 |
Team 1 begins
clearing ground. |
|
10:00 |
Teams 1 & 2 begin constructing the thing-a-ma-gig according to plans. |
|
|
etc., etc. |
|
12:00 |
Lunch |
|
12:45 |
Teams 1 & 2
construct the thing-a-ma-gig according to plans. |
|
|
etc., etc. |
|
3:00 |
Teams 1, 2, and 3 paint the thing-a-ma-gig with one coat (note: 2nd coat will be applied next week) |
|
4:00 |
All workers begin cleanup and put trash bags in Mr. Haygood’s truck. |
|
4:30 |
All workers go home |
Financial Plan
Every
project will cost something and you need to discuss those costs in your
plan. Provide a list of all
materials, tools, supplies, etc. with a cost of each. This information may be shown on your
list of materials/supplies. If
items are loaned or donated, state so.
Remember to include any fees (e.g. building permit fees, city dump fees,
etc.) in your cost estimate.
Once you have determined how much the project is going to cost, you must find the money to pay for it. You may consider several sources for funding, including the organization for which you are doing the project, donations from others, from your allowance, from your parents, or any other legitimate source. While your project MAY NOT BE A FUNDRAISER, you may conduct fundraising activities, if necessary, to finance the supplies and materials needed for your project. Obtaining the funds to do the project is your responsibility; don't assume that someone will cover cost until you have asked them.
A
major part in any project, whether for Scouts, church, community, or a
business, is funding. If you
cannot come up with all the money you need, look at reducing the cost to get
within your budget. You may even
find that the project is too expensive and you will have to choose another
one.
Hint – Requesting Funding: You will have better success in getting funds or materials donated by an organization or business if you can show them exactly what you need. Take your list of Materials / Supplies, with associated costs, when you meet with an organization or business leader. They will be more likely to help if they feel that you know what you are doing and have a real plan.
After the source of your funding is established, you should also consider how the money is to be handled. As money is brought in from fundraising activities, where will it be held for safekeeping? Exactly how will supplies and materials be paid for? It is strongly suggested [by this author] that you do not put your parents or yourself in the position of holding any substantial amount of money. Discuss this issue with the organization that is providing financial support. Consider letting the sponsoring organization's treasure manage the funds. Your troop treasure may also be willing to help. Whatever you decide, ensure you have a complete paper trail for all financial transactions and include a summary in your final report.
One last financial point to consider – since your project must benefit a not-for-profit organization, see if the organization has an exemption from state sales taxes. If so, find out how to take advantage of this savings before you go to buy your materials. This may help you stay within your budget. If they are not tax exempt, then don't forget to include the sales tax (normally 6 to 8%) in your budget plan.
Helpers / Workers
You
may recruit your workers from your Scout unit, your school, your friends, or
anywhere you can find willing volunteers who you feel will follow your
leadership. You are not required
to use Scouts to work your project.
Your workers may be youth or adults, but a word of caution – adults
will be more likely to 'take charge', thinking they are helping you. However, their leadership may
actually interfere with your chance to demonstrate leadership (which is the
purpose of the project). If you
are going to use adult workers, make sure they understand that you have to be
the leader to get credit for this Eagle requirement.
In this section, discuss who will be doing the work. You do not need to state names (which you most likely will not know yet), just the number of people, what organization they are part of, and what special skills will be required. For example, are you going to need a carpenter? Describe how you are going to organize the workers to get the work done efficiently. Will they be divided into teams and, if so, who will lead the teams? What tasks will each team be doing? How will you use adult leaders? Remember, you do not have to DO any of the physical work yourself; you are responsible for LEADING others in carrying out the project and ensuring that everything is done the way you want it (i.e. show leadership).
Hint – Recruiting Workers: Don't just make an announcement at a couple of
troop meetings and assume that everyone you need will just show up. While you do not need a list of
workers by name when you turn in your initial project plan, you should make a
list of potential workers no later than a couple of weeks before your
workday. Remind any Scouts on
your crew that they will earn service hours toward their own advancement by
working on your project. You
should then contact each potential volunteer and get a commitment from them
that they will be there on the workday.
If they hedge by saying, "I'll try to be there," (which
often implies they do not really want to help, but are reluctant to tell you
so) remind them about how important this is and how much you really need them. Try
to get them to say, "Sure, I will be there.”
The
final task in getting your workers to show up is to call each one a couple of
days before the work date and remind them. Tell them how much you appreciate their help and how you
won't be successful without them.
If someone said they would help and they do not show up on the
workday, you may consider calling them and seeing if they just forgot. You may feel like you are pressuring
people – and you are. As the
leader, it is your responsibility to make things happen and you need help to
get the job done.
Also,
it helps if you give each potential worker a handout telling him or her the
date, time, and location for the project. Include a map to the work site, if it is not well
known. You should also let your
crew know if you are serving lunch or if you expect them to bring a sack
lunch. Try to give them an idea
about when you expect to finish, too.
