526 – Post Implementation

Document 526 – Post 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.

The implementation of the project is archived, presented and summarized in this document. All information gathered should be included as appendices to this document. This includes notes, photographs, and any other pertinent data. The data should also be summarized as appropriate. This report should be prepared and submitted to EWB-USA National Staff within 60 days of return from your trip. This report will be reviewed by EWB-USA National Staff to assess appropriate next steps for the program in the subject community.  However, the 526 – Post-Implementation 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 on the submittal deadlines table on our website (Member Pages – Project Process – Submittal Deadlines). For example, if a 526 – Post-Implementation 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 projects@ewb-usa.org if you have special circumstances that may require a larger report submittal.

There are two parts to the post-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 the chapter and project 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 as completed.  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.  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.

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 that actually traveled on the trip.

4.0              Health and Safety

4.1              Incident Reports – If there were any health and safety incidents during the trip, check “Yes” and submit your completed Incident Report as a separate attachment with this report.  If your HSO has not yet filled out the Incident Report, a blank form can be found on the EWB-USA website – Member Pages – Project Process – Health and Safety Program.  If there were no incidents, check “No.”

5.0              Budget

5.1              Cost – This should be your actual budget including what team members paid.  Please include in-kind contributions.

5.2              Professional Mentor/Technical Lead Hours – Note that EWB-USA can count the volunteer hours of Professional Mentors (student chapters) and Technical Leads (professional chapters) towards our in-kind donations.  Therefore, it is helpful for us to know how many hours these volunteers have spent on the project for each trip. Please report the pre-trip, during trip, and post-trip hours in this table for each Professional Mentor/Technical Lead for this trip only.

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.

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 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 525 Pre-Implementation Report.

3.0              Trip Description – Provide a concise description of the trip sufficient for anyone who had not participated on the trip to understand what happened on the trip.

4.0              Community Information

4.1              Description of the Community – Describe the community.  This can be based upon the same section of the 525 – Pre-Implementation Report but updated with information gathered during the implementation trip.

4.2              Community Relations – Describe the relationship with the community during the implementation of the project. Include names of key contributors. Discuss any misunderstandings between your team and the community and how you worked through any challenges. Assess the sense of ownership of the community and include their plans for continued operation and maintenance (O&M) of the implemented project. Refer to signed community agreement/contract between the partnering organization/NGO, community and EWB-USA chapter.

5.0              Project Summary

5.1              Summary – Provide a summary of the implementation. This should include an exact description of all the components of the design that were installed during the trip.

5.2              Difference between Planned and Actual Implementation – Include a description of any difference between what was actually implemented and what was approved for implementation the EWB-USA Technical Advisory Committee (TAC) and an explanation of this discrepancy.

5.3              Drawings – Provide as-built drawings of the constructed project components.

6.0              Monitoring—Include all data, both quantitative and qualitative, that were used to measure the success of your project(s).  Also provide details on the methods used for data collection.  In addition, complete the following information for each project.

6.1              Project Monitoring – Include answers to the questions below for each project implemented within the program.

Project Discipline – State the discipline of the past-implemented project you monitored. 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? (monthy/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)

6.2              Monitoring of past-implemented projects: If you monitored the status of past-implemented projects on this trip, include all data, both quantitative and qualitative, that were used to measure the success of your project(s).  Also provide details on the methods used for data collection.  In addition, complete the following information for each project.

Project Discipline – State the discipline of the past-implemented project you monitored. 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)

6.3              Additional Information – If applicable, provide any additional information to clarify why the project is not complete or why the project is not functioning as designed.

7.0              Community Agreement/Contract – Provide an English version of the agreement/contract that your team has developed with the community leadership even if your team has submitted this with previous reports.  This agreement/contract should include responsibilities relating to community ownership and funding mechanisms for maintenance into the future.

8.0              Photo Documentation – Provide a few photographs of relevant parts of the project along with a description for the photograph.  Additional photos taken during the project along with a photo log can be included in an appendix.

9.0              Lessons Learned – Provide a section on the lessons learned during this trip.  The purpose of this section is to help the chapter in their future trips and also assist other EWB-USA chapters that may read this document.  Each of the lessons learned should be concise and descriptive.

10.0          Project Status – To determine the project status consider whether or not additional implementation is required, if the remaining work is only monitoring and/or if the project was cancelled instead of implemented as designed.

Implementation Continues – Select this option if the implementation work is not complete and additional construction work is required to complete the project.

Monitoring – Select this option if the implementation work is complete and the next trip will be to monitor this project.

Cancelled – Select this option if the project was not implemented as designed and will not be implemented in the future.

11.0          Next Phase of Program – Provide a brief description of the next phase of the program in this community. Include anticipated future travel dates.

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 post-implementation document. This assessment should include individuals involved, studies and designs carried out and project management tasks. 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 implementation phase and their acceptance of responsibility for the course that the project is taking.