BUILD YOUR CHAPTER’S ANNUAL PLAN AND BUDGET Brian Greenberg San Diego Chapter ext 207 NCMA Leadership Summit 2006 Cincinnati, Ohio June 23-24, 2006

Creating the Chapter’s Annual Plan and Budget 2 Overview What does NCMA expect from chapters? What tools are available to help me plan our program? How do I develop our plan? How do I implement our plan? How do I develop the budget?

Creating the Chapter’s Annual Plan and Budget 3 WHAT DOES NCMA EXPECT OF YOU? NOT MUCH! –Annual Operating Plan –Roster of Chapter Officers –Year-end Financial Report –“Assist” in Recruiting and Retaining Members –Serve your Chapter Members as you see best.

Creating the Chapter’s Annual Plan and Budget 4 WHAT DOES NCMA EXPECT OF YOU? 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

Creating the Chapter’s Annual Plan and Budget 5 CREATING YOUR ANNUAL PLAN RULE # 1: HAVE FUN RULE # 2: JUST BECAUSE IT HAS ALWAYS BEEN DONE THAT WAY DOESN’T MEAN YOU HAVE TO KEEP DOING IT THAT WAY BREAK THE MOLD! RULE #3: KNOW YOUR CUSTOMERS…EVERY CHAPTER IS DIFFERENT »SURVEY THE MEMBERSHIP »TRY DIFFERENT VENUES/PRICES/PROGRAMS RULE #4: YOU CAN’T PLEASE EVERYONE RULE #5: MONEY CAN BUY HAPPINESS! RULE #6 DO WHAT YOU WANT TO DO! THINK OUT OF THE BOX

Creating the Chapter’s Annual Plan and Budget 6 BUILD THE CHAPTERS ANNUAL PLAN STRATEGIC PLANNING TACTICAL IMPLEMENTATION

Creating the Chapter’s Annual Plan and Budget 7 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 Association’s goals. Chapters deliver the Association’s message. Source: Association Policy 1-4 NCMA Long Range Plan and Strategic Objectives (December 2004)

Creating the Chapter’s Annual Plan and Budget 8 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!!!!

Creating the Chapter’s Annual Plan and Budget 9 BUILD THE CHAPTERS ANNUAL PLAN CONGRATULATIONS, YOU GET TO PUT YOUR BUSINESS DEGREE TO FULL USE! –STRATEGIC PLANNING –MARKETING PRICE/PRODUCT/PLACE/PROMOTION –OPERATIONS MANAGEMENT

Creating the Chapter’s Annual Plan and Budget 10 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? DON ’ T 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?

Creating the Chapter’s Annual Plan and Budget 11 STRATEGIC PLANNING SET FINANCIAL GOALS BREAK EVEN BUILD RESERVES CREATE WEALTH TO SUPPORT BOARD

Creating the Chapter’s Annual Plan and Budget 12 BUILD THE ANNUAL PLAN WHAT TOOLS ARE AVAILABLE TO HELP YOU BUILD THE PLAN?

Creating the Chapter’s Annual Plan and Budget 13

Creating the Chapter’s Annual Plan and Budget 14

Creating the Chapter’s Annual Plan and Budget 15 BUILD YOUR CHAPTER’S ANNUAL PLAN Objectives: The chapter’s annual report demonstrates how the chapter: provided value to members, connected NCMA and members, and operated effectively.

Creating the Chapter’s Annual Plan and Budget 16 BUILD YOUR CHAPTER’S ANNUAL PLAN Objective 1: Describe how the chapter provided value to its members during the reporting period. List programs, products and services provided, including the dates of the activities and the participants.

Creating the Chapter’s Annual Plan and Budget 17 OBJECTIVE 1: PROGRAMS, PRODUCTS & SERVICES BREAKFAST-LUNCH- HAPPY HOUR - DINNER- MEETINGS WORKSHOPS BEFORE MEETINGS 2 OR 4 HOUR SEMINARS FULL DAY SEMINARS NES SEMINARS AUDIO SEMINARS SOCIAL EVENTS CERTIFICATION STUDY GROUPS CONTRACT ADMINISTRATOR ROUND TABLE MEETINGS (C.A.R.T)

Creating the Chapter’s Annual Plan and Budget 18 BUILD YOUR CHAPTER’S ANNUAL PLAN Objective 2: Describe how the chapter connected NCMA and members. This includes promoting NCMA in the local community, promoting national programs and initiatives with the chapter and the community, and the contributions or accomplishments of individual members outside of the chapter’s programs.