People are more likely to participate if they understand what is
expected of them.
The
supervisor of any project, in Scouting or otherwise, is responsible for the
safety of the workers. While the
adult leaders who are present during your project will step up to handle any
real emergency, you as the project leader should prepare for the overall
safety of your workers in your project plan. The key to a safe project is avoiding accidents and being
prepared to handle likely consequences if an accident does happen.
There
will be safety hazards peculiar to your project and your worksite(s) and you
should review these as part of your planning. Inspect the worksite for potential hazards and either plan
to correct them early on your workday or develop a way to keep your workers
away from the danger. Simply
marking minor hazards to alert workers may be acceptable. Watch out for the life-threatening
hazard of tools or work materials coming in contact with overhead electrical
wires. You should review the
worksite hazards during your first project briefing to your workers.
Often
the tools you will be using may create a safety hazard. Picks, axes, hammers, electrical
wires / extension cords, and motorized vehicles may all cause injury if not
used properly. Power tools are
especially dangerous and you should ensure that only qualified people operate
them. If youth are to operate
power tools, they must do so under the supervision of a trained adult. Anyone (youth or adult) using special
tools must be trained in their safe operation. You or a qualified person may need to provide training
before dangerous tools are used.
Do
not forget the common health & safety issues like sunburn, poison ivy,
heat stroke, heat exhaustion, hyper / hypothermia, and a supply of safe
drinking water. Warn everyone to
watch out for poisonous snakes, if appropriate. Discuss these and any other safety issues during your
worker briefing, before they begin any physical work.
As
with any Scouting activity, you should have a suitable first aid kit
available on-site. It would be a
good idea to actually open it up and ensure it is clean, properly stocked,
and that items are organized so you can quickly find what is needed in an
emergency. A serious accident
will require more than a first aid kit.
It may become necessary to seek professional medical attention, either
at a doctor’s office or hospital emergency room. Ensure a suitable vehicle is available at the worksite and
that you know where the nearest hospital with an emergency room is
located. In case of a very
severe injury, you may need to call an ambulance, so access to a telephone or
cell phone should be planned.
The
BSA
Guide to Safe Scouting is a valuable resource in planning a safe project
workday. You must also ensure
that you follow all BSA safety policies. There are strict policies on the use of fuels, vehicle
operation, adult leadership, and use of power tools, so read through this
document and address any areas applicable to your project.
Boy
Scout policy (Guide to Safe Scouting, p. 4) states: “Two registered adult
leaders, or one registered adult and a parent of a participating Scout, one
of who must be at least 21 years of age or older, are required for all trips
or outings.” It is your
responsibility to ensure that this policy is followed. Don't assume that the required adults
and leaders will just 'be there' – arrange, in advance, for them to be
there. You should state how you
will ensure this in your plan.
Without the proper adult supervision, you will not be able to work
your project.
Also, remember that the adults are not your Eagle Project's leaders. They should be there as safety monitors or they may do some work at your direction. You may need to help the adults resist the temptation of taking charge of your project. (see the Hint in the Leadership section below)
Work Site
Where will the work be done? If you are going to build something, are you going to build it at the location where it will be used or somewhere else then moved? Remember, you must get permission to use any work site from the responsible person/owner. If the location where you are going to work requires special facilities or tools, state so. Think about how the weather will affect your work site.
Transportation
Moving
people, materials, supplies, tools to/from a work site will most likely be
required. Discuss what needs to
be moved, what vehicles you will need, where you will get those vehicles, and
who will drive. BSA policy
places limitations on drivers under 21 years old; ensure you are aware of
these limits and work within them.
Remember that all passengers must be seated with a seat belt on
whenever a vehicle is in motion.
NO ONE, child or adult, should ever ride in the bed of a moving truck
under any circumstance! All of
this is your responsibility.
Initial Project Approval
There are several approvals required for your project along the way. The first is the approval from your Scoutmaster or unit project advisor that your idea will qualify as a valid project. You should get this before spending too much time writing up the detail plan. After your advisor has helped you get the written plan in order and ready to submit, you will then need several signatures in the Eagle Scout Leadership Service Project Workbook. A responsible representative from the organization you are doing the project for is the first signature required. It is also a good idea to get a letter from the organization, if possible. Next, your Scoutmaster or project advisor signs, followed by a member of the Troop Committee. The project plan is now ready to turn in to the District or Council Advancement Committee for approval to proceed. Note: you should keep a photocopy copy of the project, exactly as turned in to the District, in case it is lost during the approval cycle. It is a good idea to write down the date and the name of whom you gave the plan to, in case follow-up is necessary.
Be aware that each district or council has their own particular procedures for submitting and approving Eagle Project Plans. Check with your district and make sure you follow their procedures.
It is very important that you do not DO any of the project work, except planning, until the District or Council Committee has signed it. Once they have approved the project plan, it will be returned to you in accordance with the particular District Advancement Committee's procedures. After you have the approved version of your project, THEN you can begin to DO the project!