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Chapter Operations Plan Implementation Training

A Century of Leadership & Service. Chapter Operations Plan Implementation Training. 87th General Convention Orlando, Florida. Alpha’s Strategic Planning Process. Internal data collection through the Strategic Focus Survey – 11/05 – 1/06

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Chapter Operations Plan Implementation Training

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  1. A Century of Leadership & Service Chapter Operations Plan Implementation Training 87th General Convention Orlando, Florida

  2. Alpha’s Strategic Planning Process • Internal data collection through the Strategic Focus Survey – • 11/05 – 1/06 • External data collection through the Maryland Association of • Non-Profits – 9/05 – 3/06 • Board of Directors Planning Retreat – 5/06 • General President’s Strategic Plan Overview/Dissemination of • Brochure – Centennial Convention – 7/06 • Regional, Foundation, Commission and Committee Operations • Plans developed aligned with Strategic Plan – 6/06 – 11/06 • Board Approval of the Strategic Plan – 11/06 • Board Approval of the Chapter Operations Plan – 3/07 • Chapter Operations Plan Training at Regional Convention ` Spg ‘07 • Implementation Training – General Convention – 8/07

  3. Why Strategic Planning for Alpha? • Establishes a clear set of goals and action steps that apply at all • levels of the fraternity. • Focuses the work of the fraternity so that we are all working • towards the same purposes. • Clarifies/specifies Alpha’s work (our brand) in the • communities where we are located. • Supports continuity of procedures and processes from one • General Presidential administration to the next.

  4. The Mission Alpha Phi Alpha Fraternity, Inc. Develops Leaders, Promotes Brotherhood and Academic Excellence, While Providing Service and Advocacy For Our Communities. 2006-2011 Strategic Plan

  5. GOAL #1 ORGANIZATIONAL MANAGEMENT To implement a comprehensive set of operational procedures and a plan to strategically focus the work of a chapter for the year consistent with expectations established by the National Board of Directors and Regional Vice Presidents. Chapter President and Public Relations Committee 11/07

  6. GOAL #2 COMMUNICATIONS/PUBLIC RELATIONS To develop a comprehensive plan to address chapter Internal Communications and Public Relations consistent with the plan developed by Alpha Phi Alpha Fraternity, Inc. Chapter President and Public Relations Committee 2/08

  7. GOAL #3 MEMBERSHIP MANAGEMENT To Effectively and Efficiently Manage Membership Chapter President and Membership/Intake Coordinator 6/08

  8. GOAL #4 FISCAL MANAGEMENT To ensure that a financial infrastructure that clearly defines, processes for fiscal accounting and management, organizational integrity, and revenue generation is developed Chapter President, Chapter Fiscal Officers, Chapter Advisor 1/08

  9. GOAL #5 PROGRAM MANAGEMENT To annually implement the mandated National Programs and selected Special Projects of the fraternity in a manner that will facilitate community outreach and ensure the viability of Alpha’s programs and projects. Chapter President/Director of Educational Activities/Executive Committee 7/08

  10. Chapter Operations Plan Training Internal Communications Plan Public Relations Plan Marketing Plan Brand Management Plan Reclamation Plan Crisis Management Plan Financial Transparency Plan Balanced Scorecard

  11. Internal Communications Plan • Goal • To Steer Brothers in a Direction of a Set of Common Goals on Which They Can Act Every Day • Purpose • To Bring Coherence • To Allow Better Coordinated Action • To Establish a Common Culture that will permit Brothers to Act with Empowerment • How • By Clearing Up Ambiguity in the • What's, How's, When’s , Where’s and Why's

  12. Internal Communications Plan Recommended Strategies • Internal Newsletter • Mailed to all Financial Chapter Members • Utilized as a Reclamation Tool • Web Site • A brothers-Only Portal • Chapter Specific Information Such as Chapter Directory, Committee Reports, Minutes, etc. • Password Protected • Listening Committee • Listening Session • Chapter Operating Guide • Official Fraternity Forums

  13. Internal Communications Plan Implementation • The Associate Editor to the Sphinx serves as the Chapter Internal Communications Committee Chairman* (12/07) • Each Chapter Should Develop an Internal Communications Plan (11/07) • The Public Internal Communications Plan Must be Submitted to the Chapter’s Executive Committee (11/07) • The Internal Communications Plan Must be Submitted to the Chapter for Approval (12/07)

