VIDE Project Process

This  document outlines details and guidelines for executing projects to be sponsored by VIDE. This serves as the first document to be read by a VIDE volunteer who will be undertaking a project and executing to its successful completion. As and when we grow bigger and gain more experience, this Project Process Document will also be modified accordingly.

Broadly, a typical  project has the following phases in its life cycle.

1. Identification

2. Verification

3. Execution

4. Record Keeping

Before dwelling into the details of each phase, we want to mention the role of   "Core Project Team". At the time of this writing,  there is no "Project Team" identified within VIDE core team. In other words, VIDE core team is the Project team. However this will cause its own set of problems and confusions during every decision making phase of the project. Not all core members will be present at all decision making times, thus leading to miscommunication, delay and above all lack of accountability. The main responsibility of this Project Team is to help the project owner in all phases of project life cycle and to monitor that project is adhered to the defined Process (as outlined in this document) and finally be accountable for the success or failure of the project along with the project owner. Typically, this team would have 3 to 5 members, who are both specialized in that particular project area, as well as in  enforcing the process guidelines. Also,  Project team is formed dynamically  based on the project area and with the consensus of VIDE's core volunteers.  However, note that throughout the project life cycle, every VIDE member has equal right to participate and help towards the successful completion of the project.  By no means a VIDE volunteer should misunderstand that he or she has nothing to do with a project, if he/she is not project owner or in Project team. The project team is of course, a sub set of VIDE core, who would tremendously benefit from the inputs from all VIDE volunteers, but finally responsible for making the project an all round  success.

Let us go through each phase of project life cycle in some detail.

1. Identification:

"Calf suckles from cow, but more importantly, cow wants to suckle the calf "

The first phase in a VIDE sponsored project is "Identification". This involves

 A. Project Identification

 B: NGO Identification

 At one end we have money from donors. At the other end, there are people or society needing  desperate help with or without their knowledge. The success factor of VIDE is measured by how quickly, efficiently and appropriately we  fill this gap. So the first step is to identify the project area where VIDE wants to venture in.

Project identification can be done by any VIDE volunteer.  Sometimes  the volunteer may have to do the "Project selection", if there is a choice among many projects, related but independent to each other. The main criteria for project selection or identification is that the project should be in consistence with VIDE's basic philosophy.  To repeat VIDE's founding principles here,  is not a sin but simply  helps every volunteer to focus on the job at hand till the end.

To work for India Development in the areas that give sustainable  advantage.

 To work with people and groups to empower themselves and India.

 To help victims of natural disasters with Relief and Rehabilitation.

So any project which passes the above criteria should be pursued after.

The second step in this Identification phase is NGO selection.  Most of the times, the project and NGO are inseparable. Sometimes we will have to choose among NGOs, the most suitable NGO  to execute the project. Any volunteer or group of volunteers can identify the right NGO to carry out the project envisioned.  Some points while identifying a NGO are

It should have been a registered as a Non Profit organization (80 G status)

It should have RBI clearance to receive funds from international organizations.

It should have proper records, both in project and in financial matters.

Once we identified firmly the NGO and  the project, we need to assign one VIDE volunteer as the "Project

Owner". It may usually happen that the same person was the key person during project identification and NGO selection time.  Also the project owner need to identify a "co-owner" for the project so that he or she will be the secondary contact point. After this stage, both Project owner and Project team are involved in making all  decisions related to the project till the end,  based on their own investigation, wisdom,  VIDE's principles and other VIDE members input.

2. Verification:

"Leave no stones unturned"

Once we have a Project, a NGO and the Project owner(s), The next phase in the life cycle of a project is Verification.  This involves

A. Verification of Project viability.

B. Verification of NGO, its capability and commitment level.

C. Verification of other matters: Finance, Legal, Government etc.

D. Verification of NGO-VIDE attitude matching.

E. Project Document.

This is the stage which can be best described as "Question-Get answer-Ask more questions-Get concrete answers-Repeat". In this phase, every aspect of the project and NGO has to be studied in detail and no doubt should remain about the feasibility of the project by any volunteer. The typical process is:

1. Project owner gets the details of the project and NGO by asking NGO to fill in "Request For Proposal (RFP) " document. This will be made on-line, so NGO can simply print the form, fill in and mail/fax it back to Project owner. Project owner reviews the RFP.

