Document 524 – Preliminary Design Report
Instructions for Report Preparation
Please go to the EWB-USA website to make sure that you are using the most current version of this document.
This design document presents the preliminary (30%) design of the project. The intent of presenting this level of design is to review the design for reasonableness before time is spent bringing the design to completion. This document should be prepared as a matter of good engineering practice. Please discuss with your Project Manager (PM) at the EWB-USA National Office whether the document should be reviewed by EWB-USA National Office staff or whether an internal chapter review will be sufficient for your project. It is sometimes adequate for simple projects to have a chapter do an internal review without submitting this document to the EWB-USA National Office.
The 524 – Preliminary Design Report will follow the same review cycle as the pre-trip reports and will be processed and reviewed within one month of the deadlines listed in the submittal deadlines table on the website. For example, if a 524 – Preliminary Design Report is submitted on the Monday one day after the monthly Sunday deadline, the report will be processed and reviewed after the following month’s deadline.
Formatting – Please ensure correct page numbering in your document, and include a Table of Contents. Also, please minimize the number of documents submitted. Multiple documents are unprofessional and confusing.
Size Limit (10MB) – Please limit the size of the reports submitted to the National Office to a maximum size of 10MB. If you compress the photos within the document, this will help reduce the size of the entire document. If you do not know how to compress photos, please see our website for instructions. Please contact firstname.lastname@example.org if you have special circumstances that may require a larger report submittal.
There are two parts to the preliminary design report: Part 1 includes the administrative information for the trip and Part 2 includes the technical information.
Part 1 is a fill-in-the-blank exercise that provides the EWB-USA National Office with specific information about the chapter and project. The information should be provided in the exact format requested without deviation. If you have questions about completing Part 1 of the report contact your Chapter Relations Manager (CRM) at the EWB-USA National Office.
Part 2 of the report is not a fill-in-the-blank exercise. This is the portion of the report where your chapter provides all the technical information about the project and proposed design. The outline of this portion of the report can be modified by the chapter if necessary to present the project more clearly. It is your chapter’s responsibility to clearly and thoroughly present your project and proposed design. Note that you may need to include additional information that is not listed depending on the specifics of your project. If you have questions about completing Part 2 of the report, contact one of the PMs at the EWB-USA National Office.
Part 1: Administrative Information – Instructions
1.0 Contact Information – Fill in the table completely with updated contact information for current project leaders. This information will be used by EWB-USA National Office staff to contact your project team throughout the review process.
2.0 Travel History – Show every trip that your chapter has taken for this program.
3.0 Project Discipline(s) – The headings in bold are project types, the subheadings are project disciplines. Check all project disciplines addressed in this report. Note that each project type needs to be approved by an EWB-USA Project Manager. If this is a new project that has not previously been approved, your chapter may need to submit a 501B – New Project Within Existing Program Application.
4.0 Project Location – Provide the longitude and latitude of the project location so that the project site can be located using Google Earth.
Part 2: Technical Information – Instructions
1.0 Introduction- Explain the purpose of the document and clearly list the project and components being addressed in this report. If the project and components being presented in this document are a subset of a larger community program, explain this in the introduction.
2.0 Program Background – Provide the background of the project including a summary of information from previous documents.
3.0 Facility Design
3.1 Description of Facilities- Provide a concise description of the facilities that are planned. This description can be in text or graphic format. This section must fully and concisely describe the facilities that are proposed for implementation. This section should be clear enough such that a reader who is not familiar with the project could read this section of the report in five minutes and know what facilities the chapter proposed to implement.
3.2 Description of Design and Design Calculations – Clearly describe each of the design elements with all preliminary calculations that served as your basis of design. For example, for a water supply project, state the assumed water demand and the available water supply; for a structural project, include justifiable assumptions regarding material strengths considering local sources. Provide a clear description of all the calculations and technical analyses carried out to date for the project. The details of the calculations or other analyses should be included in an appendix.
