IPMA Home | IPMA News IPMA News : March 2006

Note: At its February 2006 meeting, the IPMA Board decided to discontinue this newsletter. Board meeting summaries will continue to be published.

January 26-27, 2006, IPMA Board Planning Session

Members Present: Mary Ellen Bradley, Thomas Bynum, Phil Grigg, Sheryl Hall, Andy Hill, Andy Marcelia, Fran Muskopf, Christy Ridout, Darrel Riffe, Allen Schmidt, Julian Soh and Shelagh Taylor. Phil Coates, CFO, Jim Andersen, Forum Events Manager and Dennis Jones, IPMA vision development facilitator were also present.

Andy Marcelia, IPMA Chair, opened the 2006 planning meeting of the IPMA Board of Directors at 9:07 a.m. January 26, 2006.

Developing the Vision

Dennis Jones began by reviewing the results of the board members survey regarding the IPMA mission, success factors, threats and opportunities and other key questions.

Mission Statement

The board then addressed the development of the organization mission. See Attachment A for the adopted Mission Statement.

Goals

The next step was to refine a proposed set of Goals for 2010. See Attachment B for the adopted IPMA Goals for 2010.

Role and Operation

Next was a discussion and decisions made regarding the Role and Operation of the Board. See Attachment C for the adopted Role and Operation of the Board.

Support Contracting

The board then turned to decisions regarding contracting for additional help for committees. See Attachment D for the approved policy regarding the use of contracted administrative support.

A proposal to use a contracted Web Master / Communications Specialist was tabled pending additional information to be gathered by the Communications Committee. See Attachment E for the draft proposal.

Implementing the Vision

Forum 2006

Thomas Bynum, Fran Muskopf and Julian Soh presented the committee plans for the 2006 Forum. See Attachment F for the 2006 Forum Program Planning Document.

Executive Conference 2006

Phil Grigg and Darrel Riffe presented the committee plans for the 2006 Executive Conference. See Attachment G for the 2006 Executive Conference Program Planning Document.

Professional Development

Sheryl Hall and Andy Hill presented the committee plans for the 2006 Professional Development schedule. See Attachment H for the 2006 Professional Development Planning Document.

Communications

Christy Ridout and Shelagh Taylor will work on a plan and budget reflecting the priorities of the Communication Committee established at this meeting. The plans will focus on completing the Marketing Plan and the Web Redesign and will be presented at the February board meeting.

Registration Process Project

Phil Grigg, Sheryl Hall, Andy Hill and Jim Andersen will explore software and service offerings that are available for presentation to the board.

Funding the Vision

Current financial status

Phil Coates presented a Cash Flow report that showed the income and expenses by month for 2005. The organization ended the year with $10,179 more in the bank than at the beginning of the year. Phil noted that $15,900 of Accounts Receivable from DOP and St. Martin’s was not reflected in this report.

Corporate Sponsorship income allocation

Phil Coates presented a proposal to change the way Corporate Sponsorship income is allocated among IPMA programs. The board approved the proposal.

2006 Budget – first draft

Phil Coates presented a first cut at the 2006 IPMA budget that reflected the initiatives that were presented during Thursday’s sessions. Income and expense estimates result in a budget balancing with only a 3% contingency. That amount is too close given the new initiatives being discussed by the board. It was determined that the February board meeting should be devoted to budget issues.

Investment portfolio status

Phil Coates presented a report that showed that the IPMA investment portfolio had appreciated in value by 1.2% in 2005. He suggested that the Business and Finance Committee develop a plan to bring the portfolio performance more in line with a standard measure such as the S&P 500 Index. The Business and Finance Committee will bring such a plan to the board at the March board meeting.

Review Contracts

Allen Schmidt had Phil Coates and Jim Andersen present the changes that they were purposing to their contracts. After the presentations and board questions, Phil and Jim were excused while the board considered the contracts.

The board approved Jim Andersen’s proposed change to the end date of his contract to bring it in line with the event calendar.

