Operplan.93

Black Data Processing AssociatesGreater Philadelphia Chapter

OPERATING PLAN

1993

Prepared By: Chapter Board of DirectorsDate: January 1993

Edited and Approved By: Chapter Executive Committee

Priscilla Wynn-Brown - PresidentNancy Sewell - Vice PresidentHoward M. James, Jr. - Immediate Past PresidentLeslie V. Holland - TreasurerCarmella Salley - Recording SecretaryStephen E. Peters - Corresponding Secretary

BDPA - Greater Philadelphia ChapterOPERATING PLAN 1993

Table of Contents

1.0 EXECUTIVE SUMMARY

1.1 INTRODUCTION

1.2 PURPOSE and SCOPE

1.3 The PLANNING PROCESS

1.4 CHAPTER SUPPORT of NATIONAL GOALS

2.0 OPERATING PLAN

2.1 OVERVIEW

2.2 OFFICER PLANS

2.2.1 President

2.2.2 Vice President

2.2.3 Immediate Past President

2.2.4 Treasurer

2.2.5 Recording Secretary

2.2.6 Corresponding Secretary

2.2.7 Parliamentarian

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2.3 COMMITTEE PLANS

2.3.1 Automation

2.3.2 Career Development

2.3.3 Communications

2.3.4 Conference 1995

2.3.5 Corporate Advisory Council

2.3.6 Corporate Relations

2.3.7 Education

2.3.8 Elections

2.3.9 Finance

2.3.10 Fund Raising

2.3.11 Membership

2.3.12 Program

2.3.13 Strategic Planning

3.0 CHAPTER BUDGET

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1.0 EXECUTIVE SUMMARY

1.1 INTRODUCTION

Black Data Processing Associates (BDPA) has been experiencing a growing need for a more formalized planning process both on the national and local levels. Realizing this need, the Greater Philadelphia Chapter extended its planning process beyond the development of its long range (3 year) strategic plan (see "Master Plan 1993") to include a more detailed, short term (1 year) plan ("Operating Plan 1993"), defined herein.

1.2 PURPOSE and SCOPE

The purpose of this document is to record the short term operating plan for the Greater Philadelphia Chapter of BDPA.

Its intent is to:

» facilitate the accomplishment of Black Data Processing Associates' (BDPA) goals and objectives.

» provide a vehicle for monitoring and controlling the Greater Philadelphia Chapter's planned activities for the year.

» share the approved chapter operating plan and related budgetary information with the Chapter's membership.

NOTE:

**** The Operating Plan information (related to the timing of events or expenditures) may not coincide precisely with the budget. This is a result of board modifications to the budget subsequent to the submission of Operating Plan information. Where there are differences, the budget takes precedence.

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1.3 The PLANNING PROCESS

The Greater Philadelphia Chapter Board of Directors engages in a formal planning process on an annual basis. The primary driving factors in this process are the National BDPA goals and objectives as well as the supporting local goals and objectives. The schedule for this process is shown below:

September: Officers and Chairpersons are notified to prepare plans and budgets.

Responsibility:

Strategic Planning Committee(Coordinates Strategic Planning)

Finance Committee(Coordinates Budgets)

Standard electronic formats are provided by the Strategic Planning and Finance Committees, respectively.

October: Strategic Planning Meeting (All Day - 8 hours +)(Preliminary Approval of Plans and Budgets)

Responsibility:

Strategic Planning Committee(Coordinates and Chairs the meeting)

Finance Committee(Coordinates Budget aspects of meeting)

Officers and Chairs(Required to attend the meeting with all planning materials completed)

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November: Refine Plans and Budgets

Responsibility:

Officers and Chairs(Make modifications to plans and budgets as determined at the planning meeting and upload to the Philly BBS)

December: Finalize Plans and Budgets

Responsibility:

Officers and Chairs(Make modifications to plans and budgets as determined at the planning meeting)

Early January: Release "Master Plan 19xx" (Strategic Plan)

(Contains high level strategy for a three year period, including current year).

Responsibility:

(Chapter Board of Directors)

Late January: Release "Operating Plan 19xx"

(Contains details on tasks, events, budget,for the current operating year)

Responsibility:

(Chapter Board of Directors)

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1.4 CHAPTER SUPPORT of NATIONAL GOALS

The National BDPA continues to draw from its past experiences and implements new and improved ideas on an ongoing basis. Consistent with this tradition are the Vision and Goal Statements recently issued by the newly elected National BDPA Executive Committee and approved by the National BDPA Board of Directors. Since the primary thrust of the Greater Philadelphia Chapter of BDPA is to strengthen BDPA as a whole, it seems appropriate to show how various segments of the Philadelphia Chapter Operating Plan support the Goals and ultimate Vision of National BDPA.

