Baa rpt

BDPA Information Technology Thought Leaders

Business

Area

Architecture

Report

ISSUE: 3

6 /17 /1998 05 :54 :00 AM B D PA I N FO R M ATI O N TE CH N OL OGY TH OU GH T L E AD E R S

Business Area Architecture Report

BDPA1111 14th Street, N.W • Suite 700

Washington, D.C. 20005Phone 1 800 727 BDPA • Fax 202.789.1545

[email protected]

B D P A B U S I N E S S A R E A A R C H I T E C T U R E R E P O R T

Table of Contents

OVERVIEW OF BUSINESS AREA ARCHITECTURE

BUSINESS STRATEGY SUMMARY

Case For ActionMission StatementBusiness ObjectivesSpecific Strategies

NEW PRINCIPLES

Business Process PrinciplesOrganizational PrinciplesLocation PrinciplesApplication PrinciplesData PrinciplesTechnology Principles

FUTURE-STATE BUSINESS PROCESSES

BUSINESS MANAGEMENT PROCESS DEFINITIONS

MEMBERSHIP MANAGEMENT PROCESS DEFINITIONS

FINANCE MANAGEMENT PROCESS DEFINITIONS


MEMBER SERVICES PROCESS DEFINITIONS

STRATEGIC PLANNING BUSINESS PROCESS DEFINITIONS

ORGANIZATION MODEL

QUICK-HIT PROJECT DEFINITIONS

INFRASTRUCTURE PROJECT DEFINITIONS

ENTERPRISE TRANSFORMATION SCHEDULE


Executive Summary

y now most of BDPA is familiar with the Enterprise Transformation Plan (ETP) that was put together by the Strategic Planning Task Force under the auspices of the

National President, George Williams. The Business Area Architecture (BAA) is the next phase of the BDPA transformation process.

B

Overview of Business Area ArchitectureBusiness Area Architecture (BAA) is a formal process to address a specific area of business interest and produce an architecture to guide further development and implementation in all of the domains of change: business process, organization, location, application, data, and technology. A business area is a subset of the enterprise singled out for development activity. The scope of BAA is generally a business area, although it could be performed for a group of business areas as is the case for BDPA’s BAA.

BAA can be the Starting Point for a new Project or can follow an ETP project. Since this BAA follows an ETP project, it uses and builds upon many of the work products created in ETP. Many of the steps in the BAA project have been completed within the ETP phase. The pertinent work products are carried over to this project. BDPA’s ETP proposes 5 business areas through which the business of BDPA will be conducted:

1. Business Management

2. Membership Management

3. Finance

4. Member Services

5. Strategy & Planning

BAA provides the means to integrate the components of the business within each of the 5 business areas. The BAA phase is the

4

Part

A


responsibility of the Business Area Leaders. The Transformation Team will act as consultants to the Business Area Leaders.

Business Area Architecture Team

Business Area Leader

Business Area Transformation Team Consultant

George Williams, Sponsor

National President Curvie Burton

Denia Byndon Business Management

Paulette Smith

Valerie J. Hammond, FLMI

Membership Management

Rudy Duke

Daryl Bradley Finance Diane Davis

Angela Adams Members Services Renee V. McClure

Michael McCrimmon Strategy & Planning

5


Future Direction

his section of the report represents the BDPA Case for Action and its revised/refined BDPA business strategy as outlined in the ETP.

Business Strategy SummaryCase For Action The ETP identified the following compelling reasons to change:

BDPA is doing very little to accomplish its mission

Current programs offer very little value to members

Membership is disenchanted with local support from the National BDPA

BDPA has not kept up with trends in Information Technology(IT)

The ratio of members to minority IT community is shrinking

BDPA has not exploited a vast amount of untapped talent among IT community

BDPA continues to lose many of its talented members

The IT community, including target members, does not know who BDPA is

Strategic alliances with the IT industry are non-existent

6

Part

BT


Mission Statement

BDPA is a member focused organization that exists to provide professional development programs and services to position its members at the forefront of the information technology industry.

Business ObjectivesTo fulfill its mission, BDPA must achieve and maintain the following objectives:

1. Increase membership to 10,000 over the next 3 to 5 years

2. Limit administrative/operational costs to a maximum of 20% of total annual budget by 1998

3. Establish Technology Learning Centers in every chapter city over the next 3 to 5 years

Specific StrategiesBDPA can achieve its Business Objectives by employing the following strategies:

1. Focus on the member; add membership value

2. Apply technology to achieve operational efficiency

3. Centralize decision making

4. Communicate directly to the member

5. Utilize the BDPA Education Technology Foundation as a major source of funds for BDPA programs

6. Establish Corporate Partnerships with technology firms

7


New PrinciplesTo achieve its vision as a member focused organization, a set of new principles are defined for the six domains of change that will govern the BAA phase.

