The Pre-Execution Phase consists of 2 parts--that is, setting up the respective committees and planning in the form of writing a proposal.

Setting up of respective Committees:

The process of setting up your committees is extremely fluid in the sense that the types of committees set up depends entirely on the requirements of your activity. In NPCC, these are a few committees which are commonly set up when planning for an activity:

• Administrative Committee

• Logistics Committee

• Welfare Committee

• Lodging Committee

• Operations Committee

The typical committee hierarchy consists of the committee members, the sub-committee ICs (Admin IC, Log IC, etc.) and the coordinators (OIC, AIC, etc.). Following the chain of command, the committee members will report to the sub-committee ICs while the sub-committee ICs will report to the coordinators, The coordinators are the ones who will in turn represent the planning committee when liaising with the officers.

Planning (Proposal Writing):

A proposal is defined as a formal plan which is to be used for the consideration of others, most predominantly all the committee members, as well as the officers. Proposals are important in all parts of the activity outline. During the Pre-Execution Phase, proposals serve as an avenue for committee members and officers to give suggestions on how to improve the activity as a whole. During the Execution Phase, proposals serve as references on the details of the activity so that all lesson conductors are clear of the flow of the activity. Lastly, during the Post-Execution Phase, proposals can be used for archival purposes so that future batches of planners will have some form of feedback on how to improve their own activity.

When coming up with your proposal, do keep these in mind (5W1H):

• Who is involved in this activity?

• What will be taking place during this activity?

• Where is this activity being held?

• When is this activity being held on?

• Why is this activity being held?

• How will the activity be carried out?

Proposal Template:

1. Introduction

   • Cover Page (NPCC Crest + Name of Planners)

   • Content Page (Outline of the proposal, including where to find the respective parts in the proposal)

   • General Information (Date + Time + Location + Number of Participants + Contact Details)

2. Objectives

   • These overarching objectives must ultimately be achieved in your activities

   • It is highly recommended to have around 3 overarching value objectives (Define them and give the rationale for choosing these particular value objectives)

3. Timeline

   • Deadline for your tasks and submissions (Meetings, Logistics Hunt, Recce, etc.)

   • Detailed (Include the specific parts of the documents which you intend to submit)

   • The timeline should continue even after the last submission (Logistics Hunt, Recce, AAR, etc.)

   • The timeline helps you to stay on track with all your tasks

4. Event Programme

   • General flow of activities

   • The Event Programme can be given to your participants

5. Admin Programme

   • Details of all the activities (Preparation + Execution)

   • Concise (Easy reference during the Execution Phase)

   • Includes the location and the involved personnel for each activity

   • Used by the planning committee (Do not give this to your participants)

6. Manpower Allocation

   • Everyone has to know specifically what they have to do during each and every part of the activity

   • The details of your manpower allocation will depend on the complexity of your activity

7. Logistics List and Budget

   • Compilation of all the logistics to be used (Quantity + Cost + Activity which it is used in + Source)

   • The Logistics List helps you to track and account for all your logistics with relative ease

8. Contingency Plans

   • Contingency Plans are backups which ensure the smooth flow of the activity despite abnormal circumstances

   • Be very specific (E.g. If you are preparing a Wet Weather Programme, consider what you will do if it rains before, during and/or after the activity)

   • Contingency Plans can be broken up into 2 categories (Use the most probable ones in your proposal):

     1. Wet Weather Programme

     2. Evacuation Plans (Haze, Fire, Wild Boar, etc.)

9. RAMS (Risk Assessment and Methods Statements)

   • RAMS are used to assess the potential risks during the activity and come up with preventive and/or counter measures

   • RAMS are typically done by officers (If you are a lesson planner, you do not have to fill in the RAMS)

10. Annexes

    • Additional reference notes which are to be used during the various activities

      1. Lessons ~ Worksheets, Answer Sheets, etc.

      2. Events ~ Layouts, Handouts, etc.

      3. Procedures ~ Templates, etc.

The Execution Phase consists of 2 parts--that is, following and executing the plans, as well as the contingency plans.

Following and Executing the Plans:

• Follow the plan as closely as possible but be flexible to make changes to your plans if necessary

• Fulfill your own duties first before helping others out

• Communicate effectively with your fellow lesson conductors

• Account for all your logistics

• Always put the safety of your participants, the lesson conductors and yourself as the top priority

Contingency Plans:

If you intend to execute your contingency plans, communication should follow the hierarchy and decisions should follow the chain of command. For instance, if you are an instructor in ASTC and want to use your Wet Weather Programme, you have to follow these steps:

1. You will need to seek permission from the coordinators to carry on with the Wet Weather Plan

2. The coordinator will need to seek permission from the officer-in-charge to carry on with the Wet Weather Plan

3. The officer-in-charge will need to seek permission from the field instructors to carry on with the Wet Weather Plan

4. The field instructors will need to seek permission from the deputy camp warden to carry on with the Wet Weather Plan

5. When all these personnel approve of your suggestion to execute the Wet Weather Programme can you finally execute your Wet Weather Programme

If you are an instructor in ASTC and there is a casualty, you will have to first infrom the OIC, who will then inform the officer on duty. Afterwards, follow these steps based on the severity of the situation:

• Non life-threatening

  1. OIC will provide the transportation for evacuation

  2. OIC will inform the participant's parents

  3. An officer will follow the casualty

• Life-threatening

  1. Inform the PCG (Police Coast Guard) via the officers

  2. Carry the casualty to the jetty

  3. OIC will inform the participants's parents

  4. An officer will follow the casualty

To put it simply, the Post-Execution Phase is just the AAR (After Action Review).

AAR:

• Evaluate the planning and execution of the entire activity (What was good? + What could have been better? + How can it be improved?)

• The AAR will be archived and documented for future references

• Put more emphasis on the planning errors, such as the problems with the plans and procedures, and not the execution errors, such as human errors (Focusing on the planning errors will be more impactful for future planners as opposed to human errors because human errors are very difficult to control)