Project Management Manual 1415

PROJECTMANAGEMENT

MANUAL

ATENEOGABAY

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v.3.0

Ateneo Gabay’s project management system enforces a three-step process: Pre-Project, Project

Implementation, and Post-Project.

The Pre-Project phase includes all efforts on project initialization or conceptualization, project planning and all preparations prior to the implementation of the project.

*It was in SY 2012-2013 that the Pre-Project phase was given emphasis on, being a critical part of the project management process.

PRE-PROJECT

The Project Implementation phase includes all efforts done during the project itself. These include ongoing and repetitive maintenance of the project during the said period.

IMPLEMENTATION

post-project

The Post-Project phase includes all efforts on project evaluation both on the participants’ and organizers’ perspectives, and on project documentation.

*It was in SY 2011-2012 that the Post-Project phase was improved by standardizing documentation requirements. Such effort was done to ensure sustainability and continuous improvement.

SUBMISSIONS FORMAT

PRE - <Project Name>Pre-Project Form

Send files with the following subject format to prevent oversightand to ensure that all requests are automatically segregated.

POST- <Project Name>Post-Project Form

PROMO - <Project Name>Promotional Material

WEB - <Project Name>News Briefs

PICS - <Project Name>Pictures

QUERY - <Project Name>Other Queries

! It is imperative that formats are followed.

PRE-PROJECT

PRE-PROJECT

THE STANDINGCOMMITTEES

Upon selection of project heads, they shall form a CORE GROUP, the size of which is left to their

discretion.

Each project core group is encouraged to have the committees given above. Other committees could be made, depending on the need of the project.

PROGRAMS LOGISTICS SECRETARIAT

FINANCE DOCUMENTATION PROMOTIONS

PRE-PROJECT

T3ThePre-ProjectCompilation

The PRE-PROJECT COMPILATION (T3) is the compilation of all the files involved in the Pre-Project phase of the Project Management process.

PRE1: Pre-Project FormPRE2: OSA Project Proposal FormPRE3: Registration TemplatePRE4: Speaker’s Information TemplatePRE5: CertificatePRE6: Waiver Forms PRE6a: Waiver (Below 18) PRE6b: Waiver (18 and Above)PRE7: Evaluation Forms PRE7a: Members Evaluation Form PRE7b: Non-Members Evaluation FormT3: Pre-Project Compilation Instructions

! Make sure you read theT3 Pre-Project Compilation Instructionsbefore using any form or template!

PRE-PROJECT

PRE1

PRE2

Pre-Project Form

OSA Project Proposal

• The Pre-Project Form (PRE1) is a specialized form, integrated with the services offered by the Office of the Secretary-General to be submitted by all projects, regardless of status, prior to project implementation.

• The PRE1 requires information on the org and project goals, success indicators, brief description of the project, logistical plans, and promotional plans.

• The PRE1 is to be submitted at least one (1) month before the actual implementation of the project

• The OSA Project Proposal (PRE2) is only necessary if the project is not pre-approved by OSA. Ask this from your project overseer.

• The PRE2 should be submitted before the PRE1 is submitted to the OSecGen.

• The PRE2 requires the accomplished form, necessary attachments and the approvals of the org president and the org moderator

• Ask your overseer if your project is pre-approved or not.

! For PRE2 OSA Project Proposal FormSubmit it 2 clear working days before you wish to have it back from the OSA Professional assigned to Gabay.

Submit to [email protected] as attachment with subject: “PRE - <Project Name>”.

PRE-PROJECT

The Secretariat Core is expected to take down minutes of the core meetings using T2: Minutes of the Meeting template.

SECRETARIAT

MinutesThey are also in charge of the preparations

of the evaluation forms using PRE7: Evaluation Forms. They are in charge of

blocking off evaluation fields not applicable to the project. Evaluation Forms will be provided by the Office of the Secretary-

General, located in the Gabay Room.

Evaluation Forms

They should also prepare the registration sheets using the

PRE3: Registration Template. The updated template can be

downloaded from:http://bit.ly/

GabayPRE3RegTemplate1415

Registration

All projects held outside campus need to submit PRE6: Waiver Forms to the Office of Student Activities at least a day before

the projects.

