Region 4 Conference, June 8 - 10, 2012
Leading Your Team to Victory – Day Two
Hosted by PMI Central Ohio Chapter
June 2012
1
Agenda – June 10, 2012
Time
Session Title
Room Location
Speaker
Third Base
7:00am – 8:30am
Breakfast
8:30am – 9:30am
Volunteer Relationship Management
System (VRMS) demonstration
McKinley Room
9:30am – 9:45am
BREAK
Hayes Foyer
Hayes Room
Drew Ihlenfeld
9:45am – 10:45am
Training and Certification Panel
McKinley Room
Richard Vail,
Stacey Stein,
Jim Donovan,
Mary Beth Imbarrato,
Connie Fryman,
Julie Breslow
10:45am – 11:45am
Birds of a Feather session
Garfield Room,
McKinley Room
Richard Vail
Wrap Up
McKinley Room
Jackie May
Home Plate
11:45am – 12:00pm
Region 4 2012 Conference
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Region 4 Conference, June 10, 2012
Volunteer Relationship Management System
Drew Ihlenfeld, Chapter Administrator
June 10, 2012 8:30 am to 9:30 am
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Reasons to Volunteer
Join the Excitement
Do Your Part
Keep Active
Grow from the experience
Raise Awareness
Personal Satisfaction
Meet New People
Develop new talents
Face new challenges
Learn and serve
Be a positive Influence
Be a part of a team
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PMI Volunteerism – Why do PMI
Members Volunteer
Build Professional Network
Expand Global Contacts
Gain Skills and Experiences
Develop as a Leader
93% Volunteers Achieved this Goal
An Engaged Member is a Retained Member
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Why Volunteers Opt Out
• Not Matching Volunteers’ Skills with Assignments
– 71% Lack Knowledge of Volunteer Availability
• Failing to Train, Support and Invest in Volunteers and Staff
– 43% Rated PMI Volunteer Support Resources as Good/Fair
• Failing to Provide and Develop Strong Leadership
– 75% Rated leadership abilities of the volunteer chair/leader
as good/fair
• Failing to Recognize Volunteers’ Contributions
– 77% Rated recognition they received as satisfactory
PMI Volunteers Continuing to
Serve 2010 79%
Increase from 2008 72%
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Chapters Greatest Challenge
Finding New Leaders
PMI’s 2011 Chapter Member Satisfaction Survey
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Volunteer Service Excellence
Volunteers and effective volunteer partnerships with staff
are the best way to accomplish the Institute’s goals and
objectives.
-
PMI Core Value, Strategic Plan (2008 / 2011 rev.)
Partnerships an undertaking to do something together, a relationship
that consists of shared and/or compatible objectives and an
acknowledged distribution of specific roles and responsibilities.
National Literacy Secretariat, 1995
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Volunteer Programs and Services Department
Established in 2011
Volunteer Programs
Volunteer Services
• Leadership Institute Meetings
•
PMI Learn
• Leadership Institute Master
•
Volunteer Role Studies
•
Volunteer Opportunities –
Class and MC Alumni
Volunteer Relationship
• Leadership Institute Volunteer
Planning Meeting
• Region Meeting Support
Program
Management System
•
Resources, Tools, Templates
•
Volunteer Policies and Procedures
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Volunteer
Resources
Programs:
-LIM / Master Class
-Region Meeting Support
Program
Highlights:
-VRMS
-Volunteer Role Studies
-PMI Learn
Increased Support:
-Additional Resources
-Awareness Communications
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Leadership Institute Program
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Excel As A Leader …
Leadership Institute Master Class (LIMC)
A year-long program that provides intensive training,
development and support for experienced PMI Volunteer
Leaders
Elements of the LIMC experience include:
• 3 multi-day face to face meetings
• Monthly Virtual Activities
• Partnership with Center for Creative Leadership
• 360 Degree Assessment
• Individual coaching sessions
• Diversity of Participants
• Peer-to-Peer Learning
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Region Meeting
Support
Program
• Content and Agenda
Development
• Speaker Support
• Leveraging Existing LIM
Meetings
• Utilize Technology to
expand reach and
support
• Establish consistent
Messaging and
Branding
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Chapter Volunteer Role Study
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Volunteer Role Delineation Studies
Objective:
•
Develop globally recognized, consistent approach to describe
Volunteer Roles and Responsibilities
Why are the Role Studies important:
•
Standardized roles = customized professional development
•
Improves your effectiveness as a leader
•
Creates a more efficient recruitment, orientation and transition process
•
Develops resources, tools and templates that are easily identified and
aligned with globally recognized roles
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2011 Volunteer Chapter Role Delineation
Study
