The Eagle Project Part 2: Project Proposal and Project Final Plan

1. The Eagle ProjectPart 2: Project Proposal and Project Final Plan - Eagle Education Experience - EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA

2. This presentation is designed to assist Scouts, parents and Scout leaders with the Eagle Scout advancement process and leadership-capability enhancement. The Washington, D.C. District of the National Capital Area Council of the Boy Scouts of America offers the Eagle Education Experience to empower Eagle Scout candidates with knowledge, skills and abilities that they can use to achieve the Eagle Scout rank, become stronger leaders and more effectively accomplish noble goals. EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA

3. The Official Workbook An Eagle Scout candidate must use the official Eagle Scout Service Project Workbook (BSA Pub. No. 512-927) to record work on his Eagle Scout Service Project. The modern version of the workbook is a portable document format (PDF) file into which electronic text can be inserted and onto which picture documents can be attached. The most recent version of the workbook is available online from Scouting.org. EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA

4. Preliminary Information EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA

5. Preliminary Information EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA

6. The Workbook’s Three Primary Parts • Project Proposal: • An Eagle Scout candidate’s proposed plans for the Eagle Scout Service Project that he would like to complete. This document is not required to be as detailed as the Project Final Plan, but still must be detailed. • Required approvals: beneficiary representative, unit leader, unit committee member, district or council Eagle Scout advancement representative. • Project Final Plan (aka Project Plan, but Proposal also is a plan): • The Eagle candidate uses this document to elaborate upon his approved Project Proposal by strengthening his plan with further details and identifying changes since the proposal’s approval. • Required approvals: none. • Service Project Report: • After implementation of his Eagle Scout Service Project, the Eagle candidate performs a self-assessment of his Eagle Project with this document and assesses whether he effectively led his project. • Required approvals: beneficiary representative, unit leader. EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA

7. Provide Responses In the Workbook For the Project Proposal and other parts of the Eagle Scout Service Project Workbook, answer ALL the questions and provide ALL the details the workbook asks to be provided. The modern workbook enables typed responses to be inputted into the workbook, and responses therefore should be typed directly into the workbook. If you would like to provide a lengthy response for a question, the data-entry fields within the workbook automatically adjust to accommodate all inputted text. Even though a vertical scroll bar appears when more lines of text are inserted than the default maximum that would be displayed, all lines of text will appear in a printed version of the workbook without the text being resized. EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA

8. Creating a Great Project Proposal • The answers an Eagle Scout candidate provides for the Project Proposal should collectively convey sufficient details that would enable a reviewer to determine that: • the Eagle Scout candidate is prepared to provide effective leadership • as part of this, it should be clear that the Eagle Scout candidate plans to effectively delegate responsibilities. • the plan is one that is SMART: • Specific: the details are copious • Measurable: checkpoints of progress are well-defined • Attainable: project realistically can be achieved • Relevant: project truly would benefit a community • Timely: there would be enough time to complete project EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA

9. Specifics Enhance Success • When you provide responses to the questions in your Project Workbook, you should be very SPECIFIC. • The more specifics/details you provide, the fewer ambiguities there would be that could cause a reviewer to have questions that must be resolved before approval. • The more details you provide in your Project Proposal, the more likely those reviewing the proposal will perceive your plan for completing your project as one that is well-thought. • Excellent grammar and spelling reinforces that you care about the quality of your efforts, and therefore can help reinforce a reviewer's perception that you adhere to leadership professionalism. EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA

10. Project Proposal – An Establishment • Describe the project that you would like to complete and how it would help a community. • Attach pictures of your project site as it was before the proposal was submitted for approval (if no specific site, include applicable pictures relevant for project). • Detail recruitment efforts. • When describing what you think will be most challenging about leading others, identify how you plan to overcome that challenge. • Create preliminary items list EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA

11. Project Proposal – Identifying Items • Items needed for the project must be distinguished among materials, tools and supplies: • Materials: items that you will incorporate into the finished product or are part of what the beneficiary is to receive • Supplies: disposable items you will need to complete your project, but which are not intended to be given to the beneficiary. This includes food and drinks for rest breaks. • Tools: items that render materials into products, but which are not intended to be given to the beneficiary. EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA

