Volunteer Onboarding October 2013

Agenda

• SOC Chapter Mission and Volunteer Vision • Volunteer Onboarding Manual

• VRMS (Volunteer Relationship Management System)

• Volunteer SOC Web Presence

• FAQs

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PMI-SOC Mission

To enhance the practice of project management throughout our membership community in a professional and proactive manner

PMI-SOC Volunteer Management Vision

• Volunteers will have a rewarding experience that will be both beneficial to the chapter and satisfying for themselves

• PMI-SOC’s mission and value proposition will be better accomplished with the effective use of its volunteer resources

• Volunteers will be recognized for their contributions to the chapter in a timely and transparent fashion

PMI-SOC Value Proposition

PMI-SOC is a volunteer driven organization with the objective of promoting, the adoption, advancement, and success of project management in organizations. PMI-SOC is a focal point for transferring PM knowledge to its members and to anyone else interested in the practice of PM PMI-SOC current strategies to realize this objective can be summarized as follows: Effective Communications • Better communications of the benefits and value of being a PMI member to current SOC members and

potential new members

• Creating networking opportunities for PMI-SOC members to effectively communicate among themselves

Promotion of Project Management

• Supporting other PMI chapters and Specific Interest Groups (SIGs)

• Being involved in Project Management Conferences/Symposiums

• Promoting and supporting Project Management education/training

• Sponsoring Project Management Professional (PMP) certification and recertification

• Organizing a program of PM oriented meetings, events and presentations

• Creating local student groups and other Chapters

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PMI-SOC Organization Structure

• PMI-SOC is managed by a Board of Directors elected by its members

• The Directors are assigned to various portfolios to effectively run the chapters’ business and initiatives

• All PMI-SOC Chapter portfolios for the fiscal 2014 are part of the Operations Committee

• The Operations Committee is responsible for the ongoing operational activities and functions of the Chapter

• The Governance Committee is responsible for setting the agenda for the chapter and ensuring that it is operating effectively

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PMI-SOC Protocol

As a member of PMI-SOC it is expected members would be flexible to provide voluntary work in some capacity in accordance with the chapter operational guidelines, and hence agree to follow up on all relevant chapter protocols as outlined below; • Agree to adhere to the terms of the PMI-SOC Confidentiality Agreement. Its mandatory all volunteers sign

the confidentiality agreement

• Contribute volunteering time without expectation of financial compensation or any other form of remuneration from PMI or the PMI-SOC

• As a member of a project team, it is expected the assigned tasks and deliverables are completed within agreed timelines. In case you are unable to commit to an initiative, you are expected to review it with the project sponsor and provide an advanced notice ahead of time

• Record the actual hours and duration of the assignments on regular basis, for your own purposes and in case you are audited by PMI.org, it is recommended you familiarize yourself with the Volunteer Relationship Management System (VRMS) reporting system. For more information about the VRMS, please see the below link

http://www.brainshark.com/pmiorg/VRMS_Guide

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At PMI-SOC, volunteers are vital partners in success. To facilitate a rewarding experience between PMI and its volunteers, PMI-SOC core values are outlined below:

PMI-SOC Core Values

Value Value Definition

Commitment

All volunteers are expected to honor their commitment to perform the activities that they sign up for and work the hours that they agreed to work on. For this purpose, a Charter of Volunteer Responsibilities has been adopted and is available for review by all volunteers

Integrity

Volunteers can be asked to serve in a number of capacities in which they interact with third-party vendors or other chapters. Volunteers are expected to conduct work on behalf of PMI-SOC with the highest standard of integrity, fairness and honesty. Ensure to avoid conflicts of interest both real or perceived. Avoid appearance of misconduct or improper behavior that may jeopardize the reputation of the PMI-SOC Chapter or other PMI Chapter affiliation

Diversity

As volunteers, you will interact with a diverse population representing members, vendors, and other chapter affiliations. It is expected that you interact with everyone with the same respect and dignity.

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PMI-SOC Volunteer Management Committees, Roles and

Responsibilities

Volunteer Interactions and Experience • Enable a great experience for volunteers by planning Orientation and Onboarding sessions (in conjunction with

the Membership portfolio) and offer continuous opportunities for all volunteers to interact

• Incorporate new duties into the Volunteer Management ongoing operations

• Plan and execute the Volunteers Satisfaction Annual Survey

• Manage the Awards process from launch, nominations to selection of winners including communication of winners

Volunteer Relationship Management System (VRMS) Committee • Create and improve opportunities for volunteers through VRMS

• Post new roles and track volunteers in VRMS

• Maintain relationship with pmi.org for VRMS

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PMI-SOC Volunteer Management Committees, Roles and

Responsibilities… cont’d

Volunteer Development Pathways (NEW***)

• Develop career paths for all volunteer roles in the Chapter from entry level roles to experienced and leadership roles

• Provide volunteers with opportunities to develop their skill-sets for in-chapter projects and as professionals outside the chapter

• Work with each Director to clarify desired skills within all the Chapter portfolios

• Create visibility of roles for all volunteers and facilitate their interactions with Directors and peers alike

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PMI-SOC Chapter Office and Resources

Boardroom / Meeting Rooms

Arrangements to use the Boardroom or meeting rooms should typically be authorized by each Portfolio Director to support chapter activities Conference Calls Conference calls are handled through Chapter Office. Your Portfolio Director will obtain the call number and participation code. Once the conference call use is authorized, the Chapter Office will send you the information you need – i.e. dial in number, passwords, etc

Collaboration Tools Each portfolio may decide to share their preferred contact method (phone, email) and times they can be contacted by their peers. As of this year, PMI SOC is no longer using Yahoo groups for file sharing and has begun the migration to SharePoint. This is made possible by the Technology Portfolio

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PMI-SOC Chapter Office and Resources….cont’d

PMI-SOC Website The PMI-SOC maintains a web-site, which is a central point for information about the chapter; http://www.soc.pmi.on.ca/ PMI-SOC Volunteers Page(s) From the main PMI_SOC website, click on Get Involved then Volunteer Opportunities; http://soc.pmi.on.ca/displaycommon.cfm?an=8 PMI-SOC in social media PMI-SOC has developed a Linkedin presence and other communities have created such a presence as well (e.g. Greater Toronto Information Systems Branch). PMI SOC also has a Facebook presence. Members are encouraged to visit the LinkedIn Groups and the Facebook site to stay up-to-date with different communications and interactions between our professional members

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Volunteer Relationship Management System

Within VRMS you are able to access a comprehensive VRMS Guide which demonstrates all the core functionalities of VRMS

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Volunteer Relationship Management System … cont’d

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Volunteer Relationship Management System … cont’d

Volunteer SOC web presence http://soc.pmi.on.ca/displaycommon.cfm?an=8

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Volunteer SOC web presence … cont’d http://soc.pmi.on.ca/displaycommon.cfm?an=8

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Volunteer SOC web presence … cont’d http://soc.pmi.on.ca/displaycommon.cfm?an=8

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Thank you