Business Process Principles Maintain tight metrics & performance measurement

Establish & maintain consistency of strategy & execution

Organizational Principles Build transition strategy into the organizational structure

Select officers at the highest levels based on qualifications for each role

Recognize behavior that is exemplary to the entire organization

Cascade National organizational model down to the chapters

Location Principles Communicate directly with members (web site, journal,

email)

Manage membership process performed entirely at the national level

Roll out programs and services to members at the local level via chapters

Application Principles Develop and maintain leading edge applications that can be

utilized across BDPA

Practice reuse across BDPA; do not reinvent the wheel

Data Principles Capture data once - at the source (eliminate transmittals)

Capture demographic data

Technology PrinciplesUse leading edge technology in all that we do

8


Solicit advice from subject matter expert members in technology decisions

9


Business Area Architecture

his section is the crux of the BAA report.. Each of the five business areas will be decomposed into one or more Business Segments; each Segment will be decomposed into Sub-

segments (processes); each Sub-segment consists of a number of Process Steps and each Process Step involves a set of Process Tasks

and each task consists of one or more Activities.

TThus, a Business Area may undergo at least five possible levels of decomposition:

1. Business Segments

2. Sub-segments

3. Process Steps

4. Process Tasks

5. Activities

The Application (system), Data and Location of each activity is captured where applicable. The architecture of the business area allows us to identify technical, information and resource requirements for each activity or piece of work. The process decomposition exercise also establishes the business rules that drive the organization.

Part

C

10


Future-State Business ProcessesThe BDPA of the future is built around five Business Areas that facilitate the achievement of the BDPA mission. Each Business Area consists of a number of segments as depicted in Figure 1:BDPA Future Business Process Hierarchy

B u s in ess P rocess H iera rch y

In te rn a lS u p p ort

E xte rn a lS u p p ort

C on feren ceA d m in .

