Do you want to plan sizzling Rotary projects that deliver effective outcomes for people and the environment? This workshop will give you a five-step guide and tools based on experience and good business practice to develop, plan, implement, monitor and evaluate, and sustain successful Rotary projects while ensuring environmental sustainability. The workshop, led by experienced facilitators, also will assist you with access to online templates and other resources.

1. Planning for Success and
Environmental Sustainability
A five step guide for developing, planning, implementing
and evaluating a successful Rotary project

2. Presenters
• Pat Armstrong (RC Doncaster, Director ESRAG)
• Clare Caulfield (Rotaract Monash)
• Karen Kendrick-Hands (RC Madison, Director
ESRAG)
• Melissa Mills (RC Durham, Director ESRAG)
2

3. Purpose of today’s workshop
1. About the Guide and sustainability
2. What makes a project successful?
3. The five step process of project
planning
4. Using Planning for Success to help
you plan and run successful projects
5. Where to find the Planning for
Success resources
3

4. https://www.facebook.com/S
ustainableCommunities9810/
timeline
4
rotary9810.sustainableco
mmunities.org.au
Sustainable
Communities
(District 9810)

5. 5
https://www.esrag.org/
https://www.esrag.org/

6. The Rotary Foundation supports Projects in
Six Areas of Focus through Global Grants
6
Disease Prevention and Treatment
Peace and Conflict Resolution
Water and Sanitation
Maternal and Child Health
Basic Education and Literacy
Economic and Community Development
Increase the likelihood that your project
will succeed by planning, designing and
implementing it in ways that:
• Do no harm to the natural world, and
• Preserve the ability of the
environment to renew itself.
Enhance the legacy of your project in
every Area Of Focus by integrating
principles of environmental
sustainability throughout its life.
“The environment plays a key role in all six of our areas of focus,” RIPE Barry Rassin

7. In practice:
7
Use wind or solar power plus elevated storage tank, instead of a fossil-fuel
powered pump or generator.
 Lower lifetime operating costs
 Reduced carbon emissions
 Cleaner air and water.
Ensure student success, especially for girls, by replacing candles and kerosene
with solar lights: Enables studying after dark, reduces indoor air pollution and
saves money.
Water and Sanitation
Basic Education and Literacy
Disease Prevention and Treatment
Plan for and implement safe, permanent, environmentally-sound disposal for
sharps and other medical waste for every clinic and treatment center.

8. 8
Constitution By Laws
Club plans
Strategic plan
Annual plan
Team A.
action plan
Project plans
Vision
Mission
Priorities
Broad goals
Values
(Strategies)
Overall goals
Team goals
Action plan
for each goal
More detailed
plans for
each team
More detailed
plans for each
project
Organisational
plan

9. Planning for Success: Resources
Guide
• How to conduct each
step
• Issues and questions
• Tips for success
• Hyperlinks to RI and
other references)
• Hyperlinks to
support documents
Support
documents
• Templates
• Worked examples
• Case studies
• Helpful documents
(e.g. RI pdfs)
9

10. 10
General
comments
An overview
Best practice
resources
Integrate
environmental
sustainability
Teach others
Consistent with
RI Global Grants
Be selective, be
aware of the
whole

11. 11
People of the Carteret Islands (Photos: Pip Starr)

12. How can we
make a
project
sustainable?
RI
sustainable
practices
Principles of
sustainable
development
Keep on
going into the
future
Do no harm
to people or
the
environment

13. How can make a project sustainable?
13
Start with
the
community
Encourage
local
ownership
Provide
training
Buy local
Find local
funding
Measure
your
success
Sustainability – “... providing long-term solutions to community
problems that community members themselves can support after grant
funding ends.” (TRF)
TRF
sustainable
practices

14. Sustainability
“the quest for a sustainable society, one
that can persist over generations
without destroying the social and life
supporting systems that current and
future generations of humans (and all
other species on Earth) depend on”
Department of Environment and Heritage (2005)

15. Global
perspective
Triple bottom
line approach
to
sustainability
Inter-
generational
equity
Conservation
of biodiversity
and ecological
integrity
No loss of
natural or
human capital
Precautionary
principle
Valuing
natural
resources
Community
participation
and equal
opportunity
Principles of sustainable development
Sustainable development – “meets the needs of the present without
compromising the ability of future generations to meet their own needs” (Brundland)
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Do no harm
to people
or the
environment

