OFFICERS ROLES, RESPONSIBILITIES, SKILLS AND SELECTION GUIDE

Transcription

1 BACKGROUND Real success of execution lies in detail, and this document serves to provide detailed roles, responsibilities, skills and selection guide. POLICY STATEMENT The chapter shall establish, maintain, and adhere to a documented policy for selection of Chapter Board Directors and Chapter Officers: o Clearly describing the Chapter Governance Board and Operations Team Structure o Clearly describing roles, responsibilities, desired skills, and selection criteria with respect to processing nominations and conducting the election o Clear and non-exclusionary criteria describing what being a member in good standing means The PMI North India Chapter has in place documented processes for communicating the roles, responsibilities, desired skills, and selection criteria for its Directors and Officers. The PMI North India Chapter Board of Directors periodically review the guidelines and process CHAPTER GOVERNANCE AND OPERATIONS STRUCTURE The following graphic depicts the Chapter Governance and Operation Structure. Last Updated October 18, 2014 Page 1 of 10 Ver. 1.0

2 CHAPTER GOVERNANCE BOARD POSITIONS PRESIDENT The President of the chapter is responsible for overall oversight of the chapter and the board. The president shall direct the activities of the other board members in accordance with the chapter bylaws. ROLES AND RESPONSIBILITIES 1. Direct the chapter s strategic goals 2. Strive to achieve the chapter vision, mission and objectives as detailed by the chapter board and PMI and chapter strategic plan 3. Direct the activities of other officers toward chapter goals and objectives 4. Assure that the chapter board works together as a team 5. Represent the chapter at public events 6. Ensure strategic alliance, planning and annual reporting 7. Ultimately accountable for all board operations and chapter activities 8. Act as a liaison between the chapter and PMI 9. Ensure that the charter renewal is updated and in compliance as specified by PMI 10. Preside over the board of directors meetings and the annual general membership meeting Last Updated October 18, 2014 Page 2 of 10 Ver. 1.0

3 11. Ensure that all chapter business is being done legally and ethically 12. Assume responsibility for the overall functioning of the chapter 13. Legally represent the organization (this role can be co-dependent with the finance officer) 14. Ensure statutory and regulatory compliance in consultation with the vice president of finance 15. With the board, ensure prudent disbursement of chapter funds 16. Drive implementation of revision and amendments of PMI policies and guidelines to chapter processes 17. Manage periodic policy audits 18. Promote leadership development opportunities for board development. 19. Develop and implement a succession and transition plan 20. Appoint Nominations Committee members, with approval of PMINI Chapter Board. 21. Appoint members to mid-term vacant Board positions, subject to the Board's approval. 22. Appoint committees and committee chairpersons, with the Board's approval. 23. Appoint advisors, directors, committee chairpersons, etc. SECRETARY The Secretary is responsible for preparing, maintaining, recording, circulating all records, correspondence, minutes of meetings, and related affairs of the chapter. 1. Maintain custody of the approved bylaws, articles of incorporation, charter agreement and of amendments thereto and board policies, committee charters, and all other non-financial records for the chapter 2. Coordinate and distribute board meeting agendas 3. Maintain written record of all resolutions and decisions 4. Maintain all meeting minutes must document in accordance to specific parliamentary procedures as mandated by the local government 5. Notify membership not less than the period stated in the chapter bylaws before annual general meetings 6. Circulate board agenda before the meeting to all the members 7. Provide records to members and outside organizations that request information 8. Provide all notifications to the membership, directors, auditors and members of committees 9. Receive and dispatch general correspondence 10. Provide support for membership communication 11. Prepare for, procure and distribute chapter stationary and printed materials 12. Maintain records such that they are available for inspection for a period of not less than three years. Last Updated October 18, 2014 Page 3 of 10 Ver. 1.0

