Engineers Without Borders

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Engineers Without Borders USA Project Kickoff
Guidelines, Deadlines and other Important
Information
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• Congratulations!
• You have a new EWB-USA Project What do you do
  now?

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• Congratulations!
• You have a new EWB-USA Project What do you do
  now?
• The first thing to do is to remember that the
  work that you do will likely have an enormous
  effect on your partner community either
  positive or negative.

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Outline of This Presentation

• We will review several issues to help get you
  started.
• Commitment to your Community

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Outline of This Presentation

• We will review several issues to help get you
  started.
• Commitment to your Community
• Mentors

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Outline of This Presentation

• We will review several issues to help get you
  started.
• Commitment to your Community
• Mentors
• Travel Team Size

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Outline of This Presentation

• We will review several issues to help get you
  started.
• Commitment to your Community
• Mentors
• Travel Team Size
• Project Process

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Outline of This Presentation

• We will review several issues to help get you
  started.
• Commitment to your Community
• Mentors
• Travel Team Size
• Project Process
• Pre-Assessment Documentation

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Outline of This Presentation

• We will review several issues to help get you
  started.
• Commitment to your Community
• Mentors
• Travel Team Size
• Project Process
• Pre-Assessment Document
• Tips for Getting Travel Approval

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Outline of This Presentation

• We will review several issues to help get you
  started.
• Commitment to your Community
• Mentors
• Travel Team Size
• Project Process
• Pre-Assessment Document
• Tips for Getting Travel Approval
• Contacts

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Commitment to your Community

• EWB-USA expects your chapter to have at least a
  five year commitment to your community.
• If your chapter cannot continue with a project,
  you must inform the EWB-USA National Office. You
  cannot just stop working on the project.
• You will be collaborating with your community and
  have an ongoing relationship. You should be in
  contact with your community on an ongoing basis
  and not just once or twice a year.

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Commitment to your Community

• The five year commitment can take many different
  forms here are a few examples
• Year 1 assessment and design, Year 2
  implementation, Year 3 to 5 education,
  monitoring and evaluation
• Year 1 assessment and design of project I, Year
  2 implement project I, assessment and design of
  project II, Year 3 implement project II, assess
  future projects, etc.
• Year 1 assessment and design, Year 2
  implementation, Year 3 education, monitoring
  and evaluation of initial project, assessment of
  neighboring community, Year 4 implementation in
  neighboring community, monitoring in original
  community, etc.

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Commitment to your Community

• How does this affect your chapter?
• You may no longer be part of the program by the
  time that the program ends so you must make the
  program sustainable at the chapter level
• Keep program and project continuity in mind when
  staffing trips
• Make sure that all information that is gathered
  is documented so that future projects do not have
  to reinvent the wheel
• Keep a good file for the program
• The project lead must pass along information to
  the next project lead

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Mentors

• Your chapter must have a mentor for design,
  analysis, planning and travel.

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Mentors

• Your chapter must have a mentor now and for
  travel.
• Mentor minimum 5 years experience.

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Mentors

• Your chapter must have a mentor now and for
  travel.
• Mentor minimum 5 years experience.
• Faculty member may not be adequate.

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Mentors

• Your chapter must have a mentor now and for
  travel.
• Mentor minimum 5 years experience.
• Faculty member may not be adequate.
• EWB-USA must review mentor resume.

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Mentors

• Your chapter must have a mentor now and for
  travel.
• Mentor minimum 5 years experience.
• Faculty member may not be adequate.
• EWB-USA must review mentor resume.
• Find a traveling mentor now.

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Mentors

• Your chapter must have a mentor now and for
  travel.
• Mentor minimum 5 years experience.
• Faculty member may not be adequate.
• EWB-USA must review mentor resume.
• Find a traveling mentor now.
• If you can not find a mentor contact us early for
  help.

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Travel Team Size

• Your travel team size should be based upon the
  requirements of the project not the travel
  dreams of the chapter members.
• Travel teams that are too large stress the host
  community, make project coordination more
  difficult and take financial resources away from
  the project.
• The recommended maximum travel team size is
  eight. If you plan to take more than this,
  please provide the EWB-USA National Office with a
  compelling explanation why additional travel team
  members will benefit the community with which you
  are working.

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Project Process

• The project process follows the normal
  engineering procedure problem identification,
  assessment, project design and project
  implementation.
• The project process has been developed to ensure
  that quality projects are implemented.
• The project process is not just a set of hoops to
  jump through to get approval to travel on a trip.
• We expect all chapters to know and comply with
  the project process.
• Deadlines for the project process submittals can
  be found on the EWB-USA website at
  http//www.ewb-usa.org/TACTravel.php. NOTE
  Deadlines are two to three months in advance of
  the proposed trip.
• Late submittals will not be reviewed until the
  next month this may mean postponing travel.