Waiver Forms

Use T1: Letterhead for all documents going out of the organization. Make sure that the invitation is approved by the

Externals Vice-President and the signatories before sending them.

Invitations

Signatories:Inside Ateneo – Project Head and President

Outside Ateneo – Project Head, President, and Moderator

PRE-PROJECT

PROMOTIONSCreationAll promotional materials in Ateneo Gabay will be created by either the Promotions Team or the project’s Promotion core team member.

The Promotions TeamAll Gabay Promotions project teams can opt to avail the

services of the official Promotions Team of the org.

REQUEST METHODSIf your project requires a

PRE1: Pre-Project Form, just accomplish the fields necessary under

the Promotional Specifics section.

If it does not, accomplish the form through bit.ly/prodosrequestat least 2 weeks before the date you need the promo material.

If you prefer to have your own Promotions core create your promotional materials, just make sure that the

outputs follow the guidelines set for promotional materials. Send them to [email protected] for approval. All materials not approved shall not be disseminated. In

addition, create a 1300px x 460px version of your material for the website slideshow.

PRE-PROJECT

PROMOTIONSAteneo GabayGuidelines

• All promotional materials should have the org logo.• All promotional materials intended for external audience

should have the organization name. The tagline is optional.* The color and font style of the logo, name and the tagline can be manipulated to suit the overall theme of the material.

Ateneo-Wide GuidelinesAll promotional materials to be released to the Ateneo public should be

approved by your OSA Professional prior to release. Other specifications depend on the type of material to be released.

POSTERS

from 11”

8.5”

to 22”

17”

Max NumberMax DurationVenues

ParametersProcedures

252 WEEEKS ONLYEDSA Walk Org Boards & Departments and OfficesUse thumb tacks/ pushpinsHave the Poster Approval Form from DSWS signed by org officers to use their org boards. Forward the posters to DSWS for stamping

TEASERS

Max NumberMax DurationVenues

Parameters

Procedures

Less than/equal to 11”

8.5”

502 WEEKSClassrooms, EDSA Walk, Org Boards, Departments & OfficesThumb tacks/ pushpins should be used: teasers should not behanded outBring the posters to DSWS for stamping

* Images needed can be found in the Images folder of the FACIT.

PRE-PROJECT

PROMOTIONSPROMOBOARD

Max NumberMax DurationVenueProcedure

12 WEEKSCorkboards along EDSA WalkProceed to DSWS for scheduling

3ft

6ft

HORIZONTAL

Max NumberMax DurationVenueProcedure

1 per location2 WEEKSGrills at Zen Garden, Near the Batibot TreeSend the material with a reservation slip to your OSA professional for approval. Proceed to DSWS for scheduling. *Nylon string should be used

STREAMERS

TABLE-TOPADVERTISEMENTS

Max NumberMax DurationVenueProcedure

20 per cafeteria2 WEEKSAMPC, Blue&Gold, Photocopy StationsSend a letter to the cafeteria administration endorsed by your OSA professional.*Only clay should be used

VERTICAL BANNERSMax NumberMax DurationVenue

Procedure

62 WEEKS54 Lamp posts around the Loyola Schools campusSend the material with a reservation slip to your OSA professional for approval. Proceed to DSWS for scheduling.*Nylon string should be used

PA SYSTEMMax NumberMax DurationVenue

645 seconds,2 per dayOAS Kostka/OSA

For LS-Wide PA, send a letter to OAS endorsed by your OSA Professional and schedule at DSWS. For MVP-wide PA, sub-mit a reservation slip to OSA and schedule. *Reserve at least (2) days before your first announcement.

Procedure

3ft

7ft

PRE-PROJECT

PROMOTIONSDIGIPOSTPLASMA TV

Max NumberMax DurationVenueProcedure

65 MINUTESAMPC 1/FSend MIS Office a letter endorsed by your OSA professional with attached static or video.*Reserve at least 10 days before actual use. PPT. presentations are not allowed.