P u b licR e la tion s

O u treachP rog ram s

B u s in essM an ag em en t

M arke tin g

R ec ru itm en t

R eten tion

A d m in is tra tion

M em b ersh ipM an ag em en t

E xte rn a lF u n d in g

In te rn a lF u n d in g


F in an ce

C areerD eve lop m en t

Tech n ica lD eve lop m en t

S IG 's

C om m u n ica tion s

C on su m erB en efits


M em b erS ervices

P lan n in g

R e la tion sh ipM an ag em en t

O rg an iza tion

S tra teg y &P lan n in g

B D P A

Figure 1: BDPA Future Business Process Hierarchy

11


Business Management Process DefinitionsSegment Sub-

SegmentProcess Steps

Process Tasks

Activities Applications

Data Location

1.1

Internal Support

Function

1.1.1

Maintain Policies

and Procedures

1.1.1.1

Catalog existing

policies and

procedures

1.1.1.1.1

Locate existing

policies and

procedures

1.1.1.1.1.1

Request copies of

policies and

procedures from

BOD members

1.1.1.1.1.2

Request copies for

policies and

procedures from

National Office

1.1.1.1.2

Review policies and

procedures

1.1.1.1.3

Categorize policies

and procedures

1.1.1.1.3.1

Categorize by

National Office

1.1.1.1.3.2

Categorize by BITL

1.1.1.2

Create new policies

and procedures

1.1.1.2.1

Create template

1.1.1.2.1.1

Create policy and

procedure

templates

1.1.1.2.2

Solicit suggestions

1.1.1.2.2.1

Solicit suggestions

from BOD

1.1.1.2.2.2

Solicit suggestions

from National Office

1.1.1.2.3

Review policies and

procedures

12


Segment Sub-Segment

Process Steps

Process Tasks


Data Location

1.1.1.2.4

Categorize policies

and procedures

1.1.1.2.4.1

Categorize by

National Office

1.1.1.2.4.2

Categorize by BITL

1.1.1.3

Receive approval of

policies and

procedures

1.1.1.3.1

Request approval

from BOD

1.1.1.3.1.1

Disseminate polices

and procedures at a

quarterly BOD

meeting

1.1.1.4

Publish policies and

procedures

1.1.1.4.1

Place policies and

procedures in

common areas

1.1.1.4.1.1

Store hardcopies at

National Office

1.1.1.4.1.2

Post copies on the

Web

1.1.2

Manage Bylaw

Compliance

1.1.2.1

Form Bylaws

Committee

1.1.2.1.1

Solicit members for

Bylaws

Committee

1.1.2.1.1.1

Select volunteers

from BOD

1.1.2.2

Request Bylaw

amendments

1.1.2.2.1

Request written

Bylaw amendments

from BOD

1.1.2.2.1.1

Receive Bylaw

amendments from

BOD via e-mail ,

listserv or standard

mail

1.1.2.3

Create a Bylaw

draft

1.1.2.3.1

Develop a Bylaw

draft

1.1.2.3.1.1

Arrange

amendments into

Bylaw format

1.1.2.3.1.2

Remove duplicate

amendments

1.1.2.3.1.3

Verify amendments

are not currently in

13


Segment Sub-Segment

Process Steps

Process Tasks


Data Location

Bylaws

1.1.2.4

Submit Bylaw Draft

1.1.2.4.1

Forward Bylaw

Draft to National

Office 120 days

before Annual

National Meeting

1.1.2.4.1.1

Bylaw Draft is date

and time stamped

1.1.2.5

Receive approval of

Bylaw Draft

1.1.2.5.1

Request approval of

Draft from BOD

1.1.2.5.1.1

Disseminate Draft to

BOD members prior

to 2nd Quarter BOD

meeting

1.1.2.5.1.2

Review Draft at 2nd

Quarter BOD

meeting

1.1.2.5.1.3

BOD members will

vote on each Bylaw

amendment

1.1.2.6

Mail approved

Bylaw amendments

1.1.2.6.1

Send approved

Bylaw amendments

to Delegates

1.1.2.6.1.1

Delegates will

receive the

amendments 2

weeks after 2nd

quarter BOD

meeting

1.1.2.7

Manage Bylaw

amendments

1.1.2.7.1

Conduct Bylaw

amendment

segment of

Delegates Meeting

1.1.2.7.1.1

Present each Bylaw

amendment to

Delegates for a vote

1.1.2.7.1.2

Record pass/fail

decision for each

amendment

1.1.2.8 1.1.2.8.1 1.1.2.8.1.1

14


Segment Sub-Segment

Process Steps

Process Tasks


Data Location

Post Bylaw

amendment status

report

Develop Bylaw

amendment status

report

Present Bylaw

amendment status

report to BOD at 3rd

Quarter meeting

1.1.2.9

Create new Bylaws

Document

1.1.2.9.1

Produce Bylaws

Document

1.1.2.9.1.1

Incorporate new

Bylaw amendments

into existing Bylaws

document

1.1.2.10

Publish Bylaws

1.1.2.10.1

Place Bylaws in

common areas

1.1.2.10.1.1

Store hardcopy at

National Office

1.1.2.10.1.2

Post copy on the

Web

1.1.2.10.2

Send Bylaws to BOD

members

1.1.3

Regulate Election

Process

1.1.3.1

Form Nomination

and Elections

Committee

1.1.3.1.1

Solicit members for

Nomination and

Elections

Committee

1.1.3.1.1.1

Select volunteers

from BOD

1.1.3.2

Solicit nominations

1.1.3.2.1

Petition nominations

for open offices

1.1.3.2.1.1

Candidates submit

written platform

120 days before

National Meeting

1.1.3.2.1.2

Accept Nominations

from the floor at

Delegates Meeting

1.1.3.3

Determine nominee

slate

1.1.3.3.1

Define nominee

slate for BOD

members

1.1.3.3.1.1

Match nominees

with an open office

1.1.3.3.1.2

15


Segment Sub-Segment

Process Steps

Process Tasks


Data Location

Note offices without

nominees

1.1.3.4

Publish nominee

slate

1.1.3.4.1

Distribute slate

1.1.3.4.1.1

Disseminate to BOD

members 60 days

before National

Meeting

1.1.3.4.1.2

Disseminate to

Delegates 60 days

before National

Meeting

1.1.3.5

Manage Election

Process

1.1.3.5.1

Conduct Election

segment of

Delegates Meeting

1.1.3.5.1.1

Present Candidates

to Delegates

1.1.3.5.1.2

Record votes for

candidates

1.1.3.6

Present Election

results

1.1.3.6.1

Develop Election

status report

1.1.3.6.1.1

Post Names of

newly elected

Officers at National

Meeting

1.1.3.6.1.2

Post Names of

newly elected

Officers on Web

1.1.4

Establish IT

Support

1.1.4.1

Define IT Support

Procedures