VISION

BDPA is the leading provider of technological resources for business and education that positions our members and community at the forefront of the information industry.

GOAL STATEMENTS/ Philadelphia Support

BDPA is an internationally recognized organization structured around its BET (Business, Education, Technology) legacy.

o Communications Committee (Public Relations, Newsletter, Philly Alert)o Corporate Advisory Councilo Corporate Relations Committeeo Fundraising Committee (Social networking with other Black Professional

Organizations)o Program Committee (Program Meeting networking, Workshops, Technical

Exchange Sessions)

BDPA has an infrastructure that facilitates the use of state of the art technology for communications business practices and operational procedures.

o Automation Committee (BBS, Job/Resume Database, Membership Database, Contacts Database, automation standards)

o Board of Directors (electronic document exchange)o Finance Committee (electronic budget templates)o Strategic Planning Committee (Strategic Plan, Operating Plan electronic

templates)

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BDPA provides resources for entrepreneurs in the information technology industry that will yield them a distinct advantage in existing and new markets.

o Career Development Committee (Career training and job opportunities)o Membership Committee (Entrepreneur forum)

BDPA provides incentives to corporations, government, and educational institutions to motivate them to become partners that are identified as resource centers to support our business, educational and technology initiatives.

o Corporate Advisory Councilo Corporate Relations Committeeo Education Committee

BDPA is positioned to influence and supplement our educational systems in the use of information technology.

o Education Committee

BDPA establishes libraries of information comprised of scientific research and development, scientific literature, and published journals for dissemination.

o Not directly supported by the current local operating plan

BDPA continues to construct means by which it can acquire and distribute wealth for the realization of its mission.

o Corporate Advisory Councilo Corporate Relations Committeeo Fundraisingo Education

BDPA has a world class training program that increases the value of its members skills, competitiveness, and economic potential.

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o Program Committee (Workshops, Seminars, Technical Exchange Sessions)

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2.0 OPERATING PLAN

2.1 Overview

The Greater Philadelphia Chapter's Operating Plan for 1993 is geared toward the accomplishment of the applicable strategic objectives developed by the Chapter's Board of Directors and documented accordingly. Detailed operating plans were prepared by each officer and chairperson detailing activities, events, tasks, and resources necessary to assure the accomplishment of these objectives.

The following is a summary of 1993 quarterly objectives as specified in the Philadelphia Chapter strategic planning document ("Master Plan 1993").

1st Quarter 1993

» Establish BDPA Chapter Office

» Establish Chapter Filing System and Library(for all non-computerized files and books)(including an inventory of all BDPA assets)

» Develop a more effective Chapter Mailing Schedule

» Conduct a Chapter Building/Leadership Workshop

» Conduct a Chapter Administration Workshop

» Increase the membership of the following committees:Membership, Communications, & Program

» Obtain 501-C6 status

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1st Quarter 1993 - cont'd

» Undertake the following Automation initiatives:

- Acquire desk-top publishing hardware/software (primarily for Newsletter development)

- Complete specifications for a National Job/Resume System

- Document existing Chapter computer applications

- Establish standards for development/installation of Chapter computer applications

» Establish a BDPA Technical Hotline on Philly BBS for members and the general public

» Finalize schedule for 1993 chapter programs and activities

» Assign responsibilities for the 2nd through 4th quarter initiatives

2nd through 4th Quarters 1993

» Establish a Corporate Advisory Council

» Select two Outside Directors

» Implement Job/Resume System (per National BDPA approval)

» Acquire additional Chapter computers

» Obtain new sites for technical seminars/workshops

» Develop plans for acquisition of a Chapter building

» Begin planning for BDPA Neighborhood Technology Centers (throughout the city - for Information Processing initially and other technical disciplines thereafter)

» Develop Entrepreneur Programs

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» Investigate the establishment of an ongoing BDPA radio and TV program (dealing with Information Processing education for the community)

» Investigate feasibility of using National's 501-C3 designation (The Education and Technology Foundation) for local Scholarship fund raising. If not feasible, plan to secure local 501-C3.

