PROJECT PLANNER amazonaws com
CONTENTS TASKS o Before Project o During Project o After Project
FORMS & TEMPLATES o o o o o
Project Planner Funding Attendance Sheet Publicity Waiver & Release Volunteer Story
NEED HELP?
WELCOME Volunteering during Community Day is a great experience and we hope you enjoy the day! Thank you for making a commitment to being a Team Leader and managing your community project. When creating a Community Day project here are some key things to consider:▪ Working with existing community partners to provide ongoing support ▪ Understanding the community group needs and matching those needs ▪ Focusing the project on social, economic and/or environmental issues ▪ Ensuring the project has a minimum of 3 volunteers ▪ You are able to manage & deliver the project within one (1) day ▪ You are able to manage & deliver the project within the allocated budget of $50.00 per volunteer Below we’ve provided a quick checklist to help you with being a part of Community Day. We value the significant contribution you are making in committing to be a Team Leader and we hope you get a lot out of participating. The Lendlease Foundation Team
BEFORE Please note, if your volunteer event is earlier than September 15 , please adjust the dates accordingly to allow for delivery and/or processing lead times. If you need guidance with this, please contact your regional Foundation team.
Area
Event Planning
Task
Document
Due Date
▪ Please use the Event Planner to assist with your volunteer event. ▪ This can be submitted as a supplement to your your registration form – email to [email protected] or [email protected]
Project Planner
Ongoing
▪ Log into Community365 and register your project. Complete all the steps as per Userguide.
Lendlease Foundation
Friday August 12th
Community Day 2016
Register
Community 365
Resources
Safety
Funding
Shirts & Caps
Catering
Media
▪ Work out how many volunteers you need and start recruiting. ▪ Work out what materials you need and start sourcing. ▪ Everyone must complete a Risk Assessment for their project ▪ Additional action will be required for High Risk Activities ▪ ▪ Everyone needs to apply for funding this year ▪ Funding applications must be submitted with your product registration
Project Planner
Ongoing
Mandatory: Safety HIGH RISK ASSESSMENT
Friday September 2nd
Mandatory: Funding Application
Friday August 12th
▪ Sustainability is key – Team Leaders are encouraged to only request hats and shirtsd for new employees and those that do not have one from last year. ▪ Instructions on how to do this are available via The Foundation Wear Store ▪ Organise catering for your team of volunteers. ▪ Maximum spend per head is $50.00 ▪ ▪ You can arrange media coverage with your local Media team. ▪ Print copies of Publicity Waiver Form for volunteers to sign on the day.
Mandatory: Order online FoundationWear
Friday August 12th
-
Prior to your project
Mandatory: Publicity Waiver Form
Prior to your project
DURING The ‘official’ date for Community Day: AMER - Thursday 15 September 2016. However, we do encourage you to schedule your Community Day event on any date during September/October if needed. It is preferable that the volunteer event is held on a day that suits your community partner and fits in with your work schedule.
Area
Task
Introduction
▪
Introduce the Community Partner to the Lendlease project team.
-
Safety Briefing
Conduct a safety briefing using the Safety Guidelines. Make sure everyone know the emergency procedures.
Safety Guidelines
Let the team know what they will be doing and when. Make sure to schedule in breaks for the team.
Lendlease Foundation-
Attendance
▪ ▪ ▪ ▪ ▪ ▪ ▪
Mandatory: Attendance Form
Media
▪ ▪
Make sure everyone signs the Attendance Form on the day This is a safety requirement for every volunteer Make sure everyone signs the Media Wavier Form on the day This includes both Lendlease and non-Lendlease individuals Don’t forget to thank you volunteers for their efforts and your Community partner for inviting you to their organisation
Today’s Plan
▪
Say ‘Thanks’
▪
Document
Mandatory: Media Activity Protocol -
Due Date
AFTER Area
Task
Document
Due Date
Attendance
Mandatory: Attendance Mandatory:
One week after project completion
Safety
▪ Attendance must be recorded in the Community365 site. ▪ If there has been an incident it must be logged in Enablon and you must contact your Foundation team to brief them on the incident.
