Alpha Phi Alpha Fraternity, Inc. Chapter Operations Plan
Alpha’s Strategic Planning Process • Internal data collection through the Strategic Focus Survey – 11/05 – 1/06 • External data collection through the Maryland Association of Non-Profits – 9/05 – 3/06 • Board of Directors Planning Retreat – 5/06 • General President’s Strategic Plan Overview/Dissemination of Brochure – Centennial Convention – 7/06 • Regional, Foundation, Commission and Committee Operations Plans developed aligned with Strategic Plan – 6/06 – 11/06 • Board Approval of the Strategic Plan – 11/06 • Board Approval of the Chapter Operations Plan – 3/07 • Implementation Training – General Convention – 8/07
Why Strategic Planning for Alpha?
• Establishes a clear set of goals and action steps that apply at all levels of the fraternity. • Focuses the work of the fraternity so that we are all working towards the same purposes. • Clarifies/specifies Alpha’s work (our brand) in the communities where we are located. • Supports continuity of procedures and processes from one General Presidential administration to the next.
The Mission Alpha Phi Alpha Fraternity, Inc. develops leaders, promotes brotherhood and academic excellence, while providing service and advocacy for our communities. 2006-2011 Strategic Plan
GOAL #1
ORGANIZATIONAL MANAGEMENT To implement a comprehensive set of operational procedures and a plan to strategically focus the work of a chapter for the year consistent with expectations established by the National Board of Directors and Regional Vice Presidents. Chapter President and Public Relations Committee 11/07
GOAL #1
ORGANIZATIONAL MANAGEMENT OPERATIONS PLAN 2006-2011
Present the National Mission, Goal and Strategies to the Chapter Executive Committee. Provide an overview of the projects being developed in the National Strategic Plan as presented at the 2007 General Convention Organizational Effectiveness Chair 8/07
GOAL #1
ORGANIZATIONAL MANAGEMENT Develop a set of chapter operating procedures consistent with Robert’s Rules of Order and national guidelines Chapter President and the Chapter Executive Committee 9/07*
GOAL #1
ORGANIZATIONAL MANAGEMENT Implement a set of operating policies and procedures to govern all aspects of chapter operations. Assure that all Chapter Officers are familiar with the Alpha Univ. Chapter & Officer Development (See http://www.alphaphialpha.net/ Under Membership/Forms) Chapter President and Executive Committee 10/07*
GOAL #1
ORGANIZATIONAL MANAGEMENT Communicate Chapter Operating Policies and Procedures to Chapter Members.
Chapter President and Executive Committee 10/07*
GOAL #1
ORGANIZATIONAL MANAGEMENT Develop, at minimum, an annual chapter operations or business plan that specifies the work plan of the chapter for the year. Include in the plan such things as: • • • • • • • • • • •
Number of meetings for the year/meeting plans Chapter dues and other financial obligations of membership Number and type of open and closed social activities Membership intake, reclamation and retention plans and targets Membership training plans (e.g., risk management, chapter operations, etc.) Timeframes/responsibilities for implementing the National Programs Specifying which of the four Special Projects will be implemented and the Implementation plan Chapter operations and program budgets Amenities for chapter members Community outreach plans beyond the National Programs/social activities Plans for working with associated area College and/or Alumni Chapters
Chapter President and Executive Committee Chapter Organizational Effectiveness Chair
GOAL #1
ORGANIZATIONAL MANAGEMENT
Evaluate the Implementation of the Operations Plan Chapter President and Executive Committee 1&6/08*
GOAL #2
COMMUNICATIONS/PUBLIC RELATIONS To develop a comprehensive plan to address chapter Internal Communications and Public Relations consistent with the plan developed by Alpha Phi Alpha Fraternity, Inc. Chapter President and Public Relations Committee 2/08
GOAL #2 COMMUNICATIONS/PUBLIC RELATIONS
Appoint a Communications/ Public Relations Committee and Chairman Chapter President 9/07
GOAL #2 COMMUNICATIONS/PUBLIC RELATIONS Develop an Internal Communications process 1. Development plan
Chairman PR
10/07
2. Submit to Executive Committee for Review
Chairman PR
11/07
3. Submit to Chapter for
Chairman PR
12/07
Chapter President/Exec Com and PR Committee
GOAL #2 COMMUNICATIONS/PUBLIC RELATIONS Develop a Marketing Plan 1. Development plan
Chairman PR
12/07
2. Submit to Executive Committee for Review
Chairman PR
1/08
3. Submit to Chapter for
Chairman PR
2/08
PR Committee
GOAL #2 COMMUNICATIONS/PUBLIC RELATIONS Develop a Public Relations Plan 1. Development plan
PR Committee
12/07
2. Submit to Executive Committee for Review
Chairman PR
1/08
3. Submit to Chapter for
Chairman PR
2/08
Chapter President/Exec Com and PR Committee
GOAL #3
MEMBERSHIP MANAGEMENT
To Effectively and Efficiently Manage Membership Chapter President and Membership/Intake Coordinator 6/08
GOAL #3
MEMBERSHIP MANAGEMENT
Implement the approved process to attract, select and initiate members with outstanding academic achievement and leadership qualities.