The board purposed an alternative change to Phil Coates’ contract that would raise the monthly service fee to $750 and the hourly rate to $50 per hour. Mileage associated with mail pick up would continue to be included in the base monthly fee. This purposed change was acceptable to Phil. He will make the necessary changes to the contract and present it for signature at the February board meeting.

Honoraria

The board directed Phil Coates to provide a check in the amount of $2,000 to be presented to Dennis Jones in appreciation for all his efforts in preparing for this Board Planning Meeting and the development of the Organization Vision.

The board further directed Phil Coates to provide a check in the amount of $2,000 to be presented to Bob Monn in appreciation of his years of service as the IPMA Web Master.

Parking Lot Issues and other assignments

During the course of the meeting a number of issues were identified that didn’t fit in other areas of the agenda. See Attachment I for a summary of these issues and assignments.

Session recap

Andy Marcelia and Dennis Jones recapped the 2006 IPMA Board Planning Meeting identifying the decisions made, issues remaining outstanding and assignments made. Everyone was thanked for their efforts and participation in making this a successful planning session.

Next meeting: Shipwreck Café 7:30 a.m., February 9, 2006.

The primary focus of the meeting will be the 2006 budget and review of proposals and estimated expenditures for a registration package, website design/development, and marketing plan

The meeting was adjourned at 11:40 a.m. January 27, 2006.

Attachments

Attachment A

Mission of the IPMA

Adopted January 26, 2006

The Mission of the IPMA is to help maintain Washington State’s position as the nation’s premier IT state by continuing to advance the quality and professionalism of the Washington State Government IT community.  The IPMA is dedicated to:

• Promoting professional networking among state government IT managers, business leaders and IT industry leaders
• Enhancing the IT community’s teamwork, collaboration and communications across Washington State agencies
• Providing professional development opportunities for the state’s IT leaders, managers and technical staff that focus on
  • Developing and enhancing key IT skills
  • Expanding leadership and managerial competency
  • Providing visibility to important IT technologies and their successful application
• Sponsoring events that support the state’s emerging business issues.

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Attachment B

IPMA Goals for 2010

Adopted January 26, 2006

The following six goals for the IPMA are proposed along with some thoughts on measurements and objectives

1. Agency executives, CIOs and IT managers and staff recognize the IPMA as an organization committed to advancing the quality and professionalism of the IT community.

·        State agency executives, CIO’s and DIS seek IPMA help to deal with cross-agency and enterprise-wide IT development, collaboration and communications issues.

·        The Executive Lunch is used to promote the value of the IPMA and is well attended by agency executives.

2. The State’s CIOs capitalize on the value offered by the IPMA. 

·        Most CIO’s attend Executive Conference.

·        Most CIO’s send staff to IPMA events.

3. The State’s CIOs and IT managers actively influence the directions and activities of the IPMA.

·        Regular feedback and comment from most agencies CIOs and IT managers is incorporated into IPMA planning.

·        The Forum, Professional Development and the Executive Conference content and format follow a path that is valued by the IT community and attendance increases.

ü      Forum continues to move toward an “education” emphasis rather than “trades show” emphasis.

ü      Professional Development events continue to grow in quality and quantity and the LeaderPath program continues.

ü      Executive Conference maintains effective balance between networking / team building and education.

·        A few new events to meet IT community needs are considered for implementation annually by the Board.

·        State CIO’s are engaged in the recommendation and nomination process for Board members.

4. The IPMA provides unique value to corporate sponsors and they continue to support the IPMA with their sponsorship and with their participation.

·        The number of the State’s vendors seeking to be corporate sponsors continues to exceed our needs for sponsors.

·        Sponsors provide regular feedback and comment that is incorporated into IPMA planning.

·        Sponsors actively support the delivery of professional development events.

5. The IPMA is an organization that pursues its mission based on clear measurable goals and objectives.

·        Goals and objectives are updated annually and progress is tracked and reported.

·        Roles and responsibilities for conducting IPMA business and achieving objectives are clear.

·        The IPMA continues to attract energetic Board members, drawn from the leadership ranks of the IT community.

·        The Board enhances its capacity to carry out the IPMA mission through the recruitment of more volunteers, greater participation of sponsors and other partners and greater use of contracted support staff.