1.1.4.1.1

Define IT Support

Procedures for

National Office

1.1.4.1.1.1

Assess software and

hardware needs

annually

1.1.4.1.1.2

Create technical on-

call support staff

***new**** 1.1.5

Manage National

1.1.5.1

Prepare quarterly

1.1.5.1.1

Attend quarterly

1.1.5.1.1.1

Capture minutes of

16


Segment Sub-Segment

Process Steps

Process Tasks


Data Location

Correspondence minutes BOD and NEC

meetings

quarterly BOD and

NEC meetings

1.1.5.1.2

Disseminate

quarterly minutes

1.1.5.1.2.1

Distribute to BOD

members 3 weeks

after meeting

1.1.5.2

Circulate

correspondence

1.1.5.2.1

Distribute

correspondence to

BOD members

1.1.6

Support

Parliamentary

Procedures

1.1.6.1

Assure usage of

Parliamentary

Procedures

1.1.6.1.1

Appoint

parliamentarian

1.1.6.1.1.1

Appoint

parliamentarian for

quarterly BOD

meetings

1.1.6.1.1.2

Appoint

parliamentarian for

quarterly NEC

meetings

1.1.6.2

Publish Robert

Rules

1.1.6.2.1

Create scaled-down

version of Robert

Rules

1.1.6.2.1.1

Select portions of

Robert Rules that

apply to meetings

1.1.6.2.2

Distribute copies of

Robert Rules to all

BOD members

1.1.7

Govern

Procurement

Transactions

1.1.7.1

Establish

Procurements

Process

1.1.7.1.1

Create Procurement

procedures

1.1.7.1.1.1

Setup accounts

receivable and

payable

1.1.7.1.1.2

Create invoices for

all accounts

receivable

1.1.7.1.1.3

17


Segment Sub-Segment

Process Steps

Process Tasks


Data Location

Associate each

account payable

with an invoice and

check #

1.1.7.1.1.4

Require all

procurements to be

approved by NEC

1.1.7.1.2

Request approval of

procedures

1.1.7.1.2.1

Present procedures

to NEC

1.1.7.2

Publish

Procurement

Procedures

1.1.7.2.1

Place Procurement

Procedures in

common areas

1.1.7.2.1.1

Store hardcopy at

National Office

1.2

External Support

Functions

1.2.1

Manage Legal

Service

1.2.1.1

Maintain Legal

Service

1.2.1.1.1

Manage Legal

Services annually

1.2.1.1.1.1

Forecast legal

activities for the

year

1.2.1.1.2

Request approval of

forcasted legal

activities

1.2.1.1.2.1

Present activities to

BOD members at 1st

quarter BOD

meeting

1.2.1.1.2.2

BOD members

approve forecasted

activities

1.2.1.2

Publish Legal

Activities

1.2.1.2.1

Place Legal Activity

document in

common areas

1.2.1.2.1.1

Store hardcopy at

National Office

1.2.2

Maintain Insurance

1.2.2.1

Assure Insurance

1.2.2.1.1

Maintain Insurance

1.2.2.1.1.1

Update officers,

18


Segment Sub-Segment

Process Steps

Process Tasks


Data Location

Compliance Compliance Policy directors and

employees names

annually

1.2.2.1.1.2

Update Renter’s

Insurance Rider

annually

1.2.2.1.1.3

Update Office

Equipment

Insurance Rider

annually

1.2.2.2

Publish Insurance

Policy

1.2.2.2.1

Place Insurance

Policy in common

areas

1.2.2.2.1.1

Store hardcopy at

National Office

1.3

Conference

Administration

Management

Govern Conference

Administration

Process

Centralize

Conference

Administration

Process

1.4

Public Relations

Establish Public

Relations Process

Define Public

Relations Process

1.5

Outreach

Maintain High

School Competitions

Manage High

School Competitions

Establish Collegiate

and Youth Programs

Define Collegiate

and Youth Programs

19


20


Membership Management Process DefinitionsSegment Sub-


Process Tasks


Data Locations

2.1 Marketing 2.1.1 Develop & Maintain Membership Expansion Programs

2.1.1.1

Research &

develop new

membership

service offerings

2.1.1.1.1

Analyze &

benchmark

marketing

strategies of other

non-profits

2.1.1.1.2

Define technical

markets

2.1.1.1.1.1

Develop programs

for the BDPA

entrepreneur and

Mobile Worker

Capture &

disseminate

information

2.1.1.2

Evaluate & refine

current

membership

service offerings

2.1.1.2.1

Solicit new

product and

service offerings

(i.e. discounts on

technical

publications,

software,

hardware) 2.1.2 Conduct Advertising & Promotions

2.1.2.1

Produce

Marketing

Collateral

2.1.2.1.1

Update/generate

membership

application &

marketing

material

Benefits of

membership

2.1.2.2

Develop Web Site

Content

2.1.2.2.1

Develop Web Site

membership

application and

process

2.1.2.2.2

Develop /update

employment

National Web Site

21


Segment Sub-Segment

Process Steps

Process Tasks


Data Locations

listings

2.1.2.2.3

Keep FTP files

current

2.1.2.3

Develop Radio &

TV Promotions

2.1.2.3.1

Identify and

distribute PSA’s,

press releases of

membership

initiatives

Radio & TV

2.1.2.4

Promote BDPA

Product

Merchandise

2.1.2.4.1

Develop resale

products

(calendars,

desk accessories,

etc.)

2.1.2.5

Conduct Direct

Marketing

Campaign

2.1.2.5.1

Develop

membership

campaigns for

specific markets

2.2 Recruitment 2.2.1

Develop &

Conduct

Membership

Drives

2.2.1.1

Analyze &

benchmark other

non-profit

recruitment

techniques

2.2.1.1.1

Campaign to IS

companies with a

special interest to

underwrite a

minimum of 5

employees for

membership and

conference

attendance

2.2.1.1.2

Establish student

chapters in

22


Segment Sub-Segment

Process Steps

Process Tasks


Data Locations

colleges

(especially HBC’s)

2.2..1.1.3

Develop special

campaigns (i.e.

reduced rate,

3YR, 5YR

programs)

2.3 Retention 2.3.1

Access Current

Membership

2.3.1.1

Conduct Member

Survey

2.3.1.1.1

Develop/distribute

survey to

membership

2.3.2

Conduct Retention

Programs

2.3.2.1

Periodically

review

retention

statistical reports.