» Complete Policies and Procedures Manual

» Complete major overhaul of Chapter Bylaws(including alignment with National BDPA Bylaws)

» Establish Technical Assistance program (using skills database)

» Implement member and community programs as planned in the 1st quarter

» Prepare "Performance against Objectives Report" for National

» Extend automation effort (maximize use of the membership database and establish a non-member contact database)

» Complete "BDPA - Master Plan 1994"

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2.2 Officer Plans

2.2.1 President

OFFICE: PresidentOFFICER: Priscilla Wynn-Brown

OFFICE RESPONSIBILITIES:

1- Preside over all meetings of the general membership and the Executive committee.

2- Serve as the official spokesperson for the Association.3- Have the power to appoint specific Committees with the

approval of the Executive Committee of the Association.4- Be responsible for assuring that the decisions of the

general membership are carried out.5- Chapter of the Year Document Preparation.6- Represent the chapter at the National Board of

Directors' Meeting.7- Assist in Marketing BDPA for the purpose of Corporate

Sponsors/Supporters.

MAJOR RESPONSIBILITIES:

1- Corporate Advisory Council Kickoff Meeting

2- Chapter Goals and Objectives Document Assistant

3- Selection of two Outside Directors

4- Local Chapter Awards Selection Criteria

5- Active member of the Corporate Relations Committee

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1993 OPERATING PLAN

OFFICE: PresidentOFFICER: Priscilla Wynn-BrownResponsibility #: 1Responsibility Name: Corporate Advisory Council Kickoff Meeting

Description:

Organize and coordinate the first official meeting of the Greater Philadelphia Chapter's Corporate Advisory Council. This will be the kickoff meeting and will be hosted by the chapter.

Resources Needed:

The Corporate Advisory Task Force- To establish policy and guidelines for CAC- To interview al perspective prospects

Support from the Board of Directors- To recommend and/or identify individuals whose

backgrounds covers the areas of finance, public relations, cultural diversity, marketing, educational systems and community advocates to actively participate in the CAC.

- To identify a total of 8 to 10 individuals to reside on the board along with 2 representatives from the chapter.

- Chapter Representative will be the president and an appointed CAC liaison.

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Work Start Date: 11/01/92 Work End Date: 03/31/93

Estimated Cost Breakdown:

Meeting Place $100.00 03/31/93

Refreshments 15 @10.00 150.00 03/31/93(coffee,danish, orange juice)

Invitations 50.00 03/15/93

Total Expense $300.00

1993 OPERATING PLAN

OFFICE: PresidentOFFICER: Priscilla Wynn-BrownResponsibility #: 2Responsibility Name: Chapter Goals and Objective Document

Assistant

Description:

To assist in collecting and organizing the chapter goals and objective document for submission to National for qualification of National awards.

Resources Needed:

Vice President - To assist in gathering of documentation - To schedule and participate in monthly meetings

with the vice president in organizing the required

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material.

Supporting documentation from all Officers and Committee Chairs



Review Vice President Budget for Chapter Goals and Objectives

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1993 OPERATING PLAN

OFFICE: PresidentOFFICER: Priscilla Wynn-BrownResponsibility #: 3Responsibility Name: Selection of two Outside Directors

Description:

To assist in the selection process of two individuals who will assist the board of directors with financial and strategic planning for the local chapter.

Resources Needed:

Recommendation from the Board of Directors and membership.Assist in developing a list of responsibilities for the outside directors.



No costs.

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1993 OPERATING PLAN

OFFICE: PresidentOFFICER: Priscilla Wynn-BrownResponsibility #: 4Responsibility Name: Local Chapter Awards Selection Process

Description:

To assist in the creation of the selection process for awarding outstanding members within the local chapter. This selection process will be used for the 1992 and 1993 award nominees.

The 1992 Awards will be distributed to the membership in the first quarter.

The 1993 Awards will be distributed to the membership at the 1993 First Annual Awards Banquet.

Resources Needed:

Board of Directors.

To assist in defining the selection criteria for the nominees.

To recommend candidates for awards from committees and or the general membership.

Executive Board.

To select the candidates by voting.



Placque and/or certificates 5 @20.00 200.00

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1/20/93(for 1992 nominees)

Placque and/or certificates 8 @20.00 200.00 10/23/93

(for 1993 nominees) held at October banquet.