12. Project Proposal – Identifying Items • Examples of materials: paint, lumber, metal nails, metal screws, light bulbs, electric wires, plants, concrete, wood glue, metal brackets, dowels, roof shingles, floor tiles, wall siding • Examples of supplies: paper towels, plastic bags, disposable gloves, cleaning products, food and drinks for rest breaks • Examples of tools: hammers, screwdrivers, wrenches, saws, shovels, pickaxes, paint brushes, ladders, power tools, vehicles for which a commercial driver’s license (CDL) would be needed EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA

13. Project Proposal – Estimates • Describe permits or administrative permissions you will need (beyond signatures of approval of the Project Proposal). • For the Preliminary Cost Estimate section, determine a preliminary cost of items for the project based on common prices and assessing the quantities that likely will be needed. • Items that you expect to be donated must be assigned a value equal to the cost they would have if purchased and unused. These estimated values must be included in preliminary total costs. • Expected donated items must be assigned a value because knowing the total value of all items for a project helps a manager know the maximum funds that must be acquired if offsets (such as donations) are unavailable. EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA

14. Project Proposal – Estimates • While it is not required to include values of items to be loaned at no cost and which must be returned to lenders, it is recommended that you include these values in your estimated costs. • Including these values is helpful because, as with donations in general, it is important for a manager to know the total maximum funds that need to be acquired for a project if offsets (such as donations) are unavailable. • Including these values also is helpful because the Project Final Plan’s Materials, Supplies, Tools, Other Needs and Expenses/Revenue sections do not allow exclusion of these values. • Identify your preliminary plans for fundraisers and/or donation events. • Fundraising Applications do not need to be submitted with a Project Proposal. EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA

15. Project Proposal – Estimates • Identify in chronological order the series of SMART steps/phases you plan to pursue to achieve completion of the project. • Steps/phases differ among projects because of unique needs, but each Project Proposal’s Project Phases section should include at least the following steps/phases: • Inform beneficiary of project implementation approval • Complete Project Final Plan • Recruit volunteers • (If fundraising and/or donation event to be conducted for project: Conduct fundraiser [and/or donation event]) • Acquire items for project • Transport volunteers and items needed for completing project to project site(s) • Conduct safety briefing for volunteers • Implement Eagle Scout Service Project • Complete self-assessment of success of project with Service Project Report EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA

16. Project Proposal – More Planning • Ensure that volunteers, materials, tools and supplies are transported for your project in accordance with BSA transportation guidelines and that the buddy system is upheld. • Specify the expected safety concerns involved with the project and how you will safely overcome those concerns. • In the Project Planning data-entry field, identify aspects of the project that will need to be elaborated upon in the Project Final Plan with additional details. EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA

17. Project Proposal – Signatures • Four signatures are needed for approval of the Project Proposal. • The beneficiary representative signature should be acquired FIRST because it would be prudent to determine if the beneficiary approves the project before proceeding. • Provide the beneficiary representative with a copy of “Navigating the Eagle Scout Service Project, Information for Project Beneficiaries,” which is documentation that comprises the last two pages of the Eagle Scout Service Project Workbook. EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA

18. Project Proposal – Signatures • The second and third signatures (interchangeable) are those for the unit leader and unit committee representative. • The unit leader signature often is of the scoutmaster, but can be of an assistant unit leader. The leader must be authorized to act on behalf of all of the unit’s leaders for Eagle Projects. • The unit committee representative signature often is of the committee chair, but can be of any committee member authorized to act on behalf of the committee for Eagle Projects. EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA

19. Project Proposal – Signatures • The signature of the district or council Eagle advancement representative can be acquired only after the other three signatures have been acquired. • The significant majority of BSA councils, including the National Capital Area Council, delegated the responsibility of approving Eagle Projects to BSA districts within the councils. • After reviewing the Project Proposal, if the Eagle advancement representative approves the proposal, work can begin on the Project Final Plan. EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA

20. Project Proposal – Signatures • In the Washington, D.C. District of the BSA, an Eagle Scout candidate seeking to acquire approval for the Project Proposal from a district Eagle advancement representative, also known as an Eagle Scout advancement coordinator, meets in-person with the coordinator. • The Eagle Scout candidate must contact an Eagle Scout coordinator to schedule a meeting for this purpose. • At the meeting, the coordinator talks with the Eagle Scout candidate about the Project Proposal and recommends ways the project can be enhanced. • If the Project Proposal is sufficient, the coordinator signs the document. • If the proposal is insufficient, the candidate must further work on it and potentially schedule another meeting. EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA

