2015 16th Annual PABUG Conference

PABUG’s Guide to Conference Planning and Establishing a Successful

Non-Profit 501(c) (6) Organization

PABUG Officers, Special Resources, and Track Leaders

2015 16th Annual PABUG Conference

General Announcements:• Please turn off all cell phones/pagers• If you must leave the session early,

please do so as discreetly as possible • Please avoid side conversations

during the session• Questions will be answered …..

Thank you for your cooperation

2015 16th Annual PABUG Conference

PABUG

• Officers• Special Resources

– CPE Coordinator

• Track Leaders• Hotel and Technology Liaisons• Board of Directors• Professional Technology Developers• Accountants

• Constitution

Truly a Team Effort!

2015 16th Annual PABUG Conference

PABUG

• OfficersPresidentPresident Rhoni Ryan

Swarthmore Collegerryan1@swarthmore.edu

Provides leadership in accordance with the organization’s constitution. Manages all organizational event planning efforts such as the Annual Fall conference and provides direction to the Track Leaders and Special Resources personnel.

Vice President Michael WhiteSlippery Rockmichael.white@sru.edu

Assists the President and serves as the President Elect. Manages organizational event planning efforts such as the Annual Fall conference and provides direction to the Track Leaders and Special Resource personnel.

Treasurer Alice FaraoneVillanova UniversityAlice.Faraone@villanova.edu

Manages the organizations financial affairs, disburses funds for Officer approved organizational related events.

Secretary Amy HooperDrexel Universityarh99@drexel.edu

Provides organizational support for correspondence and administrative efforts regarding events and meetings with the Officers, Track Leaders and Special Resources personnel at the request of the President.

Past President Dorie MinichDickinson Collegeminichd@dickinson.edu

Participates with Officers, Track Leaders and Special Resources personnel for organizational related events. Provides applicable advice and support to the President and Officers as required.

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• Special ResourcesPresidentEllucian Account Manager Kevin Waterman

Ellucian Account ManagerKevin.waterman@ellucian.com

Ellucian Client Partner, Helps coordinate Ellucian employee representation at PABUG events.

Ellucian Resource Coordinator Manny PenaLehigh Universitymjp8@lehigh.edu

The organization liaison with Ellucian. Manages the effort to gain Ellucian support and participation in PABUG events.

Conference Coordinator Cathy ConnorVillanova UniversityCatherine.connor@villanova.eduCindy BilgerBucknell Universitycbilger@bucknell.edu

Manages efforts associated with conference planning and execution.

CPE Coordinator Kim FremontSwarthmore Collegekfremon1@swarthmore.edu

Administers CPE credit program for the organization. Duties include: Advising the executive committee on all matters CPE, managing organization CPE licensing, communicating with state CPE board on behalf of the organization, review and designation of CPE course offerings, administration of course attendance record keeping, filing of CPE credit information with the state board and oversight of CPE credit certificate provision

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• Special ResourcesPresidentRegistration Coordinator Beth Hess

Saint Joseph’s Universityhess@sju.edu

John WyschynskyjSaint Joseph’s Universityzjw@sju.edu

Manages conference registration. Assists with conference registration

Vendor Coordinator Jane GilbertUniversity of Pennsylvaniajgilbert@upenn.edu

The organization vendor liaison. Manages the effort to gain vendor support and participation in PABUG events

Web Communications Coordinator Terry BeardDickinson Collegebeardt@dickinson.edu

Responsible for coordinating PABUG.org communication and web updates with Web Technical Coordinator. Responsible for all communications with PABUG listserve emails, LinkedIn and Twitter announcements. Responsible for maintaining Ellucian eCommunities PABUG presence and all presentation uploads

Web Technical Coordinator Dorie MinichDickinson Collegeminichd@dickinson.edu

Manages PABUG website for webpage upgrades, plugins management, template, etc. Responsible for listserve membership management, upgrades etc. Responsible for hosting site management. Responsible for user access/security for LinkedIn, DropBox & website. Responsible for domain management.

Mobile Coordinator Jonathan WheatJCMP Labsjwheat@jcmplabs.com

Develops mobile applications for the PABUG organization, primarily for the annual fall conference.

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• Track LeadersAccounts Receivable Focus on effective use and management of Ellucian administrative technology and other associated products in conjunction with

the accounts receivable business process.

Admissions Focus on effective use and management of Ellucian administrative technology and other associated products in conjunction with the admissions and enrollment management business processes

Advancement Focus on effective use and management of Ellucian administrative technology and other associated products in conjunction with institutional advancement and college relations.

Finance Focus on effective use and management of Ellucian administrative technology and other associated products in conjunction with financial operations.

Financial Aid Focus on effective use and management of Ellucian administrative technology and other associated products in conjunction with financial aid.

Human Resources Focus on effective use and management of Ellucian administrative technology and other associated products in conjunction with human resources and payroll

Leadership Focus on topics such as leadership, project management, team building, management issues etc. for those individuals in or aspiring to be in a leadership position.

Mobile Focus on the effective use and management of mobile products and other associated technology solutions.

Portal Focus on the effective use and management of portal products and other associated technology solutions.

