525 – Pre-Implementation Report

Document 525 – Pre-Implementation 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 final design of the project and the details of the proposed implementation trip.  The document should be sufficiently detailed that someone with no background with the project would be able to use the document to construct all the proposed facilities.  The project should be of the quality that would be sealed by a professional engineer for a project in the US.  To allow time for review by EWB-USA National Staff, this report must be submitted in accordance with the deadlines posted on the EWB-USA website.  Your trip will be postponed if your chapter does not meet the posted deadlines.

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 projects@ewb-usa.org if you have special circumstances that may require a larger report submittal.

There are two parts to the pre-implementation trip 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 chapter and community contacts, travel details, health and safety plans and budget in a specific format.  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 trip.  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 the proposed implementation trip.  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 Project Managers (PM) at the EWB-USA National Office.

Pre-screening of the Report: Prior to a complete review of this document, it will be screened for compliance with the most basic requirements for a complete submittal.  Specifically, the submittal must include (1) a Health and Safety Plan (HASP), (2) have a qualified Professional Mentor (for student chapters) or Technical Lead (for professional chapters) on the travel team, (3) include comprehensive design drawings and (4) include calculations that have been checked and presented in a professional manner. If any of these four items is missing, the document will be rejected and the chapter must re-submit when those items are included.  This will likely necessitate postponing travel.

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              Travel Team – Include information for all the travel team members.

Professional Mentors/Technical Leads – Please note, we have stringent requirements for our Professional Mentors for student chapters and Technical Leads for professional chapters.  Qualified Professional Mentors/Technical Leads must have experience as outlined on our website.  This is usually at least 5 years of direct professional experience (post bachelor’s degree, non-academic) in design and construction of infrastructure similar to that proposed in the project.  These requirements can be found on the website under Member Pages – Chapter Resources – Sourcebook Downloads – “405 – Mentor Qualifications”.  The team must have mentor coverage for the entire trip.

Travel Team Size – The size of the travel team should be based upon the requirements of the project.  The maximum travel team size is eight.  Most trips should be smaller.

Health and Safety Officers (HSOs) – Travel Team must have two HSOs currently certified in both CPR and First Aid as explained on our website Member Pages – Project Process – Health and Safety Program.  The website also explains when additional training may be required of the HSOs because of site-specific hazards.

Travel Team not Finalized– If the team is not yet finalized, fill in the table using “student” or “professional” nomenclature instead of the name of the individuals.  The Professional Mentor/Technical Lead must be listed by name in the table.  If the Professional Mentor/Technical Lead has not been determined, the report will be rejected and the chapter will be required to resubmit the document when the Professional Mentor/Technical Lead is finalized.

Multiple Teams – If there is more than one travel team, please indicate this either with multiple Travel Team tables or with a text explanation after the table.  There must be a qualified Professional Mentor/Technical Lead and two HSOs at the site at all times.

4.0              Health and Safety – All EWB-USA trips require a site-specific HASP as explained on our website – Member Pages – Project Process – Health and Safety Program.  The website also contains a required HASP template to use and other health and safety resources to help the team complete their HASP.  For this document, simply state that your travel team will follow the site-specific HASP that has been prepared for this specific trip and has been submitted as a stand alone document along with this pre-trip report.  A HASP must be submitted at the same time as your 525 – Pre-Implementation Report or the document will be rejected and the chapter must re-submit when the HASP is included.  This will likely necessitate postponing travel.

5.0              Budget – fill in each of the tables in the report template without modifying any of the headings.

5.1              Cost – This should be your total budget with what team members are paying.  Please include in-kind contributions.

5.2              Donors and Funding – Please include in-kind donations.  An in-kind donation is a non-monetary contribution to the project.  For example, if someone donates solar cells, please include this in the donations with an estimated cost.  Funding that is deposited in a 501(c)3 account (EWB-USA or university account) is not an in-kind donation.  However, if someone pays for their own ticket, that is an in-kind donation provided they do not reimburse for the ticket.

6.0              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.

7.0              Project Location – Provide the longitude and latitude of the project location so that the project site can be located using Google Earth.

8.0              Project Impact – Provide an estimate of the number of people impacted by the project.  Use an exact number, not a phrase like “the whole village”.

9.0              Mentor Resume – Attach the resume for the traveling Professional Mentor/Technical Lead even if you have attached it in a previous report.  Please see document 405 – Mentor Qualifications for mentor requirements related to the project area. This can be found in the Sourcebook Downloads on the Member Pages of the website. In our review of the submitted resume, we are most interested in experience outside of academic research, such as consulting, working in industry, etc.

Part 2: Technical Information – Instructions

1.0              Introduction- Explain the purpose of this 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 please explain this in the introduction.

2.0              Program Background – Provide the background of the project including a summary of information contained in previous documents for this project.  This is an update of the same section in the preliminary design report.

3.0              Facility Design

3.1              Description of the Proposed Facilities – Provide a concise description of the proposed facilities.  This is an update of the same section in the preliminary design report.  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 study this section of the report for two minutes and know what facilities the chapter proposed to implement in this trip.

Note that if the EWB-USA National Office Project Manager who is reviewing the document can not determine exactly what is being proposed for implementation after reviewing this section of the report, the document will be rejected before a full review of the document.  The chapter will not be scheduled for presentation to a Technical Advisory Committee (TAC) meeting.  The chapter will be required to re-submit the document for consideration at a later TAC meeting.  This will likely necessitate postponing travel.

3.2              Description of Design and Design Calculations – Provide a clear description of all the analyses and calculations 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.

Note that if the EWB-USA National Office Project Manager reviewing the project determines that the calculations are deficient, the document will be rejected prior to a full review of the document.  The chapter will not be scheduled for presentation to a TAC meeting.  The chapter will be required to re-submit the document for consideration at a later TAC meeting. This will likely necessitate postponing travel.

