CREATING THE CHAPTER

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CREATING THE CHAPTERS ANNUAL PROGRAM

• Brian Greenberg
• San Diego Chapter
• NCMA Leadership Summit 2005
• Charleston, South Carolina
• June 17-18, 2005

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Overview

• What tools are available to help me plan our
  program?
• What does NCMA expect from chapters?
• How do I develop our plan?
• How do I implement our plan?

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http//intranet.ncmahq.org
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http//intranet.ncmahq.org/Lists/Chapter20Leaders
hip20and20Management/AllItems.aspx
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Use the Graalman Award Criteria as Your Guide

• EDUCATION AND TRAINING
• Conduct a one-day (more than 4 hours of
  presentations) conference or seminar (other than
  NES).
• Conduct a workshop program. (Workshops are
  defined as educational events of 1 to 4 hours in
  duration on topics which provide practical
  contract management knowledge to attendees.)
• Conduct a certification training/tutorial (an
  organized study program) for CCCM or CFCM
  candidates.
• Increase the number of chapter members that are
  certified.
• Host a National Education Seminar (NES).
• Host any other NCMA seminar originated by the
  NCMA national organization.
• Sponsor an Education Track at the NCMA World
  Congress during the program year.

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Use the Graalman Award Criteria as Your Guide

• 2. PROFESSIONAL ACTIVITIES / ADVOCACY
• Have members sit for the CPCM/CCCM/CFCM exam or
  recertify.
• Have members engage in teaching of contract
  management-related studies for a college or
  university or actively engage as advisors in
  areas of contract management to universities or
  colleges, or provide any other noteworthy support
  to encourage universities or people in contract
  management to continue education.
• Have members participate as instructors, etc., in
  any program relating to contract management,
  which was not part of your chapter-sponsored
  activities, not for the university community, and
  not as part of their regular employment.
• Participate in any activities regarding NCMA
  advocacy and career development in the
  contracting or acquisition career field. Examples
  can include holding or participating in a career
  fair working with local colleges/universities to
  develop contract management courses/programs
  establishing or maintaining resource centers at
  colleges and universities half-day workshop
  devoted to career development getting employers
  to advertise/use the NCMA's career center
  (NCMAJobs.com).

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Use the Graalman Award Criteria as Your Guide

• 3. PUBLICATIONS AND COMMUNICATIONS
• Publish a chapter newsletter (more than a meeting
  notice and employment opportunity sheet, it
  should include articles of general interest which
  may be gathered from members or nonmembers as
  well as input from the president and other
  officers).
• Publish a chapter membership directory. It must
  consist of more than a xeroxed copy of the
  chapter roster, be distributed to chapter
  members, and be revised/updated for the program
  year.
• Submit items for the Chapter Bulletin Board
  section of our national magazine.
• Have chapter members author, submit, and publish
  a substantive article in NCMA periodicals or any
  other noteworthy publication.
• Establish a chapter website.

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Use the Graalman Award Criteria as Your Guide

• 4. PARTICIPATION IN SCHEDULED CHAPTER OR
  NATIONAL ACTIVITIES
• Increase attendance at chapter events.
• Have Chapter President cast a ballot in the
  national elections for national officers and the
  regionally elected National Director.
• Attend the Mid Year Leadership Meetings.
• Attend the NCMA Leadership Summit (the
  leadership development forum for new chapter
  presidents and other potential chapter leaders).
• Support the NCMA World Congress by purchasing
  mementos for distribution, hosting receptions or
  breaks, working a registration desks etc.

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Use the Graalman Award Criteria as Your Guide

• 5. FINANCIAL REPORTING
• Submit an annual financial report.
• Conduct an independent audit of the chapter
  financial records.
• 6. MEMBERSHIP DATA
• Recruit new members.
• Retain (and recover) existing (and former)
  members.

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Use the Graalman Award Criteria as Your Guide

• 7. PLANNING AND ORGANIZATION
• Submit an Annual Chapter Operating Plan that
  shows the activities, goals and responsibilities
  of chapter leaders.
• Publish a Long-Range Plan (or an annual update to
  a previously published Long-Range Plan) which
  covers at least a 3-year period.
• Conduct an organizational or team building
  meeting for chapter leaders prior to August 15,
  2005 which is a minimum of 3 hours in duration
  and covered the annual operating plan,
  responsibilities and working relationships of
  officers and committee chairpersons, and lessons
  learned from the activities of the prior year.
• Organize and carry out a written plan to address
  membership retention.
• Submit a complete roster of chapter officers and
  the chapter leadership team (including email
  addresses) to the NCMA National Office by May 1,
  2006.