  14. Public Relations Plan • Public Relations • The Acts of Communicating • What You Are To the Public • Creates Awareness and Support Among an Organization's Constituents • Helps Build Credibility, Manage Risk, Establish Reputations and Drive Support

  15. Public Relations Plan AΦA Policy • Must Obtain Approval From General Organization To Represent AΦA • Includes Interviews, Personal Appearances, Step Shows, TV Shows, Movies or Videos, Auditions, Serving as An Extra or Participating in a Show Where the Wearing of the Insignia of AΦAor Representing the Name of the Fraternity Is a Requirement • Includes the Authorization of the Use of any symbol of AΦA In Any Public/Media Appearance

  16. Public Relations Plan Strategies • Media Kit • News Releases • Public Service Announcements (PSA) • Bios of Participants of Event(s) • History of Alpha Phi Alpha • History of Chapter • Timeline of Event(s) • Media Relations Manual • Listings of Local and Regional Media • News Conference Guidelines • Dos and Don’ts with Reporters • Getting Prepared for the Interview

  17. Public Relations Plan Implementation • The Associate Editor to the Sphinx serves as the Chapter PR committee chairman* (12/07) • Each Chapter should develop a Public Relations Plan and a Media Kit (1/08) • The Public Relations Plan and Media Kit must be submitted to the Chapter’s Executive Committee (1/08) • The Public Relations Plan and Media Kit must be Submitted to the Chapter for Approval (2/08)

  18. Marketing Plan • AΦA Has Established Itself as a Reputable, Informed and Concerned Service Organization • AΦA is Concerned With How We Are Perceived in the Communities We Serve and Within Our Brotherhood • Because Fraternities Perceived as Elitist and Exclusive • Perceptions of Hazing and Underground Pledging • Strongly Negates and Overshadows our Efforts • Each Chapter Must Take Advantage of Our Good Standing and Notoriety to Grow and Market AΦAin a Positive Framework.

  19. Marketing Plan Strategies • Advertising/Publicity • In All Advertisements Assure the Name is Clearly Identifiable • Association Contacts, Internal & External • Develop Relationships Outside of the Chapter • Newsletter • A Great Tool for Routinely Communicating the Activities • Web Site • Should Highlight the Fraternity’s History • Must be Approved by the Fraternity • Promotional Displays Public • In Public Forums, Festivals, Events, Etc. • Develop Action Plan • BudgetDevelop a Marketing Budget

  20. Marketing Plan Implementation • The Associate Editor to the Sphinx Serves as the Chapter PR Committee Chairman* (12/07) • Each Chapter Should Develop a Public Relations Plan and a Media Kit (1/08) • The Chapter Marketing Plan Must be Submitted to the Chapter’s Executive Committee (1/08) • The Chapter Marketing Plan Must be Submitted to the Chapter for Approval (2/08)

  21. Brand Management Plan • WHAT IS IT? • The Application of Marketing Techniques to a • Specific Product, Product Line, or Brand • Brand Includes a Name, Fonts, Color Schemes, • Symbols, and Sound Logo, and/or Design Scheme • This Brand May be Developed to Represent • Implicit Values, Ideas, and even Personality • Brand Management Involves Managing • the Tangible, as well as, the Emotional Connections Derived • as a Result of the Experience, Identity, Communication and People • It Should Embody our History, Members and Accomplishments.

  22. Brand Management Plan What is the Alpha Phi Alpha Brand? • The Name (including Greek letters) • The Colors • The Fraternal Shield • The Coat of Arms • The Seal • The General President • The Brothers of Alpha Phi Alpha • History & Legacy • Etc. The Name of Alpha Phi Alpha and the Greek Letters “AФA” and Its Various Symbols are registered and trademarked Symbols of the National Organization.

  23. Brand Management Plan Use of the AФA Brand • When utilized with the Name AФA, • the chapter designation (i.e. Iota Chapter of AФA) belongs to AФA and not the local chapter • Use of prefix in front of the Name i.e. “Bloody”, Gangster”, “Merciless”, etc. and Chapter Designation Highlighted in “RED” is Prohibited.Can Be Misinterpreted in Cases of Legal action • Displaying Name on the Body of a Brother through Physical Branding, Tattoos, etc. is Prohibited • A Complete Protocol Associated with the Use of the Alpha Brand Will Be Included in the National Protocol Manual (under development)

  24. Brand Management Plan Strategies • Include as Part of Your PR Program • Focus on National Programs At All Levels • When Appropriate, Release Public Statements (National & Local); Avoid Political Posturing • Increase Visibility & Awareness of General President • Develop Media Kit • Develop & Sustain Partnerships • Develop an Approved Web Sites That Supports the • Branding Objectives.