• Current State:
– 270 Chapters around the World
– 406 Chapter Titles in the Component System
– Multiptle Titles being used for similar roles
– Similar Titles being used for very Different roles
– Leadership Content not alligned with roles
• Process:
– 300 Chapter Volunteers Participated in 5 Face-to-Face
Workshops
– 407 Volunteers Participated in 2 week Field Survey
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Chapter Volunteer Role Study
Summary
•
Volunteer Role Descriptions
– Most chapters are already aligned to these roles
– Generally, chapters are likely to adopt the current role descriptions – 83%
•
Volunteer Role Descriptions Requiring further study:
– VP of Professional Development
– Outreach ( Identified )
•
Transition and Succession Plans:
– Fewer than half of the Chapters have a transition plan in place
•
Leadership Skills deemed most important across ALL roles:
– Communication Skills
– Relationship/Networking skills
– Strategic Thinking
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Volunteer Relations
Management System
(VRMS)
Where Volunteer
Opportunities are Found
• Expand your Professional
Network
• Strengthen your Leadership
Abilities
• Build your Skills and
Experiences
• Discover Career Enhancing
Opportunities
• Earn PDU’s
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VRMS Development :
• Thousands of hours spent defining requirements
• Custom Built Solution with room to grow
• Over 11,000 development and testing hours
• Organized and executed two pilots - 149 volunteers / staff
• Developed Training and Support Resources
• Reorganized Leadership Institute department to Volunteer
Programs and Services department – home of the VRMS
VRMS built to support all Communities
Chapter, CoP, Global Operating Center
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Welcome to VRMS: Volunteers
Volunteers:
 Create and maintain
their service history in
one easy place
 Search and apply for
global and community
opportunities
 Apply on line see
applications in progress
 Integrated database
simplifies data entry
process
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Welcome to VRMS: Communities
Volunteer Coordinators:
•
Manage, create, and
post opportunities
•
Manage applications
•
Search for Volunteers
•
Integrated database
simplifies data entry
process
•
On-line application
process
•
Templates, standard,
automatic
communications
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VRMS: Member
Interest
• 135,000+ page views
• 18,000+ visits
• 15,000+ visitors
• 12,000+ views of “search for
an opportunity” page
• 7,500+ views of a specific
opportunity
• 2000 volunteers have
updated their profile
• 166 Opportunities Posted
• Approx. 826 positions
• 66 roles fulfilled
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VRMS: Chapter
Adoption
• 124 expressed
interest or going
through training
• 54 chapters have
coordinator access
• 28 chapters have
posted opportunities
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54 Chapters: VRMS Early Adopters
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Chapter/Community feedback:
“I have to say, I’m impressed with the VRMS. We’ve tried (unsuccessfully to
date) to build such a system for our local chapter…A quick and efficient
process!”
Lorraine Sanders - Northern Utah Chapter
“In our first batch, we published two volunteer opportunities. We received 14
applications in the first three days—that’s seven times what we had been
receiving in a month (for any opportunity)!“
Jose Alcala Gomez – Madrid Spain Chapter
“The tool brings people together, volunteers and people looking for
volunteers, on a local and on a global level…As community is one of PMI’s
cornerstones, the tool definitely plays into this as well.”
Daniel Hendling – Austria Chapter
“The system is expanding our communication with people interested in
supporting the chapter…Before VRMS, the chapter was restricted by a
manual process …certainly this system will improve volunteers’
satisfaction” Carla Krieger – Rio de Janeiro Chapter
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Chapter/Community feedback:
Recently I used PMI’s VRMS for recruiting 4 Leadership Council positions
and would like to share my experience in using the tool:
•
•
•
•
•
It was COOL using the tool – very user-friendly, good navigation, help
buttons, etc.
Training material and documentation on using the tool was fabulous
Look and feel & Response time of the system was very good
It provided me the opportunity to attract the best talent (profiles that
matched my requirement) as the system is accessible to ALL the
members of PMI – wider audience, greater/global coverage,…
Work Flow system in the tool was excellent. I got promptly notified
whenever any new candidate applied for any of the positions opened
by me
I am sure, it will be a great tool for the PMI volunteers looking for
opportunities and for PMI staff and Volunteer Coordinators to find and
attract the right talent for the right position.
