Business Area Architecture (BAA)

ISSUE: 3

BDPA

Information Technology Thought Leaders

Business

Area

Architecture

Report

8/24/2001 5:21:00 PM

B D P A I N F O R M A T I O N T E C H N O L O G Y T H O U G H T L E A D E R S

Business Area Architecture Report

BDPA 1111 14th Street, N.W • Suite 700

Washington, D.C. 20005 Phone 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 4

BUSINESS STRATEGY SUMMARY 6

CASE FOR ACTION 6

MISSION STATEMENT 7

BUSINESS OBJECTIVES 7

SPECIFIC STRATEGIES 7

NEW PRINCIPLES 8

BUSINESS PROCESS PRINCIPLES 8

ORGANIZATIONAL PRINCIPLES 8

LOCATION PRINCIPLES 8

APPLICATION PRINCIPLES 8

DATA PRINCIPLES 8

TECHNOLOGY PRINCIPLES 8

FUTURE-STATE BUSINESS PROCESSES 11

BUSINESS MANAGEMENT PROCESS DEFINITIONS 12

MEMBERSHIP MANAGEMENT PROCESS DEFINITIONS 20

FINANCE MANAGEMENT PROCESS DEFINITIONS 24


MEMBER SERVICES PROCESS DEFINITIONS 25

STRATEGIC PLANNING BUSINESS PROCESS DEFINITIONS 32

ORGANIZATION MODEL 38

QUICK-HIT PROJECT DEFINITIONS 40

INFRASTRUCTURE PROJECT DEFINITIONS 40

ENTERPRISE TRANSFORMATION SCHEDULE 41


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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.

Overview of Business Area Architecture

Business 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

Part

A

B


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


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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 Summary

Case For Action The ETP identified the following compelling reasons to change:

t BDPA is doing very little to accomplish its mission

t Current programs offer very little value to members

t Membership is disenchanted with local support from the National BDPA

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

t The ratio of members to minority IT community is shrinking

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

t BDPA continues to lose many of its talented members

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

t Strategic alliances with the IT industry are non-existent

Part

B

T


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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 Objectives To 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 Strategies BDPA 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


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New Principles

To 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

t Maintain tight metrics & performance measurement

t Establish & maintain consistency of strategy & execution

Organizational Principles

t Build transition strategy into the organizational structure

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

t Recognize behavior that is exemplary to the entire organization

t Cascade National organizational model down to the chapters

Location Principles

t Communicate directly with members (web site, journal, email)

t Manage membership process performed entirely at the national level

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

Application Principles

t Develop and maintain leading edge applications that can be utilized across BDPA

t Practice reuse across BDPA; do not reinvent the wheel

Data Principles

t Capture data once - at the source (eliminate transmittals)

t Capture demographic data

Technology Principles

t Use leading edge technology in all that we do

t Solicit advice from subject matter expert members in technology decisions


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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.

Thus, 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

T


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Future-State Business Processes

The 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

Business Process Hierarchy

Internal

Support

External

Support

Conference

Admin.

Public

Relations

Outreach

Programs

Business

Management

Marketing

Recruitment

Retention

Administration

Membership

Management

External

Funding

Internal

Funding

Administration

Finance

Career

Development

Technical

Development

SIG's

Communications

Consumer

Benefits

Administration

Member

Services

Planning

Relationship

Management

Organization

Strategy &

Planning

BDPA

Figure 1: BDPA Future Business Process Hierarchy


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Business Management Process Definitions

Segment Sub-Segment Process 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

1.1.1.2.4

Categorize policies and

procedures

1.1.1.2.4.1

Categorize by National

Office


13131313


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 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


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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

Post Bylaw amendment

status report

1.1.2.8.1

Develop Bylaw

amendment status report

1.1.2.8.1.1

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


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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

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


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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

Correspondence

1.1.5.1

Prepare quarterly minutes

1.1.5.1.1

Attend quarterly BOD

and NEC meetings

1.1.5.1.1.1

Capture minutes of

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


for quarterly BOD

meetings

1.1.6.1.1.2


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


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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

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


18181818


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

Compliance

1.2.2.1

Assure Insurance

Compliance

1.2.2.1.1

Maintain Insurance Policy

1.2.2.1.1.1

Update officers, 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


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Membership Management Process Definitions

Segment Sub-Segment Process Steps Process Tasks Activities Applications 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 listings

2.1.2.2.3

Keep FTP files current

National Web Site

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


21212121


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 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


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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

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


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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 Operations

Toolkit (templates)

2.4.2.3.1

Provide and update

electronic templates

and documentation

for chapter

management,

incorporation,

membership, etc.

