LTJ Project

Project Initiation

Project Charter

Project Title: Outreach Program for Distribution of Food and Christian TractsProject Objective: To successfully distribute food items and Christian tracts to individuals in impoverished areas within a single day using a team of 12 volunteers, enhancing their physical and spiritual well-being.
Scope:In-Scope: • Procurement of necessary food items and Christian tracts. • Coordinate and manage logistics for distribution. • Effective team management and volunteer engagement. • Document and report outreach activities and outcomes.
Out-of-Scope:  • Supply of other relief items such as medical and financial empowerment training..
Timeline:  • One-day event on the 17th December 2017
Benefits: Many lives are spiritually and physically enriched.
Costs:• Food items: N145,000• Christian tracts: N24,000• Tee Shirts: N14,400• Transportation: N10,000• Photographer: N7,000• Packaging: N18,400• Miscellaneous expenses (e.g. airtime, refreshments for volunteers): N15,000• Total Budget: N233,800
StakeholdersInternal  • Project Manager  • Team of 12 VolunteersExternal • Beneficiaries (residents in impoverished areas) • Donors and sponsors • Local community leaders and authorities (if applicable)
Project ManagerTonye Kehinde Amabibi

Project Planning

Resource plan

Team Roles and Responsibilities• Team Structure ; Team Size: 12 MembersCoordinator (1): Oversees the entire operation.Logistics Manager (1): Manages supplies and transportation.Food Preparation Team (3): Prepares and packages food items.Distribution Team (7): Delivers food and tracts to the community.Documentation/Photography (1): Captures the event for reporting and promotion.Volunteer Support (1): Assists in various tasks as needed.
Other Resources NeededFood Items: Non-perishable food (power oil, tomato puree, uncooked rice, etc .)Christian Tracts: Printed materials with soul-winning messages.Tee Shirts: Worn by every member volunteer including the project coordinator/manager Transportation: Vehicle(s) for transporting food and team.Packing Materials: Bags/boxes for food items.First Aid Kit: For any emergencies.Documentation Supplies: Photographer Camera or smartphone for photos.

Schedule and Cost Plan

Estimate TimelineDate of Outreach: 17th December 2017• Opening Prayer and Praise (40mins)• Brief the team on the day’s schedule and responsibilities (15mins)• Assemble and package the remainder of food items (90mins)• Load transportation and ensure all items are loaded into vehicles (30mins)• Depart to Outreach Locations (60mins)• Set up a distribution point in the community (15mins)• Distribute food and tracts to individuals (60mins)• The team takes a short break and assesses progress (10mins)• Resume distribution and continue distributing remaining items (50mins)• Pack up and clean (15mins) • Collect remaining items and clean area (15mins)• Discuss in really brief detail the day’s successes and areas for improvement (15mins)• Closing prayers and praise (20mins)• Departure
TOTAL ESTIMATE TIME: 7 hours 25mins
Estimate CostCost of food items: • Uncooked Rice 6 bags @14,000 per bag N84,000• Uncooked Rice 2 bags @16,000 per bag N32,000• Tomato puree 10 cartons @ 2,400 per carton N24,000• Maggi 5 packets @250 per packet    N1,250   Total Cost                                                            141,250
Cost of Tshirts: • 8 T-shirts @ 1,800 per Tshirt     Total Cost   N14,400
Cost of Printing tracts• 1000 tracts @12,000 per 500     Total Cost   N24,000
Cost of Packages                                                      • Printed Nylons: N17,600• Nylons      N800                                                        Total Cost                                                            N18,400
Cost of Transportation• One LT Bus 18 seater bus     Total Cost   N10,000
Cost of Photographer                                            • External Photographer   Total Cost     N5,000
Cost of Miscelenauos & contingencies                                          • Airtime, refreshments for volunteers. etc)   Total Cost   N15,000
TOTAL ESTIMATE COST N228,050

Procurement plan

Food Items: • Source: Local suppliers, or charitable donations. • Quantity Based on the estimated number of beneficiaries. • Quality Standards: Ensure items are nutritious, safe for consumption, and non-perishable. • Vendor Selection: Evaluate multiple suppliers for cost-effectiveness and reliability.
• Christian Tracts: • Source: Partner with a graphics designer to create tract and print through a local service. • Quantity: One per food package. • Quality Standards: Printed on durable paper with clear, respectful, and uplifting content.

Quality Standards

• Food Items: • Inspection: Verify the expiry and freshness upon receipt and before distribution. •Hygiene: All handling, packaging, and distribution should follow strict hygiene practices.•Christian Tracts: • Content Review: Content must be appropriate, respectful, and engaging. • Presentation: Ensure tracts are neatly packaged with the food items.