Static ads: PSD Format(720px x 480px for main screen/220px x 480px for side banner)

Video: AVI format – 720px x 480px,16:9 wide screen

LIBRARYTERMINALS

Max NumberMax DurationVenueProcedure

1 per terminalNONERizal Library Information Commons 3&4/FSubmit JPEG file to the library technician at the Information Commons 3/F

OTHER EPHEMERALSDescriptionParamters

T-shirt, mugs, souvenirs, freebies, etc.OSA Professional approval for all designs.

COMMUNICATIONPROTOCOLSAteneo Gabay Official

Facebook and Twitter PagesOnline promotional materials of ALL projects shall be coursed through [email protected] for approval. Include the write-up for them as well. Use the subject:

“PROMO – Project Name.”When approved, it will be immediately posted on Facebook and Twitter.

Weekly UpdateIn order to be included in the upcoming weekly update, the promotional materials must be sent on or before Sunday, 1900h.

Text BrigadeSend the SMS promotional message to the Gabay phone number 09175027448 by at most 12 hours before the time you want the announcement to be circulated. Only those promotional messages for the GA will be entertained.

PRE-PROJECT

LOGISTICS

Logical procedures to be followed depend if the project will be held inside or outside the Ateneo campus. Only a single person should be assigned to process a logistical procedure per office to avoid confusion.

Food Safety and Quality Assurance

Secure an FSQA Form from the Office of Student Activities and accomplish it, using the information supplied in the F4: Concessionaire Application Form

The FSQA has been enforced, and is now handled by the Loyola Schools Health Services in line with ensuring the safety of the food and beverages offered in the campus.

FSQA

150The FSQA is only needed if the project involves serving or selling food or beverages to 150 or more people.

Make your concessionaire accomplish F4: Concessionaire Application Form and read all necessary manuals from AEMC (Ateneo Environmental Management Coalition) and LSHS.

F4

Submit the accomplished FSQA Form together with the necessary attachments to the LSHS at least3 clear working days before youwish it approved.

! The core team may want to include an Accountability clause in their Memorandum of Agreement with the caterer/concessionaire, for any untoward incident such as food

complaints or food-borne outbreak that was traced to have come from their products and services.

!All reservation requests should be submitted at least 2 clear working days before the actual use.

PRE-PROJECT

LOGISTICSVenues

OSAMVP Training and Conference Rooms,Colayco Pavilion, Doghouse, Kostka Extension

Accomplish a reservation slip (short form) downloadable through bit.ly/osaforms or secure a copy from the Office of Student Activities for the Office of Administrative Services. To reserve multiply venues, Colayco Pavilion or MVP 117-118, submit a reservation letter addressed to the OSA Director.

OASMVP Roofdeck, MVP Basement, Venues, within the Loyola Schools

Other Venues

To reserve classrooms, accomplish a reservation slip (short form) downloadable through bit.ly/osaforms or secure a copy from the Office of the Student Activities or the Office of Administrative Services.

To reserve multiple venues, lecture halls and fields, submit a long form downloadable through bit.ly/osaforms or secure a copy from the Office of Student Activities.

AMPC (cafeteria), Rizal Library (Matteo Ricci Field), FMO (non-LS venues),PE Department (Covered Courts)

Submit a reservation letter addressed to the Director of the office in charge and endorsed by your OSA Professional.

LOGISTICS

PRE-PROJECT

The following files shall be submitted to the Office of Student Activities at least 1 clear working day before the actual

project. All forms are downloadable from bit.ly/osaforms.

Waiver FormsCheck the Secretariat Section of this manual for the details.

Adult Supervisor FormThe Adult Supervisor is an individual who can take charge in an emergency situation and should be present during the entirety of the project. Accomplish the Adult Supervisor Form, with an attached photocopy of any of the supervisor’s government-issued ID or photocopy of any government-issued ID of the supervisor.*If the moderator is the adult supervisor of the event, there is no need to submit the form.

This form is used to disclose alcohol consumption in off-campus events. Freshmen events, regardless of age, shall not be served alcoholic beverages. Stop serving alcohol by 12:00 MN.

Alcohol Consumption

DC

BAC

PRE-PROJECT

FINANCE

Budget AcquisitionAll projects with allocated budget can claim it at most two weeks before the start of the project. • For committee projects, claim it from the FSR (Financial Service

Representative) assigned to your committee. (w/ graphic)• For office projects, claim it directly from the Finance Officer.

