Successful Project Management through the JCI Active Citizen

Framework Lloyd Ngwenya

JCI Trainer

9 February, 2013

Objective

By the end of this session:

Members would have been empowered to plan and run projects with measurable and sustainable IMPACT

The Starting Point

The JCI Mission:

To provide development opportunities that empower

young people to create positive change

Presentation Outline

• The “JCI Projects Test”

• Needs Analysis

• Project Planning

• Project Implementation/Action

• Monitoring and Reporting

• Evaluation

Aha! Moments

• What is the Idea?

• What is the Lesson?

• How am I going toapply it?

The JCI Project Test

3 Questions:

• Does the Project provide developmentopportunities? How?

• Does the Project empower youngpeople? How?

• Does the Project create positivechange? How & What?

Answering the Questions

The tool/means is: The JCI Active

Citizen Framework

In Brief - What is The JCI Active Citizen

Framework

Recap

Needs Analysis - Assessing the Situation

What we see are symptoms

You can never tell the full story by

merely looking

There is always a story behind…

Tells a million words… But only to those

who ask.

Half the Story…

Just the smoke…

Find/Know the Fire

There is always more than what meets the eye

Survey/Research:

1. Gather data

2. What exactly needs to be addressed?

3. What do the affected people think?

Getting to the Bottom of the Matter

4. How big is/Extent of the problem? Quantify

(Statistics, Comparisons)

5. Options for addressing the issue.

6. Who else is working/has worked on addressing the issue?

Getting to the Bottom of the Matter

Time Out!!!

Analysis• Make sense out of the gathered

information

• Similar projects conducted previously.

• Determine best course of action

• Other alternatives.

• Resources, Skills required.

• Financial needs and time schedule.

• MDGs – which of the 3 categories

Project Planning

1. Mission/Purpose of the Project

2. Key Result Areas

3. Project Objectives

4. Tasks and Responsibilities.

5. Deadlines

6. Budget

7. Partners

8. Action Steps

Mission/Purpose of the Project

• Project Director’s “baby”

• Piggy-backs on the Local Vice President's Objective(s)

• Addresses a Key Result of the Local Organization

• Contributes to attaining the JCI mission

Key Result Areas (KRAs)

Mission is divided into Key Result Areas - where the

project will invest most of its resources and efforts

Projects and the JCI Mission

The JCI/Local Organisation Mission

To provide development opportunities that empower young people to create positive change

Objectives Responsibility

1. To empower members to respond to societal challenges

through utilising their skills and experience.

VP Community

Projects and the JCI Mission

The JCI/Local Organisation Mission

To provide development opportunities that empower young people to create positive change

The Vice President’s Mission

To empower members to respond to societal challenges through utilising their

skills and experience.

Objectives Responsibility

1. To train 200 young people on life skills in partnership with

Youth Empowerment Trust, Blossoms and Chikupo

LifeSkills Project

Director

Projects and the JCI MissionThe JCI/Local Organisation Mission

To provide development opportunities that empower young people to create positive change

The Vice President’s Mission

To empower members to respond to societal challenges through utilising their

skills and experience.

The LifeSkills Project (Director)’s Mission

To train 200 young people on life skills in partnership with Youth Empowerment

Trust, Blossoms and Chikupo

Objectives Responsibility

1. To train 20 teenagers on Sexual and Reproductive

health at Blossoms

Trainer 1, Logistics Officer

2. To hold a Business Management Seminar for 50 out

of school youths at YET

Trainers 2 and 3, Logistics Officer

3. To raise USD 500 worth of textbooks for Chikupo

Primary School

Sponsorship and Fundraising

Officer

Projects and the JCI MissionThe JCI/Local Organisation Mission

To provide development opportunities that empower young people to create positive change

The Vice President’s Mission

To empower members to respond to societal challenges through utilising their

skills and experience.

The LifeSkills Project (Director)’s Mission

To train 200 young people on life skills in partnership with Youth Empowerment

Trust, Blossoms and Chikupo

Trainer 1’s Mission

To train 20 teenagers on Sexual and Reproductive health at Blossoms

Objectives Responsibility

1. Meet with Blossoms leadership to understand SRH

challenges by 1 March

Trainer 1, Logistics Officer

2. Design training program by 15 April Trainers 2 and 3, Logistics Officer

Project Objectives

• State what we want to do

• SMART

• Relate to the Mission of the Project

• Become the Mission Statements of the Various Project Officers

• Determine the Action Points

• Criteria for evaluation

Partnerships

1. Who are our potentialpartners?

2. Who is likely to be againstus?

3. What value can they add toour project?

4. What value are they lookingfor?

5. What are the likely conflicts?

Activity

How many squares can you see?

Debriefing

1. Describe your experiences asyou counted the squares:

• as an individual,

• in pairs,

• in 4s and so forth

2. Relate this to the importanceof working in partnerships

Partnerships

There is always a limit (critical

mass) to the number of

members/partners in a project.

There is no point in adding more

members/partners once you

have discovered your 31

(maximum number)of squares

Other Planning Issues

• Tasks and Responsibilities state who is responsible for Project Objectives

• Action items must have deadlines

• Each activity must be costed –Budget

• Timeline of activities in chronological order

Action1. Objectives broken into small steps

2. Director ensures everyone knows goals.

3. Coordinate and follow-up.

4. Share tasks equitably.

5. Keep everyone informed on progress.

6. Ensure everyone takes active role & personal interest in the project

7. Take personal interest in the progress of each participant.

ActionPoints to remember:

• “Action speaks louder thanwords”

• Action alone can make orbreak the project

• Things are likely to divertfrom what we have planned

• We are Young ACTIVECitizens

Monitoring1. Review and report on

on-going actions

2. Review challenges and recommend corrective action

3. JCI Project Gallery

4. Record keeping is essential

Evaluation• Natural concluding step

• Project may be outstanding success, but still not satisfied need/accomplished mission.

• Understand any failures -important for the JCI “learning by doing” process

Evaluation Steps1. Review actions and detect challenges.

2. To what degree the project achieved goals?

3. Why problems happened and how to avoid them in the future.

4. Benefits to members, Local/National Organization & Community.

5. Recognise everyone involved.

Evaluation Steps

Entering your project for a JCI Award is a great

way to evaluate its impact

Thank You!!!