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Use the Graalman Award Criteria as Your Guide

• 8. OTHER. Additional accomplishments may
  include
• Have chapter members serve on the National Board
  of Directors or Board of Advisors, as National or
  Regional Committee Members
• Participate in the Mentor or Ambassador Programs
• Increase the number of Fellows in the chapter
• Conducted VIP visits to promote membership
• Develop chapter leadership development
  initiatives
• Develop chapter member recognition/award
  programs
• Submit written nominations of chapter members for
  regional or national awards
• Liaise with other groups (represent NCMA on
  steering committees, booth at community
  function)
• Participate in NCM Week activities
• Obtain public recognition (radio/TV spots, press
  releases).

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WHAT DOES NCMA EXPECT OF YOU?

• NOT MUCH!
• Annual Operating Plan
• Recruitment and Retention Plan
• Current By-Laws
• Roster of Chapter Officers
• Year-end Financial Report
• Assist in Recruiting and Retaining Members
• Serve your Chapter Members as you see best.

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CREATING THE CHAPTERS ANNUAL PROGRAM

• JUNE - Go to the NCMA Leadership Summit
• - Transition duties to new board members
• - Send out Chapter Survey to members
• JULY - 2 hour planning meeting Set Goals
  and Plans
• - Visit key stakeholders- get their input
  and buy in
• - Turn in Financial Reports
• AUGUST - Finalize the plan. Get ready for your
  September kickoff event
• JANUARY - Go to the NCMA Leadership Conference
  (choice of 3)
• MARCH - Identify Ballot Candidates for Next FY
• APRIL - Hold Elections
• MAY - Turn in your Chapter Volunteer Roster
• JUNE - Start all over again

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CREATING THE CHAPTERS ANNUAL PROGRAM

• STRATEGIC PLANNING
• TACTICAL IMPLEMENTATION

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CHAPTER VISION

• HAVE A VISION
• The Chapter is a member benefit that adds value
  to the Association by providing opportunities to
  members for networking, information on the
  profession, and educational forums that lead to
  career enhancement, in a local setting, tailored
  to local needs. Taken together, Chapters provide
  the distribution capability of the Association to
  accomplish the Associations goals. Chapters
  deliver the Associations message.

Source Association Policy 1-4 NCMA Long Range
Plan and Strategic Objectives (December 2004)
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CHAPTER CHARTER

• PROVIDE EDUCATIONAL OPPORTUNITIES
• PROVIDE NETWORKING OPPORTUNITIES
• PROVIDE SOCIAL OPPORTUNITIES
• PROVIDE BUSINESS OPPORTUNITIES
• PROVIDE CAREER MATCHING OPPORTUNITIES
• PROVIDE LEADERSHIP OPPORTUNITIES
• RECRUIT AND RETAIN MEMBERS (GROW)
• MANAGE THE CHAPTER FINANCES
• HAVE A SUCCESSION PLAN
• COMMUNICATE!!!!

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CREATING THE CHAPTERS ANNUAL PROGRAM

• CONGRATULATIONS, YOU GET TO PUT YOUR BUSINESS
  DEGREE TO FULL USE!
• STRATEGIC PLANNING
• MARKETING
• PRICE/PRODUCT/PLACE/PROMOTION
• OPERATIONS MANAGEMENT

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STRATEGIC PLANNING

•  PRACTICE PERFORMANCE BASED CHAPTER MANAGEMENT
• YOU ARE NOT JUST A CHAPTER
• YOU ARE A BUSINESS WITH EMPLOYEES AND CUSTOMERS!
• ASK YOURSELF
• WHAT ARE THE GOALS?
• OPERATE THE SAME AS LAST YEAR?
• DONT LOSE MONEY
• INCREASE ATTENDANCE BY 25
• GET THE TOP GRAALMAN AWARD
• GET EVERYONE TO ATTEND 1 EVENT AT LEAST ONCE
• PAY FOR 3 PEOPLE TO ATTEND A LEADERSHIP
  CONFERENCE
• INCREASE THE CASH RESERVES BY 50.
• IDENTIFY 5 NEW VOLUNTEERS
• HOW DO WE ACHIEVE THEM?