  25. Reclamation Plan Strategies • Planning • Identify a Chapter Reclamation Chair • Set a Reclamation Goal • Identify Inactive Brothers in the Area • Identify Inactive Life Members in the Area • Develop a Chapter Brochure and Business Cards • Invite Inactive Brothers to Chapter meetings • and other Chapter Events

  26. Reclamation Plan Strategies • Program Implementation • Make Contact with Them via Letter, by Email, • Phone or In Person • Be Sensitive in Recognizing New, Visiting and • Returning Brothers at Chapter meetings • Collect Contact Information at Chapter Meeting • Send a Letter or Email Acknowledging a New, • Visiting and Returning, Along with an Invoice • Provide Tokens as Incentives for Reactivating, i.e. Chapter Shirt or Hat or a New Members Chapter Tax Discount. • Provide a Mini Orientation for Reclaimed Brothers • Designate a Day of Reclamation

  27. Reclamation Plan Strategies • Follow-Up • Evaluate the Chapter’s Success in Reclaiming. • Identify the Ages, Marital Status and Careers of the Brothers Who Have Been Reclaimed to Determine if any Patterns Exist That Should be Considered in Making Program Plans, Social Activities, etc. • Consider the Cost/Benefits of Dues Discounts (Reclaimed Member Discount, College to Alumni Chapter Discounts and Other Prorated Dues) and Pay As You Oo Plans (Dues in Installments) on Chapter Program and Operations.

  28. Reclamation Plan Implementation Each Chapter should develop a Implement the plan to retain and reclaim brothers (12/07)

  29. Crisis Management Plan • What is A Crisis? • A Critical Incident That Involves Death, • or Serious Injuryor Threat to People • Damage to Environment, Animals, Property and/or Data • Disruption of Operations • Threat to the Ability to Carry Out Mission • Threat to the Financial Welfare • and Image of a Person or Organization • An Adverse Incident or Series of Events that has the Potential to Seriously Damage the Organization’s People, Operations, Finance or Reputation. • What is Crisis Management? • Involves Identifying a Crisis, Planning a Response to the Crisis and Confronting and Resolving the Crisis

  30. Crisis Management Plan Examples of Crisis • Sudden Illness of a Member, Aspirant or Guest • Death or Injury of a Member, Aspirant or Guest • An Injury or Accident involving • Alcohol or Fire Arms at Social Events • An Injury or Accident involving a Member, Aspirant and/or a Non-member at or During or Immediately After a Chapter Event or on Chapter Property. • A News Story or Media Event That Could Potentially Destroy the Credibility of the Organization, i.e. Allegations of Hazing, Unruly Conduct, Misappropriation of Funds, etc.

  31. Crisis Management Plan Strategies • Avoid the Crisis Altogether • Follow the Alpha Phi Alpha Fraternity, Inc. • Risk Management Guidelines

  32. Crisis Management Plan Strategies • Chapter President is In Command • Call 911, First • Call Fraternity Officers Starting with Chapter Advisor or Area Director. The Follow Protocol • Informing Members Not To Making Public Statements. Comment to No One Other Than School, Police or Fraternity Officials • Do Not Notify Parents or Next of Kin, the • Medical Personnel Will • University Officials are Always Available for Counseling • After the Crisis, Evaluate

  33. Crisis Management Plan Implementation • The Executive Committee is responsible for developing a Chapter Crisis Management Plan as part of its Public Relations Plan (1/08) • The Chapter Crisis Management Plan must be submitted to the Chapter for Approval (2/08)

  34. Financial Transparency Plan • Involves the Production, Testing,Dissemination and Use of Information Related to an Organization’s Financial Performance. • Steps in the Process • Gathering and Reporting Accurate Information • Verifying the Information • Analyzing, Comparing, and Judging the Performance • Supervising the Financial Management Organization to Ensure That It Complies with Applicable Standards

  35. Financial Transparency Plan Why Important? • Essential if the Organization is to Remain Credible with All Stakeholders, i.e. Members, Donors and Constituents. • Makes it Easier for Auditors and Supervisors to Oversee the Safety of the Financial System, • Gives Additional Confidence to Stakeholders • .

