Engineers Without Borders–USA - PowerPoint - PowerPoint by wuyunyi

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									Engineers Without Borders – USA
          Project Kickoff




    Guidelines, Deadlines and other
        Important Information
               Congratulations!
• You have a new EWB-USA Project – What do
  you do now?
                 Congratulations!
• You have a new EWB-USA Project – What do
  you do now?
• The first thing to do is to remember that the
  work that you do will likely have an enormous
  effect on your partner community – either
  positive or negative.
       Outline of This Presentation

• We will review several issues to help get you
  started.
  – Commitment to your Community
       Outline of This Presentation

• We will review several issues to help get you
  started.
  – Commitment to your Community
  – Mentors
       Outline of This Presentation

• We will review several issues to help get you
  started.
  – Commitment to your Community
  – Mentors
  – Travel Team Size
       Outline of This Presentation

• We will review several issues to help get you
  started.
  – Commitment to your Community
  – Mentors
  – Travel Team Size
  – Project Process
       Outline of This Presentation

• We will review several issues to help get you
  started.
  – Commitment to your Community
  – Mentors
  – Travel Team Size
  – Project Process
  – Pre-Assessment Documentation
       Outline of This Presentation

• We will review several issues to help get you
  started.
  – Commitment to your Community
  – Mentors
  – Travel Team Size
  – Project Process
  – Pre-Assessment Document
  – Tips for Getting Travel Approval
       Outline of This Presentation

• We will review several issues to help get you
  started.
  – Commitment to your Community
  – Mentors
  – Travel Team Size
  – Project Process
  – Pre-Assessment Document
  – Tips for Getting Travel Approval
  – Contacts
 Commitment to your Community

• EWB-USA expects your chapter to have at least a five
  year commitment to your community.
   – If your chapter cannot continue with a project, you must
     inform the EWB-USA National Office. You cannot just stop
     working on the project.
• You will be collaborating with your community and
  have an ongoing relationship. You should be in
  contact with your community on an ongoing basis
  and not just once or twice a year.
 Commitment to your Community

• The five year commitment can take
  many different forms; here are a few
  examples:
  – Year 1 – assessment and design, Year 2 – implementation, Year 3 to 5
    – education, monitoring and evaluation
  – Year 1 – assessment and design of project I, Year 2 – implement
    project I, assessment and design of project II, Year 3 – implement
    project II, assess future projects, etc.
  – Year 1 – assessment and design, Year 2 – implementation, Year 3 –
    education, monitoring and evaluation of initial project, assessment of
    neighboring community, Year 4 – implementation in neighboring
    community, monitoring in original community, etc.
   Commitment to your Community

• How does this affect your chapter?
  – You may no longer be part of the program by the time that the
    program ends so you must make the program sustainable at the
    chapter level
  – Keep program and project continuity in mind when staffing trips
  – Make sure that all information that is gathered is documented so that
    future projects do not have to reinvent the wheel
  – Keep a good file for the program
  – The project lead must pass along information to the next project lead
                 Mentors

• Your chapter must have a mentor for design,
  analysis, planning and travel.
                 Mentors

• Your chapter must have a mentor now and for
  travel.
• Mentor minimum 5 years experience.
                 Mentors

• Your chapter must have a mentor now and for
  travel.
• Mentor minimum 5 years experience.
• Faculty member may not be adequate.
                 Mentors

• Your chapter must have a mentor now and for
  travel.
• Mentor minimum 5 years experience.
• Faculty member may not be adequate.
• EWB-USA must review mentor resume.
                 Mentors

• Your chapter must have a mentor now and for
  travel.
• Mentor minimum 5 years experience.
• Faculty member may not be adequate.
• EWB-USA must review mentor resume.
• Find a traveling mentor now.
                  Mentors

• Your chapter must have a mentor now and for
  travel.
• Mentor minimum 5 years experience.
• Faculty member may not be adequate.
• EWB-USA must review mentor resume.
• Find a traveling mentor now.
• If you can not find a mentor contact us early
  for help.
              Travel Team Size
• Your travel team size should be based upon the
  requirements of the project – not the travel dreams
  of the chapter members.
• Travel teams that are too large stress the host
  community, make project coordination more difficult
  and take financial resources away from the project.
• The recommended maximum travel team size is
  eight. If you plan to take more than this, please
  provide the EWB-USA National Office with a
  compelling explanation why additional travel team
  members will benefit the community with which you
  are working.
                    Project Process
• The project process follows the normal engineering procedure –
  problem identification, assessment, project design and project
  implementation.
• The project process has been developed to ensure that quality
  projects are implemented.
• The project process is not just a set of hoops to jump through to get
  approval to travel on a trip.
• We expect all chapters to know and comply with the project
  process.
• Deadlines for the project process submittals can be found on the
  EWB-USA website at http://www.ewb-usa.org/TAC&Travel.php.
  NOTE: Deadlines are two to three months in advance of the
  proposed trip.
• Late submittals will not be reviewed until the next month – this
  may mean postponing travel.
 Project Process - Documentation