Media
▪ Publicity Waiver Forms are to be returned to [email protected]
Mandatory: Publicity Waiver Form
Due one week following project completion
Please encourage your participants to post photos to Yammer @ #communitydayAMER Expenses
Photos
▪ ▪ eFinance will be in effect and all expenses must be submitted through the new system. Approval process will be forwarded to Team Leaders under separate instruction email. ▪ ▪ Send us your photos and stories to [email protected] ▪ We love to hear about your Community Day experience.
Immediately Contact Holly Ulses or Jessica Maraia for assistance
YammerCommunityDay Mandatory:
Optional: My Volunteer Story
Due by one week following project completion
FORM | PROJECT PLANNER (Optional) A. PROJECT DETAILS Project Name Project Date Start Time Finish Time Description of Project Location of Project (full street address)
B. COMMUNITY PARTNER Registered Name Description Full Street Address Contact Person Name Contact Person Phone Contact Person Email Web Address (if applicable)
Public Liability Insurance Permission for Photos C. LOGISTICS Tasks No. of Volunteers (min. 3 volunteers)
Skills Required Materials & Tools Transportation Catering Safety Equipment First Aid Permit(s) Required?
FORM | FUNDING APPLICATION (Mandatory) 1. Funding is allocated at $50.00 per volunteer. If you require less than this amount that is great. If you require more than this amount per volunteer please provide an explanation below. Approval is needed for additional funding. 2. Purchases must be made with your LL Travel Card. eFinance will be in effect and all expenses must be submitted through the new system. Approval process will be forwarded to Team Leaders under separate instruction.
Project Name
No. of Volunteers
Project Date
Is your volunteer event entered in Community365? TEAM LEADER: To ensure you receive the card, please provide your correct and complete mailing address below: Team Leader Name Mailbox Drop (if you have one)
Email Address
(work email is preferred)
Mailing Address Suburb
State
Work or Mobile Phone
PC
FUNDING: Please itemise the estimated costs and provide a total amount of funding requested below: Item ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪
$
TOTAL ADDITIONAL FUNDING: If you have requested more than the allocated US $50 per volunteer, please provide reason:
FORM | ATTENDANCE SHEET (Mandatory) Requirement: Due Date: Upload To:
All registered volunteers must sign the Attendance Sheet on the day of your project. Please print this form and take with you on the day. One Week following your project completion Community365 under the Event
Project Name Team Leader Name Team Leader Phone Volunteer Name
Team Leader Email Lendlease Employee YES/NO
Arrival Time
Sign In
Departure Time
Sign Out
FORM | PUBLICITY WAIVER AND RELEASE IN RELATION TO LENDLEASE COMMUNITY DAY To: Lendlease Corporation and all its subsidiaries (“Released Persons”) I, the undersigned, 1. agree that I will be photographed by photographers engaged by the Released Persons; 2. agree that the copyright (and other intellectual property) and any moral right in the photographs and film (video film etc) is owned by the Released Persons; 3. agree and acknowledge that the photos taken of me may be used for a wide variety of marketing activities, including, but not limited to the following: advertising/generated publicity in newspapers, magazines and on television; printed materials developed by the Released Persons, e.g. posters, brochures; placed on websites which are operated by the Released Persons. 4. agree to waive, release and discharge all and any claim, right or course of action however arising, whether or not presently ascertained, immediate, future or contingent which I may otherwise have for or arising out of loss of life, injury, damage or loss of any description whatsoever caused which I may suffer or sustain in the course of or consequent upon being photographed, and/or filmed, and the use of those photographs by the Released Persons. 5. agree that the waiver, release and discharge shall operate in favour of the Released Persons, their agents, assigns, servants, officers, directors and related bodies corporate (as that term is defined in the Corporations Law), and shall so operate whether or not the loss, injury or damage is due or attributed to the act, neglect, omission of any one or more of a Released Person; 6. agree that this waiver, release and discharge may be pleaded as a complete bar to any claim, notice, demand, action, proceeding, litigation or judgment which has or may be brought or made or recovered against any or each Released Person. 7. Agree that if I wish to gain a copy of my photograph I can do so for personal use only by contacting Lendlease. I have read carefully this waiver and release, and having done so, I sign voluntarily.
Name of person .....................................………............ (guardian if under 18 years of age)
Date
..........................................