2.3.2.1.1

Enhance and

reintroduce the

‘Working Our

Renewals is Key’

program

2.4

Administration

2.4.1

Manage

Membership

Process

2.4.1.1

Process New

Membership

Application

2.4.1.1.1

The development

and adherence to

one national

membership

application

2.4.1.1.1.1

Create one format

and template for

submitting

membership

correspondence

Membership Data

Application

Membership Data

2.4.1.2

Process

Membership

Renewal

2.4.1.2.1

Centralize the

distribution of

renewal letters to

the National

Office

2.4.1.2.1.1

- Identify local

chapters of

process

- Identify member

renewal date

- Determine the

23


Segment Sub-Segment

Process Steps

Process Tasks


Data Locations

schedule in

which

to send renewal

letter (3 months)

- Renewal letter to

indicate which

chapter member

is

renewing to

- Timely return of

funds to local

chapter

- Timely

distribution of

membership

confirmation

letter/cards and

services

2.4.1.3

Process

Membership

Update

2.4.1.3.1

The development

and adherence to

one membership

update process

2.4.1.3.1.1

Create one format

and template for

submitting

membership

correspondence

2.4.2

Manage Chapter

Relations

2.4.2.1

Establish &

Nurture New

Chapters

2.4.2.1.1

Offer Chapter

Building

Workshops

2.4..2.2

Maintain Existing

Chapters

2.4.2.2.1

Offer Chapter;

Membership;

Student

counseling &

coaching

2.4.2.3

Develop/Enhance

Chapter

2.4.2.3.1

Provide and

update electronic

2.4.2.3.1.1

Update :

- Qtrly/Annual

24


Segment Sub-Segment

Process Steps

Process Tasks


Data Locations

Operations Toolkit

(templates)

templates

and

documentation

for chapter

management,

incorporation,

membership, etc.

Rpts

- Budget Format

- Incorporation

Process

- Recognition

Process

- Compliance

Guidelines

- Membership

Process

- Management

Manual

- Regional Summit

Guide

2.4.3

Conduct

Membership

Profiling

2.4.3.1

Derive Member

Demographics

2.4.3.1.1

Solicit/collect

various

Membership Data

Management

System

Member

demographics

National Office

25


Finance Management Process DefinitionsSegment Sub-


Process Tasks

Activities Application

Data Location

3.1

Funding

3.1.1

Access Internal

Funding

3.1.1.1

Determine

Membership Dues

3.1.1.1.1

Determine cost of

current

programs/operatio

ns

3.1.1.1.1.1

Specify Budget

items included in

costs

MS Word

Financial

Package/Excel

Budgets Virtual

3.1.1.1.1.2

Tally items to be

included in costs

MS Word

Financial

Package/Excel

3.1.1.1.2

Determine cost of

future

programs/operatio

ns

3.1.1.1.2.1

Specify Budget

items included in

costs

MS Word

Financial

Package/Excel

Budgets

Strategic Pl.

Virtual

3.1.1.1.2.2

Tally items to be

included in costs

MS Word

Financial

Package/Excel

3.1.1.1.3

Determine

number of

members

(current/future)

3.1.1.1.3.1

Pull current

membership

numbers from

database

MS Word

Membership DB

Financial

Package/Excel

Members Virtual

3.1.1.1.3.2

Review 2-3 year

plan for

membership

growth

MS Word Budgets

Strategic Pl.

3.1.1.1.4

Membership Dues

approval

3.1.1.1.4.1

Prepare results of

analysis

MS Word

Financial

Package/Excel

Virtual

3.1.1.1.4.2

Present to

National Board of

Directors for

approval with

MS Word,

PP,Excel

Budgets

Strategic Pl

Members. #s

26


Segment Sub-Segment

Process Steps

Process Tasks

Activities Application

Data Location

projected

implementation

date

27


Member Services Process DefinitionsSegment Sub-


Process Tasks

Activities

Applications

Data Location

4.1

Career develop &

counseling

4.1.1

Help find jobs

4.1.1.1

Determine

technical career

options

4.1.1.1.1

Develop central

repository

mechanism which

houses job listings

applicable for

career options

4.1.1.1.1.1

Devise a

routine

process

which

collects job

information

from local

chapters

Technical

Journal

Job listings Jobs database,

4.1.1.1.1.2

Devise

routine

process

which

gathers job

information

from

corporate

sponsors

(local &

national

level)

Visual Basic Job bank

Job postings

Web host server

4.1.1.1.1.3

Make job

information

easily

accessible to

members,

and offer

listing to non

members

Visual Basic Job bank

Job

postings/listings

Web host server

4.1.1.1.2

Develop central

tracking

4.1.1.1.2.1

Create a

process that

Visual Basic Job & resume

bank

Web host server

28


Segment Sub-Segment

Process Steps

Process Tasks

Activities

Applications

Data Location

mechanism which

monitors member

placement based

on career options

monitors the

resumes a

company

extracts

from the

resume

bank.