4 13. Prepare submissions for PMI Awards. 14. Develop and implement succession and transition plan VICE-PRESIDENT OF FINANCE (EARLIER CHIEF FINANCE & COMPLIANCE OFFICER) The Vice President of Finance is responsible for finance. Responsible for maintaining and presenting all financial records required for chapter operations in accordance with chapter and bylaws. 1. Maintain and manage accounts receivable and payable and all financial portfolios, including but not limited to the collection of chapter dues from PMI, guest payments for chapter meetings or special events and the payment of all chapter bills in accordance with chapter committee directives 2. Establish and maintain all required chapter bank accounts and/or similar financial transactions; arrange for officer signatures as required 3. Provide financial reporting regarding the state of finances and chapter activity to chapter membership, board and executive level volunteer leaders on a monthly basis (board meeting) 4. Report on the state of finances at board meetings and chapter meetings 5. Develop an annual operating budget and financial statement to be included in the annual application for charter renewal 6. Ensure the chapter has reviewed and reported required tax filings as required by PMI, local and state governments. 7. Recommend improvements in the financial processes to the board 8. Establish and maintain financial operational processes to ensure continuity of chapter operations and define, document and maintain chapter policies 9. Maintain the annual budget 10. Contribute to financial planning/goal setting, investing, forecasting and budgeting for the chapter 11. Distribute/communicate financial section of the annual report to chapter membership 12. Assist in the preparation of the annual financial statements and reports 13. Provide timely information to independent auditors as required 14. Keep an up to date inventory of all the goods of the chapter 15. Handle all PMI and government required payments 16. Ensure maintenance and storage of all historic financial documents 17. Establish financial metrics; ensure chapter is maintaining requirements 18. Serve as liaison with PMI Global Operating Center on financial matters 19. Prepare financial guidelines and procedures for the chapter along with board 20. Analyze cost impact and income benefit of all activities proposed by the board of directors Last Updated October 18, 2014 Page 4 of 10 Ver. 1.0

5 21. Review any chapter contract, agreement and insurance 22. Distribute information, materials and/or fees received from the PMI Global Operating Center to appropriate officers in a timely manner 23. Confirm and check bank accounts monthly 24. Develop and implement succession and transition plan VICE PRESIDENT OF GOVERNANCE AND POLICY The Vice President of Governance and Policy is responsible for addressing governance and policy issues, including ensuring the maintenance and enforcement of chapter policies and bylaws. 1. Ensure the policies are consistent and compliant with all applicable governmental jurisdiction and regulations (e.g., Government Compliance, PMI Policy, Sarbanes Oxley) 2. Review and update bylaws 3. Ensure the chapter and/or bylaws are upheld and enforced 4. Develop and maintain policy manual 5. Develop and maintain chapter handbook 6. Develop and maintain information security/personal information policy 7. Ensure and oversee roles/function definitions 8. Address any breeches that may be brought up against a member and/or the chapter 9. Assist in resolving chapter conflicts 10. Raise awareness of and provide training on code of conduct/regulations/processes 11. Oversee and ensure smooth transition and transition planning 12. Be aware of the Ethics Review Process 13. Develop and implement succession and transition plan VICE PRESIDENT OF PROFESSIONAL DEVELOPMENT (EARLIER VICE PRESIDENT PROGRAMS) The Vice President of Professional Development is responsible for professional development, education and chapter events in accordance with chapter policies and bylaws. 1. Define strategies for improvement in professional development programs 2. Develop and implement a chapter professional development plan, including a program roadmap for professional development content programs 3. Develop plans for and coordinate the chapter s external educational activities, such as study groups, seminars, workshops, professional development days and other educational activities Last Updated October 18, 2014 Page 5 of 10 Ver. 1.0