(Implement plan as developed by the Office of the Executive Director and Membership Standards and Extension Committee) Chapter President and Membership/Intake Coordinator
9/07*
GOAL #3
MEMBERSHIP MANAGEMENT Implement the Plan to Retain and Reclaim Brother (Implement plan as developed by the Office of the Executive Director, Membership Standards and Extension Committee, and Reclamation Committee)
Chapter President and Membership/Intake Coordinator
12/07*
GOAL #3
MEMBERSHIP MANAGEMENT Implement the course of action for fraternal, personal, and professional development.
Chapter President, Membership/Intake Coordinator, Director of Educational Activities, Executive Committee
10/07*
GOAL #3
MEMBERSHIP MANAGEMENT Implement a process to maximize the members’ expertise and chapter efficiency in chapter operations
Chapter President and the Executive Committee 11/07*
GOAL #3
MEMBERSHIP MANAGEMENT
Annually Collect, Analyze and Report Information on Reclamation Data for the Chapter
Membership/Intake Coordinator and Membership Committee
6/08*
GOAL #3
MEMBERSHIP MANAGEMENT Collect information on the academic achievement (GPA) of Brothers enrolled in college to monitor progress towards degree completion
Membership/Intake Coordinator and Membership Committee
1/08* and 6/08*
GOAL #4
FISCAL MANAGEMENT To ensure that a financial infrastructure that clearly defines, processes for fiscal accounting and management, organizational integrity, and revenue generation is developed
Chapter President, Chapter Fiscal Officers, Chapter Advisor
1/08
GOAL #4
FISCAL MANAGEMENT
Plan to implement BOD approved financial controls at the Chapter level
Chapter President/Executive Committee/Chapter Fiscal Officers 9/07
GOAL #4
FISCAL MANAGEMENT Implement BOD approved policies and procedures that reflect transparency in chapter fiscal operations
Chapter President/Fiscal Officers
11/07
GOAL #4
FISCAL MANAGEMENT Develop and enhance income streams and fundraising opportunities
Chapter Fiscal Officers/Fundraising Chairman, Executive Committee 12/07
GOAL #4
FISCAL MANAGEMENT Present any plans to enhance income streams and fundraising Opportunities to the chapter for approval
Chapter Fiscal Officers/Fundraising Chairman, Executive Committee
1/08
GOAL #5
PROGRAM MANAGEMENT To annually implement the mandated National Programs and selected Special Projects of the fraternity in a manner that will facilitate community outreach and ensure the viability of Alpha’s programs and projects.
Chapter President/Director of Educational Activities/Executive Committee
7/08
GOAL #5
PROGRAM MANAGEMENT Annually implement the mandated National Programs of the fraternity
A Voteless People is a Hopeless People
PROJECT ALPHA
Go-To-High School, Go-To-College
Chapter President/Director of Educational Activities/Executive Committee
6/08
GOAL #5
PROGRAM MANAGEMENT Annually implement the approved Special Projects of the fraternity selected by the chapter.
Big Brothers/Big Sisters THE WASHINGTON D.C. MARTIN LUTHER KING, JR NATIONAL MEMORIAL FOUNDATION, INC.
Leadership Institute Chapter President/Director of Educational Activities/Executive Committee
6/08
GOAL #5
PROGRAM MANAGEMENT Annually evaluate and report on the implementation of the National Programs using guidelines and materials developed by the fraternity.
Director of Educational Activities/Executive Committee
7/08
GOAL #5
PROGRAM MANAGEMENT Annually evaluate and report on implementation of selected Special Projects using guidelines and materials developed by the fraternity.
Chapter President/Director of Educational Activities/Executive Committee
7/08
GOAL #5
PROGRAM MANAGEMENT Evaluate and report on the implementation of local partnerships to ensure alignment with the Fraternity’s mission statement and joint goals established at the national and local levels.
Chapter President/Director of Educational Activities/Executive Committee
7/08
TRAINING
GENERAL CONVENTION Training Workshops will be provided at the General Convention in Orlando to support Implementation of the Chapter Operations Plans. • Alpha Advisor • Field Staff • Fiscal management • Media/Public relations • Reclamation
Alpha Phi Alpha Fraternity, Inc. Chapter Operations Plan