Section 1 EO M503.01 – CREATE A PROPOSAL

A project always has the following components:

Specific outcomes. Product or result.

Defined start and end date. Projects do no go on forever. Projects are temporary and are created to achieve particular results. When the results are achieved, the project ends.

Established budgets. Required amount of people, funds, facilities, equipment, and information.

Projects vary:

Project management is the process of guiding a project from its beginning to its end. Project management includes three basic operations:

No matter what size the project, what needs to be performed is the same. Large projects may require more time to prepare than small projects but both still need to be structured.

Every project entails five phases:

1.Conceive: Coming up with the idea. This is the stage during which project managers come up with the project idea. It is at this stage that they determine the project's feasibility, its benefits and its limitations. At the end of this stage, project managers submit their project for approval.

2.Define: Developing a plan. This is the stage during which a detailed plan is developed.

3.Start: Forming a team. It is at this stage that people who need to know about the project are informed of it and are informed of their tasks.

4.Perform: Doing the work. This is when the work of the plan is put into action. This is where supervisors collect information (supervise) to identify deviations from the plans in order to apply corrective measures. This ensures that the objectives are attained.

5.Close: Ending the project. This is where a meeting is held to recognize achievements and discuss lessons that can be applied to the next project.

For small projects, the entire process can take a few days; larger projects may take many years. No matter how simple or complex the project, the process is the same.

All projects begin with an idea. Sometimes the organization has specific requirement for a project; sometimes there is more freedom in the choice.

A project organized within the Canadian Cadet Organizations (CCO) should be in-line with its aim.

Ask the cadets to list the aim of the CCO. The aim of the CCO is to: (1) Develop in youth the attributes of good citizenship and leadership. (2) Promote physical fitness. (3) Stimulate the interest of youth in the sea, land and air activities of the Canadian Forces.

Cadets may be asked to participate in the organization of an exercise.

Here are examples of exercises that cadets may choose to organize:

When the exercise is chosen, activities that relate to the exercise have to be generated. According to CATO 11-03, Cadet Program Mandate, the vision of the Cadet Program (CP) is "a relevant, credible, and proactive youth development organization, offering the program of choice for Canada's youth, preparing them to become better leaders of tomorrow through a set of fun, challenging, well-organized and safe activities." That vision should be kept in mind when determining activities for a cadet exercise.

A good method to generate ideas is brainstorming.

Ask the cadets to list some guidelines on how to carry out a brainstorming activity. Here are some guidelines: • Write everything that comes to mind. • Critique is prohibited: all ideas are welcomed. • Use others ideas to generate new ideas. • Produce a maximum of ideas.

For example, if cadets choose a fitness and sports exercise, they may brainstorm activities, such as:

Before making a final decision, it is important to consider a few factors:

The age of participants should also be taken into consideration. What may be fun for first year cadets may not be as fun for third year cadets.

Each activity that is part of the exercise has to have a specific goal. The goal of each activity should meet the CCO's aim.

Goals should be specific, measurable, achievable, relevant, and timed. Having clear expectations makes it easier to ensure the project maintains the right direction.

Ask the cadets to explain the concept of making goals SMART. • Specific. The aim of the goal must be defined and everyone involved must be aware of it. • Measurable. A standard to assess achievement must be identified. • Achievable. The goal must be realistic and all required resources must be accessible to accomplish it. • Relevant. The goal must be worthwhile for the people involved • Timed. The goal must be able to be completed within the given time.

At this stage, project managers have to determine the limitations that may put a stop to their project.

Such limitations may include:

A policy is a course or a principle of action created to guide leaders and to provide them with parameters for carrying out cadet activities. There are many policies and safety procedures to ensure cadets are participating in fun and challenging training safely. Those policies and procedures have to be taken into account when an exercise is being organized.

CATOs contain a list of policies that apply to the administration and training of cadets across the country. Some policies restrict some activities and give guidance on others. For example, CATO 13-12, Supervision of Cadets describes the requirements for the number of instructors needed for each type of activity that may be carried out to ensure proper supervision.

Distribute the table of contents of A-CR-CCP-030/PT-001, Water Safety Orders to each cadet.

Water Safety Orders is a document that gives guidance on the organization of on-the-water (OTW) activities.

The document contains information on:

The information refers to floatation, the number of staff per cadet, wind, weather, equipment, clothing, night operation, wearing of shoes, capsize drills, etc.

Other documents exist to guide leaders when planning various activities. They include: The DND/CF General Safety Guide for the Cadet Program has been produced to assist leaders in the fulfillment of their safety leadership responsibilities. It can be found online at http://www.cadets.ca/content-contenu.aspx?id=64062 The A-GA-135-001/AA-001Flight Safety for the Canadian Forces is an A–Z guide useable by companies, militaries, as well as countries, to start and run a flight safety program. It can be found online in the search section of www.airforce.forces.gc.ca The A-CR-CCP-177/PT-001, Cadet Marksmanship Program Reference Manual contains guidance on the organization of marksmanship activities. Some regions or detachments may have additional orders which amplify or clarify directives found in national documents.

A proposal should tell how, when, by whom, and for how much. It needs to contain enough information for the supervisor to either accept or refuse the project.

By writing a proposal, it becomes clear to supervisors what the project will produce and the resources needed to carry it out.

Distribute the Create a Proposal worksheet to the cadets.

The proposal should include the following information:

Distribute the Create a Proposal Aide-Mémoire to the cadets.

Once the proposal is complete, it is submitted to the appropriate authority for approval.