6. IPMA remains financially sound, operating within an approved annual budget.

·        IPMA is prepared for potential of reduced income from Forum vendor booth fees.

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Attachment C

Role and Operation of the Board

Adopted January 26, 2006

  1.      Board Role

The primary role of the Board of Directors is to further the Mission of the IPMA by

·        Adopting goals, objectives and strategies that help fulfill the Mission of the IPMA.

·        Assigning responsibility and ensuring the effective execution of those goals, objectives and strategies through on-going programs and events.

·        Ensuring prudent financial operation of the IPMA.

2.      Board Membership

·        The number of Board members will remain at 12.

·        The Board will establish a process of soliciting suggestions from the CIO community for potential Board candidates (potentially using the Executive Conference as a opportunity to generate those ideas).

·        Board member candidates must meet the following qualifications:

·        Interest in furthering the Mission of the IPMA

·        Willing and able to devote time and energy toward developing and executing on Board and Committee objectives.

·        Current or retired State agency IT leader.

·         The Board will continue the practice of nominating a recommended slate of candidates for Board membership. 

3.      Board Committee Assignments

The Board will continue to function with the following committees.  Contracted and volunteer support will be used to reduce time demands and help make efficient use of Board members time.

·        Budget and Finance – Co-chairs are Vice Chair and Secretary-Treasurer

·        Oversee, monitor and report on fiscal operations

·        Develop an annual budget for approval in February

·        Develop and assist in implementing a funding strategy

·        Manage the development of the IPMA Annual Plan and the annual Planning session. 

·        Report on progress in meeting Goals and Objectives.

·        Overall responsibility for managing the relationship with Corporate Sponsors.

·        Manage the Corporate Sponsor planning lunch.

·        Supported by a contracted CFO and other contracted help as needed.

·        Communications

Website and Newsletter will serve to inform members of Board actions, events and other information of interest.

·        Manage Web site policy, design, content and operation

·        Manage Newsletter policy, design and content

·        Promote Membership

·        Maintain membership roster

·        Develop and manage the Marketing Plan

ü      The Marketing Plan is developed/updated annually in conjunction with the business planning session

ü      The Marketing Plan generates the “Common Theme” for the following year.

·        Supported by contracted help as needed. 

·        Professional Development

·        Develop annual plan for education and training events.

·        Plan and coordinate presentations by guest speakers

·        Plan and manage the Leadership development program (LeaderPath)

·        Supported by a contracted events manager.

·        Supported by partners

ü      DOP

ü      Corporate Sponsors

ü      Vendors

ü      Special interest groups (like PMI)

·        Executive Seminar

·        Plan, manage and conduct annual Executive Conference (seminar)

·        Plan and manage the Executive Lunch.

·        Supported by a contracted events manager.

·        Supported by partners

ü      Corporate Sponsors

ü      DIS

·        Forum

·        Produce an annual information technology and trade show

·        Generate revenue

·        Supported by a contracted events manager.

·        Supported by partners

ü      Agency planning group

ü      Corporate Sponsors

ü      Vendors

ü      DOP

4.      Committee Chairs

·        Committee Chairs (except Budget and Finance) are appointed by the Chair after consultation with the Board. 

·        Committees may have any number of co-chairs. 

·        Board members can serve on more than one committee.

·        In order to ensure continuity in operations and diversity of ideas and provide variety for Board members, a practice of having one new chair/co-chair on each committee each year is encouraged.

5.      Committee Responsibilities / Operations

·        The committee chairs are responsible for creating an annual plan that specifies objectives for the year, a plan for meeting those objectives and budget requirements.

·        The Board must approve each committee’s annual plan and budget.

·        The committees are encouraged to involve volunteers from the community in the planning and execution of the committee’s objectives.

·        Contracted staff supports committees. 

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Attachment D

Use of Contracted Administrative Support

Adopted January 26, 2006

It was determined that the Board might benefit by contracting for the performance of some administrative tasks such as:

• Planning and facilitating the Annual Planning Session
• Preparation of the Annual Report
• Assistance with marketing
• Conducting research
• Managing projects.

The Board decided that it would contract for administrative services on an as-needed basis.

