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Ateneo de Naga University Alumni Association. Re-building & Re-inventing for Service Driven Alumni Association. Charlie Villaseñor President, Ateneo de Naga Alumni Association President, Ateneo de Naga HS 82 Alumni Email: charlie.villasenor@transprocure.com. October 23, 2006
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Ateneo de Naga University Alumni Association Re-building & Re-inventing for Service Driven Alumni Association Charlie Villaseñor President, Ateneo de Naga Alumni Association President, Ateneo de Naga HS 82 Alumni Email: charlie.villasenor@transprocure.com October 23, 2006 Manila, Philippines
Agenda • Ateneo de Naga Alumni Association • Background • Why Re-invent & Re-build • Our Key Challenges • How we’re Meeting that Challenge • Governance & Organization • Service Focus • Business Agenda • Where we are today • The Bottom line • Leveraging Global Reach • Next Steps
Our Alumni Association- background In 2007 we’ve looked at our Alumni Association and found many opportunities for improvement. Some of them are the following • The by-laws needs to be reviewed and amended to meet current requirements • Our organization set-up is not adequately addressing opportunities and key opportunity areas • Our SEC, BIR and other business permits are expired • We do not have a working Secretariat neither a Secretariat office • The association is not in good financial position do not have money except the first annual dues given to us by new graduates • We are not taking advantage of our association many opportunities. We are not making use of new technologies. • There are missed opportunities in integrating with alumni based overseas
Changes are clearly needed It will help our association if we : • Review and make our by-laws current in meeting new requirements, opportunities and challenges • We established a full-time Secretariat office in Manila: • Established members database • Issue communications and become center for information • Carry-out day to day operations such as fund-raising programs • Organize regular business forums, retreats, sports, all events • Coordinate with satellite secretariat in Naga and int’l chapters • Take advantage of new technology to facilitate the work and look at this as potential areas of revenue generation
Participation Issues A common obstacle to having alumni get involve in alumni activities are many such as: • Reasons for poor participation • Lack of information • Lack of variety of activities • No regular contact center for getting information • It requires money to participate • Too diverse profiles of alumni Involvement is especially difficult to manage within large, geographically dispersed members of our alumni community
Little-participation More Participation A well managed system and proper Secretariat infrastructure How a well established Secretariat Office can help • Proper Governance => Fiscal controls • Service Oriented => Customer driven • Information Center => Faster turn-around • Revenue Generator=> Business orientated • Integration w/ chapters => Leverage technology A Manila Secretariat Office Can Add Value
Naga / Bicol Impact of a Central Secretariat Office A Central Secretariat Office in Manila extends our options Fiscal Controls Regional & International Revenue Generator Manila/ Philippines Service oriented Community Few Many More Efficient Membership Reach
The New Challenge for Our Alumni Association • Organization & Governance • Need to integrated with Alumni head office and Manila Chapter • We need sustainable leadership and proper governance structure • Getting close to the majority membership base • Centralized full time working Secretariat is key • Fiscal controls (ie; independent auditors) • Service Driven • Understanding demographic profiles • Introduce services that are diverse and relevant to specific groups • Measure and manage continuous improvement • Use technology such as internet, VOIP, and mobile phones • Resource Management • Grow our financial capability to be able to run our programs (ie; provide outreach, donate to our schools/scholars, medical missions) • Secure support from capable members • Prioritize on high-yielding revenue generators, fiscal discipline • Identify innovative programs to draw resources
We’re going to make it work in our association • To do that we’ll have to meet the challenges of: • No available full time working Secretariat • Traditional by-laws and governance structures • Old time practices • No adequate infrastructure • Poor “branding” and marketing of our services, opportunities • We can change it for a better alumni association: • Update our by-laws and comply with regulatory requirements • Service driven association • Deliver value to the membership base • Support all chapters • Key performance management • Manila based Central Secretariat Office that can handle: • Research & Communications • Events and project management • Revenue generation activities
Proper Governance Service oriented Resource Management And we’re getting after it By moving forward on all three fronts simultaneously: Review and update by-laws Comply with regulatory requirements Grow involvement and line-up of alumni leaders Well established fiscal controls Know the curent demographics and database Identify key services requirements Effective and full time working Secretariat Manage key performance indicators – use available technology Efficient use of resources Right revenue enablers Innovative programs Measure and manage
Manila Central Secretariat is a big part of the answer Established this office in phases: • Around 2, then 3-4 people • Secure basic office equipments and tools • Move into generating sources of funding • Aggressive communication campaigns for events • Make this Secretariat available to Chapters (local & Intl) as well as different batch groups who may want to avail of their services.
Good for Alumni and also our School • Benefits to Alumni: • Can easily access and get involve in the association • There is a well defined and structured process to participate • Avail of membership services and opportunity to also serve • Assurance of proper management and proper controls • Being part of a system of having continuous improvement embodying the ideals of an Ateneo de Naga alumni • Benefits to our school: • Closer cooperation and collaboration with the alumni • Have a more organized channel of communication • More efficient coordination when fund sharing is necessary • Partnership approach in building the Ateneo De Naga brand • Potential for more strategic joint programs
Where we are today... • Leveraging our Manila Chapter • Manila Chapter 2007 officers very supportive of the plan forward • Manila Chapter have offered resources to kick-off the program • Manila Chapter willing to support the big picture and for them to also benefit • Informal Surveys in Naga and USA • Naga team recognizes the need to make the changes • USA based alumni would like more collaboration with Philippines • Invitation to USA Convention “All USA Ateneans” in July 2008, Chicago • Next Steps • Do a Strategic Planning session by January 2008 • Secure the Secretariat office and • Hire the resources • Share this to the Grand Alumni Reunion in Naga on 30 December 2007 and secure further support
The Bottom Line... A co-ordinated approach Will improve the overall performance of the alumni association WE can do it!
In Summary • Establishing and preparing the new organization model • Puting in place a more effective Secretariat Center • Delivery of more diverse and relevant services • Making the fiscal controls in place • Setting some business objectives for sustainable long-term growth • Getting more alumni inspired to participation • Working closely with the Ateneo de Naga University By January 2008: • We need to do more detailed strategic planning and project management We’re changing the way we will run our alumni association
Ateneo de Naga University Alumni Association Re-inventing & Re-building for Service Driven Alumni Association Charlie Villaseñor President, Ateneo de Naga Alumni Association President, Ateneo de Naga HS 82 Alumni October 23, 2006 Manila, Philippines