Follow-up

with

company re:

resumes

selected if

candidate is

placed, log

results into

tracking

database

4.1.2

Educate members

on careers

4.1.2.1

Define available

career paths for IT

professions

4.1.2.1.1

Partner with

regional &

national

career firms

geared towards

client growth

development

4.1.2.1.1.1

Hosts

conference

seminars

which focus

on I/T career

paths and

growth &

development

Conference

career fair

Technical

Journal

I/T careers Virtual

4.1.2.1.2

Provide career

information via

links to the

national web page

4.1.2.1.2.1

Utilize

existing

links to

national web

site

Web site I/T career Web host server

4.1.2.1.2.2

Identify Web site I/T career Web host server

29


Segment Sub-Segment

Process Steps

Process Tasks

Activities

Applications

Data Location

additional

popular

regional and

national

career sites

and link to

national web

site

4.1.3

Soft skills

development

4.1.3.1

Determine soft

skills development

needs

4.1.3.1.1

Develop national

survey geared

towards capturing

soft skill

development

needs

4.1.3.1.1.1.

Identify top

10 soft skills

needs

Ms Access Skills Virtual

4.1.3.1.2

Partner with

select career

firms and identify

trends regarding

soft skill set

development

4.1.3.1.2.1

Provide

membership

with listing

of BDPA

recommende

d career

firms based

on

researched

information

Job search

services

Skills Virtual

4.1.3.1.1.3

Make

research

information

regarding

soft skills

trends

available to

membership

Technical

Journal

Conference

seminars

Web page

updates

Soft skills

information

Virtual

Web host server

4.1.4

Resume skill set

4.1.4.1

Determine I/T

4.1.4.1.1

Develop central

4.1.4.1.1.1

Devise a Visual Basic Skill set Web host server

30


Segment Sub-Segment

Process Steps

Process Tasks

Activities

Applications

Data Location

search services career options repository

mechanism which

houses resumes

based on I/T

career options

routine

process

which

collects

resume

information

from local

chapters

database

4.1.4.1.2

Allow same

mechanism to

capture resumes

for non BDPA

members

4.1.4.1.2.1

Devise a

method to

distinguish

between the

BDPA and

non BDPA

resume

Visual Basic Resume database Web host server

4.2

Technical

development

4.2.1

Design

educational

programs

seminar

workshops

4.2.2

Special Interest

Group

4.2.2.1

Identify SIGS

currently in BDPA

4.2.2.1.1

Determine

viability of SIGS.

Within strategic

direction

4.2.2.1.2

Institute

procedure to

ensure in

compliance with

national

standards

4.2.2.1.3

Establish central

points of contact

31


Segment Sub-Segment

Process Steps

Process Tasks

Activities

Applications

Data Location

4.2.2.2

Identify potential

SIGS programs

beneficial to

membership

4.2.2.2.1

Establish methods

of implementing

new SIGS

4.2.2.2.2

Institute

procedures to

ensure

compliance and

national

standards are

met.

4.2.2.2.3

Establish method

of tracking SIGS

to maintain

strategic direction

4.2.3

Design/implement

SIG’s (ex.

Executive

program,

entrepreneurial

development)

4.3.1

Provide

communication

services

4.3

Communications

4.3.2

Develop technical

journal

4.3.2.1

Establish standard

format for journal

4.3.2.1.1

Provide detailed

outline of

structured format

4.3.2.2

Identify methods

of maintaining

current IT industry

4.3.2.2.1

Establish methods

of ensuring

current trends are

32


Segment Sub-Segment

Process Steps

Process Tasks

Activities

Applications

Data Location

topics published

4.3.2.3

establish method of

ensuring articles

are received by

due date

4.3.2.3.1

Establish

deadline

publication dates

4.3.2.3.2

Establish methods

to entice input

from members

4.3.2.3.3

Develop

repository for

articles

4.3.2.4

Establish methods

and procedures for

dissmination

4.3.2.4.1

Provide method to

ensure product is

dissiminated in a

timely manner

4.3.2.5

Establish methods

of securing ads/and

or underwriting

4.3.2.5.1

Develop method

in conjunction

with Finance

Mgmt

4.3.2.5.1

Establish

discount benefits

4.3.2.5.1

Provide

discounts for

members

4.3.2.5.2

Establish

discounts for

other

sources

4.3.2.6

Establish methods

of securing articles

from outside

4.3.2.6.1

Establish

affiliations with

computer related

33


Segment Sub-Segment

Process Steps

Process Tasks

Activities

Applications

Data Location

sources(corporate,

networks

organizations to

utilize their

resources

4.4

Consumer benefits

4.4.1

Design/implement

consumers

benefits (provide

software/hardwar

e, member)