6 4. Oversee soft skills development and training programs 5. Provide information to members and non-members on career development 6. Provide information and guidance to members and non-members on certification/re-certification in the context of PMI 7. Incorporate feedback, suggestions and recommendations as necessary to enhance effectiveness and value delivered to the audience and chapter regarding the contents of programs 8. Provide the information necessary to market the events, programs, as well as learning opportunities offered by the chapter 9. Recommend, develop and deliver project management education materials, presentations and sessions 10. Develop and implement a plan for educational outreach at the elementary, secondary and collegiate levels 11. Seek new project management professional development programs and services through networking with other educational organizations and PMI chapters 12. Coordinate and publicize/organize chapter social networks 13. Promote the project management profession through the planning and coordination of special events, as identified by the chapter board, designed to enhance and expand the skills and knowledge of project managers 14. Incorporate feedback, suggestions and recommendations as necessary to enhance effectiveness and value delivered to the audience and chapter as they relate to the logistics of events/programs 15. Oversee events, presentations and other chapter community events 16. Invite key influencers from industry to participate in community events 17. Plan and coordinate special events, as identified by the chapter s board, designed to enhance the project management professions and/or expand the skills and knowledge of project managers 18. Develop and implement a program roadmap for all events 19. Advance the project management profession through the planning and coordination of special events, as identified by the chapter s board 20. Develop and implement a succession and transition plan VICE PRESIDENT MARKETING & OUTREACH (EARLIER VICE PRESIDENT CORPORATE, GOVT. OUTREACH) The Vice President Marketing & Outreach is responsible for marketing and public relations. The VP of marketing & outreach shall be responsible for developing marketing, corporate relations and communication programs in accordance with chapter bylaws and policies. 1. Develop and implement a marketing plan in support of the chapter strategic objectives 2. Develop and implement marketing campaigns to promote the chapter and its activities to members and the community at large 3. Market and publicize the chapter within the community Last Updated October 18, 2014 Page 6 of 10 Ver. 1.0

7 4. Develop an awareness of PMI s marketing tools and resources 5. Create and disseminate the chapter s announcements, press releases and marketing activities 6. Coordinate, Develop and distribute chapter magazine. 7. Develop and distribute marketing materials, newsletter, etc. 8. Facilitate chapter communications to external sources (local newspapers, radio stations and organizations) and share information with PMI and other PMI communities 9. Drive the chapter s advertisement process and ensure results 10. Collaborate with local businesses to publicize the chapter and PMI 11. Publicize the chapter and PMI through internal and external publications 12. Oversee the relationship with the press and the relation with the public authorities, government bodies and non-governmental organizations 13. Monitor and coordinate presentations to external stakeholders and other organizations interested in the activities of PMI 14. Increase awareness of PMI and the chapter 15. Maintain relationships with sponsors for revenue generation to fund the chapter s activities 16. Coordinate and organize presentations to potential chapter sponsors, event sponsors and other sponsors 17. Develop and implement succession and transition plan VICE PRESIDENT MEMBERSHIP The VP Membership for is responsible for addressing the needs of chapter membership, including service delivery, recruiting and retaining members in accordance with chapter policies and bylaws. 1. Develop and maintain a chapter membership plan that assures continued growth through proactive recruiting and partnering with major area employers 2. Promote the value of PMI and Chapter membership 3. Liaison with potential PMI members and encourage them to be members of the chapter 4. Develop and implement a plan to recognize member milestones (such as anniversaries or awards) 5. Develop and implement a member retention program 6. Revise membership benefits and value on a regular basis 7. Develop and implement membership welcome and support plan 8. Develop and maintain New Member Welcome Kit 9. Answer general membership inquiries; respond to member/non-member information inquiries and other requests for assistance Last Updated October 18, 2014 Page 7 of 10 Ver. 1.0