21. Project Proposal – Signatures • Unlike most workbook parts where text must be entered, the “Signed” lines for the required signatures of the Project Proposal, Fundraising Application and Service Project Report do not have an entry field for electronic text. • It is preferred that the beneficiary, unit leader and unit committee representative signatures be hand-written and placed onto the documents during in-person meetings with these individuals. • If the district or council Eagle advancement representative who approved the candidate’s Project Proposal approves the document but does not return the original document with a signature, the candidate should ask the representative to provide a signed copy of the document. This procedure also would apply for Fundraising Applications. EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA

22. Project Proposal – Signatures • If a candidate needs to acquire a signature and a hand-written one cannot be provided directly onto a printed workbook page, the candidate must write in the “Signed” line “See Attached Document” and provide a document with an acceptable electronic signature. • An acceptable electronic signature should include the phrase “I reviewed and approved (candidate name)’s (document type)”, followed by the signature. Example: I reviewed and approved John Brown’s Project Proposal. • If the electronic signature is e-mailed (or faxed), the e-mail address (or fax number) of the sender should be visible on the document with the electronic signature. The signature preferably should be a scanned version of a hand-written signature, but could be typed. EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA

23. Volunteer Recruitment • After your Project Proposal is fully approved and while you are completing your Project Final Plan, you can start recruiting volunteers for the project. • All Eagle Projects require at least two volunteers other than the leader, and the number you need depends on your project. • You can encourage volunteer participation through frequent communications with a clear way to sign-up for the project and clear details about when and where the project work shall occur. Illus. Joseph Csatari, “Eagle Service Project,” 1978. EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA

24. Volunteer Recruitment • Completing the “Giving Leadership” chart in the Project Final Plan section can help you determine how many volunteers you will need for the various aspects of your project. • You can delegate to especially capable volunteers the leadership responsibility of managing subdivisions of the overall volunteer team and delegate to them the task of helping recruit volunteers for their subdivisions. • Volunteers do not need to be affiliated with the BSA. Illus. Joseph Csatari, “Eagle Service Project,” 1978. EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA

25. Project Final Plan – An Elaboration • While no signature of approval is needed for the Project Final Plan, it should be submitted with the rest of the Eagle Project Workbook to the Eagle Scout Board of Review after the project is complete. • The Project Final Plan, according to its directions, “is important in helping to show you have done the required planning and development.” • The Project Final Plan also is known as the Project Plan, even though the Project Proposal also is a project plan. EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA

26. Project Final Plan – An Elaboration • Identify the recommendations that the Eagle advancement representative who approved your Project Proposal made for improving your overall plan. • Describe changes you made after full approval of the Project Proposal to details that were established in the Proposal. • Changes could arise from unforeseen circumstances or from assessing ways to increase efficiency. • You must acquire the beneficiary’s approval of changes that affect what shall be done for the beneficiary. • You also should discuss the changes with your unit leader and unit committee representative who approved your Project Proposal so you can acquire their input on how the changed plans affect whether the project is a suitable Eagle Project. EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA

27. Project Final Plan – An Elaboration • Describe the present condition of the worksite. For your project, if you are establishing a long-term social program or creating a resource or group of resources, describe what the beneficiary lacks that your project will remedy. • In the Project Phases section of your Project Final Plan, detail your project’s steps/phases with greater detail than was presented in the Project Proposal’s Project Phases section. • Expanding some phases from the Project Proposal’s Project Phases section into multiple phases for the Project Phases section of the Project Final Plan also would be helpful. For example, instead of “Implementing Eagle Scout Service Project” as a phase, list each part of implementing the service project as its own phase. EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA

28. Project Final Plan – Processes, Permits • For the work processes data-entry field, describe with details how each of the steps/phases of your project will be completed (you likely will enter much text into this field and expand the print size of the field.) • If applicable, add additional images relevant to your overall plan that were not included with your Project Proposal. • Describe permits to be gained. • Specify the materials, supplies and tools to be acquired and their cost. EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA

29. Project Final Plan – Item Acquisition • For all materials, supplies and tools, list the generic item. • For materials and supplies, provide further specificity regarding the item. If you need variants of a generic item, list each separately. • Example: • Line 1: Item: floor tiles; Description: 2 inches by 2 inches, black • Line 2: Item: floor tiles; Description: 4 inches by 4 inches, beige • For tools, identify which volunteers will use them. EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA

30. Project Final Plan – Item Acquisition • For the quantity column, enter the number of units of each item you expect you will need. • For all items, the unit cost you enter should be the expected cost based on your research. • The Total Cost column is automatically generated based on multiplying your quantities of units by the per-unit costs. Totals in the Expenses section also are automatically generated based on your inputs in the Quantity and Unit Cost columns. • Other Needs are items that are not materials, tools or supplies. EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA

31. Project Final Plan – Item Acquisition • For Source of items, identify the person or organization from which the items were acquired and whether they are to be purchased or donated. • If you have a type of item for which you have more than one source, list the units separately. • For donated items: • The unit cost of these is not zero. The unit cost is the expected cost of the item if it were purchased and unused. • If you have a type of item for which you expect to buy some units and have some units donated, list the units to be donated separately from units to be purchased. EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA

32. Project Final Plan – Tool Use • BSA’s Publication No. 680-028, “Age Guidelines for Tool Use and Work at Elevations or Excavations,” elaborates on the age requirements for using tools. This affects the “Who will operate/use” column. • All use of tools requires adult supervision. • If you are in doubt about whether a tool can be used by an under-18-year-old, an adult should use it. • In general, when using power tools, safety goggles and safety gloves must be worn. EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA

33. Project Final Plan – Tool Use • Some items can be used by all volunteers, some only for those at least 14, some only for those at least 16, some only for those at least 18 years of age. • The Tool Use guidelines also include specifications for the ages of volunteers who can work at certain heights and elevations, and the types of elevating tools they can use. • In general, volunteers cannot work in areas below surface level or in areas greater than four feet in depth. EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA

34. Project Final Plan – Costs, Funding • In the Expenses/Revenue section, projected revenue, which is the total of “Total to be raised” and ‘Contribution from beneficiary,” must equal or exceed projected total cost. • As donated items are required to have an associated non-zero cost, attribute costs of items donated by the beneficiary to “Contribution from beneficiary” and costs of items donated by others to “Total to be raised.” • Use the data-entry field at the bottom-right to identify revenues that are donations. EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA

35. Project Final Plan – Costs, Funding • Example: If you expect to have $50 worth of donated items from your beneficiary and expect to have $100 worth of donated items from others, include the $100 within the “Total to be raised” and the $50 within the “Contribution from beneficiary.” Then, in the bottom-right data-entry field, specifically identify that $50 of the total value of funds and items acquired from the beneficiary is donated items and that $100 of the total value of the “Total to be raised” is donated items. EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA

36. Project Final Plan – Costs, Funding • Also within the bottom-right data-entry field, and much more importantly, identify your expected fundraising plan and donations acquisition plan. • Details must be provided in this data-entry field even if an Eagle Scout Service Project Fundraising Application is not required for the project (information on the project fundraising application is available in the Eagle Education Experience presentation “The Eagle Project Part 3: Fundraising, Implementation and Service Project Report.”) • Identify what responsibilities you will delegate to volunteers so they can assist the fundraising efforts or donations acquisition efforts. EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSAA

37. Project Final Plan – Delegation • This is the most important page among the pages of the Project Proposal and Project Final Plan. • You use this page to directly demonstrate your ability to effectively manage personnel by delegating responsibilities, an essential element of leadership. • In the data-entry fields after the projected delegation list, identify logical plans for communicating to volunteers, transporting personnel and other resources and providing for basic necessities of volunteers. EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA

38. Project Final Plan – Safety Provisions • Specify the first-aid provisions that will be established for your project. You must have a medical officer present at sites of your project or very nearby, on-call. • Identify work hazards you expect that you might encounter during the project and what you would do to overcome them. • Describe your plan for communicating safety information to volunteers. There should be a safety briefing before your primary project work dates or at the start of the work periods. EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA

39. Project Final Plan – Backup Plans • Identify your plans for what to do if you need to reschedule part of your project because of weather conditions or other conditions that could be applicable because of the unique aspects of your project. • Because of the potential need to reschedule, you should not wait until you are almost 18 years of age to start work on the project. • If possible, you should aim to complete all your requirements for the Eagle Scout rank by the time you become 17 years of age so you can have some flexibility with completing them and earn all three levels of Eagle Scout Palm. EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA

40. Upcoming Eagle Project Components • Fundraising and Donations Acquisition • Project Implementation • Service Project Report • Submitting the Completed Service Project Workbook Illus. John Luck, Eagle Scout, Blue Ridge Mountains Council EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA

41. Discussion and Questions EAGLE EDUCATION EXPERIENCE – WASHINGTON, D.C. DISTRICT, NCAC, BSA