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STRATEGIC PLANNING

•  PRACTICE PERFORMANCE BASED CHAPTER MANAGEMENT
• SET FINANCIAL GOALS
• BREAK EVEN
• BUILD RESERVES
• CREATE WEALTH TO SUPPORT BOARD

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THE 4 PS OF MARKETING

• MARKETING
• PRICE
• PROFIT VS BREAK EVEN
• MEMBER VS NON MEMBER
• STUDENT DISCOUNTS
• QUANTITY DISCOUNTS
• PREPAID PACKAGES
• 4 FOR 3 OR 5 FOR 4 PACKAGES
• EARLY REGISTRATION DISCOUNTS
• CREDIT CARD PRICES
• NO CANCELLATION REFUNDS
• PROFIT IS NOT A DIRTY WORD!!!
• YOU CAN ALWAYS LOWER YOUR PRICEIT IS TOUGHER TO
  INCREASE THEM.

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THE 4 PS OF MARKETING

• MARKETING
• PRODUCT
• BREAKFAST-LUNCH- HAPPY HOUR -DINNER- MEETINGS
• WORKSHOPS BEFORE MEETINGS
• 2 OR 4 HOUR SEMINARS
• FULL DAY SEMINARS
• NES SEMINARS
• AUDIO SEMINARS
• SOCIAL EVENTS
• STUDY GROUPS
• CONTRACT ADMINISTRATOR ROUND TABLE MEETINGS
  (C.A.R.T)

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THE 4 PS OF MARKETING

• MARKETING
• PLACE
• COST/CONVENIENCE/PROXIMITY/TIME
• CORPORATE SPONSORSHIP ASK THEM TO HOST
• EX AUDIO SEMINARS
• C.A.R.T MEETINGS
• BOD MEETINGS
• LEGAL FIRMS HAVE TRAINING BUDGETS
• GOVERNMENT FACILITIES

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THE 4 PS OF MARKETING

• MARKETING
• PROMOTION
• EMAIL/WEBSITE/FLYERS/NEWSLETTER/NEWSPAPER
• PARTNER WITH GOVERNMENT AGENCIES
• SBA,DOD,GSA,DOT.
• PARTNER WITH OTHER ASSOCIATIONS
• NDIA, AFCEA, AGA, NPMA
• PARTNER WITH UNIVERSITIES
• SCHOLARSHIPS
• NCMA BUCKS

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THE 4 PS OF MARKETING

• SUCCESS STORIES
• IN SAN DIEGO WE FOUND THAT EMPLOYERS WILL NOT
  REIMBURSE A 1.5 HOUR BREAKFAST,LUNCH OR DINNER
  MEETING THAT COST 20. (BY THE WAY WE TYPICALLY
  LOST 2 PER PERSON)
• AVE ATTENDANCE 35
• NET REVENUE -70
• SO WE CREATED A 2 HOUR BREAKFAST SEMINAR AND
  CHARGED 40 (WHICH COST US 9.00 PER PERSON).
  SEMINARS TRAINING REIMBURSEMENT!!!!
• AVE ATTENDANCE 85
• NET REVENUE 2200

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THE 4 PS OF MARKETING

• SUCCESS STORIES
• LA SOUTH BAY CHAPTER MARKETS CORPORATIONS TO BUY
  A BLOCK OF TICKETS AT A DISCOUNTED PRICE (10-15)
  AT THE BEGINNING OF THE YEAR.
• THE COMPANY DECIDES WHICH EMPLOYEES GET THE
  TICKETS AND FOR WHICH EVENTS.
• THIS WAY YOU HAVE A LOT OF CASH IN THE BANK AT
  THE START OF THE YEAR

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CASH IS KING!!!!

• IN SUMMARY
• YOU NEED MONEY TO OPERATE THE BUSINESS
• IF WHAT YOU ARE DOING NOW IS NOT MAKING YOU
  MONEY, THEN TRY SOMETHING DIFFERENT
• FIND OUT WHY YOUR CUSTOMERS ARE NOT BUYING
• FIND OUT IF THEY WILL PAY MORE FOR THE SAME
  PRODUCT
• FIND OUT IF THEY WILL PAY MORE FOR SOMETHING
  DIFFERENT
• FIND OUT IF YOU CAN PROVIDE THE PRODUCT CHEAPER
• DONT THINK LIKE A GOVIE..THINK BUSINESS, THINK
  ENTREPRENUER, THINK PROFIT, TAKE OWNERSHIP OF
  YOUR BUSINESS AND CREATE STAKEHOLDER VALUE
• REINVEST YOUR NEW FOUND PROFITS IN YOUR STAFF.
  THEY WILL WORK HARDER TO CREATE BETTER PRODUCTS,
  MORE PROFIT AND MORE CASH!