16. Direct Poll
Go to
http://etc.ch/wUGa
or use this QR code
to join in on our Direct Poll survey
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17. 1. I am experienced in
planning and
conducting
Rotary/Rotaract
projects.
17
Direct Poll Question 1

18. 18
2. All the members in
our club are
experienced in
planning and
conducting
Rotary/Rotaract
projects.
18
Direct Poll Question 2

19. 3. I know a lot about environmental
sustainability.
19
Direct Poll Question 3

20. 20

21. What makes a project successful?
21
Process
• Meets a real community
need
• Well planned
• Well managed
• Allows for unexpected
situations
• Adequate budget
• Delivered on time and to
budget
• Well monitored and
evaluated
Outcomes
• Engages the whole club
• Enjoyable
• Delivers worthwhile
outcomes for the target
community
• Sustainable after the
project ends
• Does no harm to people
or the environment

22. Success story: East Timor Roofing Company
Community need Local workers
Well managed, local manager Products meet community needs
22

23. 23

24. Step 1. Scoping
Step 2. Planning
Step 3.
Implementing
Step 4. Monitoring &
Evaluating
Step 5. Sustaining
YES
NO
Does your scope meet the needs of your club
and the target community? Environmental
sustainability?
Don’t proceed or revise plan
based on needs
Has your proposal been approved by
your club /partners? Funds?
YES
Don’t proceed or
revise plan and budgetNO
Has your project experienced any
problems?
Make changesYES
NO
Are the processes for sustaining
your project working?
YES Continue and celebrate
NO
PLANNING FOR SUCCESS: THE
FIVE STEP PROCESS
24
Project sustainability and environmental
sustainability

25. Step 1.
• Scoping
Step 2.
• Planning
Step 3.
• Implementing
Step 4.
• Monitoring
and
evaluating
Step 5.
• Sustaining
Outline of
project
(Approved by
your club
- includes
community needs
assessment)
Detailed plan
(Approved by your
club and other
stakeholders)
Carry out
your plan
Follows
sustainability
practices and
ES principles
Check if your plan
is working
(Have you have
achieved expected
outcomes? )
25

26. 4. Which of the five steps does
your club do well? (Select as
many as you wish)
A. Scoping
B. Planning
C. Implementing
D. Monitoring and evaluating
E. Sustaining
https://directpoll.com/r?XDbzPBdJ5eDa3cHRP4ApzdIdyxqI8NlQqP5VgKnMu
26

27. 27

28. Step 1.
• Scoping
Step 2.
• Planning
Step 3.
• Implementing
Step 4.
• Monitoring
and
evaluating
Step 5.
• Sustaining
Step 1. Scoping
28

29. Step 1.Scoping
29
Club issues
• What’s it all about?
• Origin of the project?
• Support of the club?
• Club resources?
• Worth doing?
• Permission?
• Risks to the club?
Community issues
• Community need?
• Measure of success?
• Partner?
• Risks to local
community?

30. What the project is about: Elevator pitch
• Brief, persuasive speech used
to spark interest in a project,
idea, or product.
• Includes:
• the problem
• our solution
• what we would like to do
• how much it will cost
• the benefits
• what you can do to help
30

31. District 9810 Tree Project
Sowed the seeds
Planted 10,000 trees over five years
Cared for seedlings
31
Monitored the growth of our trees

32. Elevator pitch: The Tree Project
• The Tree Project involves Rotary volunteers growing native
seedlings at home, before planting them on farmland in
Beaufort.
• This is a low cost project that helps Landcare’s efforts to
build wildlife corridors and reduce soil erosion in the
region.
• It brings Rotarians and partners together for fun, hands-on
volunteering and making connections.
• Our next planting day is in August, 2018 and we would love
more volunteers. Please put this date in your calendar and
join our Facebook group to keep in touch.
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33. Step 1. Tools
• Template 1. Quick Project Assessment
• Template 3. Project Scoping Study
• Worked Example Community Needs Assessment
Project Brief
• Worked Example Project Scoping Tree
Project.docx
• Case Study: The First Wave Project
• Case Study: The East Timor Roofing Project
33

34. Step 1.
• Scoping
Step 2.
• Planning
Step 3.
• Implementing
Step 4.
• Monitoring
and
evaluating
Step 5.
• Sustaining
34
Step 2. Planning

