Planning for Success: A Guide to Planning Your Community-based Project

Planning for Success

About ACOA

The Atlantic Canada Opportunities Agency (ACOA) is a Canadian government agency with the goal of building economic capacity in the Atlantic region. ACOA works with Atlantic Canadians to:

  • Promote and strengthen local resources.

  • Foster partnerships.

  • Enhance community capacity.

These efforts aim to:

  • Create sustainable jobs.

  • Increase availability of business capital.

  • Strengthen strategic planning.

  • Encourage community participation and ownership in community economic development.

Commitment to Sustainable Development

ACOA is committed to protecting the environment by promoting sustainable businesses and communities in Atlantic Canada.

Introduction to Community Development

Definition of Community

In economic development, "community" can refer to:

  • A geographic location.

  • An industry sector.

  • A group of businesses.

  • Individuals of common interest.

Definition of Community Development

Community development is defined as the planned evolution of all aspects of community well-being, including:

  • Economic.

  • Social.

  • Environmental.

  • Cultural.

It is a process where community members collaborate to find solutions to common problems or leverage opportunities that benefit the community.

Scope of Community Development

The scope can vary from small initiatives within a small group to large initiatives involving the whole community.

Effective Community Development

Regardless of scope, effective community development should be:

  • Long-term.

  • Well-planned.

  • Inclusive and equitable.

  • Holistic and integrated into the bigger picture.

  • Initiated and supported by community members.

  • Of benefit to the community.

  • Grounded in experience that leads to best practices.

How to Use This Guide

This guide provides tips on how to move from a community idea to a community success. It covers two key stages:

  1. Preparing to Set Sail: Researching the issue or opportunity, potential benefits, and impact. Identifying available support and key stakeholders.

  2. Charting the Course: What to include in your plan after preparation, research, and networking. The plan is a tool for funders to assess the potential of your idea and engage the community. Success in attracting funding depends on providing a clear picture of your proposed activity.

Preparing to Set Sail

Building the Right Crew

It is crucial to have the right people involved to advance your objectives. Consider consulting with:

  • Community organizations.

  • Potential users.

  • Businesses.

  • Community sponsors and advocates.

Consider who will be needed for:

  • Project development and implementation.

  • Ongoing operations (e.g., municipalities, associations, charity organizations).

Finding a Program That Fits

Target potential funding agencies that are best positioned and most appropriate for your idea.

  • Contact the ACOA office to discuss your idea with a Program Officer for direction and information on funding programs.

  • Consult potential funding organizations in advance to ensure your idea aligns with their programs.

Planning Ahead Questions

Before writing your plan, ask:

  • Where are we going? (Research the issue or opportunity in detail).

  • Why do we want to go there? (Evaluate feasibility and value, ensure clear and consistent objectives).

Answering Key Questions

A well-written plan will answer the following questions:

  • Why should your project be undertaken?

  • How will your project be implemented?

  • Why should a private or public partner invest in it?

  • Who will the beneficiaries of the project be?

  • What measurable impact(s) will the project have?

  • How will the project successes (impacts) be measured and communicated?

  • How will the project be sustained beyond the initial funding stage?

  • How does your project relate to the community’s overall development/strategic plan?

Charting the Course: Key Elements of a Well-Written Plan

  1. Description:

    • The project team and objectives.

    • Community partnerships and support.

  2. Dates:

    • Project start and end dates.

    • Steps to be taken and their estimated timelines.

  3. Deliverables:

    • Project outputs.

    • Ultimate impact (outcomes).

  4. Resources:

    • Human and financial resources (inputs) required.

    • Sources of those resources.

Organization and Governance

Include specific details about your group or organization, such as:

  • Profile and mandate.

  • Legal status (non-profit/profit, federal/provincial) - include documentation.

  • Names of board of directors.

  • Names of those who have signing authority.

  • HST # and supporting information relating to your GST rebate calculations.

  • Details regarding your charitable status (if applicable).

  • Most recent annual report.

  • By-laws.

  • Any required permits/licenses.

  • Previous audited statements and/or current financial statements.

Consider including some of the above in appendices.

In the case of capital projects (i.e., projects involving land, buildings, and assets):

  • Identify any potential issues related to environmental regulation requirements.

  • Specify who owns the land, building or asset(s).

  • Specify whether leases are in place or will be required.

Description

Project description

Describe your project in two or three paragraphs so that someone unfamiliar with it can understand it.

Objectives and activity

Outline your project objectives and explain how they:

  • Relate to the community need or opportunity.

  • Enhance community or regional capacity through the development of competitive, productive, strategic industry sectors.

  • Strengthen community infrastructure and improve upon the community’s economic development capacity.

  • Relate to the economic development plan for your region or community.

  • Enhance the community’s capacity to overcome an economic development challenge and take advantage of the unique strengths, assets, and opportunities of the community.