2.2.2 Vice President

OFFICE: Vice PresidentOFFICER: Nancy Sewell

MAJOR RESPONSIBILITIES

1- High School Student Mini-Conference Coordinator

2- Delegate Coordinator

3- Chapter Goals and Objectives Document Coordinator

4- Chapter Annual Report

5- Chapter Quarterly Report (1st, 2nd, 3rd)

6- Support of President

7- Assistant Treasurer

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8- Participation in Marketing and Financial Solicitation Activities

9- Cluster Leader for Finance and Membership Committees

10- Cluster Leader for Career Development Committee (temporary)

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1993 OPERATING PLAN

OFFICE: Vice PresidentOFFICER: Nancy SewellResponsibility #: 1Responsibility Name:High School Student Mini-Conference Coordinator

Description:

Organize and manage the chapter's Annual HS Student Mini-Conference. The event is to be one of several other events during "Computer Learning Month" (October). The chapter hosts the event to assist in spreading computer knowledge throughout the minority community. The mini-conference focus will be to motivate young people to learn and to encourage them to stay in school. We'll round out these messages by providing information technology career guidance, college & proprietary school information & financial aid direction. This is a major chapter event and is therefore expected to have the support and participation of all committees and officers. (Goal is for 100 students).

Resources Needed:

Liaison from each committee (13)- To manage the Mini-Conference Action Teams:

- Marketing- Contact HSs and last year's participants- Coordinate advertising (all media)- Provide signs and posters for meeting place

- Logistics- Arrange location plus back-up- Obtain liability insurance- Coordinate field trip/data center tour transportation

- Registration- Create and maintain database(s) for registrants (HS) & all presenters

(colleges & schools, workshop leaders, corporations, Action Team)- Develop Registration Forms- Provide Name Tags- Develop certificates for all participants- Provide BDPA printed info to NBDPA

- Refreshments- Arrange for refreshments (continental breakfast, lunch) for both

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adults and HS students.- Organize food & beverage Set-up & Clean-up

- Agenda/Program- Flesh-out Program Agenda- Find & solicit workshop leaders & program speakers- Create or obtain biographies for presenters

- Financial (& material) Support- Visit corporations to drum up financial, facility & material support.

The goal is to not spend a dime of BDPA's money.- Oversee spending

Officers (7)- To participate in the program:

- Workshop leaders - Presenters- Greeters

School Representatives- To market their institution's offerings

Info Tech Professionals- (From Corporate Sponsor and Supporter companies):

- To Present in Career Workshops- To distribute corporate paraphernalia

Work Start Date: March 1993 Work End Date: November 1993Event Date: Mini-Conference/ October 16, 1993Event Date: Data Center Tour/ October 24, 1993


Door Prizes (Computer, Savings Bonds, Membership) $900.00

Refreshments 500.00

Correspondence (postage, phone) 25.00

Stationary (invitations, presenter confirmation and TYs, TYs to supporter 25.00

Refreshments 500.00Total $1850.00

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1993 OPERATING PLAN

OFFICE: Vice PresidentOFFICER: Nancy SewellResponsibility #: 2Responsibility Name:Delegate Coordinator

Description:

Arrange for and oversee the selection, preparation, coordination and reporting of the chapter's delegates to the National Conference. The delegates serve for a six month period: three (3) before conference (start Mid-May) three (3) after (end Mid-November).

Resources Needed:

Nominees (preferably at least five (5))- Must submit a written request for consideration covering:

- Reason for wanting to represent chapter at conference- Candidate's qualifications to act as a representative- Reason Executive Committee should select them over other candidates.

Delegates (two (2) (maybe 3))- To become comfortable with NBDPA By-laws and the proposed changes.- To study Parliamentary Procedure & be familiar with Roberts' Rules.- To know the chapter's position on each issue slated for discussion during the

Delegates's Meeting.- To work with Corporate Relations Cmte or Corporate Advisory Council to secure

contributions to the conference expenses they will incur.- To attend National Conference and to commit to participating in all Delegate's

activities as the Delegate Representative of our chapter.- To work with the other chapter delegate(s) to produce the Delegate's Report

documenting the Delegate's Meetings & their outcome for the general membership.

Executive Committee:- Review Delegate Submissions (beginning mid April)- Vote during May Executive Cmte Mtg (May 7, 1993)

Work Start Date: Late February 1993 Work End Date: Late November 1993

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Delegates Stipend (2/$100 or 3/$66.33) for attending National Conference $200.00 or more*

Copy cost of Delegates Report (6 page rpt, 225 copies, @ $0.035/page) 47.25

Total $247.25

* More if delegates are able to secure corporate contribution to their conference expenses.