Student Focus on effective use and management of Ellucian administrative technology and other associated products in conjunction with business processes typically conducted by the student registrar or academic affairs offices

Technical Focus on the effective use and management of Ellucian and associated technology solutions from the technical standpoint. Specific disciplines represented: Database Administration, Application Development, Data Warehousing, Data Architecture, Project Management, and other associated disciplines.

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• Hotel and Technology LiaisonsHarrisburg/Hershey Holiday Inn in Grantville PA

Ron Hess Manages all Hotel & Food logistics and coordinate with PABUG Conference Coordinators and entire Planning team

MultiMedia Staging, Inc. Barry Bedford Manages all A/V requirements for PABUG Conference

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• Board of DirectorsBucknell University Cindy Bilger cbilger@bucknell.edu

California University of Pennsylvania

Brian Kraus kraus@calu.edu

Community College of Philadelphia

Jody Bauer jbauer@ccp.edu

Delaware County Comm College

George J. Sullivan gsullivan@dccc.edu

Dickinson College Jill Forrester forrestj@dickinson.edu

Drexel University Bebe Daily bd32@drexel.edu

Duquesne University Paul Allison allison@duq.edu

East Stroudsburg University

Bob D’Aversa rfdb@po-box.esu.edu

Edinboro University Sallie Terpack terpack@edinboro.edu

Harrisburg Area Community College

Peter Chanda ppchanda@hacc.edu

Immaculata University Grant Davis gdavis@immaculata.edu

Indiana University of PA Jeff Montgomery jmontgom@iup.edu

Lafayette College Paulette Poloni polonip@lafayette.edu

La Salle University Alicia Stonesifer stonesifer@lasalle.edu

Lehigh Carbon Community College

Don Thaler dthaler@lccc.edu

Lehigh University Manny Pena mjp8@lehigh.edu

Messiah College John Luft jluft@messiah.edu

Millersville University of PA

Imre Gajari Imre.gajari@millersville.edu

Philadelphia College of Osteopathic Medicine

John Haydt johnha@pcom.edu

Saint Joseph’s University Beth Hess hess@sju.edu

Shippensburg University Dennis Mathes dhm@ship.edu

Swarthmore College Rhoni Ryan rryan1@swarthmore.edu

Temple University Barbara Dolhansky barbarad@temple.edu

Thomas Jefferson University

Eric Richardson eric.richardson@jefferson.edu

University of Pennsylvania

Jane Gilbert jgilbert@upenn.edu

University of Scranton Cindy Hricko hrickoc1@scranton.edu

Villanova University Catherine Connor Catherine.Connor@villanova.edu

Wilkes University Cheryl Yustat cheryl.yustat@wilkes.edu

York College Brian Smeltzer bksmeltz@ycp.edu

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• Professional Technology DevelopersJCMP Labs Jonathan Wheat Develops mobile applications for the PABUG organization, primarily for

the annual fall conference. Also developed custom PABUG session entry and schedule building application. Looking to work with Jon in the future to improve Registration process as well.

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• AccountantsATA Financial Group, LLC 1044 Third Street, Whitehall, PA 18052

Phone: 610.433.3866 Fax: 610.433.0498Responsible for PABUG organization annual tax filing and responsible for helping establish official 501(c)(6) PABUG organization.

– Initial filing: IRS required that PABUG file tax returns for the previously 3 years

• Needed to provide the following:– Name of the person currently in charge of the checkbook (Treasurer)– Bank statements – Address of where the checkbook and bank statements are physically kept – Telephone number of Treasurer– Name of the person that will sign the returns (President or Treasurer, but could be any

officer, we chose President)

– Ongoing…PABUG will file yearly tax returns via ATA Financial Group

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• Constitution– http://pabug.org/mission-statement/constitution/

• ARTICLE II Mission Statement– The purpose of this organization is to develop and maintain a

network of Pennsylvania Higher Education Institutions who use Ellucian Banner software. PABUG will promote effective use of Ellucian Banner technology, within each member institution by:

• Maintaining a web site: http://pabug.org, and on eCommunities.• Establish and maintain a mailing list in order to facilitate

communications.• Exchange of information among users through personal relationships,

presentations, discussions, formal and informal meetings, and online venues so as to act as a collective voice to influence the Ellucian product and policy direction.

• Constitution changes occur at the May retreat

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• Yearly Routine– 2 Day Planning Retreat (typically in May)

• Day 1: Officers, Special Resources retreat• Day 2: Officers, Special Resources, Track Leaders retreat

– Bi-weekly phone conference calls with entire planning group starting in June through November

– Hotel Planning (typically in October)• Meet with Hotel Staff and conference A/V Staff a month

before the annual conference

– Hotel walk-through the night before the conference begins with Hotel staff, Officers and Special Resources

– Final wrap-up conference call in December

2015 16th Annual PABUG Conference

PABUG

• They say “it takes a village” and the PABUG is no exception!

2015 16th Annual PABUG Conference

Open to the Floor

• Questions• Comments

2015 16th Annual PABUG Conference

Please take time to complete our Conference and Session

evaluations.

YOUR INPUT MATTERS!!!