Puget Sound PMI Operation Manual

Puget Sound PMI Chapter

GOVERNACE GUIDELINES

MARCH 3, 2014

VERSION: 1.0

GUIDELINES APPROVAL

CURRENT OFFICER

NAME

SIGNATURE

DATE

President

Annette Suh

Past President

Morgan Higham

VP Finance

TBD

VP Operations

Chiran Sarkar

VP Education

Tammy Nerwin

VP Programs

Ed Dalbey

VP Membership & Community Lisa Cagle

VP Marketing

Mario Busjra

VP Communication

TBD

VP Technology

TBD

VP Sponsorship

TBD

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Change Control History

Date 05/25/2010 06/12/2010 06/21/2010 06/27/2010 06/30/2010 11/02/2010 04/20/2011 07/06/2013 02/03/2014

02/06/2014

2/12/2014

2/13/14

2/28/14

Version Draft 0.1 Puget Sound 1st Revision Updated President Portion Updated VP Operations section Added Expense form and Board Characteristics plus misc. edits Changes submitted 7/2010 by VP Membership & Community

Updates in Board Planning Session Added draft 0.2 to the cover

page. (Note: need update to Version 1.0 before publishing.

Formatted "Word" documents.

Incorporated inputs from VP of

Education and Program, throughout documents.

Added "Even Intake form" to the

Appendix section.

Version draft 0.3 Incorporated input from VP of

Operations. Incorporated input from VP of

Marketing & Communications. ? Role being divided into 3: Marketing, Communications and Technology. Version draft 0.4 Incorporated inputs from President, and Finance Changed document title to Governance Guidelines. And replaced all the text associated with them. Version 0.5 Cleaned up content for Board of Directors Section Fixed some typos and grammar Formatted the document. Taking out notes from finance Area Finalized Version 1.0

Release Approval Joe Brannon Joe Brannon David Ducolon David Ducolon David Ducolon David Ducolon Chiran Sarkar Helen Fleming

Gaurav Mehra

Helen Fleming

Annette Suh

Helen Fleming

email

helen.fleming@

Gm01@ helen.fleming@ president@pugetsoundpmi.

org helen.fleming@

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TABLE OF CONTENTS

Introduction.................................................................................................................................................... 6 PURPOSE: ..................................................................................................................................................................6 AUDIENCE: .................................................................................................................................................................6 CHANGE CONTROL:......................................................................................................................................................6 SECTION SPONSORS (OWNERS):.....................................................................................................................................8

Affiliations .................................................................................................................................................... 10 Charter Renewal ........................................................................................................................................... 11

CHARTER RENEWAL.................................................................................................................................................... 11 CHAPTER AWARDS ? RECOGNITION BY GOC...................................................................................................................11 CHAPTER AWARDS APPLICATION: ................................................................................................................................. 11 Board of Directors ......................................................................................................................................... 12 BOARD OFFICERS AND RESPONSIBILITIES ........................................................................................................................ 14

President ..............................................................................................................................................................14 VP Membership & Community.............................................................................................................................15 VP Sponsorship ....................................................................................................................................................15 VP Finance ...........................................................................................................................................................16 VP Marketing .......................................................................................................................................................17 VP Communications.............................................................................................................................................17 VP Technology .....................................................................................................................................................17 VP Programs ........................................................................................................................................................17 VP Operations ......................................................................................................................................................18 VP Education........................................................................................................................................................18 Budgeting and Other Planning ....................................................................................................................... 20 STRATEGIC PLAN ....................................................................................................................................................... 20 TACTICAL PLAN ......................................................................................................................................................... 20 BUDGET ................................................................................................................................................................... 20 Certification and PDU Points .......................................................................................................................... 21 CHAPTER MEETINGS & SEMINARS ................................................................................................................................ 21 Committees .................................................................................................................................................. 22 Complaint or Dispute .................................................................................................................................... 23 Conflict of Interest ........................................................................................................................................ 24 Document Retention ..................................................................................................................................... 25 POLICY STATEMENT:................................................................................................................................................... 25 RETENTION:.............................................................................................................................................................. 26 ACCESSIBILITY: .......................................................................................................................................................... 26 DOCUMENT DESTRUCTION SCHEDULE............................................................................................................................ 26 Elections ....................................................................................................................................................... 27 Governance .................................................................................................................................................. 28 PMI CHAPTER CHARTER ............................................................................................................................................. 28 PMI COMPONENT SYSTEM..........................................................................................................................................28 CHAPTER BYLAWS......................................................................................................................................................29 ARTICLES OF INCORPORATION ...................................................................................................................................... 29 TAX EXEMPT STATUS .................................................................................................................................................. 29 LIABILITY INSURANCE..................................................................................................................................................29 ANNUAL OPERATIONAL PLAN AND BUDGET .................................................................................................................... 29 GENERAL GOVERNANCE PROCEDURES ............................................................................................................................ 30 Expense Reimbursement ............................................................................................................................... 31 SCOPE .....................................................................................................................................................................31 EXPENSE REIMBURSEMENT .......................................................................................................................................... 31 Finances ....................................................................................................................................................... 32 GENERAL .................................................................................................................................................................32 FINANCIAL CONTROL .................................................................................................................................................. 32