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Attachment E

Use of a Contracted Web Master / Communications Specialist

Draft Proposal not adopted

The Board needed additional information on options and costs before deciding on contracting for web support and marketing support.  The Communications Committee will report back to the Board on recommendations.

Rationale

The IPMA web site is one of the most visible and accessible representations of the IPMA and should reflect its Mission, Goals and Objectives.  The IPMA web site, emails, event registration and listserv are strategic tools for the successful execution of IPMA objectives, events and activities.

• The IPMA needs to assign responsibility for management and use of these tools to a professional web master who has the skills, capacity and resources necessary to ensure professional quality, reliability and timely support.
• Since the content and style of the media and the choice of communication tools are interrelated the IPMA also requires that the web master be skilled in marketing and communications in order to advise the IPMA in preparation of content and messages that are consistent with and achieve the objectives of the Marketing Plan.

Roles and Responsibilities

1.      Assist the IPMA with the development of an annual marketing plan.

2.      Advise and support the Communications committee in design and maintenance of an overall web site concept in accordance with the IPMA Marketing Plan.

3.      Advise and support the Communications committee in web site content preparation and publication in conformance with the IPMA Marketing plan.

4.      Maintain various mailing lists, membership roster, listserv and other communications tools.

5.      Assist with advertising of IPMA events and activities to the target audience.

6.      Implement, operate and support an Event Registration System

7.      Activities are guided by work plan approved by the Communications committee chairs.

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Attachment F

IPMA
2006 Program Planning

Program name: Forum 2006

Program description:

Forum is an annual information technology seminar and trade show that has been held in Olympia since 1979. Forum continues to be an effective opportunity for vendors to demonstrate their products, for speakers to share their expertise and knowledge, and for state employees and others to attend free seminars and product demonstrations and to network. It is important to note that Forum is one of the premier technology shows in the Pacific Northwest and the largest to focus solely on the Public Sector.

Success factors for Program:

Accomplishments for Year 2005:

The Executive Luncheon was held on May 17, the week before Forum. The luncheon speaker was Mr. Rob McKenna, the Washington State Attorney General. AG McKenna discussed some of his top priorities for 2005 including consumer protection, strengthening the state's Public Disclosure Act and improving the state's economic competitiveness. Approximately 160 guests attended the luncheon.

Forum was held on May 24-25 at the St. Martin’s Pavilion. Forum 2005 was successful and received praise from participating vendors and attendees. The Forum 2005 theme of "Delivering the Integrated Enterprise – Practice not Promise" was very timely and popular. There were 27 corporate sponsor booths and 47 vendor booths and approximately 975 attendees. There 40 breakout sessions, 20 provided by the IPMA and 20 corporate sponsor provided sessions. Attendees had 4 seminar opportunities to choose from for the two days. The show floor was rearranged to provide better booth visibility. Sponsors and vendors were very happy with the new floor layout.

Objectives for Year 2006:

1)      As indicated above, there is an emphasis to have Forum viewed more as an education opportunity than a “trade show.”  Possible elements of an educational opportunity may include:

• Curriculum format with special tracks (e.g. security track, software development track, infrastructure track, management track, etc)
• Still enable high-visibility to a vendor-sponsored session, but perhaps emphasizing a limit on “sales pitch.”  Ensuring that presenters are subject matter experts and not sales staff.
• Encourage sponsors to promote upcoming events that will occur after Forum, thereby allowing them greater exposure to the participants and also follow-up educational opportunities.  This could be a win-win situation where it would be enticing for the vendors to want to participate, and exposure to solutions that will not take up valuable Forum time.

2)      Come up with a theme that is pertinent to the times.  See #4 below.  For instances:

• Enterprise initiatives

• GMAP or accountability focus

3)      The Forum Planning committee has recommended a permanent theme for Forum – “Where government meets technology”.

4)      Cover in detail key Enterprise efforts.  For instances: EA, VOIP, Portal

5)      Move corporate sponsor presentations to the Worthington Center.  This moved is based upon feedback for sponsors and Forum attendees about the poor quality of the Cheney Room.

