March 5, 2005

PMI Lakeshore Chapter

Information Session

March 5, 2005 @ 2:00 – 5:00 pm

Holiday Inn, Oakville

2

March 5, 2005

Agenda• 2:00 pm Introduction – Board Members• 2:10 pm Objectives• 2:20 pm Project Management Institute• 2:35 pm Timeline to AGM• Break – 3:00 pm to 3:20pm - Coffee, Tea, and

Cookies• 3:20pm PMI Lakeshore Chapter• 4:20pm Q & A• 4:45pm Wrap Up/Next Steps

3

March 5, 2005

Project Management Institute

• Overview

• Organization – Chapters, SIGS, Colleges

• Certification – CAPM, PMP

4

March 5, 2005

PMI Overview• Vital and forward thinking – focused on the needs

of project management professionals worldwide• Since 1984, PMI has been dedicated to developing

and maintaining a rigorous, examination-based, professional certification program to advance the project management profession and to recognize the achievements of individuals.

• Membership represents a truly global community with over 100,000 professionals, representing 125 countries

• Visit www.pmi.org for more information

5

March 5, 2005

Definitions - Components

• Chapters– Geographically based group of members

• Specific Interest Group (SIG)– Group of members representing specific

interests with no geographic boundaries

• Colleges– Group of members that have developed some

formal approach to one or more knowledge areas of the PMBOK Guide – no geographic boundaries

6

March 5, 2005

Chapters/SIGs/Colleges

256

352

0

50

100

150

200

250

300

Chapters SIGs Colleges

7

March 5, 2005

Ontario Chapters Membership

8

March 5, 2005

Timeline – Countdown to AGM

March 29 - AGM•Election of Directors

February 19 - Board of Directors Meeting

February 23 - Communication Plan on Bylaw Changes

March 5 – Information Session

February 23 - Notify Membership of upcoming election and process

March 5 – 11 – Conduct on-line vote on Bylaw changes

March 14 - Announce results of Bylaw change Vote

February 23 - Notify Membership of AGM and registration date

Prepare Board and Management Report-Out

March 14 – Call for Nominees

9

March 5, 2005

PMI Lakeshore Chapter

• History

• Growth Patterns

• 2004/2005 Strategic Plan– Re-structuring– Volunteer Ramifications

10

March 5, 2005

Lakeshore Chapter – Introduction

• The Lakeshore Chapter is an organization of dedicated professionals in the field of project management providing support to the business, technical and educational community.

• Its geographical area spans from Mississauga to Brampton, Oakville, Burlington, Hamilton, St.Catherines and Niagara-on-the Lake.

• 9 members founded the Chapter in 1998 and recruited an additional 16 to officially launched the Chapter with the requisite 25 members

11

March 5, 2005

Founding Members

• John Barnes

• Mike Davis

• Ashok Dhir

• Dave Freeman

• Brian Pedherney

• John Scott

• Pappur Shankar

• Ray Sollychin

• Ram Sriram

12

March 5, 2005

Past Presidents

John Barnes1999

Pappur Shankar2000 - 2001

John Gaston2002 - 2003

5 Years of Membership Growth

25 451 7201111999 2000 2001 2002 2003

86 340 269

13

March 5, 2005

Lakeshore Chapter Membership

As of October 2004

Members 873

PMP Certified 399 (46%)

Forecasted Growth for 2005

Members Over 1,000

PMP Certified 500 (50%)

14

March 5, 2005

Governance Project

1.Pressures for Change

2.Project Objectives

3.More Effective Governance Practices

15

March 5, 2005

Pressures for Change

The pressures for change to the governance structure include:

• Chapter growth

• Director workload

• Customer care and program responsibilities

• Director Development.

16

March 5, 2005

Project Objectives• Provide new governance structure and Bylaws to

the board for approval by February 15, 2005• Ensure Board Of Directors spend at least 80% of

their time on governance activities and approximately 20% of their time on non-governance activities by December 2006.

• Design the Board of Directors roles so that each Director spends no more than 50 hours per year on PMI governance and program management responsibilities by December 2006.