4.4.2

Benefits discount

4.5.1

Maintain resume

database

4.5

Administration

4.5.2

Maintain job

database

34


Strategic Planning Business Process DefinitionsSegment Sub-


Process Tasks

Activities

Application

Data Location

5.1 Planning 5.1.1 Develop

National

Strategy

5.1.1.1 Prepare for

Planning Process

5.1.1.1.1 Review

Existing Strategic

Plan

5.1.1.1.2 Review

Business Area

Portfolios

5.1.1.1.3 Review

IT Industry

Research Updates

5.1.1.1.4 Identify

Potential Alliance

Partners

5.1.1.1.5 Schedule

Planning Session

s

5.1.1.2 Conduct

Planning Sessions

5.1.1.2.1 Conduct

Business Area

Planning Sessions

5.1.1.2.2 Review

Business Area

Planning Session

Work Products

5.1.1.2.3 Conduct

National Planning

Session

5.1.1.2.3.1

Schedule

National

Planning

Session

5.1.1.2.3.2

Disseminate

all

applicable

Work

Products

35


Segment Sub-Segment

Process Steps

Process Tasks

Activities

Application

Data Location

5.1.1.2.3.3

Conduct

Meeting

5.1.1.2.3.4

Set Goals

and

Objectives

5.1.1.2.3.5

Document

Changes and

Modification

s

5.1.1.2.3.6

Complete

Plan

5.1.1.3 Approve

Plan

5.1.1.3.1 Review

of Proposed Plan

by National

Board of Directors

5.1.1.3.1.1

Distribute

Plan to

National

Board

Members

5.1.1.3.1.2

Review

Proposed

Strategic

Plan

5.1.1.3.1.3

Produce

Feedback on

Strategic

Plan

5.1.1.3.2 Present

Proposed Plan to

National Board of

Directors

5.1.1.3.3 Approval

of Proposed Plan

36


Segment Sub-Segment

Process Steps

Process Tasks

Activities

Application

Data Location

by National Board

of Directors

5.1.1.4 Implement

Plan

5.1.1.4.1 Prepare

Strategic Plan for

Distribution

5.1.1.4.2

Distribute

Strategic Plan

5.1.2 Develop

BITL / BETF

Annual

Strategic Plan

5.1.2.1 Prepare for

Planning Process

5.1.2.1.1 Review

Budget

5.1.2.1.2 Review

Previous Service

Level Agreements

5.1.2.2 Conduct

BITL/BETF

Planning Session

5.1.2.3 Approve

BITL/BETF Annual

Strategic Plan

5.1.2.4 Implement

Plan

5.1.3 Develop

Conference

Strategic Plan

5.1.3.1 Prepare for

Planning Process

5.1.3.1.1 Review

National Strategic

Plan

5.1.3.1.2 Review

Industry

Research Sources

5.1.3.1.3 Review

BDPA Research

Quarterlies

5.1.3.1.4 Survey

National Board of

Directors

5.1.3.1.5 Survey

Corporate

37


Segment Sub-Segment

Process Steps

Process Tasks

Activities

Application

Data Location

Community

5.1.3.1.6

Consolidate

Planning Data

Sources

5.1.3.2 Build

Conference Plan

5.1.3.2.1

Distribute

Planning Data

Sources

5.1.3.2.2 Form

Conference

Strategy Team

5.1.3.2.3 Conduct

Conference

Planning Meeting

5.1.3.2.3.1

Compile and

Distribute

Meeting

Pre-work

5.1.3.2.4 Produce

Conference

Strategic Plan

(draft)

5.1.3.3 Approve

Plan

5.1.3.3.1 NEC

review of

Conference

Strategy Draft

document

5.1.3.3.2 Update

draft version

and distribute to

NBOD for review

5.1.3.3.3 Present

Conference

Strategy to NBOD

5.1.3.3.4

Complete Final

Editing of plan

38


Segment Sub-Segment

Process Steps

Process Tasks

Activities

Application

Data Location

5.1.3.3.5 Produce

Conference

Strategic Plan

(final version)

5.1.3.4 Implement

Plan

5.1.3.4.1 Publish

Conference

Strategic Plan

5.1.3.4.2

Distribute

Conference

Strategic Plan

5.1.3.4.3 Post

Conference

Strategic Plan to

Natonal Website

5.1.4 Conduct

Industry

Research

5.1.4.1 Conduct

Research

5.1.41.1 Consult

Industry Sources

5.1.41.2 Acquire

Industry Research

Data

5.1.41.3Evaluate

Emerging

Technologies

5.1.42 Analyze

Research Data

5.1.42.1

Distribute

Industry Research

5.1.42.2 Select

Relevant Industry

Topics

5.1.42.3 Conduct

BDPA Research

Roundtable

5.1.42.4 Produce

BDPA Quarterly

39


Segment Sub-Segment

Process Steps

Process Tasks

Activities

Application

Data Location

Update Draft

Document

5.1.43 Review

BDPA Research

Analysis

5.1.43.1 NEC

Review of

Research Draft

Document

5.1.43.2 Complete

Final Editing

5.1.43.3 Produce

BDPA Quarterly

Update (final

edition)