The calculations should be professional quality, indexed and checked. They should include all of the pertinent calculations such that the reader may check the analysis and design for any component of the proposed facilities. The calculations should not include extraneous calculations that do not add to the explanation of the project.
3.3 Drawings – Provide drawings sufficient to describe the concept of the project. The level of detail is sufficient to describe the size, location and design constraints of each of the facilities being designed. The drawings do not have to be done using a computer drafting package. The type and number of drawings is dependant on the type of project. Please see the example drawings on the EWB-USA website for general examples of satisfactory drawing sets.
The drawings should be assembled into one coherent drawing set – not many disparate drawings that do not relate to one another. They should have a cover sheet and index. Note that in general, students do not have the capacity to produce drawing sets without significant guidance from a mentor experienced in preparing engineering drawings.
4.0 Project Ownership – Describe who will own and operate the constructed facilities after they are completed. The chapter must know exactly who will own and operate the facilities. Statements such as “the whole community will contribute to maintenance” are not adequate. The chapter must identify what entity will own the project including the constructed facilities and the land on which they are placed. In almost all cases, the facilities must be publically owned. In cases where the facilities are built in individual homes (for example stoves or point of use water treatment) the facilities can be owned by individuals in the community. The facilities should not be owned by an NGO unless that NGO is operating in a public function. It is also vital to define who will operate the facility.
If the chapter has not clearly defined the issues of ownership and operation of the proposed facilities, the chapter should not proceed with the design of the project.
5.0 Constructability – Provide a discussion of the constructability of the proposed facilities. Include the proposed construction schedule. Discuss what role the chapter will play in the construction (owners representative, general contractor, labor under the supervision of others, etc.). Provide a general discussion about the materials, general labor, skilled labor and equipment that will be needed for construction of the facilities. This discussion does not have to include a detailed construction plan but must be detailed enough to allow the chapter to determine the constraints for construction of the project.
6.0 Operation and Maintenance (O&M) – Describe the O&M requirements of the facilities – financial, administrative structure, technical expertise, education, written manuals, etc. It is essential that the ongoing O&M of the system is addressed in a detailed manner. This means that the community (with the help of the chapter) has defined (and hopefully started to implement) all aspects of maintenance of the facilities. If the O&M is dependant on financial contributions from outside the community (donations) the O&M plan will likely be judged deficient.
7.0 Sustainability – Provide a discussion about the sustainability of the project. Ideally, the community will have the capacity to maintain, repair and expand the system without any additional outside support. Include your selection of appropriate low maintenance alternatives, the use of local materials, what education and training your team is providing to the community and how the project is financially and ecologically sustainable.
8.0 Community Agreement/Contract – Provide an English version of the agreement/contract that your team has developed with the community leadership and potentially the partner NGO. Your agreement/contract should include specific responsibilities related to the community’s ownership and details on their funding mechanism to maintain the project into the future. Note that the EWB-USA National Office expects this agreement/contract to be signed prior to your team commencing implementation. If this has not yet been signed, please provide a status update on the agreement/contract.
9.0 Cost Estimate – Provide a preliminary level cost estimate for the project.
10.0 Mentor Assessment – The Professional Mentor (for student chapters) or Technical Lead (for professional chapters) should write a short assessment of how the project team prepared this preliminary (30%) design document. This assessment should include individuals involved, studies and designs carried out, project management tasks and quality control procedures followed. You should discuss the requirement in this section with your Professional Mentor/Technical Lead ahead of time to accommodate their schedule in anticipating the submittal deadline. This section is required for review.
10.1 Professional Mentor/Technical Lead Name – List the name of the Professional Mentor/Technical Lead who wrote the assessment.
10.2 Professional Mentor/Technical Lead Affirmation – The Professional Mentor/Technical Lead should write one sentence here acknowledging their involvement in the preliminary design phase and their acceptance of responsibility for the course that the project is taking.