17

March 5, 2005

Governance Survey FindingsVolunteer / Officer / Director Organization, Selection &

Progression:• Approximately 100 Members serve on committees and task

forces to help off load Directors of Non-Governance tasks.• Volunteer VP Officers appointed by Board lead all

committees.• VP Finance is a Board member who is appointed

indefinitely, but reviewed annually by the Board who has a profession designation.

• Elected Directors at large (i.e., they have no named program responsibilities) – 2 directors advise a committee– 4 Named Directors – President, President Elect, Past President

(and the appointed VP Finance)

18

March 5, 2005

Governance Survey Findings

Workload Objectives & Time Management:

• Set annual hourly targets for each volunteer class:– Director = 100 hours; Officer = 150 hours; Member = 30 hours

• Each volunteer class completes timesheets

• Adjust committee / board structure to ensure targets

19

March 5, 2005

Governance Survey Findings

Election Terms:

• Directors elected for a two year term

• Directors can serve for 3-5 terms on the Board with a 2 year term as President

Volunteer / Director Development:

• 2 hour Board Orientation (bylaws, strategies, finances, liability), PMI Leadership

• Half day Volunteer Orientation (Chapter overview, PMI leadership principles)

20

March 5, 2005

“As Is” Organization Structure

BOARD OF DIRECTORS(Size = 8)

PresidentChairperson

Directorof Programs

Directorof ProfessionalDevelopment

Directorof Communication

Directorof Membership

Directorat Large

Secretary - Treasurer

Dinner Presentations

Certification - PMP

Re--Certification

Advanced Courses/ Seminars

Project World Website

Public Relations

Email blasts

Membership Special Projects

PMI Lakeshore Chapter Membership (~ 900)Shareholders/

Owners

Elected Level(Members Vote)

Strategic / Operational

PMIHeadOffice

Past President(appointed)

+ volunteers

21

March 5, 2005

Director Survey of Time

Avg Min Max

Governance 61 37 82Non-Governance

143 36 423

22

March 5, 2005

Proposed Organization Structure

BOARD OF DIRECTORS(Size = 10)

President

Senior Vice President(President Elect)

Vice PresidentEvents

Vice PresidentProfessionalDevelopment

Vice PresidentCommunication

Vice PresidentMarketing

Vice PresidentCustomer Care

Treasurer

Dinner Presentations

Annual Golf

...

Certification - PMP

Seminars

Advanced Courses

Re-Certification

Website

Public Relations

Email Blasts

Sponsors

Project World

...

Membership

...

PMI Lakeshore Chapter Membership (~ 900)Shareholders/

Owners

Elected Level(Members Vote)

Committee Level(Approved by BoD)

Strategic

Operational

PMIHeadOffice

+ volunteers

Past PresidentChairperson

SecretaryDirector

Director

Director

Director

Director

23

March 5, 2005

Committee Structure

Vice PresidentFunctional Area

Asst Vice PresidentFunctional Area

DirectorAdvisor Role

DirectorAdvisor Role

Team Members

Functional Area Committee

24

March 5, 2005

Changes RequiredChange Reason for Change Instrument of Change

Increase the current board of director size from 8 to 10

In order to support the operational committee level that will be introduced it will be necessary to bring on additional Directors. Each Director will act as an advisor to a number of committees.

Special Resolution to be voted on by membership

Increase the Director term from 1 year to 2 years

The increased term provides greater stability for the Board and ensures that knowledge gained by a Director in their first year came be retained and put to good use in the second year.

Bylaw No 2 Section 8

Stagger the election of Directors so that each year no more than half the Directors are elected

The intent is to ensure that the Board is not comprised of 100% new Directors each year.

Bylaw No 2 Section 7

Set the maximum number of consecutive terms at 4

This provides dedicated Volunteers with the ability to serve one or two terms as a Director, gain experience, and then run for Senior VP.

Bylaw No 2 Section 8

25

March 5, 2005

Changes RequiredChange Reason for Change Instrument of Change

Introduce the position of Senior Vice President as an appointed officer

The Senior Vice President position is a learning position and is part of the succession planning. This position works very close with the President. Each year the Board of Directors elects a new Senior Vice President.