35. 35
9. A plan to follow
best practices of
sustainability
1. Project description
2. A broad project
plan
3. A stakeholder
analysis and
engagement plan
4. Financial plans
6. A risk assessment
or job safety
analysis
8. A monitoring and
evaluation plan
7. A security,
health and safety
plan
5. A project
management plan
Step 2.
• Planning
Proposal
/plan

36. 36
Strategic plan
• A long term, overall
approach and plan
• The big picture of
▫ what you are doing
▫ where you are going
▫ what you want to
achieve
▫ how to go about
achieving it
• Flexible and evolving

37. • Describes in a logical way
the steps to be taken to
implement a particular
strategy
▫ Actions/tasks
▫ person or group
responsible for each
action
▫ due date and time frame
37
Action plan

38. Project plan
38
Strategic
part
Action
part

39. Template for a basic project plan
39
Project
Name
Vision or Purpose
Goals Targets Strategies Actions

40. Step 2. Templates and worked
examples
• Template 2. Job Safety Analysis Worksheet
• Template 4. Rotary – Risk Management
Checklist
• Template 5. Global Grant Application
• Template 6. Project Proposal
• Planning for Success Sample Strategic & Action
Plans
• Worked Example Security and Safety Plan
• Worked Example Job Safety Analysis Tree
Project District 9810
41

41. Excel file with templates and worked
examples
• Worked examples and templates for
▫ project plan
▫ action plan
▫ budget planner
▫ monitoring and evaluation plan
Planning for Success Sample Project & Action Plans
V7.xls
42

42. Elmlea Learning Garden
(Toronto)
43
Bendale Business and
Technology Institute (Toronto)
Southmoor Primary School (Melbourne)

43. 44
Localville Primary
School Sustainable
Learning Garden
Vision or Purpose
To provide a space for students, teachers and the community
to learn about gardening and sustainability
Goals Targets Strategies Actions
1. To build a
sustainable veggie
garden of an
appropriate size with
relevant features for
the school
1.1 Garden built
by beginning of
2020 school year
1.2 Garden is
disabled
accessible
Consultation with
school staff
regarding a
timeline and
support to make the
project a school
priority
A Rotarian attends
meeting with
Principal and
Educational
Support Staff and
relays their
suggestions to
designers
2. To involve Rotary
club members in
helping to design and
build the garden
3. To have students
use the garden and
learn about
gardening and
sustainability

44. Step 5. Sustaining
45
Step 1.
• Scoping
Step 2.
• Planning
Step 3.
• Implementing
Step 4.
• Monitoring
and
evaluating
Step 5.
• Sustaining

45. 46
Review how your project
supports the eight principles of
sustainable development
Review how your project
supports the six RI project
sustainability practices
Step 5.
• Sustaining

46. 47

47. Resources
rotary9810.sustainablecommunities.org.au
Password: RotarySuccess
48

48. Accessing Planning for Success materials
49
District 9810
SCC website
Planning for
Success
materials
for Rotarians
Password A
Planning for
Success
materials
for L&D
facilitators
Password B
Planning for
Success FORUM
Feedback
Improvements

49. 5. After this Breakout session I am going to: (select as
many as you wish)
A. Go on-line, enter the password and download the
resources
B. Follow the five steps in any future Rotary project
C. Apply the principles of environmental sustainability
to any future Rotary project
D. Join ESRAG
E. Report back to my club or district and tell them
about the Planning for Success resources
F. Participate in the Planning for Success forum
http://etc.ch/wUGa
50

50. Pat Armstrong
pat.arm@bigpond.net.au
Clare Caulfield
clare.trudy@gmail.com
“Fail to plan
Plan to fail”
51
Plan for success and
environmental sustainability

51. 52

52. Good
business
and
leadership
practices
WHAT?
HOW?
Successful
organisation
and projects
RESULTS
PEOPLEPEOPLEPEOPLE
Concept by
Alan Colvin
53

53. Try out a basic project plan
• Use the template and worked example in the
Information sheet to start a plan for your Rotary
club to build a vegetable garden in a local
primary school
Planning for Success Sample Strategic & Action Plans
54

54. Sustainability
55
Planting grasses and trees along
Anderson’s Creek, Australia
Leaving the
environment as
good or better
than we when
we started