• Pre-Assessment – planning for your
  assessment trip.
 Project Process - Documentation

• Pre-Assessment
• Post-Assessment – documenting what you
  learned during your assessment trip.
 Project Process - Documentation

• Pre-Assessment
• Post-Assessment
• Alternatives Analysis – presenting the
  alternative design options and choosing a
  selected alternative (currently not required to
  submit this to EWB-USA National).
    Project Process - Documentation

•   Pre-Assessment
•   Post-Assessment
•   Alternatives Analysis
•   Preliminary (30%) Design – presenting your
    preliminary design (currently not required to
    submit this to EWB-USA National).
    Project Process - Documentation

•   Pre-Assessment
•   Post-Assessment
•   Alternatives Analysis
•   Preliminary (30%) Design
•   Pre-Implementation – planning for your
    implementation trip.
    Project Process - Documentation

•   Pre-Assessment
•   Post-Assessment
•   Alternatives Analysis
•   Preliminary (30%) Design
•   Pre-Implementation
•   Post-Implementation – documenting what
    was constructed during your implementation
    trip.
   Pre-Assessment Documentation
• 507A – Trip Administrative Information – You will include
  administrative information about your proposed trip on this
  document: chapter contacts, travel team, travel details,
  budget, etc.
• 507B – Trip Technical Information – This is the document
  where you describe the investigations and analyses that you
  have carried out to and the plans that you have for data
  collection during the site assessment trip.
• The blank format for the 507A and 507B can be found at
  http://www.ewb-usa.org/ProjectsDownloads.php
• The 507B will be changing in the near future to a different
  format. The new format is closer to professional engineering
  documents than the current format. For the time being you
  may use either format.
       Requirements Prior to Travel
• Submit your pre-assessment report (507A and 507B) to projects@ewb-
  usa.org in accordance with the submission deadlines posted at
  http://ewb-usa.org/TAC&Travel.php.
• Form 505 (Site Assessment Checklist) may be helpful in planning your trip.
• You must have two health point persons on the traveling team.
• Submit the resume of the traveling mentor at the same time as the 507A
  and 507B.
• An EWB-USA Project Manager will contact you to discuss your project and
  will make a decision regarding technical approval of the trip.
• Submit your travel waivers (form 605) and proof of insurance (form 608)
  to your Chapter Relations Manager (CRM).
• Submit updated membership lists for your chapter and ensure that annual
  dues have been paid.
• Your CRM will contact you to address any deficiencies in your assessment
  trip documentation. When all requirements have been met, the CRM will
  issue you a travel approval letter.
   Tips for Getting Travel Approval
• Do not leave everything until the last minute. Plan ahead.
• Make sure to have a traveling mentor on board early in the
  process.
• Do not miss any deadlines. If you have any questions about
  the deadlines, contact your CRM to discuss it with them.
• The EWB-USA website has many good resources to help you
  plan your trip.
• You will not receive a Travel Approval Letter until all
  requirements have been met. You must have a Travel
  Approval Letter for your trip to be an official EWB-USA trip.
                              Contacts
• If you have questions during your project, don’t sit around
  fretting – contact the EWB-USA National Office
   – Technical Issues – Contact a Project Manager
       • Peter Waugh, P.E., Tiffany Martindale, P.E., Kelly Latham, P.E.
   – Administrative Issues – Contact a Chapter Relations Manager (CRM)
       • Tracy Beavers, Colleen O’Holleran, Rosemary Powers, Diana Underhill,
         Scott Hammond
   – Document Submittals – Contact the Project Coordinator
       • Luke Pritchard
   – Country Specific Issues – Contact your Country Liaison (if applicable)
   – If you do not know who to contact, just contact one of us and we will
     route you to the correct person. Contact information can be found at
     http://ewb-usa.org/contact.php
              CRM Assignments

• Tracy – South Central and South East: AR, LA, OK, TX,
  AL, FL, GA, MS, TN
• Colleen – Mountain: AZ, CO, ID, MT, NM, NV, UT, WY
• Rosemary – North East and Great Lakes: CT, DE, MA,
  ME, NH, NJ, NY, PA, RI, VT, OH
• Diana – West Coast and Midwest: AK, CA, HI, OR,
  WA, IA, KS, MN, MO, NE, ND, SD
• Scott – Great Lakes and South East: IL, IN, KY, MI, WI,
  WV, DC, MD, NC, SC, VA
Thank you for your commitment to
 Engineers Without Borders-USA.

								
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