Bylaw No 2 Section 26

Allow the Board of Directors to appoint committees to assist with the operational work of the Chapter

This is the mechanism for separating the strategic and operational roles within the organization. The Board of Directors will appoint several committees to manage functional areas within operations. Each committee will have 2 Director advisors, a Vice President and an Assistant Vice President.

Bylaw No 2 Section 25

Establish the Past President as the Chairperson of the Board

This provides a level of independence from the Management Team by giving the Chairperson role to the Past President instead of the President.

Bylaw No 2 Section 31d

26

March 5, 2005

Volunteers

• Opportunities

• Benefits

• Commitment Levels

• PDUs

Being a Volunteer is one of the highest callings a member can do. It allows you to give back to the community.

27

March 5, 2005

Volunteer Opportunities• Shaping the Future – Where do you think the

Chapter should be in the next 3 to 5 years ?– Board Member/President-Elect/President

• Maintaining the Operations of the Chapter effectively – VPs of Functional Areas (Marketing, Communication,

Membership, Programs, Professional Development, Continuous Improvement, Infrastructure etc.)

• Implementing Strategic and Operational Projects– Volunteers – Project Managers, Team Members

28

March 5, 2005

Volunteer Benefits• To learn about PMI • Understanding the operations of the Chapter • Grooming for officer positions (VP, Board Member,

President) • Network with other Project Managers • Opportunity to earn PDUs • Recognition within the Chapter and family of PMI

chapters• Promote Project Management within the community • Personal sense of achievement and accomplishment • Have fun

29

March 5, 2005

Volunteer Commitment LevelsIt does not matter if it is an hour a week or 8-10 hours per

month. So whether you want to involved with Training, Finance, Infrastructure, Marketing or Membership or Program planning and implementation, the Chapter has a need for your creativity through teamwork.– President (Appointed)

– Senior Vice President (Elected by Board from Directors)

– Director (Elected)

– Vice President – Functional Area (Appointed by Board)

– Assistant Vice President – Functional Area (Appointed by Board)

– Volunteers (Team Members)

30

March 5, 2005

Volunteer PDUsPMP certified members need to earn 60 PDUs every 3-year

cycle. PDUs (Professional Development Units) can be earned through the following methods:– Serving on the Board of Directors of the Chapter

• PMI’s Category 5 provides 10 PDUs per year for serving as a Board Member.

– Serving as a Vice President or AVP of a Functional Area • PMI’s Category 5 provides 5 PDUs per year for serving the

Chapter.

– Serving as a Team Member to implement projects• PMI’s Category 5 provides:• 1 PDUs for serving on a Project that is 3 months in duration• 2 PDUs for serving on a Project that is 6 months in duration• 5 PDUs for serving on a Project that is 12 months in duration

31

March 5, 2005

Volunteer PDUsOther Ways of getting PDUs

– Attending Chapter Dinner Presentations• One (1) PDU is earned for every dinner presentation attended.

These presentations count as Category 4 activities. When completing the Activity Reporting Form for PMI, it will be necessary to supply the Program Number.

• Program Numbers are found in the event notices in the Events section.

– Being a Speaker at a Chapter Dinner Presentation

• Speakers on a project management topic at PMI Chapter meetings earn Five (5) PDUs for each presentation given. These presentations count as Category 2D activities.

32

March 5, 2005

Volunteer PDUsOther Ways of getting PDUs

– Facilitating at a Chapter-Organized PMP Self-Study Course

• PMPs that facilitate one or more topics for a PMP self-study course will earn Ten (10) PDUs which would qualify as a Category 2C activity.

Be a Volunteer.

We look forward to having you on the team !!

33

March 5, 2005

Questions & Answers

34

March 5, 2005

Wrap Up / Next Steps

• Electronic voting for Bylaw changes

• AGM and Elections

35

March 5, 2005

Election Process

• Call for nominations

• Nomination Process– Fill out the nomination form– Obtain two Lakeshore Chapter members to 1st

and 2nd your nomination, and– Return the nomination form to the

election@pmi-lakeshore.org email

• Election to be held at the AGM