G Kannan – Financial Services Industry Community of Practice
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VRMS – Opportunities to Embrace
• Language Issues – VRMS application and auto emails are in English,
but chapters have begun to post in native languages
• Search Functionality - limited in scope and difficult to navigate
through results
• Need for Volunteer Management Support - VRMS supports
volunteer recruitment and application process, not the volunteer
management process
– Chapters are asking for materials/tools to assist with next steps.
• Volunteer Interest High…Members want to be Engaged
– PMI needs to offer More Opportunities
• Inaccurate imported Data
– Inaccurate Information imported from Component System to
VRMS into Volunteer Profiles ( Volunteer Profiles)
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Online Community Site: VRMS for
Volunteer Community Coordinators
• Link to User Guide
• VRMS Training
Webinar for
Volunteer
Coordinators
• Volunteer Role
Templates
• PDF of external
FAQs
• Screenshots of 5
steps to post a
Volunteer
Opportunity
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PMI Marketing Portal
• New Volunteer Management
Tools Under development
• Objective: Assist community
leaders in recruiting, managing
and recognizing their
volunteers
• Volunteer Management
Material to include such things
as Welcome Letters,
Recognition Certificates
• “Button” for use on Chapter
website directing volunteers to
VRMS,
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How to Adopt the VRMS :
•
Fill out the Chapter/Community Interest Form online
– https://pmi.wufoo.com/forms/vrms-chaptercommunity-interest-form/
– Indicate your Chapter/Community name, President, and VRMS
Volunteer Coordinators (maximum of 2)
– Include PMI.org username(s) for access to Online Community Site
•
You will receive an email confirmation asking you to
– Log in to the Online Community Site and view VRMS training webinar
and User guide
– Email [email protected] to confirm your training is complete,
request additional one-on-one training, ask questions.
•
You will then be granted access as Volunteer Coordinator in VRMS
– Begin to post opportunities to support your Chapter/Community’s
volunteer activities
•
Stay Connected via the VRMS Community Site
– Learn and share with Volunteer Coordinators through out the World
– Take advantage of support from PMI Global Operating Center
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PMI Volunteerism
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Volunteer Marketing Support
Print Ads
Meeting Journals
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PMI Volunteerism Communications
•
PMI Today – PMI members
•
Community Post
•
Regional e-Links (Brazil,
Asia-Pacific, EMEA, Korea,
and Latin America)
•
Manage India – PMI
members in India
•
Credential Passport – PMI
credential holders
•
Friday Facts – PMI
community leaders
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PMI Learn
Where Leadership
Skills are Developed
• Engage in Web Based
Courses
• Strengthen your
Leadership Abilities
• Participate in skillsspecific learning modules
• Access Leadership
Development Content
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Thank You
© 2011 Project Management Institute
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Region 4 Conference, June 8 - 10, 2012
Leading Your Team to Victory – Day Two
Hosted by PMI Central Ohio Chapter
June 2012
37
Let’s take a break
Region 4 2012 Conference
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Region 4 Conference, June 8 - 10, 2012
Leading Your Team to Victory – Day Two
Hosted by PMI Central Ohio Chapter
June 2012
39
Region 4 Conference, June 8 - 10, 2012
Training and Certification Panel
Richard Vail, Moderator
June 10, 2012 9:45 am to 10:45 am
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Why would PMI Chapters be interested in
doing “TRAINING”?
Because:
Training provides value
to the local community
Training and Certification Panel
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Training provides value to the local
community
• As a Chapter of PMI, we are able to provide a high
grade and a high quality PMP Certification course at
about ½ the cost of commercial providers
• Individuals can participate in PMP Certification
training with little or no travel expense.
• Local networking for participants enables enhanced
“support group” activity.
Training and Certification Panel
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Why would PMI Chapters be interested in
doing “TRAINING”?
Because:
Training enhances our
understanding of the
PMBOK®
Training and Certification Panel
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Training enhances our understanding of the
PMBOK®
• Our instructors continue to develop their understanding of
the PMBOK®
– Synergistic expansion of knowledge
• Some of our instructors have been identified as
“PMBOK® experts” and have found related extensions of
their experience as instructors for our chapter in their
place of employment.