  36. Financial Transparency Plan Strategies • Each Chapter Must Have a Process for Gathering and Reporting Accurate Information • Each Chapter Must Have a Process for Internal Controls • Each Chapter Must Have an External Audit Process • Each Chapter Must Have a Process for Full Financial Statement Disclosures • Each Chapter Must Have a Process for Gathering and Reporting Accurate Information • Each Chapter Must Have a Process for Gathering and Reporting Accurate Information • Each Chapter Must Have a Process for Internal Controls • Each Chapter Must Have a Process for Internal Controls • Each Chapter Must Have an External Audit Process • Each Chapter Must Have an External Audit Process

  37. Financial Transparency Plan • Process for Gathering and Reporting Accurate Information • Must Develop an Annual Budget • Must Record on the Alpha Local Chapter Budget Report Format • Must Submit a Report of Revenue and Expenses at Each Chapter Meeting. Report Must be on the Alpha Local Chapter Financial Report Form • A Separate Alpha Local Chapter Financial Report Shall Be Maintained and Reported On For Each Separate Entity • Assure that Chapter Funds and 501 (c3) Funds are Kept Separately • Each Chapter Must Have a Process for Gathering and Reporting Accurate Information • Each Chapter Must Have a Process for Gathering and Reporting Accurate Information • Each Chapter Must Have a Process for Internal Controls • Each Chapter Must Have a Process for Internal Controls • Each Chapter Must Have an External Audit Process • Each Chapter Must Have an External Audit Process

  38. Financial Transparency Plan Each Chapter Must Have a Process for Internal Control • Treasurer and Financial Secretary Should Be Bonded • All Receipts Deposited Within 5 Business Days • All Request for Funds Done with Reimbursement Form • Each Chapter shall have a form for members to request reimbursements. • All reimbursements must be authorized by the Financial Secretary before a check can be issued • All checks written on Chapter accounts must carry the signature of two individuals, preferably the Financial Secretary and the Treasurer • Members Must Control All Non-For-Profit Entities, e.g. must be able to vote on ultimate issues such as amendments to bylaws, election of directors, and have the right of the members to receive annual report of any and all such entity • Each Chapter Must Have a Process for Gathering and Reporting Accurate Information • Each Chapter Must Have a Process for Gathering and Reporting Accurate Information • Each Chapter Must Have a Process for Internal Controls • Each Chapter Must Have a Process for Internal Controls • Each Chapter Must Have an External Audit Process • Each Chapter Must Have an External Audit Process

  39. Financial Transparency Plan • Each Chapter Must Have an External Audit Process • Must Establish an Audit • CommitteeMembers of the Audit Committee Cannot Be Financial Officers of the Chapter or Members of the Financial Committee • Each Chapter Must Have a Process for Gathering and Reporting Accurate Information • Each Chapter Must Have a Process for Gathering and Reporting Accurate Information • Each Chapter Must Have a Process for Internal Controls • Each Chapter Must Have a Process for Internal Controls • Each Chapter Must Have an External Audit Process • Each Chapter Must Have an External Audit Process

  40. Financial Transparency Plan • Must Have a Process for Full Financial Statement Disclosures • Each Chapter Must Make its Books Available For Review by Any Member of the Chapter at Any Time, Upon Request • The Books of the Chapter Must Be Available Upon Request of Any District, Regional or National Officer of Alpha Phi Alpha Fraternity, Inc. • Each Chapter Must Have a Process for Gathering and Reporting Accurate Information • Each Chapter Must Have a Process for Gathering and Reporting Accurate Information • Each Chapter Must Have a Process for Internal Controls • Each Chapter Must Have a Process for Internal Controls • Each Chapter Must Have an External Audit Process • Each Chapter Must Have an External Audit Process

  41. Financial Transparency Plan Implementation • Plan to implement BOD approved financial controls • at the Chapter level (9/07) • Implement BOD approved policies and procedures • that reflect transparency in chapter fiscal operations(11/07) • Develop and enhance income streams and fundraising • opportunities (12/07) • Present any plans to enhance income streams and fundraising opportunities to the chapter for approval (1/08) • Each Chapter Must Have a Process for Gathering and Reporting Accurate Information • Each Chapter Must Have a Process for Gathering and Reporting Accurate Information • Each Chapter Must Have a Process for Internal Controls • Each Chapter Must Have a Process for Internal Controls • Each Chapter Must Have an External Audit Process • Each Chapter Must Have an External Audit Process