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CREATING THE CHAPTERS ANNUAL PROGRAM

• OPERATIONS MANAGEMENT
• EVENT PLANNING
• COMMUNICATIONS
• SCHEDULING
• STAFFING
• CUSTOMER LIASON

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BOARD OF DIRECTORS

• How to Run your board
• Formal
• Informal
• Elections
• Training
• Board Meetings
• Motivating Board Members

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VOLUNTEERS

• MOTIVATE/INCENTIVIZE YOUR VOLUNTEERS
• REIMBURSE ATTENDANCED AT LEADERSHIP CONFERENCES
• FREE ATTENDANCE AT EVENTS THEY PARTICIPATE IN
• GIVE THEM RECOGNITION
• NOMINATE THEM FOR NATIONAL AWARDS
• SHOW APPRECIATION IN YOUR NEWSLETTER
• ENCOURAGE THEM TO CONTINUE VOLUNTEERING
• FREE MONTHLY BOD LUNCHES

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COMMUNICATION WITH THE MEMBERS

• COMMUNICATION WITH THE MEMBERS
• WEBSITE
• MONTHLY NEWSLETTERS
• IS YOUR EMAIL ADDRESS LIST UP TO DATE?
• SHARE HQ LETTERS
• ANNOUNCEMENTS EMAIL AND FLYERS
• COMMUNICATE WITH NATIONAL
• BOARD OF DIRECTORS PHONE TREE
• ANNUAL CHAPTER DIRECTORY

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ADOPTING BEST PRACTICES

• Have a series of Theme meetings
• Award prizes for membership recruitment
• Offer quantity discount for workshop and dinner
  meetings use Block subscriptions
• Establish a CPCM/CFCM/CCCM workstudy group
• Update your Chapter Website regularly
• Reimburse certification exam costs for successful
  candidates
• Establish a Chapter Board of Advisors

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BEST PRACTICES - continued

• Profile a member/officer in each newsletter
• Hold free raffles at your meetings
• Phone and invite new members to next meeting
• Assign a Board member to each new member serve
  as a mentor
• Attend Regional Mid-year conference network
• Affiliate with local university for CM classes
• Seek out employer support
• Seek and praise your volunteers often!

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BEST PRACTICES - continued

• SOCIAL EVENTS
• WINE TASTING
• NCMA NITE AT THE HOCKEY/BASEBALL GAME
• MEMBER RECOGNITION
• WEBSITE/NEWSLETTER ARTICLES
• ANNIVERSARY PINS
• FELLOWS RECOGNITION
• NCMAHQ AWARDS

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BEST PRACTICES - continued

• EVERYONE YOU MEET IS A POTENTIAL SPEAKER
• CUSTOMERS DOD/COMMERCIAL
• DCAA/DCMA/GAO/DOL/PORT AUTHORITY
• CITY, COUNTY,STATE AGENCIES
• UNIVERSITY PROFESSORS/ATTORNEYS/CONSULTANTS
• SEMINAR PRESENTERS
• PLACES YOU VISIT THEY ALL CONTRACT FOR SOMETHING
• ZOO/SEA WORLD/AMUSEMENT PARK
• SPORTS AGENTS/TV STATIONS/PUBLISHERS/PRO TEAMS

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RECRUITING

• RECRUITING NEW MEMBERS
• COMMUNICATE WITH THEM
• REGISTRATION SHEETS AT EVERY EVENT
• INCENTIVES
• REIMBURSE INITATION FEES
• REAL CASH
• NCMA BUCKS
• FREE ATTENDANCE AT MEETINGS
• PARTNER WITH LOCAL UNIVERSITIES

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CREATING YOUR ANNUAL PLAN

• RULE 1 HAVE FUN
• RULE 2 JUST BECAUSE IT HAS ALWAYS BEEN DONE
  THAT WAY DOESNT MEAN YOU HAVE TO KEEP DOING IT
  THAT WAY
• BREAK THE MOLD!
• RULE 3 KNOW YOUR CUSTOMERSEVERY CHAPTER IS
  DIFFERENT
• SURVEY THE MEMBERSHIP
• TRY DIFFERENT VENUES/PRICES/PROGRAMS
• RULE 4 YOU CANT PLEASE EVERYONE
• RULE 5 MONEY CAN BUY HAPPINESS!
• RULE 6 DO WHAT YOU WANT TO DO!
• THINK OUT OF THE BOX