Signature of person .....................................………............. (guardian if under 18 years of age) If the person being photographed is under the age of 18 years – the parents/guardian of the individual photographed must complete this waiver and release form.
MY VOLUNTEER STORY Here are some tips on what to include when telling us about your Community Day project. Please send your stories to [email protected] WHAT WAS YOUR PROEJCT?
WHY WAS IT SELECTED?
HOW IS THE COMMUNITY BENEFITIING FROM THIS PROJECT?
WHAT WERE THE HIGHLIGHTS OF THE DAY?
QUOTES FROM PARTICPANTS.
PHOTOS FROM THE DAY.
DID A COMMUNITY ORGANISATION BENEFIT FROM YOUR COMMUNITY DAY EVENT? E.G Local catering company//School/Not-for profit organisation
MEDIA ACTIVITY PROTOCOL This protocol sets out the obligations of employees, contractors and consultants in liaising with the media on behalf of Lendlease. Key points: ▪ Only approved Spokespeople may provide public comment on behalf of Lendlease about any matter impacting the company. ▪ No employee, contractor or consultant is allowed to engage with the media unless authorised to do so on a specific topic or story by the Lendlease Media Team. ▪ No employee, contractor or consultant may agree to participate in a story. All decisions regarding media are made by the Lendlease Media Team. Managing media relationship: Lendlease’s relationships with media outlets and key journalists are owned and managed by the media roles in Group Corporate Affairs or Regional Corporate Affairs (collectively, the Lendlease Media Team). No other employee, contractor or consultant may interact with the media on behalf of Lendlease without the approval of the Lendlease Media Team. Spokespeople: The following Company Spokespeople are permitted to provide public comment on behalf of Lendlease about matters affecting the company: Chairman, Group Managing Director / Chief Executive Officer, Group Director Operations, Group Finance Director / Chief Financial Officer, Group General Counsel, Company Secretary, Corporate Disclosure Manager, Group Head Corporate Affairs, Media and External Communications Manager In addition, experts within the company (known as Authorised Spokespeople) are permitted to provide comment on particular topics that have been allocated to them, but only if the media interaction has been approved by the Lendlease Media Team. A list of Authorised Spokespeople and their allocated topics is maintained by the Lendlease Media Team. If approval has been provided to liaise with the media, then Authorised Spokespeople may comment on their topic on behalf of Lendlease and must adhere to the following: Restrict comment on information already disclosed to the Australian Securities Exchange (ASX) and New Zealand Exchange (NZX); ▪ Be aware of the disclosure history of Lendlease before making any public comment ▪ Avoid commenting on any price sensitive matters not already disclosed to the ASX and NZX No other employee, contractor or consultant may speak to the media or agree to participate in a story on behalf of Lendlease unless they have the permission of the Lendlease Media Team. This includes providing ‘background’ briefings or having general discussions with media. Disciplinary action may be taken against anyone who liaises with the media without authorisation. Any matter in litigation should not be commented on unless prior approval is given by the Lendlease Legal Counsel. Dealing with media enquiries: Most media contact will come directly to the Lendlease Media Team. However if a media enquiry is received elsewhere within the company, it is essential that the journalist’s request is handled in a polite and timely manner and is immediately passed on to the Lendlease Media Team. Recipients of a media enquiry, including Spokespeople, should take the following action: ▪ Advise you cannot provide information to the journalist as all media enquiries are managed by the Lendlease Media Team. ▪ Let the journalist know you will pass on their details to the relevant media representative in the Lendlease Media Team. ▪ Ask for the journalist’s full name, the media outlet/publication/program they are representing, their phone number and email address. ▪ Email this information immediately to the relevant media contact listed below. ▪ Next, telephone the relevant media contact in your Region to notify them of your email so they can respond to the media enquiry in a timely manner.
NEED HELP? Option 1 Check out the Resources Page on the Community365 site. It has fact sheets, FAQ’s, user guides and policies as well as this toolkit. You can access by clicking the ‘Need Help?’ tab.
Option 2 HR Services are here to help you. Please contact you regional HR Services team. The team operates 24 hours a day from Monday (7.00am) to Saturday (7.00am) Australian Eastern Standard Time.