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Meetings ...................................................................................................................................................... 34 CHAPTER.................................................................................................................................................................. 34 BOARD ....................................................................................................................................................................34 OTHER..................................................................................................................................................................... 34

Membership Database Information Policy...................................................................................................... 35 SCOPE .....................................................................................................................................................................35 BACKGROUND ........................................................................................................................................................... 35 OPERATING PROCEDURES............................................................................................................................................35 EMAIL .....................................................................................................................................................................35

Professional Development............................................................................................................................. 36 PURPOSE .................................................................................................................................................................36 ORGANIZATION ......................................................................................................................................................... 36 THE PMP EXAM REVIEW COURSE ................................................................................................................................ 36 OTHER PROFESSIONAL DEVELOPMENT PROGRAMS...........................................................................................................36

Programs ...................................................................................................................................................... 37 PURPOSE .................................................................................................................................................................37 ORGANIZATION ......................................................................................................................................................... 37

Meetings ...................................................................................................................................................... 37 Sponsorship .................................................................................................................................................. 38

PURPOSE .................................................................................................................................................................38 DEFINITIONS ............................................................................................................................................................. 38 ORGANIZATIONS (RESPONSIBILITIES) ............................................................................................................................ 38 Surveys ......................................................................................................................................................... 39 SCOPE: ....................................................................................................................................................................39 WHEN: .................................................................................................................................................................... 39 PROCESS: ................................................................................................................................................................. 39 Director of Volunteer: ................................................................................................................................... 40 WEB BUTTON ........................................................................................................................................................... 41

Primary Button.............................................................................................................................................41 Secondary Button.........................................................................................................................................41

Web Button Advertising Specifications ........................................................................................................41 WEB LINK ................................................................................................................................................................ 41 E-MAIL TRAILER ........................................................................................................................................................ 41 SUBSCRIPTION DURATIONS & PRICING:..........................................................................................................................41 ORDERING PROCESS...................................................................................................................................................42 Appendices ................................................................................................................................................... 43 APPENDIX A ? ARTICLES OF INCORPORATION - PUGET SOUND CHAPTER OF PMI ................................................................... 43 APPENDIX B ? BYLAWS OF THE PUGET SOUND PMI CHAPTER ............................................................................................ 44

Overview ..............................................................................................................................................................45 Member Notice and Consent Regarding Use of Application Information............................................................45 Monthly Membership and Prospect Database Listings for Components.............................................................45 Membership Dues ................................................................................................................................................46 Monthly DEP Reports ...........................................................................................................................................46 Use of DEP Database ...........................................................................................................................................46 Use of Membership Directories............................................................................................................................46 Inappropriate Use of DEP.....................................................................................................................................46 Privacy Issues .......................................................................................................................................................47 List Exchanges Among Components ....................................................................................................................47 List Exchanges With Other Organizations............................................................................................................47 Sale of Lists to Third Parties .................................................................................................................................48 Mailing List Rentals for Members Outside of the Component's Designated Area...............................................48 Ownership of Information....................................................................................................................................48 Confidential Information......................................................................................................................................48

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APPENDIX D ? BUSINESS EXPENSE REIMBURSEMENT POLICY & PROCEDURE ......................................................................... 49 INTRODUCTION .................................................................................................................................................... 49 RESPONSIBILITY ...................................................................................................................................................49 GENERAL POLICY GUIDELINES .............................................................................................................................50

APPENDIX F ? PLANNING AND BUDGETING PROCESS FLOW ............................................................................................... 55 APPENDIX G ? EVENT INTAKE FORM ............................................................................................................................. 56 APPENDIX I ? WEB ADVERTISING ORDER REQUEST FORM ................................................................................................. 58 APPENDIX L ? VOLUNTEER ASSIGNMENT PROCESS TEMPLATES...........................................................................................62

Appendix L(a) ? PM-Volunteer Information Form................................................................................................62 Appendix L(b) ? Request Volunteers Form ...........................................................................................................64

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