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October 23, 2006
Manila, Philippines
Ateneo de Naga UniversityAlumni Association
Re-building & Re-inventing for Service Driven Alumni
Association
Charlie VillaseñorPresident, Ateneo de Naga Alumni Association
President, Ateneo de Naga HS 82 Alumni
Email: [email protected]
Agenda
Ateneo de Naga Alumni AssociationBackground
Why Re-invent & Re-buildOur Key Challenges
How we’re Meeting that ChallengeGovernance & Organization
Service FocusBusiness Agenda
Where we are todayThe Bottom line
Leveraging Global Reach
Next Steps
Ateneo de Naga UniversityAlumni AssociationADNUAA® Confidential
Our Alumni Association- background
The by-laws needs to be reviewed and amended to meet current
requirements
Our organization set-up is not adequately addressing
opportunities and key opportunity areas
Our SEC, BIR and other business permits are expired
We do not have a working Secretariat neither a Secretariat office
The association is not in good financial position do not have
money except the first annual dues given to us by new graduates
We are not taking advantage of our association many
opportunities. We are not making use of new technologies.
There are missed opportunities in integrating with alumni based
overseas
In 2007 we’ve looked at our Alumni Association and found many opportunities for improvement. Some of them are the following
Ateneo de Naga UniversityAlumni AssociationADNUAA® Confidential
Changes are clearly needed
Review and make our by-laws current in meeting new
requirements, opportunities and challenges
We established a full-time Secretariat office in Manila: Established members database
Issue communications and become center for information
Carry-out day to day operations such as fund-raising
programs
Organize regular business forums, retreats, sports, all events
Coordinate with satellite secretariat in Naga and int’l chapters
Take advantage of new technology to facilitate the work and look at this as potential areas of revenue generation
It will help our association if we :
Ateneo de Naga UniversityAlumni AssociationADNUAA® Confidential
Participation Issues
A common obstacle to having alumni get involve in alumni activities are many such as:
Reasons for poor participation• Lack of information• Lack of variety of activities• No regular contact center for getting
information• It requires money to participate• Too diverse profiles of alumni
Involvement is especially difficult to manage within large, geographically dispersed members of our alumni community
Ateneo de Naga UniversityAlumni AssociationADNUAA® Confidential
Little-participation
How a well established Secretariat Office can help
•Proper Governance => Fiscal controls• Service Oriented => Customer driven• Information Center => Faster turn-around•Revenue Generator=> Business orientated• Integration w/ chapters => Leverage technology
A Manila Secretariat Office Can Add Value
A well managed system and
proper Secretariat infrastructure
More Participation
Ateneo de Naga UniversityAlumni AssociationADNUAA® Confidential
Impact of a Central Secretariat Office
Few Many More
Fiscal Controls
Community
RevenueGenerator
Efficient Membership Reach
Service oriented
Regional & International
Manila/ Philippines
Naga /Bicol
A Central Secretariat Office in Manila extends our options
Ateneo de Naga UniversityAlumni AssociationADNUAA® Confidential
The New Challenge for Our Alumni Association Organization & Governance
Need to integrated with Alumni head office and Manila Chapter We need sustainable leadership and proper governance structure Getting close to the majority membership base Centralized full time working Secretariat is key Fiscal controls (ie; independent auditors)
Service Driven Understanding demographic profiles Introduce services that are diverse and relevant to specific groups Measure and manage continuous improvement Use technology such as internet, VOIP, and mobile phones
Resource Management Grow our financial capability to be able to run our programs (ie;
provide outreach, donate to our schools/scholars, medical missions) Secure support from capable members Prioritize on high-yielding revenue generators, fiscal discipline Identify innovative programs to draw resources
Ateneo de Naga UniversityAlumni AssociationADNUAA® Confidential
We’re going to make it work in our association
To do that we’ll have to meet the challenges of: No available full time working Secretariat Traditional by-laws and governance structures Old time practices No adequate infrastructure Poor “branding” and marketing of our services, opportunities
We can change it for a better alumni association: Update our by-laws and comply with regulatory requirements Service driven association
Deliver value to the membership base Support all chapters Key performance management
Manila based Central Secretariat Office that can handle: Research & Communications Events and project management Revenue generation activities
Ateneo de Naga UniversityAlumni AssociationADNUAA® Confidential
And we’re getting after it
By moving forward on all three fronts simultaneously: Review and update by-laws
Comply with regulatory requirementsGrow involvement and line-up of alumni leadersWell established fiscal controls
Proper Governance
Service oriented
Resource Management
Know the curent demographics and databaseIdentify key services requirementsEffective and full time working SecretariatManage key performance indicators – use available technologyEfficient use of resourcesRight revenue enablersInnovative programsMeasure and manage
Ateneo de Naga UniversityAlumni AssociationADNUAA® Confidential
Manila Central Secretariat is a big part of the answer
Established this office in phases:
Around 2, then 3-4 people
Secure basic office equipments and tools
Move into generating sources of funding
Aggressive communication campaigns for events
Make this Secretariat available to Chapters (local & Intl)
as well as different batch groups who may want to avail
of their services.
Ateneo de Naga UniversityAlumni AssociationADNUAA® Confidential
Good for Alumni and also our School
Benefits to Alumni: Can easily access and get involve in the association There is a well defined and structured process to participate Avail of membership services and opportunity to also serve Assurance of proper management and proper controls Being part of a system of having continuous improvement
embodying the ideals of an Ateneo de Naga alumni
Benefits to our school: Closer cooperation and collaboration with the alumni Have a more organized channel of communication More efficient coordination when fund sharing is necessary Partnership approach in building the Ateneo De Naga brand Potential for more strategic joint programs
Ateneo de Naga UniversityAlumni AssociationADNUAA® Confidential
Where we are today... Leveraging our Manila Chapter
Manila Chapter 2007 officers very supportive of the plan forward Manila Chapter have offered resources to kick-off the program Manila Chapter willing to support the big picture and for them to also
benefit
Informal Surveys in Naga and USA Naga team recognizes the need to make the changes USA based alumni would like more collaboration with Philippines Invitation to USA Convention “All USA Ateneans” in July 2008, Chicago
Next Steps Do a Strategic Planning session by January 2008 Secure the Secretariat office and Hire the resources Share this to the Grand Alumni Reunion in Naga on 30 December 2007
and secure further support
Ateneo de Naga UniversityAlumni AssociationADNUAA® Confidential
The Bottom Line...
A co-ordinated approach
Centralized Secretariat Governance & Service
Manila base New By-laws
focus on delivery Service focus
Measure & manage Proper Controls
Will improve the overall
performance of the alumni association
WE can do it!
Ateneo de Naga UniversityAlumni AssociationADNUAA® Confidential
In Summary
Establishing and preparing the new organization model
Puting in place a more effective Secretariat Center
Delivery of more diverse and relevant services
Making the fiscal controls in place
Setting some business objectives for sustainable long-term growth
Getting more alumni inspired to participation
Working closely with the Ateneo de Naga University
By January 2008: We need to do more detailed strategic planning and project
management
We’re changing the way we will run our alumni association