• Enhanced confidence in the “Standard” and more able to
implement that standard in their work environments.
Training and Certification Panel
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Why would PMI Chapters be interested in
doing “TRAINING”?
Because:
Training keeps members
engaged in the activities
of the chapter.
Training and Certification Panel
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Why would PMI Chapters be interested in
doing “TRAINING”?
Because:
Training promotes an ANSI
Standard
(The PMBOK®)
for
project management.
Training and Certification Panel
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Training promotes an ANSI Standard
(The PMBOK®) for project management.
• Moving forward toward a commonly accepted
vocabulary and understanding of what “Project
Management” is, helps all project environments
become more capable of executing those projects.
• In Short, we are helping to make organizations
more successful.
Training and Certification Panel
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Why would PMI Chapters be interested in
doing “TRAINING”?
Because:
Training produces a
positive cash flow for
the chapter.
Training and Certification Panel
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Training produces a positive cash flow for
the chapter.
• In general the Central Ohio Chapter has been able
to provide the PMP Certification training while
keeping the expense to provide the training to
about 60% of the revenue produced.
• 100% of Revenue minus 60% expense = 40% net
income.
Training and Certification Panel
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Region 4 Conference, June 8 - 10, 2012
Leading Your Team to Victory – Day Two
Hosted by PMI Central Ohio Chapter
June 2012
50
Region 4 Conference, June 8 - 10, 2012
Birds of a Feather
Richard Vail, Moderator
June 10, 2012 10:45 am to 11:45 am
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Birds of a Feather – 2nd Inning
• Large Group Facilitator: Richard Vail
• Instructions (50 minutes):
1. Break into Birds of a Feather Groups (you registered)
2. Each group must have Leader and Scribe roles
3. Each group will present discussion to large group
(3 minutes each)
4. After session, scribe turns in template to Richard
• 2nd Inning Topic:
– How could these live on after Region 4 Conference is
over (e.g. teleconferences, meetings, blogs, events)?
Who would like to facilitate this Birds of a Feather Team
after the conference? If extra time, tackle one of lunch
topics.
Region 4 2012 Conference
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Birds of a Feather – 2nd Inning
• 2nd Inning Topic:
– How could these live on after Region 4 Conference is
over (e.g. teleconferences, meetings, blogs, events)?
Who would like to facilitate this Birds of a Feather Team
after the conference? If extra time, tackle one of lunch
topics.
Region 4 2012 Conference
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Birds of a Feather – 2nd Inning
• Large Group Facilitator: Richard Vail
• Review Instructions (25 minutes):
1. Each group will present discussion to large group
(3 minutes each – yes, you will be timed)
2. After session, scribe turns in template to Richard
• 2nd Inning Topic:
– How could these live on after Region 4 Conference is
over (e.g. teleconferences, meetings, blogs, events)?
Who would like to facilitate this Birds of a Feather Team
after the conference? If extra time, tackle one of lunch
topics.
Region 4 2012 Conference
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Birds of a Feather – 2nd Inning
• Red = Current Presidents
• Purple = President Elects/Past Presidents
• Blue = Programs
• Green = Operations, Finance, and Technology
• Yellow = Membership/Volunteer Management/Mentoring
• Silver = Marketing/Public Relations/Outreach/Sponsorship
• Orange = Education/Professional Development
Region 4 2012 Conference
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Region 4 Conference, June 8 - 10, 2012
Leading Your Team to Victory – Day Two
Hosted by PMI Central Ohio Chapter
June 2012
56
Region 4 Annual Meeting
Post Game Review
Jackie May, Region 4 Mentor
June 10, 2012
11:45 am to 12:00 pm
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Thank you!
• Thank you to the Central Ohio Chapter and their volunteer team
for hosting!
• Thank you to the chapter volunteers for giving your time and
energy!
Region 4 2012 Conference
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Post Game Events
• PMI LIM in Vancouver, BC Canada, October 20-23
• Region 4 2013 Meeting in Travers City, Michigan (hosted by
Western Michigan Chapter)
• Region 4 2014 Meeting in NYC (with possible collaboration of
Region 3)
• Keep the “Birds of a Feather” meetings going!
• Post Meeting Actions:
– Remember to log your PDUs!
– Meeting survey: http://www.surveymonkey.com/s/8NKPVT7
• Travel Safely!
Region 4 2012 Conference
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