Sigma 101Paper Work Goals and Objectives • To spark interest in brothers to seek leadership roles at all levels of Sigma. • To have consistent and timely paperwork to manage the chapter. Documented and repeatable processes. • To instill how to effectively conduct a general or committee meeting as well as talk about what does it mean to be a Sigma. http://www.kas1914.org
Sigma 101Paper Work • PIA Forms - "How do you fill out a PIA form, When should you fill out a PIA form, what is the hard copy you should send to the region and maintain for chapter records". • Chapter Assessment - "How do you do an assessment. How do you report it. How do you create action plans based off of the rating. What happens if the rating is lower than Bronze" • Meeting Agenda and Minutes - "Creating, distribution and retention of meeting agendas and minutes" • Chapter Report - "What makes a successful chapter report? What minimum information is required?" • Budget Management - "Financial planning for the chapter and events. How to make and track a budget" • Project Planning - "How do you create a project plan. How do you track progress to your plan. Why is it important"
Sigma 101Paper Work PIA Online Reporting • Phi Beta Sigma Website - http://www.phibetasigma1914.org/forms/pia-reporting/ Key Research Indicators (KRI) • How many people did the program event reach and or participate? • How much money was raised if applicable? • What were the goals of the program or activity? • Evaluation of program implementation and execution • Number of service hours completed? • What was the total expense of the project, program or activity? • Non Conclave Years – January 1st to December 31st • Conclave Years – January 1st to June 30th , July 1st to December 31st • Awards and Recognition as well as Consequences and Penalties. • Report on Social Action, Bigger and Better Business, Education, Sigma Beta • & Membership
Sigma 101Paper Work FTP Info (CURRENT NOT BEING USED AS OF 03/2013) Host: ftp://pbs1914programs.org User Id: u41241364-pbsftp Password: 1914ftp
Sigma 101Paper Work Hardcopy Report • Distribute to appropriate State and Regional Officer
Sigma 101Paper Work • Chapter Assessments • http://www.phibetasigma1914.org/forms/chapter-assessment-reporting/ • Five Focus Areas: • Scholarship and Academic Achievement – 100 points • Program Implementation and Reporting – 275 points • Membership Growth and Retention – 90 points • Chapter Operation - 290 points • Risk Management – 125 points • Total 880 Points • 781 – 880 (Gold level) • 681 – 780 (Silver level) • 581 – 680 (Bronze level) • Below 581 (Marginal status) – performance review
Sigma 101Paper Work • Meeting Agenda and Minutes • Historical record of decisions. • Time Meeting called to order. • Record of Attendees. • Invocation. • Review previous minutes and accept current agenda. Minutes distributed before next meeting. • Reports from Department heads and officers. • Document future events • Retain for 3 years.
Sigma 101Paper Work • Chapter Report • Historical record of events for calendar year. • Basis for awards at State, Regional and International level. • Required of all chapters. • Scored on 100 points.
Sigma 101Paper Work • Budget Management • Long and short term planning. • Measure of Success • Tied to Programs and Activities. • Must be approved by the executive board. • All department heads and event chairs must submit a budget plan for the upcoming year. • Treasurer maintains the tracking. • Change control process for modifications. • Budget Plan Exercise
Sigma 101Paper Work • Project Planning • Historic Record • Measure for Success • Repeatable Process • Track Progress • Set Milestones and Deliverable • Assign Resources • Project Plan Activity
Sigma 101Paper Work “Our Cause Speed on It’s Way!” http://www.kas1914.org