! Only 80% of the allotted budget will be released; the other 20% will be released after the submission of financial documentation

Request forAdditional Budget

If the project core team suddenly need more money for the project, they can opt to submit an F3: Additional

Budget Proposal, which is subject to the approval of the Finance Officer.

Finance Head

The Finance Head is assigned to keep the money and to collect all receipts for financial documentation.

PRE-PROJECT

PROGRAMS

DOCUMENTATIONThe Documentations Core should ensure that all documents used by the project core team for the project are kept and organized. The core team can already download T4: Post-Project Documentation for the structure of the organization of the files.

All projects shall allocate at least5 minutes of their schedule before ending the program for proper leeway for project evaluation.

Keep a copy of the program flow because it is a requirement for post-project documentation

PRE-PROJECT

EXECOMPre-ProjectPResentation

All Project Heads need to undergo a presentation of their updates and progress at least two weeks before the event/project. This is to give the Execom the opportunity to learn this situation of the project as it reaches it critical point.

Recommended StructureBrief through the Project Goals and the Success Indicators.

Specifics for the Program, Logistics, Promotions and Secretariat.

IMPlEMENTATION

implementation

Ensure that at least 20 photos of the project are taken. The Documentations Team will

always be present in all official projects of the org.

Ensure that at least 5 minutes of the program will be allotted

for the accomplishment of participant evaluation forms.

Claim the equipment from the technicians. Ensure that the guidelines for the usage

of both venues and equipment are followed.

No food or beverage should be offered inside air-conditioned rooms.

POST-PROJECT

POST-PROJECT

T4ThePost-ProjectDocumentation

The POST-PROJECT DOCUMENTATION (T4) is the compilation of all of the requirements of the Office of the Secretary-General for post-project documentation.

POST1: Post-Project FormPOST2: People InvolvedPOST3: Program FlowPOST4: Members and Non-Members Evaluation SummaryPOST5: Core Evaluation Forms POST5a: Core Evaluation Form POST5b: Core Evaluation Summary POST5c: Core Post-Project Processing FormPOST6: MinutesPOST7: Logistical DocumentsPOST8: Financial DocumentsPOST9: Pictures & VideosPOST10: Promotional MaterialsPOST11: Certificates & PowerPoint PresentationsPOST12: Other FilesT4: Post-Project Documentation Instructions

! Make sure you read theT4 Post-Project Documentation Instructionsfor the specifications of the requirements forpost-project documentation.

POST-PROJECT

Post-ProjectCore Group EvaluationsPOST5:

Starting SY 2011-2012 core teams have been required to submit core group evaluations to collect feedback on the project handling experience of the core team members.

After the project, sendPOST5a: Core Evaluation Form

to each of your core team membersand ask them to accomplish it.

Compile all their answers inPOST5b: Core Evaluation Summary.

POST-PROJECT

Once the core evaluations have been compiled, the project core group is expected to meet. Here, they would discuss the POST1: Post-Project Form and process the summary of core evaluations.

Use the POST5c: Core Post-Project Processing Form in facilitating the last meeting of the core team. You may make it part of the meeting’s agenda, alongside the discussion of the Post-Project Form and results of the Core Team Evaluations.

Once the post-project evaluations meeting is done, the project core team can finalize the post-project documentation of their project.

The documentation should be handed over to the Office of the Secretary-General at most 2 weeks after the last day of project implementation.

The core team can hand the documentation over through attaching it to an e-mail, through uploading it to an external hosting site and sending the download link to the Office, or through a flash drive.

All e-mails regarding post-project documentation should follow the subject format: “POST - <Project Name>”.

Post-ProjectEvaluations Meeting

EXECOMPOST-ProjectPResentation

All project heads need to undergo a presentation of the evaluation, recommendations, synthesis, and summary of the project. This is to give the Execom

the opportunity to evaluate the project’s efficiency and relevance, as well as to commend the project heads in their efforts, in coordination with the Office of the

Internals Vice-President.

The Post-Project Presentation will be scheduled on the nearest Execom meeting after the two-week grace period of the Post-Project Documentation.

POST-PROJECT

ATENEOGABAY

2014-2015

PROJECtMANAGEMENTMANUALv.3.0