AMER Please call HR Services on:
+1 866 848 1200
Submit an HR Enquiry
FORMS & TEMPLATES o o o o o
Project Planner Funding Attendance Sheet Publicity Waiver & Release Volunteer Story
NEED HELP?
WELCOME Volunteering during Community Day is a great experience and we hope you enjoy the day! Thank you for making a commitment to being a Team Leader and managing your community project. When creating a Community Day project here are some key things to consider:▪ Working with existing community partners to provide ongoing support ▪ Understanding the community group needs and matching those needs ▪ Focusing the project on social, economic and/or environmental issues ▪ Ensuring the project has a minimum of 3 volunteers ▪ You are able to manage & deliver the project within one (1) day ▪ You are able to manage & deliver the project within the allocated budget of $50.00 per volunteer Below we’ve provided a quick checklist to help you with being a part of Community Day. We value the significant contribution you are making in committing to be a Team Leader and we hope you get a lot out of participating. The Lendlease Foundation Team
BEFORE Please note, if your volunteer event is earlier than September 15 , please adjust the dates accordingly to allow for delivery and/or processing lead times. If you need guidance with this, please contact your regional Foundation team.
Area
Event Planning
Task
Document
Due Date
▪ Please use the Event Planner to assist with your volunteer event. ▪ This can be submitted as a supplement to your your registration form – email to [email protected] or [email protected]
Project Planner
Ongoing
▪ Log into Community365 and register your project. Complete all the steps as per Userguide.
Lendlease Foundation
Friday August 12th
Community Day 2016
Register
Community 365
Resources
Safety
Funding
Shirts & Caps
Catering
Media
▪ Work out how many volunteers you need and start recruiting. ▪ Work out what materials you need and start sourcing. ▪ Everyone must complete a Risk Assessment for their project ▪ Additional action will be required for High Risk Activities ▪ ▪ Everyone needs to apply for funding this year ▪ Funding applications must be submitted with your product registration
Project Planner
Ongoing
Mandatory: Safety HIGH RISK ASSESSMENT
Friday September 2nd
Mandatory: Funding Application
Friday August 12th
▪ Sustainability is key – Team Leaders are encouraged to only request hats and shirtsd for new employees and those that do not have one from last year. ▪ Instructions on how to do this are available via The Foundation Wear Store ▪ Organise catering for your team of volunteers. ▪ Maximum spend per head is $50.00 ▪ ▪ You can arrange media coverage with your local Media team. ▪ Print copies of Publicity Waiver Form for volunteers to sign on the day.
Mandatory: Order online FoundationWear
Friday August 12th
-
Prior to your project
Mandatory: Publicity Waiver Form
Prior to your project
DURING The ‘official’ date for Community Day: AMER - Thursday 15 September 2016. However, we do encourage you to schedule your Community Day event on any date during September/October if needed. It is preferable that the volunteer event is held on a day that suits your community partner and fits in with your work schedule.
Area
Task
Introduction
▪
Introduce the Community Partner to the Lendlease project team.
-
Safety Briefing
Conduct a safety briefing using the Safety Guidelines. Make sure everyone know the emergency procedures.
Safety Guidelines
Let the team know what they will be doing and when. Make sure to schedule in breaks for the team.
Lendlease Foundation-
Attendance
▪ ▪ ▪ ▪ ▪ ▪ ▪
Mandatory: Attendance Form
Media
▪ ▪
Make sure everyone signs the Attendance Form on the day This is a safety requirement for every volunteer Make sure everyone signs the Media Wavier Form on the day This includes both Lendlease and non-Lendlease individuals Don’t forget to thank you volunteers for their efforts and your Community partner for inviting you to their organisation
Today’s Plan
▪
Say ‘Thanks’
▪
Document
Mandatory: Media Activity Protocol -
Due Date
AFTER Area
Task
Document
Due Date
Attendance
Mandatory: Attendance Mandatory:
One week after project completion
Safety
▪ Attendance must be recorded in the Community365 site. ▪ If there has been an incident it must be logged in Enablon and you must contact your Foundation team to brief them on the incident.