6)      The Forum Planning committee has recommended that the Cheney Room be used as an overflow room for sponsors who failed to be assigned a breakout session in the Worthington Center.

7)      The Forum committee has recommended that the “free” time in the Cheney Room be offered to “birds of the feature” groups or other organizations. PMI wants one of the surplus session times.

8)      Improve feedback from attendees by collecting session evaluations at the end of each session.

Measures of success:

Attendance at the forum includes a broader cross section of agencies.

Attendance at the Forum is up by a significant percentage.

Forum continues to make enough money to meet IPMA needs.

Forum evaluations are better than 2005.

Vendors and sponsors are more energetic and provide a better experience.

What are your marketing/advertising plans for 2006?

Forum is an established event and there is little need to deviation from the current marketing/advertising plans from previous years.  This could include:

·        Email notification to past participants who have indicated that they do not mind receiving information from IPMA on reminders/upcoming events

·        Announcing the event at key state meetings like the DIS CAB

·        Advertise on the IPMA website

·        Limited use of flyers for distribution (perhaps a handout at the DIS CAB)

Related topics and considerations for future discussion:

·        Identify target audiences for general marketing purposes

·         Consider targeting specific job classes 

·        Reach out beyond state agencies (cities, counties, higher education, State of Oregon, others)

·        Ensure senior IT managers understand the educational value and, thereby, encourage staff to attend forum

·        Invite senior IT managers to board meetings to observe and gain an appreciation of the IPMA’s goals 

·        Plan for broad distribution of flyers (FTE Magazine, web site, professional publications, agencies, others) 

·        Market birds of a feather to groups such as PMI

·        Emphasize the educational value and other principles established during the IPMA business planning meeting

Describe your budget request. Will you need additional staff or volunteers?

There are not any significant budgetary requests except for incremental costs for GES, printing literature and updating the website.   

Note:

The numbers provided for 2006 are projections based on past experience and current goals. 

Consideration will be given to the type of gift; a notebook appears to be preferred over tote bags.

How about ideas for new events?

One suggestion is to have IPMA be more proactive in designing events/courses that addresses statewide challenges.  Examples could include things like project management certification specifically designed for the public sector.

Consider making the executive lunch an independent event, not related to the forum.

Should we sunset a current event?

Not at this time.

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Attachment G

IPMA
2006 Program Planning

Program name:  Executive Conference

Program description:

This is an annual event bringing together approximately 100 government information technology executives and industry representatives for a three-day seminar to discuss topical issues. Reservations are required.

Success factors for Program:                                                                           Total Score     Ranking

Accomplishments for Year 2005:

The 2005 event was held at the Shilo Inn in Ocean Shores. The theme for the seminar was Reinventing the Enterprise during Transition.

The 2005 Executive Seminar was the largest event ever with over 100 attendees.  It was also the largest event for agency participation totaling 28 agencies.  We had the legislature involved with attendance by CIO’s of LEAP and the Legislative Service Center.  Twenty-Four corporate sponsors attended the event.

Objectives for Year 2006:

This year’s Executive Seminar will be held at Campbell’s Resort in Chelan on September 11^th -13th

It will be important to maintain participation of key agencies that attended in 2005.  Given the number of new CIO’s in the community, we will be challenged to keep our 2005 numbers.

We will target higher education this year.  Central Washington University has been the only institution that has consistently attended over the past five years.  Community Colleges (CIS) has attended  recently, but did not attend last year.  We will target UW, WSU, WWU, Evergreen, CWU and CIS.

We have also talked about targeting local government.  We have recently had attendance from the ACCIS Chair at three events held in 2002, 2003 and 2004.  We did not push hard on this in 2005 due to rooming constraints and missed this opportunity.  The level of targeting the local CIO’s will depend on trade-offs that the Board may/may not want to make with other state and corporate sponsor attendance.

Measures of success:

What are your marketing/advertising plans for 2006?

Reach out and encourage new CIO’s to have their organizations attend.  Visit new CIO’s. This could possibly be an IPMA-wide issue.  Possibly do a new CIO breakfast.

Describe your budget request. Will you need additional staff or volunteers?