5.1.4.4 Produce

Industry Research

Quarterly

5.1.4.4.1 Print

Research

Quarterly

5.1.4.4.2

Distribute

Research

Quarterly

5.1.4.4.3 Post

Research

Quarterly to

Website

5.2 Relationship

Management

5.2.1 Manage

Alliances

5.2.1.1 Prepare for

Planning Process

5.2.1.2 Conduct

National Planning

Sessions

5.2.1.3 Approve

Plan

5.2.1.4 Implement

Plan

5.2.2 Develop

Outreach

Programs

5.2.2.1 Prepare for

Planning Process

5.2.2.2 Conduct

National Planning

40


Segment Sub-Segment

Process Steps

Process Tasks

Activities

Application

Data Location

Sessions

5.2.2.3 Approve

Plan

5.2.2.4 Implement

Plan

5.3 Organization 5.3.1 Manage

Organization

Performance

5.3.1.1 Prepare for

Planning Process

5.3.1.2 Conduct

National Planning

Sessions

5.3.1.3 Approve

Plan

5.3.1.4 Implement

Plan

5.3.2Mantain

Organization

Structure

5.3.2.1 Prepare for

Planning Process

5.3.2.2 Conduct

National Planning

Sessions

5.3.2.3 Approve

Plan

5.3.2.4 Implement

Plan

5.3.3 Develop

Recognition

Programs

5.3.3.1 Prepare for

Planning Process

5.3.3.2 Conduct

National Planning

Sessions

5.3.3.3 Approve

Plan

5.3.3.4 Implement

Plan

41


42


Organization ModelTo achieve its vision, BDPA must fashion its organizational structure to carry out its business processes.

What we call BDPA today is now referred to as BDPA Information Technology Thought

Leaders (BITL). The BDPA Education Technology Foundation (BETF) will be one of the 501c(3) funding source for the programs of BITL. There will be three elected officers: President, President Elect and Vice President of Finance. Elections will be held for President Elect and VP, Finance. The President Elect will serve an apprenticeship term then assume the Presidency. This strategy is geared towards maintaining a transition between administrations.

43


*Elected Officer^Selected Officer

44


F u tu re B oard o f D irec to rs

A d m in is tra t iveA ss is tan t

P res id en tE lec t*

V PO p era tion s ^

V PF in an ce*

V PM em b er

S ervices^

V PS tra teg y &P lan n in g ^

C h ap te rP res id en ts

P res id en t*

B ITL

B ITL B E TFD irec to rs^

B E TFD irec to rs

B E TF E xecu tiveD irec to r

C h a irm ano f th e B oard

B E TF

B D P A

Figure 2: BDPA Future Organizational Structure

45


The successful enterprise must align its business functions and its organizational structure to create a functional organization.

F u n c tion a l H ie ra rch y

A d m in is tra t iveA ss is tan t

N a t'l O fficeM an ag er

In te rn a lS u p p ort

E xte rn a lS u p p ort

C on fe ren ceA d m in

P u b licR e la tion s

P res id en tE lec t*

B u s in es sM an ag em en t

M ark e tin g

R ec ru itm en t

R e ten tion

A d m in is tra t ion

V PO p era tion s^M em b ersh ipM an ag em en t

B u d g e t

E xte rn a lF u n d in g

In te rn a lF u n d in g

A d m in in is tra t ion

V PF in an ce*

C areerD eve lop m en t

Tech n ica lD eve lop m en t

S IG s

C om m u n ica tion s

C on su m erB en e fits

A d m in is tra t ion

V PM em b er

S ervices^

P lan n in g

R e la tion s h ipM an ag em en t

O rg an iza tion

V PS tra teg y &P lan n in g ^

P res id en t*

B D P A

Figure 3: BDPA Functional Organization

46


Quick-Hit Project Definitions

Scope Estimates (Cost & Time)

Establish bylaw subcommittee to incorporate the changes

No-cost review of existing bylaws and recommendations; 3 months

Select new Vice Presidents No cost, elected officers will fill most positions; 1 month

Establish & distribute a marketing kit to all chapters to be used for seeking corporate donations

Stationary & publishing costs; 2 months

Establish membership drive

Establish member profile database

Recruit BETF Executive Director

Infrastructure Project Definitions

Scope Estimates (Cost & Time)

Eliminate redundant e-mail IDs

Savings of $80 per month; 2 months transition period

Evaluate BBS Savings of $500 per month?

Establish common e-mail for BoD

Set up National Office as the operational hub

47


Enterprise Transformation Schedule

ID Task Name

10 Administration Appointees Announced

11 Complete Transition to New Org. Structure

12 Bylaw presentation and review

13 Proposal for Bylaw Amendment due date

14 Formal Bylaw change submission

16 Bylaw vote/approval @ National Conference

18 National Board of Directors Meetings

19 NBOD 1996 Q4 Meeting



22 NBOD 1997 Q3 Meeting - National Conference


24

25

26

27

2/7/97 8:00 AM

2/15/97 8:00 AM

4/1/97 8:00 AM

4/1/97 8:00 AM

8/12/97 8:00 AM

Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 396 1997 1998 1999

48


49

Documents

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