2.4.2.3.1.1

Update :

- Qtrly/Annual 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


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Finance Management Process Definitions

Segment Sub-Segment Process Steps 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/operations

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/operations

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 projected

implementation date

MS Word, PP,Excel Budgets

Strategic Pl

Members. #s


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Member Services Process Definitions

Segment Sub-Segment Process Steps 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


26262626


Data Location

4.1.1.1.2

Develop central

tracking mechanism

which monitors

member placement

based on career options

4.1.1.1.2.1

Create a process

that 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

Visual Basic

Job & resume bank

Web host server

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


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Data Location

4.1.2.1.2.2

Identify

additional

popular regional

and national

career sites and

link to national

web site

Web site

I/T career

Web host server

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

recommended

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


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Data Location

4.1.4

Resume skill set search

services

4.1.4.1

Determine I/T career

options

4.1.4.1.1

Develop central

repository mechanism

which houses resumes

based on I/T career

options

4.1.4.1.1.1

Devise a routine

process which

collects resume

information

from local

chapters

Visual Basic

Skill set database

Web host server

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

4.2.2.2

Identify potential

SIGS programs

beneficial to membership

4.2.2.2.1

Establish methods of

implementing new

SIGS


29292929


Data Location

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 topics

4.3.2.2.1


ensuring current trends

are 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


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Data Location

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


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


securing articles from

outside

sources(corporate,

networks

4.3.2.6.1

Establish affiliations

with computer related

organizations to utilize

their resources

4.4

Consumer benefits

4.4.1

Design/implement

consumers benefits

(provide

software/hardware,

member)

4.4.2

Benefits discount


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Data Location

4.5.1

Maintain resume

database

4.5

Administration

4.5.2

Maintain job database


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Strategic Planning Business Process Definitions

Segment Sub-Segment

Process Steps 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

5.1.1.2.3.3

Conduct

Meeting


33333333

Segment Sub-Segment


5.1.1.2.3.4 Set

Goals and

Objectives

5.1.1.2.3.5

Document

Changes and

Modifications

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 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


34343434

Segment Sub-Segment


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 Community

5.1.3.1.6 Consolidate

Planning Data Sources

5.1.3.2 Build Conference

Plan


Planning Data Sources

5.1.3.2.2 Form

Conference Strategy

Team


35353535

Segment Sub-Segment


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


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

5.1.3.3.5 Produce


Plan (final version)

5.1.3.4 Implement Plan 5.1.3.4.1 Publish


Plan



Plan

5.1.3.4.3 Post


Plan to Natonal

Website


36363636

Segment Sub-Segment


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

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


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


37373737

Segment Sub-Segment



5.2.2 Develop

Outreach Programs

5.2.2.1 Prepare for

Planning Process


Planning Sessions



5.3 Organization 5.3.1 Manage

Organization

Performance

5.3.1.1 Prepare for

Planning Process


Planning Sessions



5.3.2Mantain

Organization

Structure

5.3.2.1 Prepare for

Planning Process


Planning Sessions



5.3.3 Develop

Recognition

Programs

5.3.3.1 Prepare for

Planning Process


Planning Sessions




38383838

Organization Model

To 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.

Future Board of Directors

Administrative

Assistant

President

Elect*

VP

Operations^

VP

Finance*

VP

Member

Services^

VP

Strategy &

Planning^

Chapter

Presidents

President*

BITL

BITL BETF

Directors^

BETF

Directors

BETF Executive

Director

Chairman

of the Board

BETF

BDPA

Figure 2: BDPA Future Organizational Structure

*Elected Officer

^Selected Officer


39393939

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

Functional Hierarchy

Administrative

Assistant

Nat'l Office

Manager

Internal

Support

External

Support

Conference

Admin

Public

Relations

President

Elect*

Business

Management

Marketing

Recruitment

Retention

Administration

VP

Operations^

Membership

Management

Budget

External

Funding

Internal

Funding

Admininistration

VP

Finance*

Career

Development

Technical

Development

SIGs

Communications

Consumer

Benefits

Administration

VP

Member

Services^

Planning

Relationship

Management

Organization

VP

Strategy &

Planning^

President*

BDPA

Figure 3: BDPA Functional Organization


40404040

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


41414141

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 3

96 1997 1998 1999


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