  42. Balanced Scorecard • Measures an Organization’s Activities in Terms of Its Mission, Vision and Strategies • Continuously Reveals Whether an Organization and Its Members Achieve the Results Set Forth by the Strategy • Helps the Organization Express the Necessary Objectives and Initiatives to Support the Strategies • Forces Members to Focus on the Important Performance Metrics That Drive Success • Balances a Financial Perspective with Customer, Process, Context and Membership Perspectives • Provides Indicators of Future Performance

  43. Balanced Scorecard Guiding Principles into the system. It should also allow for compilation of data on a district, regional and national basis. • Integrated into the Existing Chapter Directory and Officer Report • Must Mirror the 2007-2012 National Strategic Plan • Provides a Means of Calculating an overall score to gage a chapter’s adherence to the 2007-2012 Strategic Plan • Provides a Means of Recognition as Part of National Awards and Achievement Process • Allows for Ease of Reporting Data. Therefore, AlphaNet Will Be Enhanced to Allow Chapters to Input Their Report Directly Into the System. It Should also Allow for Compilation of Data on a District, Regional and National Basis

  44. Balanced Scorecard ORGANIZATIONAL MANAGEMENT (Two point for a “Yes” Balanced Scorecard Answer) • Charter? • Chapter Constitution and By-Laws ? • Ritual? • Chapter Seal? • Is the chapter a member of the local Pan-Hellenic Council? • Was the Chapter’s Executive Committee covered on the National Strategic Plan? • Does the Chapter have a set of Operating Procedures consistent with Robert’s Rules of Order? • Does the Chapter have a Set of Operating Policies and Procedures to Govern all Chapter Operations? • Did the Chapter Develop an Annual Chapter Operation/Business Plan? (If yes, list under Section VIII.) • Is the chapter in good standing with the National Organization?___ ___

  45. Balanced Scorecard COMMUNICATIONS/PUBLIC RELATIONS (Two point for a “Yes” Balanced Scorecard Answer) 1 • Did the Chapter Appoint a Public Relations Chair? • Did the Chapter Develop an Internal Communications Process? • Did the Chapter Develop a Marketing Plan? • Does Your Chapter Produce an External Newsletter? • Does Your Chapter Have a Website? • Has Your Chapter’s Website Been Approved by the National Information Management Committee? • Did the Chapter Develop a Public Relations Plan? • Does Your Chapter Have a Media Kit? • Was all External Communications Approved by the National Organization? • Did the Chapter Developed a Crisis Management Plan? • ___ ___

  46. Balanced Scorecard MEMBERSHIP MANAGEMENT (Two points for Alumni Chapters and Four points for College Chapters for a “Yes” Balanced Scorecard Answer) • Did the Chapter Participate in the Intake Process • Did the Chapter Have At Least One Informational Seminar? • Did the Chapter Develop a Reclamation Program? • Did the Chapter Reclaim More than 5 New Brothers? • Did the Chapter Reclaim More than 10 New Brothers? • Did the Chapter Reclaim More than 20 New Brothers? • Did the Chapter Reclaim More than 30 New Brothers? • Did the Chapter Reclaim More than 40 New Brothers? • Did the Chapter Reclaim More than 50 or More New Brothers? • Did the Chapter Develop a Plan for Fraternal, Personal and • Professional Development of Brothers? • Did the Chapter Develop a Plan to Maximize the Member’s • Expertise and Chapter Efficiency in Chapter Operations?___ ___

  47. Did the Chapter Implement the National Local Chapter Budget Report?Did the Chapter Implement the National Local Chapter Financial Report?Did the Chapter Implement Policies and Procedures That Reflect Transparency in Chapter Fiscal Operations?Did the Chapter Develop and Enhance Income Streams and Fundraising Opportunities? Did the Chapter End the Fiscal Year With a Balanced Budget? Balanced Scorecard FISCAL MANAGEMENT (Four points for a “Yes” Balanced Scorecard Answer)

  48. Balanced Scorecard PROGRAM MANAGEMENT (Four points for a “Yes” Balanced Scorecard Answer) Did the Chapter Implement “Project Alpha” During the Last Fraternal Year? Did the Chapter Implement “Go-To-High School, Go-To-College” During the Last Fraternal Year? Did the Chapter Implement “A Voteless People is a Hopeless People” During the Last Fraternal Year? Did the Chapter Implement Special Projects During the Last Fraternal Year? Did Your Chapter Award Scholarships?

  49. The LIGHT of the World IT IS UP TO US TO PROTECT THIS LIGHT

  50. A Century of Leadership & Service Chapter Operations Plan Implementation Training 87th General Convention Orlando, Florida

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