Partnerships

If your project involves more than one targeted community (i.e., industry sector/geographic location/community of interest), specify the types of groups and the industry sectors, including:

  • People and/or organizations in a specific geographic location (specify the type of geographic location, such as municipality, group of municipalities, region, province, etc.).

  • Communities of interest (e.g., linguistic and visible minorities) and/or sectors.

  • Linkages to your region’s strategic work plans and/or initiatives.

  • Contact information.

  • Any other information that is relevant to your project.

Can future partnerships with community groups be established? Include written confirmation related to anticipated support from relevant community-based organizations.

Project Management

Demonstrate that the members of the project team have the necessary qualifications and experience to carry out the work. Include details such as:

  • Qualifications – team members’ résumés, references, and related credentials.

  • Experience – any supporting information highlighting the management team’s capability to coordinate and manage the project.

  • Representation – evidence that the management is well represented by geographical and cross-disciplinary project teams.

  • Roles – explain how each member of the project team will contribute to the work to be carried out.

Support

  • Elaborate on the networking process you undertook and the organizations with which you consulted to develop this project. Include information such as the number of public meetings and/or structured consultations held, the number of people at the meetings and/or the people involved in the consultations.

  • Explain how the project supports the regional economic development plans within the geographic area where you wish to implement the project.

  • Provide a list of all partners (financial and non-financial) and their confirmed or anticipated roles/contribution to the project.

Deliverables: Reporting Economic Impact and Results

How will your project make a difference? Describe the lasting economic impact your project will bring, particularly as it relates to the original issue or opportunity you seek to address. Explain how your project will contribute to a viable and more diversified community.

When preparing your plan, be sure it addresses the following questions:

  • Is your project part of a regional or community plan?

  • How do its anticipated results relate to that plan?

  • What are the long-term development goals of your project?

  • How, specifically, do you plan to achieve these goals?

  • What direct economic impact do you anticipate from this project?

Sustainability

Consider its potential impact in terms of the economy, the environment, society, and culture – the four key elements of sustainable community development. In the previous sections, you have already detailed how your project will improve the economic health of your community. Now identify how your project will impact the environmental, social, and cultural integrity of your community.

Dates: Milestones

Outline the proposed project activities and their estimated completion dates. Include:

  • Time schedule for the implementation and completion of the project (project start date, end date).

  • Details of each specific step/activity involved in your project, including when it will start and when it will be completed.

  • Cost and timeline (e.g., Gantt Chart) for each activity involved in larger projects.

  • Money or in-kind contribution your group is investing in the project. This investment is an indication of commitment and of the long-term viability of the project.

  • Bridge financing capacity (if required). Bridge financing is a loan that is intended as temporary funding that eventually is replaced with permanent capital.

  • Indication of how the project fits with your overall plan and operation, including your ability to manage and access funds.

Viability

Provide details of the future viability of the completed project by indicating how the initiative will be financed after completion. Include cash flow projections beyond the implementation stage (e.g., three-year cash flow). Also, indicate who will maintain the project. Remember that a project that requires ongoing long-term support from external sources is considered less “viable” over the long term. Your project should ultimately pay for itself and long-term viability of the project must be clearly demonstrated.

Resources: Project Costs and Financing

Detail the anticipated project costs and how those costs will be supported. Be sure to include:

  • Estimated costs of each of the project activities (include quotes and their source).

  • Proposed or confirmed financing partners of the project (provide any contribution agreements/copies of cheques and specify the amount).

  • Proposed or confirmed partners providing in-kind contributions (specify each partner and their contribution). In-kind contributions are defined as a non-cash contribution that can be given a cash value (e.g., an accountant donating his/ her time and expertise to the project).

    • Pay close attention to relevant funding program guidelines on in-kind contributions before including them in your costs and financing.

  • Cash flow projections. Simply put, cash flow projections are the difference between cash in (income) and cash out (expenses) over a period of time. Cash flow projections reveal the ongoing availability, or lack of availability, of cash over the course of the implementation of the project (see also “Viability” following section).

Final Tips and Tricks

Keep in mind that the supply of funding for community initiatives is often outweighed by demand. Also, remember that an assessment will be made of the strength of the plan and the benefits of the project to the community/communities. Given today's competitive and demanding environment, community groups should ensure their proposals provide:

  • Clarity of purpose - outlining clear objectives, outcomes, and scheduled time frames.

  • Value for money - establishing a realistic budget/cash flow and making every cent count.

  • Accountability - ensuring strong internal controls and governance practices (organizational and financial).

  • A committed community - pulling together an effective board, committed volunteers, and qualified staff.

  • Strategy and coordination - articulating that the project addresses an existing need and has a clear link to local, regional, and national plans and priorities.

  • Real results and future continuity - describing an evaluation plan and final report on results, and confirming sources for continued resources for the future sustainability of the project.