8 10. Act as the primary recipient for the membership data and related details as provided by PMI through Chapter Reporting System to board members 11. Maintain the membership records of the chapter 12. Provide communication list/member updates to officers 13. Coordinate the production and distribution of timely membership reports, such as monthly membership reports by demographics (city, state, age, industry, etc.) 14. Develop and administer membership satisfaction survey/exit survey 15. Ensure that members are aware of available services 16. Work with marketing to develop a plan to implement outreach to the community including commercial, not-for-profit and other professional associations about membership 17. Support and attend annual general meeting 18. Develop and implement succession and transition plan VICE PRESIDENT VOLUNTEERS The Vice President Volunteers is responsible for addressing the needs of the volunteers, including recruitment, retention, recognition and leadership development training and support in accordance with chapter policies and bylaws. 1. Responsible for volunteer recruitment and/or retention 2. Responsible for providing clear expectations to volunteers regarding their roles 3. Understand and leverage experience of volunteers and direct them to various initiatives in the chapter 4. Responsible for identifying and developing programs to involve, develop, engage and manage volunteer members 5. Responsible for the development and recognition of volunteers 6. Build quality into volunteering by introducing and refining different processes for managing the work from volunteers 7. Develop and implement succession and transition plan 8. Responsible for providing awareness of volunteer opportunities at the local and global levels PAST PRESIDENT Immediate former elected volunteer responsible for overall oversight of the chapter and the board in accordance with chapter policies and bylaws. 1. Maintain continuity in the chapter to help to ensure smooth board transitions 2. Assist the board of directors with strategic policies 3. Proactively support and promote the work within the board Last Updated October 18, 2014 Page 8 of 10 Ver. 1.0

9 4. Assume the role of mentor for the president 5. Assist the president in liaison with PMI if and when required 6. Assume the position of chair for the nominating committee 7. Lead and direct the elections process 8. Provide ethics enforcement and guidance at the board of directors level 9. Support conflict resolution 10. Outreach with past presidents OPERATIONS TEAM (GOVERNANCE BOARD ELECTED MEMBERS) The Operations Team shall be comprised of multiple positions reporting into Chapter Governance Board/PMINI Board Directors. The Operations Team would not have any voting rights in the PMINI Board. On the minimum one each of the following positions should be occupied at all the times AVP FINANCE AVP Finance shall report to VP of Finance, assists in his/her portfolio, and represents VP of Finance in his/her absence to the chapter board AVP COMMUNICATION AVP Communication shall report to VP Communication, assist in his/her portfolio, and represent VP of Communication in his / her absence to the chapter board. MANAGER SOCIAL MEDIA Manager Social Media shall reports to VP/AVP of Marketing & Communication and shall be responsible for marketing Chapter, PMI, PMI Certification, Professional Development and other information as decided by the chapter board on the board approved social media platforms. Webmaster shall report to VP/AVP of Communication and shall be responsible for carrying out website updates as per direction and inputs from VP of Communication MANAGER CONTENT DEVELOPMENT Manager Content Development shall report to VP/AVP of Communication and shall be responsible for development of content for publishing on online, print and social media as per direction and inputs from VP Communication. MANAGER OUTREACH Manager Outreach (multiple positions) shall report to VP/AVP of Marketing & Outreach and shall be responsible for creating Chapter & PMI awareness, developing new relationships in their designated geography. Last Updated October 18, 2014 Page 9 of 10 Ver. 1.0

10 AVP PROFESSIONAL DEVELOPMENT AVP Professional Development shall report to VP of Professional Development, assist in his/her portfolio, and represent VP of Professional Development in his/her absence to the chapter board. MANAGER EVENTS Manager Events (multiple positions) shall report to VP/AVP of Professional Development and coordinates the events on behalf of Chapter in the designated geography. AVP MEMBERSHIP AVP Membership shall report to VP of Membership, and assists in his/her portfolio. He represents VP in his absence to the chapter board. AVP VOLUNTEERS AVP Volunteers shall report to VP of Volunteers, and assists in his/her portfolio. He represents VP in his absence to the chapter board DEVELOP AND IMPLEMENT A SUCCESSION AND TRANSITION PLAN AUTHORITY DOCUMENT Chapter Bylaws SUPPORTING DOCUMENTS Guidelines for PMI Chapter Elections (describes roles, responsibilities, and authorities of the nominations committee and board liaison). DEFINITIONS Chapter: PMI North India Chapter Election: A formal and organized process for Chapter members to elect candidates from the Chapter membership to its Board of Directors. Last Updated October 18, 2014 Page 10 of 10 Ver. 1.0