Media
▪ Publicity Waiver Forms are to be returned to [email protected]
Mandatory: Publicity Waiver Form
Due one week following project completion
Please encourage your participants to post photos to Yammer @ #communitydayAMER Expenses
Photos
▪ ▪ eFinance will be in effect and all expenses must be submitted through the new system. Approval process will be forwarded to Team Leaders under separate instruction email. ▪ ▪ Send us your photos and stories to [email protected] ▪ We love to hear about your Community Day experience.
Immediately Contact Holly Ulses or Jessica Maraia for assistance
YammerCommunityDay Mandatory:
Optional: My Volunteer Story
Due by one week following project completion
FORM | PROJECT PLANNER (Optional) A. PROJECT DETAILS Project Name Project Date Start Time Finish Time Description of Project Location of Project (full street address)
B. COMMUNITY PARTNER Registered Name Description Full Street Address Contact Person Name Contact Person Phone Contact Person Email Web Address (if applicable)
Public Liability Insurance Permission for Photos C. LOGISTICS Tasks No. of Volunteers (min. 3 volunteers)
Skills Required Materials & Tools Transportation Catering Safety Equipment First Aid Permit(s) Required?
FORM | FUNDING APPLICATION (Mandatory) 1. Funding is allocated at $50.00 per volunteer. If you require less than this amount that is great. If you require more than this amount per volunteer please provide an explanation below. Approval is needed for additional funding. 2. Purchases must be made with your LL Travel Card. eFinance will be in effect and all expenses must be submitted through the new system. Approval process will be forwarded to Team Leaders under separate instruction.
Project Name
No. of Volunteers
Project Date
Is your volunteer event entered in Community365? TEAM LEADER: To ensure you receive the card, please provide your correct and complete mailing address below: Team Leader Name Mailbox Drop (if you have one)
Email Address
(work email is preferred)
Mailing Address Suburb
State
Work or Mobile Phone
PC
FUNDING: Please itemise the estimated costs and provide a total amount of funding requested below: Item ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪
$
TOTAL ADDITIONAL FUNDING: If you have requested more than the allocated US $50 per volunteer, please provide reason:
FORM | ATTENDANCE SHEET (Mandatory) Requirement: Due Date: Upload To:
All registered volunteers must sign the Attendance Sheet on the day of your project. Please print this form and take with you on the day. One Week following your project completion Community365 under the Event
Project Name Team Leader Name Team Leader Phone Volunteer Name
Team Leader Email Lendlease Employee YES/NO
Arrival Time
Sign In
Departure Time
Sign Out
FORM | PUBLICITY WAIVER AND RELEASE IN RELATION TO LENDLEASE COMMUNITY DAY To: Lendlease Corporation and all its subsidiaries (“Released Persons”) I, the undersigned, 1. agree that I will be photographed by photographers engaged by the Released Persons; 2. agree that the copyright (and other intellectual property) and any moral right in the photographs and film (video film etc) is owned by the Released Persons; 3. agree and acknowledge that the photos taken of me may be used for a wide variety of marketing activities, including, but not limited to the following: advertising/generated publicity in newspapers, magazines and on television; printed materials developed by the Released Persons, e.g. posters, brochures; placed on websites which are operated by the Released Persons. 4. agree to waive, release and discharge all and any claim, right or course of action however arising, whether or not presently ascertained, immediate, future or contingent which I may otherwise have for or arising out of loss of life, injury, damage or loss of any description whatsoever caused which I may suffer or sustain in the course of or consequent upon being photographed, and/or filmed, and the use of those photographs by the Released Persons. 5. agree that the waiver, release and discharge shall operate in favour of the Released Persons, their agents, assigns, servants, officers, directors and related bodies corporate (as that term is defined in the Corporations Law), and shall so operate whether or not the loss, injury or damage is due or attributed to the act, neglect, omission of any one or more of a Released Person; 6. agree that this waiver, release and discharge may be pleaded as a complete bar to any claim, notice, demand, action, proceeding, litigation or judgment which has or may be brought or made or recovered against any or each Released Person. 7. Agree that if I wish to gain a copy of my photograph I can do so for personal use only by contacting Lendlease. I have read carefully this waiver and release, and having done so, I sign voluntarily.
Name of person .....................................………............ (guardian if under 18 years of age)
Date
..........................................
