Using A series of training presentations How to list your project September, 20101

This presentation will explain how to list a new project on the website. September, 20102

Types of listings: There are two types of listings: 1.Full listing – provides full use of the site; 2.Base listing – provides limited use of the site. Note: The purpose of Base listings is to gather full information about Rotary Club WASH work. There is no charge for a base listing, BUT you must subscribe. This is because the system can only associate subscribers with project listings, i.e. to be connected to a listing (be able to edit if for example) you must be subscribed. As there is currently NO CHARGE to subscribe, only full listings are available now. For now, subscription is FREE. September, 20103

Gathering the right information. Once you begin listing a project you will be asked to complete a number of fields. Be prepared by downloading the Listing Form, and gathering as much information as possible ahead of time. Dont worry if its not all there – you can also go back and edit your listing. For help, see How to Edit a Project Listing September, 20104

If you need help in putting your project together, there are resources available: 1.Contact the Regional Team in your area if there is one;Regional Team 2.Check out our Learn CentreLearn Centre 3. an expert for help September, 20105

Getting Started: Step 1: If you have never signed in on this site before, Sign Up*. If youve already signed up, Sign In. September, * For information on signing up, see the Presentation: Signing Up

Step 1: Click on Projects September, 20107

Step 2: Click on List a project September, 20108

9 Step 3: Complete the fields… Project Name – TIPS - Pick a name that reflects what the project is about; - If a TRF Matching grant has been approved, include MG123abc in the title; Eg. MG60460 / Intake and Sedimentation Tank Regional / Livingstonia, Rumphi, Malawi

September, Enter a program name only if your project is part of a program in the drop-down Select the project type(s) that best reflect your project. On a PC right-click, on a Mac – Command-click to select more than one. Types are nested – for example, Water is the general category, with sub-categories: Sources, Transmission, Treatment, Distribution; then each of those has its own sub-categories etc. Be as specific as you can – for each selection the mother categories are automatically selected too. So if you pick Drilled Wells, then your project will also appear when Ground Water, Sources or Water is picked in a search. TIP

September, Add any comments you wish in the Project Type Comments field Complete the Project Summary field TIP For search purposes, please include your Rotary Club name here. This is a summary – so include only relevant information to adequately describe your project – i.e. 50 words or so.

September, In this field, enter a more detailed description of your project. Remember, this will be read by Rotarians looking for projects to get involved with. Give them enough information to provide a good understanding of the project. Ignore this field (its for admin use only!) TIPS Let people know how to reach someone for more information about volunteering. Click if applicable.

September, This field is for Regional Team use only Date Implementation Started field: If your project has actually begun (i.e. isnt still in the planning stage), please enter the date implementation started. Project Status – is a pull down menu. Select the status that best describes where your project is at now. Please remember to update this field as your project develops.

September, If you know which Regional Team is in your area, select them from the pull-down menu. If not, leave it blank. If you know the project manager – host country, or Project Manager – Donor Country, enter them from the pull down menu. TIP Only subscribers are included In these pull –down menus. If the project manager isnt yet subcribed either leave these fields blank, or select YOUR name from the pull-down and edit later.

September, Select as many languages as apply. If you have a document that provides cultural background information, you can upload it here. TIP To select more than one entry, on a PC – right-click and on a MAC – command-click.

September, From the pull-down select the Rotary District IN WHICH the project is located From the pull-down select the country IN WHICH the project is located Enter the geographic Detail of the project location if you can.

September, TIP Enter the latitude, and the longitude of the location of your project. For help in figuring out what the latitude and longitude of the location of your project are, click on Coordinate Help If you enter the latitude and longitude here, your project will show up on the map. Otherwise it wont be on the map, but will still show up in the project listings.

September, If a needs assessment has been completed, upload the report here, and input the date in the next field. List the goals of the project here. Indicate what factors make this project sustainable – include information about training/behaviour change as applicable. Indicate how many people you anticipate will be impacted by this project TIP Enter only numbers – NO commas etc. Goals should be SMART that is: specific, measurable, achievable, realistic and timely TIP This section should be completed in part or in whole once the project planning is underway. Please come back and update your project listing as information about the project becomes available.

September, References: project design and implementation details; information relevant to water resources, sanitation, etc. Project Scope includes information re estimates, schedules, more detail re implementation plan TIP These fields should be completed in part or in whole once the project planning is underway. Please come back and update your project listing as information about the project becomes available.

September, Total budget amount is the expected total $ budget for the project Click here if you still require funding for your project. TIP Rotary Clubs looking for projects to get involved in, will often search for projects with Funding Still Needed clicked. This tells them that the project needs more $$ The Funding Notes field is available to add information about funding. This could include an intention to apply for a TRF matching grant, or an indication of other funding sources being explored. ALL budget figures should be entered with NO $ or other signs, and NO commas. JUST NUMBERS PLEASE

September, Indicate how much money is still needed to fully fund your project. The Funding Requirements Document and the Funding Application Document Are both intended for use by Funding Partners. They therefore do not apply when listing a project. TIP Once your budget is completed, upload the budget document here ALL budget figures should be entered with NO $ or other signs, and NO commas. JUST NUMBERS PLEASE

September, These Implementation fields should be filled in as implementation gets underway. Detailed Design Document is the water/sanitation system design. Implementation Plan Document refers to the steps required to implement the project. Upload documents when they are available. Milestones are intended to aid with project implementation. Use as you wish. TIP The Project Challenges field is the place to list challenges you have faced and if/how you solved them. Sharing Challenges allows us all to learn from the experiences of others. Please use this field, and once we build a databank, try searching this field when you want to learn from others.

September, Costing information is intended to capture information like cost per foot of ½ inch pipe Include the item, dimension or details, cost, and location where it was purchased. Also include anything unusual or different about this particular situation. When your project is complete, please enter the date here. TIP This field provides a way to share important information with others. It will help us understand what things cost where. Please complete it whenever you can.

September, Indicate Outcomes - what has your project achieved. Please see the Guidance Document for more information about Outcomes. Include information here about spare parts required, where to source them etc. TIP Include any challenges that arise AFTER project completion. How did they get resolved. These fields provide ways to share important information with others. They will help us understand what ongoing maintenance needs and sources of parts others have found, and what kinds of challenges others have faced. We can learn much from each other. Please complete it whenever you can.

September, When you have completed all the fields that you can, click here.

September, TIP When your project has been successfully entered, you will see message in GREEN confirming the project has been successfully entered, and giving you the project number (auto-generated by the system) Notice that part of this success message tells you to Click Here to add more advanced information (like photos etc.) to your project listing.

September, To add information, documents and files under the Advanced Project Management, simply click on the appropriate tab, and follow the instructions. Please note the last tab – Photos.

September, Under the Photos tab: This is where you can upload the key photo and other photographs if your project. Click the Upload Photo button. Find the photo on your computer. Upload it. You can upload as many photos as you like. To make one photo the Key Photo: Select the photo from the list of photos that you have uploaded. Click on Make Key Photo. The photo will then appear on the page. TIP Key photos appear on the project listing (when searching) A compelling photo will help communicate what your project is about. As they say A photo is worth 1000 words!

September, You have now successfully listed your project! Check out all the other resources available to you on the website.