2. Project owner  gives presentations and provides updates about the project and NGO  to the volunteers, either in weekly project meetings or though web media.

3. Volunteers raise all possible questions, demand clarification, and provide valuable suggestions about the Project. They may also to do their own analysis and investigation about the project/NGO and let the project owner know their findings. In other words, everybody is encouraged to involve in every aspect of the project,  to the maximum extent possible, thus ensuring the maximum benefit to the people whom we finally empower.

4. Project Owner makes sure that every concerned volunteer (including himself or herself) is almost completely satisfied with regard to  verification of all the sections (Section A to E) .

The outcome after this stage in the life cycle of a project  is a completed Project Document which will have all the details of project execution. This document is then reviewed by VIDE and SEEDS. Once project owner supplies all the details and answers, VIDE project team and SEEDS should not take more than two weeks to decide whether to execute this project or not proceed with it.

Note: During this phase of the project, where the project may be approved or disapproved by VIDE, we need to stress one point. The project owner may feel emotionally attached to the project (which sometimes may be his or her brainchild) and there may be a tendency to take the project criticism too personal. As long as the project owner also wears the same "VIDE attitude glasses" and looks through all the project matters, like Project Team and other volunteers, then  there is no harm in being passionate about the project they own.

3. Execution:

"Say what you do, do what you say"

Once all facts about feasibility of this project is verified, the next phase is Executing the project. This is the phase where we finally see development and empowerment in action! This phase involves:

A. Committing the project  - MOU and  Money transfer.

B. Project Execution & Periodic Feedback.

Assuming the project is voted as a "Go" by VIDE and SEEDS, the next step is to hurry up the money transfer to the NGO. Before finalizing the ways to set up the money transfer channel (wire transfer, DD, check etc.) we need to take care of some  documentation. The project owner needs to prepare  Memorandum of Understanding (MoU),  outlining how much money is committed from VIDE and what is agreed to be done by NGO, reviewed and signed by both VIDE and NGO.

At this stage,  NGO goes ahead and executes the project in the agreed time span. During this time, it is very critical to get periodic feedback and constant evaluation of the project to make sure everything is going according to the mutually agreed plan. One popular way to make  sure project is always on right tracks is to  tie the partial release of committed funds at different stages of the project execution, instead of handing over all the funds  in one transaction. This way VIDE exercises better control of the project, leaving less chance for misusing the funds.

It is also the expected from the project owner that the progress of the project is communicated to all VIDE members as and when such information is available.  Also Project owner can nominate some local contacts or people not directly attached to the NGO executing the project, to provide the unbiased evaluation on how the project is really benefiting the targeted audience. Finally,  the relationship thus developed between VIDE and NGO, and the experience gained by successfully executing the project will help VIDE in the long run immensely.

4. Record  Keeping

The section on Record  Keeping doesn't really refer to any particular phase in the Project life cycle. It just reminds us to keep all the records pertaining to a project in one safe and secure place. Various documents/records include but not limited to:

 1. Project Document

 2. RFP

 3. MOU

 4. Receipts and other finance related records

 4. VIDE Web update

 5. Miscellaneous records - E-mails, web links, meeting minutes, video & photographs of project progress etc.

So in summary,  a project owner should try to adhere to the above process as much as possible. By following the above guidelines, we not only set a standard for all future VIDE members, but also feel very satisfied with increased efficiency  and lessened  mis-communication and chaos during the life cycle of a VIDE sponsored project. Above all,  this kind of  a standardized  process serves as a constant reminder to not to derail from  the  VIDE's vision and mission, throughout the project.  VIDE thanks wholeheartedly  all the current and future project owners for following these guideline, thus helping in achieving  the development and empowerment of people of India and Indian origin.

Own a VIDE project and be part of  developing and empowering India!

Written by:  Jagadeesh Maiya, VIDE volunteer.