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Project Process - Documentation

• Pre-Assessment planning for your assessment
  trip.

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Project Process - Documentation

• Pre-Assessment
• Post-Assessment documenting what you learned
  during your assessment trip.

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Project Process - Documentation

• Pre-Assessment
• Post-Assessment
• Alternatives Analysis presenting the
  alternative design options and choosing a
  selected alternative (currently not required to
  submit this to EWB-USA National).

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Project Process - Documentation

• Pre-Assessment
• Post-Assessment
• Alternatives Analysis
• Preliminary (30) Design presenting your
  preliminary design (currently not required to
  submit this to EWB-USA National).

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Project Process - Documentation

• Pre-Assessment
• Post-Assessment
• Alternatives Analysis
• Preliminary (30) Design
• Pre-Implementation planning for your
  implementation trip.

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Project Process - Documentation

• Pre-Assessment
• Post-Assessment
• Alternatives Analysis
• Preliminary (30) Design
• Pre-Implementation
• Post-Implementation documenting what was
  constructed during your implementation trip.

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Pre-Assessment Documentation

• 507A Trip Administrative Information You will
  include administrative information about your
  proposed trip on this document chapter contacts,
  travel team, travel details, budget, etc.
• 507B Trip Technical Information This is the
  document where you describe the investigations
  and analyses that you have carried out to and the
  plans that you have for data collection during
  the site assessment trip.
• The blank format for the 507A and 507B can be
  found at http//www.ewb-usa.org/ProjectsDownloads.
  php
• The 507B will be changing in the near future to a
  different format. The new format is closer to
  professional engineering documents than the
  current format. For the time being you may use
  either format.

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Requirements Prior to Travel

• Submit your pre-assessment report (507A and 507B)
  to projects_at_ewb-usa.org in accordance with the
  submission deadlines posted at http//ewb-usa.org/
  TACTravel.php.
• Form 505 (Site Assessment Checklist) may be
  helpful in planning your trip.
• You must have two health point persons on the
  traveling team.
• Submit the resume of the traveling mentor at the
  same time as the 507A and 507B.
• An EWB-USA Project Manager will contact you to
  discuss your project and will make a decision
  regarding technical approval of the trip.
• Submit your travel waivers (form 605) and proof
  of insurance (form 608) to your Chapter Relations
  Manager (CRM).
• Submit updated membership lists for your chapter
  and ensure that annual dues have been paid.
• Your CRM will contact you to address any
  deficiencies in your assessment trip
  documentation. When all requirements have been
  met, the CRM will issue you a travel approval
  letter.

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Tips for Getting Travel Approval

• Do not leave everything until the last minute.
  Plan ahead.
• Make sure to have a traveling mentor on board
  early in the process.
• Do not miss any deadlines. If you have any
  questions about the deadlines, contact your CRM
  to discuss it with them.
• The EWB-USA website has many good resources to
  help you plan your trip.
• You will not receive a Travel Approval Letter
  until all requirements have been met. You must
  have a Travel Approval Letter for your trip to be
  an official EWB-USA trip.

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Contacts

• If you have questions during your project, dont
  sit around fretting contact the EWB-USA
  National Office
• Technical Issues Contact a Project Manager
• Peter Waugh, P.E., Tiffany Martindale, P.E.,
  Kelly Latham, P.E.
• Administrative Issues Contact a Chapter
  Relations Manager (CRM)
• Tracy Beavers, Colleen OHolleran, Rosemary
  Powers, Diana Underhill, Scott Hammond
• Document Submittals Contact the Project
  Coordinator
• Luke Pritchard
• Country Specific Issues Contact your Country
  Liaison (if applicable)
• If you do not know who to contact, just contact
  one of us and we will route you to the correct
  person. Contact information can be found at
  http//ewb-usa.org/contact.php

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CRM Assignments

• Tracy South Central and South East AR, LA, OK,
  TX, AL, FL, GA, MS, TN
• Colleen Mountain AZ, CO, ID, MT, NM, NV, UT,
  WY
• Rosemary North East and Great Lakes CT, DE,
  MA, ME, NH, NJ, NY, PA, RI, VT, OH
• Diana West Coast and Midwest AK, CA, HI, OR,
  WA, IA, KS, MN, MO, NE, ND, SD
• Scott Great Lakes and South East IL, IN, KY,
  MI, WI, WV, DC, MD, NC, SC, VA

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Thank you for your commitment to Engineers
Without Borders-USA.