3.3              Drawings – Provide drawings sufficient to describe the project.  It is generally difficult to review the drawings if they are included in the text of the report.  Most often, it is best practice to include the drawing set as an appendix to the report.  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.  The drawings should be sufficiently detailed such that the project could be constructed by persons who have no prior knowledge of the 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 along with a site layout.  Note that in general, students do not have the capacity to produce drawing sets without significant guidance from a Professional Mentor experienced in preparing engineering drawings.

Note that if the EWB-USA National Office Project Manager reviewing the project determines that the drawings are deficient, the document will be rejected prior to a full review of the document.  The chapter will not be scheduled for presentation to a TAC meeting.  The chapter will be required to re-submit the document for consideration at a later TAC meeting. This will likely necessitate postponing travel.

4.0              Project Ownership – Describe who will own and operate the constructed facilities after they are completed.  This should be an update of the same section of the preliminary design document.  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              Construction Plan – Provide a detailed construction plan for the project.  This should include a description of what role the chapter will take during construction, which may be the construction manager, construction oversight, contractor, community representative or some other role.  Define the role of other stakeholders – community members, community partner/NGO, contractors, skilled and unskilled laborers, other funding partners, etc.  Present a schedule for construction that includes contingency days. Include a contingency plan for what your team will do in the case of those aspects of construction that are out of your team’s control, i.e. material acquisition, availability of labor force, etc.

6.0              Operation and Maintenance (O&M) Plan– Present the final O&M plan for the project components.  All O&M activities and costs should be identified.  Anticipated replacement parts, availability locally and costs should be included.  Additional relevant discussions such as community education, staffing, financial considerations, replacement of project components, etc. should also be included.  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.  The chapter must have provided the community a detailed estimate of the ongoing O&M costs.  The community must have acknowledged these costs and signed the community agreement/contract that includes this cost estimate.  The community must have the administrative structure in place (for example a water board) for the O&M.  Ideally, the community has hired the person or persons who will be responsible for maintenance and they will be an essential part of the construction process.  The project will not be approved until it is clear that the community has the resources to operate and maintain it.

If the O&M is dependant on financial contributions from outside the community (donations), the O&M plan will likely be judged deficient and the project will be declined.

Any educational materials that are developed including your O&M manual should be attached to your report for review.

7.0              Sustainability – Provide a discussion about the sustainability of the project.  This will be an update of the discussion presented in the preliminary design document.

8.0              Monitoring— List at least three metrics by which you will measure the success of your project. List all data, both quantitative and qualitative, that will be required to develop those metrics. Also provide details on the methods used for data collection.

Additionally, be prepared to answer the following questions in your post-trip report for each implemented project:

Project Discipline – State the discipline of the past-implemented project you are monitoring. Use only the terms listed in Part 1, Section 6.0 above.

Date of Completion – What was the date of the completion of the project implementation? (month/day/year)

Functionality – What percentage of the project implemented is functioning as designed? (0-50%, 50-75%, 75-100%)

Enhancement – Has the community enhanced the system implemented at all? (Yes or No)

Duplication – Has the community duplicated the design on their own in another location? (Yes or No)

8.1              Monitoring of past-implemented projects: If you will be monitoring past-implemented projects on this trip, include the following additional information related to those efforts. List at least three metrics by which you will measure the success of that project. List all data, both quantitative and qualitative, that will be required to develop those metrics. Also provide details on the methods used for data collection.

Additionally, be prepared to answer the following questions in your post-trip report for each past-implemented project:

Project Discipline – State the discipline of the past-implemented project you are monitoring. Use only the terms listed in Part 1, Section 6.0 above.

Date of Completion – What was the date of the completion of the project implementation? (month/day/year)

Functionality – What percentage of the project implemented is functioning as designed? (0-50%, 50-75%, 75-100%)

Enhancement – Has the community enhanced the system implemented at all? (Yes or No)

Duplication – Has the community duplicated the design on their own in another location? (Yes or No)

9.0              Community Agreement/Contract – Provide an English version of the agreement/contract that your team has developed with the community leadership and potentially the community partner/NGO. Even if your team has submitted your agreement/contract with previous reports, please submit it again with your 525 report so that the TAC has the opportunity to review it as well.  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. If this is not available, please explain why not.  Note that the EWB-USA National Office expects this agreement/contract to be signed prior to your team commencing implementation.

10.0          Cost Estimate – Provide a final cost estimate for the project that includes a contingency and considers transportation costs.  In addition to capital costs, the chapter should prepare an O&M cost estimate that includes costs for operation, maintenance, replacement parts, and future expansions.

11.0          Site Assessment – Describe any assessment activities that will be carried out for this project during this trip.  Include objectives and tasks associated with the assessment activities and be sure to include these activities in your overall project schedule.

Assessment activities relating to a different project type should be described in a separate 521-Pre-Assessment Report to clearly separate the different tasks that are being completed for each project. In this case, reference should be made to the 521-Pre Assessment Report in this section of the 525 report.  The Part I of the 525 and 521 reports should be similar.  Note that each project type needs to be approved by an EWB-USA Project Manager.  If this is a new project type that has not previously been approved, your chapter may need to submit a 501B – New Project Within Existing Program Application.

12.0          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 final design document. This assessment should include individuals involved, studies and designs carried out, project management tasks and a description of any training that was carried out for the trip. 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.

12.1          Professional Mentor/Technical Lead Name – List the name of the Professional Mentor/Technical Lead who wrote the assessment.

12.2          Professional Mentor/Technical Lead Affirmation – The Professional Mentor/Technical Lead should write one sentence here acknowledging their involvement in the design development phase and their acceptance of responsibility for the course that the project is taking.