Embedded Files
Here you'll find all the essential files to kickstart your project: from your Project Proposal Form and Masterfile to your team’s dedicated Project GDrive. These documents will serve as the foundation for your planning, coordination, and execution, so make sure to keep them organized and up to date.
📌 Past Project Files
📌 Past Project Files
Before diving into any planning, make sure you fully understand the project you're handling: its background, structure, and key learnings from previous runs. This foundation will guide your direction and help you avoid past mistakes while building on what worked well.
Here are a few ways to get started:
Consult past Project Heads and Department Heads
Reach out to previous PHs and DHs to learn about their experiences. They can share insights on the project’s workflow, common challenges, and tips that aren’t always documented.
Review Past Documentations
Check the project’s folder in the archives for essential files that can guide your planning. Key documents to review include:
Project Proposal Form (PPF): The previous year's PPF can serve as a guide to your own Project Proposal Form. This contains the initial plans for the project, its original intention, as well as the goals and success indicators set by the project heads for that edition.
Project Masterfile: Masterfiles usually contain a list of the deliverables done for the entire project, and the planned timeline for completing these tasks. This will be useful for your own planning and calendaring of deliverables.
You may find the project folders from the S.Y. 2024-2025 in this page. For projects that are not listed, you may reach out to your overseeing DH.
Schedule Consultations
Schedule individual (or pair) consultations (ICs) with your overseeing DH and/or the EB. These meetings are valuable for clarifying questions, validating ideas, and aligning your vision with the org’s goals.
📃 Project Proposal Form
📃 Project Proposal Form
The Project Proposal Form (PPF) is a document submitted to the Office of Student Activities (OSA) at the beginning of the project planning phase. The PPF lays out the overall goals of the project, the tentative timeline and budget, as well as any other specific details that may need OSA approval.
📚 Project Masterfile
📚 Project Masterfile
The Masterfile will serve as your home base throughout the entire duration of your project or effort. To get started, make a copy of the Project Masterfile Template and customize it for your team.
Landing Page: A central hub for important reminders, links, and files. Include your project objectives and success indicators here to serve as the "north star" during project planning and execution. Add reminders here for quick reference.
Directory: A list of everyone involved in the project. Members will input their basic information including ID number, name, pronouns, year and course, contact details, and assigned role.
Tasks: A list and a tracker of the core team's deliverables. Make sure to set a realistic and considerate timeline of tasks. You may consult your previous project files or this page for the committee deliverables. Additionally, check the section below to see the non-negotiable timelines during project planning.
Schedule: Sheets where members can log their class schedules or commitments. This is helpful for identifying common times for syncs and check-ins.
Calendar: A shared view of all important project dates. Core team members can also declare their personal unavailability here to help with planning around absences.
⏰ Key Dates During the Project Planning Timeline
⏰ Key Dates During the Project Planning Timeline
These are deadlines that relate to requests external to the Core Team. Thus, it is important that you fulfill these timeline requirements. Relevant sources/information are linked.
Planning and event
[at least one (1) month before the event] Send out MOAs to approved partners
[at least one (1) month before the event] Submit a DocPub Office Request Form
[at least three (3) weeks before the event] Fill up the Pool of Hosts Job Order Form
[at least one (1) week before the event] Request for a documenter from the DocPub Office
[at least five (5) days before the event] Send list of external event-goers to CSMO
[at least one (1) week before the event] Place a Food Bulk Order through OSA
[at most two (2) weeks after the event] Conduct Post Processing
Mid-way tasks
For posting of publication materials, at least one (1) day before the scheduled posting day.
For publication materials (pubmat) requests, at least ten (10) days before the desired pubmat date
For email blast requests, at least one (1) day before the scheduled blast
For math question crafting requests:
For major and special projects, at least two (2) months before the questions are needed.
For minor projects, at least one (1) month before the questions are needed.
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