Creating the Chapter’s Annual Plan and Budget 19 OBJECTIVE 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). Have chapter members author, submit, and publish a substantive article in NCMA periodicals or any other noteworthy publication.

Creating the Chapter’s Annual Plan and Budget 20 OBJECTIVE 2: PROMOTION /WEBSITE/FLYERS/NEWSLETTER/NEWS PAPER PARTNER WITH GOVERNMENT AGENCIES –SBA,DOD,GSA,DOT…. PARTNER WITH OTHER ASSOCIATIONS –NDIA, AFCEA, AGA, NPMA PARTNER WITH UNIVERSITIES SCHOLARSHIPS

Creating the Chapter’s Annual Plan and Budget 21 OBJECTIVE 2: PARTICIPATION IN SCHEDULED CHAPTER OR NATIONAL ACTIVITIES 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.

Creating the Chapter’s Annual Plan and Budget 22 OBJECTIVE 2: 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); Obtain public recognition (radio/TV spots, press releases).

Creating the Chapter’s Annual Plan and Budget 23 BUILD YOUR CHAPTER’S ANNUAL PLAN Objective 3: Describe how the chapter operated effectively.

Creating the Chapter’s Annual Plan and Budget 24 Objective 3: Describe how the chapter operated Effectively. Planning. –The chapter conducted a team building and kickoff meeting –The chapter published an Annual Plan on August 28, Governance. –The chapter conducted monthly board meetings. –The chapter bylaws were updated, as approved by the National Secretary on 2/27/05. –The chapter conducted elections in April 2005 to fill officer and board positions for next program year. The list of chapter volunteers for is attached. Operations. The chapter called every new member to welcome them within 30 days of their joining, called every member that was listed as overdue to secure their renewal, and called every dropped member to seek their reinstatement.

Creating the Chapter’s Annual Plan and Budget 25 Objective 3: Describe how the chapter operated Effectively. Financial Management. –The chapter treasurer completed monthly financial statements and provided them to the board for each month in the fiscal period. –The chapter annual financial report for FY dated July 31, 2005 is attached. –The chapter annual audit for FY dated August 15, 2005 is attached. No significant findings were reported.

Creating the Chapter’s Annual Plan and Budget 26 Objective 3: Describe how the chapter operated Effectively. Leader Development. –The chapter recruited eight new volunteers during the program year. –The chapter president and vice president attended mid-year leadership conferences. –Three chapter members attended the leadership summit. –Chapter member Sam Spade continued to serve as Board Advisor, mentoring the chapter leaders.

Creating the Chapter’s Annual Plan and Budget 27 Objective 3: Describe how the chapter operated Effectively. National involvement. –The chapter president voted in the national elections in March –Chapter members Tom Taylor and Jane Doe participated in national committees. –Ten chapter members attended various Chapter Presidents Forums around the country. –Chapter member Ann Adams and Bryan Blake volunteered at the Aerospace and Defense Contracting Conference in July 2004.

Creating the Chapter’s Annual Plan and Budget 28 Objective 3: Describe how the chapter operated Effectively. 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

Creating the Chapter’s Annual Plan and Budget 29 BUILD YOUR CHAPTER’S ANNUAL BUDGET 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 PRICE…IT IS TOUGHER TO INCREASE THEM.

Creating the Chapter’s Annual Plan and Budget 30 BUILD YOUR CHAPTER’S ANNUAL BUDGET 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

Creating the Chapter’s Annual Plan and Budget 31 BUILD YOUR CHAPTER’S ANNUAL BUDGET 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

Creating the Chapter’s Annual Plan and Budget 32 BUILD YOUR CHAPTER’S ANNUAL BUDGET 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

Creating the Chapter’s Annual Plan and Budget 33 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 –DON’T 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!

Creating the Chapter’s Annual Plan and Budget 34 BUILD YOUR CHAPTER’S ANNUAL BUDGET LET’S GO BUILD THE BUDGET AND MONTHLY CASH FLOW PLAN !!!!