Risk plan

• Risk: Procurement delays or shortages. • Mitigation: Establish relationships with multiple suppliers and order a buffer stock.•Risk: Adverse weather conditions. • Mitigation: Prepare alternative indoor distribution plans.• Risk: Insufficient volunteer participation. •Mitigation: Recruit additional backup volunteers and cross-train team members for flexibility.• Risk: Logistical challenges or delays. • Mitigation: Plan for alternative vehicles.

Project Execution

Executing activities

Outreach Date: 17th December 2017
Pre-Event Execution (1 Week Prior)Identify impoverished areas to targetGather food items and Christian tracts.Confirm transportation and logistical arrangements.Communicate with team members about roles and expectations.
Pre Event Execution (3 days prior) • Staging Area: Secure a central location for organizing and packaging items. • Packaging Assemble food items and tracts into individual packages or bags. • Volunteer Training: Conduct a briefing session to explain roles, safety protocols, and distribution plans.
• Executing (Day of Outreach) • Transportation: Ensure reliable vehicles for transporting packages to designated areas. • Distribution Points: Confirm safe and accessible distribution locations. • Follow already scheduled activity timeline to ensure efficient distribution
Day of Outreach

Opening Prayer and Praise (40mins)
Brief the team on the day’s schedule and responsibilities.(15mins)
Assemble and package remainder food items (90mins)
Load transportation and ensure all items are loaded into vehicles (30mins)
Depart to Outreach Locations (60mins)
Set up a distribution point in the community.(15mins)
Distribute food and tracts to individuals.(60mins)
Team takes a short break and assesses progress.(10mins)
Resume Distribution and continue distributing remaining items(50mins)
Pack up and clean(15mins)
Collect remaining items and clean area(15mins)
Discuss in really brief details the day’s successes and areas for improvement.(15mins)
Closing Prayers and Praise(20mins)
Departure

Project Closing

Close out report

Summary: This outreach aims to distribute food items and Christian tracts to individuals in impoverished areas within a single day using a team of 12 volunteers, providing essential food support while sharing Christian messages respectfully and effectively, fostering community relationships, outreach sustainability and more importantly enhancing their physical and spiritual well-being.
Performance baselines:COSTPlanned / Actual: N228,050 / N204,050• We didn't need to pay for photography and the transportation was free, which helped us to spend below the planned budget
TIMEPlanned / Actual: 7 hours 25 mins / 8 hours 15mins• We spent a little more time packaging the remainder of the food items and spent a longer time in some of the locations to gain ground fully.
SCOPEPlanned / Actual: Procurement of necessary food items and Christian tracts, Coordinate and manage logistics for distribution, Effective team management and volunteer engagement, document and report outreach activities and outcomes• We stayed within the scope of the project and engaged in an effective outreach
Key Accomplishment:It was a successful outreach, with 8 volunteers who distributed 480 food items and tracts in 9 locations. We shared 550 tracts and had 30 immediate recorded souls, however, we believe the number of souls to be higher based on the future impact of the tracts shared tailored to transform many lives for the better.
Lessons Learned:Although the outreach was quite successful we encountered several challenges during the execution of the project and learnt a few lessons from there.• We had a limited number of volunteers to help with packaging the food items so we made do with what we packed in the available time. • We spent a bit longer in some locations which made us run out of time so we split ourselves into two to cover more locations.• We were unable to liaise with any of the local community leaders prior which made it a little bit tasking to engage with the community but fortunately, we gained ground quickly.•There was a bit of security concern in one of the locations, thankfully one of the volunteers was committed to ensuring any threat was waded off. •The vehicle we had planned was not forthcoming and it delayed our movement but we were able to get another vehicle which served us excellently well without taking money • Finally, the photographer didn't show up, but we used our phones to take a few pictures.
Recommendations:• Going forward will make provision for paid volunteers and include a buffer for resources. • Ensure to liaise with the appropriate leaders of the community especially the church leaders in the area to increase effective outreach efforts in community and security • Ensure to purchase food items two weeks ahead to package and assemble them on time• It's better to split into teams and get vehicles for different teams• Get more volunteers to focus more on the tract distribution to ensure more facilitation is made towards the enhancement of the spiritual well-being of the people in the community.

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Email Address: amabibitonye@gmail.comLinkedin: www.linkedin.com/in/tonyekehindeamabibi Phone Number: +2348023762685