Signature of person .....................................………............. (guardian if under 18 years of age) If the person being photographed is under the age of 18 years – the parents/guardian of the individual photographed must complete this waiver and release form.
MY VOLUNTEER STORY Here are some tips on what to include when telling us about your Community Day project. Please send your stories to [email protected] WHAT WAS YOUR PROEJCT?
WHY WAS IT SELECTED?
HOW IS THE COMMUNITY BENEFITIING FROM THIS PROJECT?
WHAT WERE THE HIGHLIGHTS OF THE DAY?
QUOTES FROM PARTICPANTS.
PHOTOS FROM THE DAY.
DID A COMMUNITY ORGANISATION BENEFIT FROM YOUR COMMUNITY DAY EVENT? E.G Local catering company//School/Not-for profit organisation
MEDIA ACTIVITY PROTOCOL This protocol sets out the obligations of employees, contractors and consultants in liaising with the media on behalf of Lendlease. Key points: ▪ Only approved Spokespeople may provide public comment on behalf of Lendlease about any matter impacting the company. ▪ No employee, contractor or consultant is allowed to engage with the media unless authorised to do so on a specific topic or story by the Lendlease Media Team. ▪ No employee, contractor or consultant may agree to participate in a story. All decisions regarding media are made by the Lendlease Media Team. Managing media relationship: Lendlease’s relationships with media outlets and key journalists are owned and managed by the media roles in Group Corporate Affairs or Regional Corporate Affairs (collectively, the Lendlease Media Team). No other employee, contractor or consultant may interact with the media on behalf of Lendlease without the approval of the Lendlease Media Team. Spokespeople: The following Company Spokespeople are permitted to provide public comment on behalf of Lendlease about matters affecting the company: Chairman, Group Managing Director / Chief Executive Officer, Group Director Operations, Group Finance Director / Chief Financial Officer, Group General Counsel, Company Secretary, Corporate Disclosure Manager, Group Head Corporate Affairs, Media and External Communications Manager In addition, experts within the company (known as Authorised Spokespeople) are permitted to provide comment on particular topics that have been allocated to them, but only if the media interaction has been approved by the Lendlease Media Team. A list of Authorised Spokespeople and their allocated topics is maintained by the Lendlease Media Team. If approval has been provided to liaise with the media, then Authorised Spokespeople may comment on their topic on behalf of Lendlease and must adhere to the following: Restrict comment on information already disclosed to the Australian Securities Exchange (ASX) and New Zealand Exchange (NZX); ▪ Be aware of the disclosure history of Lendlease before making any public comment ▪ Avoid commenting on any price sensitive matters not already disclosed to the ASX and NZX No other employee, contractor or consultant may speak to the media or agree to participate in a story on behalf of Lendlease unless they have the permission of the Lendlease Media Team. This includes providing ‘background’ briefings or having general discussions with media. Disciplinary action may be taken against anyone who liaises with the media without authorisation. Any matter in litigation should not be commented on unless prior approval is given by the Lendlease Legal Counsel. Dealing with media enquiries: Most media contact will come directly to the Lendlease Media Team. However if a media enquiry is received elsewhere within the company, it is essential that the journalist’s request is handled in a polite and timely manner and is immediately passed on to the Lendlease Media Team. Recipients of a media enquiry, including Spokespeople, should take the following action: ▪ Advise you cannot provide information to the journalist as all media enquiries are managed by the Lendlease Media Team. ▪ Let the journalist know you will pass on their details to the relevant media representative in the Lendlease Media Team. ▪ Ask for the journalist’s full name, the media outlet/publication/program they are representing, their phone number and email address. ▪ Email this information immediately to the relevant media contact listed below. ▪ Next, telephone the relevant media contact in your Region to notify them of your email so they can respond to the media enquiry in a timely manner.
NEED HELP? Option 1 Check out the Resources Page on the Community365 site. It has fact sheets, FAQ’s, user guides and policies as well as this toolkit. You can access by clicking the ‘Need Help?’ tab.
Option 2 HR Services are here to help you. Please contact you regional HR Services team. The team operates 24 hours a day from Monday (7.00am) to Saturday (7.00am) Australian Eastern Standard Time.
AMER Please call HR Services on:
+1 866 848 1200
Submit an HR Enquiry
