Putting your plans in writing allows everyone involved to know what is happening and where they fit in. The PII Project Process takes you through the necessary planning stages to produce key project documents. The Tools section of the PII Resource Kit for Invasive Plant Management provides guidelines, templates, worked examples and references to help you prepare:
1. List of Priority Projects
Created in the Project Selection stage. Provides a list of priority invasive plants and sites for a country or agency for an Invasive Plant Management Strategy and is targeted at senior management and project managers. This list could be included in National Biodiversity Strategy Action Plans (NBSAPs) and National Invasive Species Action Plans (NISAPs).
2. Feasibility Study Report
Written in the Feasibility Study stage. Describes the findings of the Feasibility Study and is targeted at funders, management and project staff. The Feasibility Study Report is also used in the Project Design and the Operational Planning stages.
3. Project Plan
Written in the Project Design stage. Details how the project will be managed and governed. The Project Plan is targeted at funders, management and project staff and is used in all later stages to manage the project.
4. Operational Plan
Written in the Operational Planning stage. Describes the details of the method(s) and how the treatment(s) will be undertaken. The Operational Plan is to be used by the operation team and the project manager in the Implementation stage to prepare and implement the operation(s).
The Operational Plan also includes the Monitoring Plan which describes how and when each indicator will be measured. To be used in the Implementation and Sustaining the Project stages by the team responsible for monitoring.
5. Biosecurity Plan
Written in the Operational Planning stage. Describes the prevention, surveillance and incursion response work. To be used in the Implementation and Sustaining the Project stages by the people responsible for biosecurity to prepare and conduct the biosecurity work.
6. Operational Review Report
Written in the Implementation stage. The Operational Review is an informal document that records the experience of the team in conducting the operation(s). It is a place for recording how the operation(s) went, any lessons that the team learned and suggestions for next time.
It is used by the Implementing Agency to help build expertise, skills and capacity in its team. It should be done at the end of each treatment application, or an operation, or at least once a year.
The Operational Review is not a document meant for wide circulation outside of the implementing agency and so can be less structured and formal than other project documents.