October 23, 2006 Manila, Philippines Ateneo de Naga University Alumni Association Re-building & Re-inventing for Service Driven Alumni Association Charlie.

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

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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

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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

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Thank You!

October 23, 2006

Manila, Philippines

Ateneo de Naga UniversityAlumni Association

Re-inventing & Re-building for Service Driven Alumni

Association

Charlie VillaseñorPresident, Ateneo de Naga Alumni Association

President, Ateneo de Naga HS 82 Alumni