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1993 OPERATING PLAN

OFFICE: Vice PresidentOFFICER: Nancy SewellResponsibility #: 3Responsibility Name:Chapter Goals and Objectives Document Coordinator

Description:

Collect, format, produce and submit documentation to NBDPA of the chapter's accomplishments for the year. The document should be organized such that it responds to NBDPA's "Chapter Goals and Objectives" criteria. This document is used as the basis for determination of eligibility for and selection of chapter and member achievement awards for the year. The dates of the evaluation period are determined by the NBDPA Executive Committee.

Resources Needed:

Liaison from each committee (13)Officers (7)

- Submit materials and create documentation to substantiate events, activities, conversations as deemed necessary by coordinator as interpreted from "Goals and Objectives" criteria.Examples of materials and documentation:

- Proposal, syllabus and schedule for Computer Literacy Program- List of members that manned the BDPA table at NCC Minority Job

Fair, Certificate of Participation from NCC, advertisement from Newspaper

- Invitations and Thank You's for participation- Quarterly Cmte rpts, Monthly Officers & Fiscal rpts- Member Lists- Corporate Sponsorship correspondence, CS Status

- Review materials in final document for accuracy.

- Data on diskette in WP 5.1 for year's activities- saved from quarterly rpts - submitted from BOD

- Several people to handle preparation for mailing to general membership and Corporate Sponsors and Supporters.

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- PC and Laser Printer, diskette

Work Start Date: January 2, 1993 Work End Date: Mid-February 1993

Estimated Cost Breakdown:Loose-leaf Binders (qty 2 @ $9.00) $18.00

Sheet Protectors (100/box, qty 3 boxes @ $12.00 box) 36.00

Index Tabs (12/box, qty 3 boxes @ $1.50 box) 4.50

Postage (Priority Mail) 12.00

Total $70.50

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1993 OPERATING PLAN

OFFICE: Vice PresidentOFFICER: Nancy SewellResponsibility #: 4Responsibility Name:Chapter Annual Report

Description:

Produce a document summarizing the chapter's achievements for the calendar year. The report must follow the format provided by NBDPA. This document is allowed to serve as documentation of the 4th quarter. It will also be used as a marketing tool for corporate funding.

Resources Needed:

- Data on diskette in WP 5.1 for year's activities- saved from quarterly rpts- submitted from BOD


- PC and Laser Printer, diskette, envelopes

Work Start Date: November 1993 Work End Date: January 1994


Copy cost of Annual Report (20 page rpt, 240 copies, @ $0.035/page) $168.00

Binding Cost (25 copies for corp mktg @ $0.75/rpt) 18.75

Cover Paper (Heavyweight) 15.00

Total $201.75

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1993 OPERATING PLAN

OFFICE: Vice PresidentOFFICER: Nancy SewellResponsibility #: 5Responsibility Name:Chapter Quarterly Report (1st, 2nd, 3rd)

Description:

Produce a documents summarizing the chapter's achievements for the past calendar quarter and a projection of activities for the next quarter. The report must follow the format provided by NBDPA. Fourth quarter reporting in not required in this format. Chapter Annual Report takes the place of the fourth.

Resources Needed:

- Data on diskette in WP 5.1 for last and next quarter's activities- save for Chapter Annual Report


- PC and Laser Printer, diskette, envelopes.

Work Start Date: March 1993 Work End Date: April 1993June 1993 July 1993September 1993 Oct 1993December 1993 Jan 1994


Copy cost of Quarterly Report (8 pg rpt, 225 copies, @ $0.035/pg) x 3)) $189.00

Total $189.00

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1993 OPERATING PLAN

OFFICE: Vice PresidentOFFICER: Nancy SewellResponsibility #: 6Responsibility Name:Support of President

Description:

Provide back-up for the President in any situation. Attend committee and task group meeting. Provide assistance or guidance where ever deemed necessary by the President.

Resources Needed:

- Communication between the president and vice president.

- Cooperation and respect from the BOD and the Exec Cmte.

Work Start Date: January 1, 1993 Work End Date: Dec 1993


Transferred from president's budget if applicable.

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1993 OPERATING PLAN

OFFICE: Vice PresidentOFFICER: Nancy SewellResponsibility #: 7Responsibility Name:Assistant Treasurer

Description:

Provide back-up for the Treasurer in any situation. Attend committee and task group meetings. Provide assistance or guidance where ever deemed necessary by the treasurer or the president. Cut checks, sign reimbursement forms, produce Treasurer's Report, handle bank transactions.

Resources Needed:

- Communication between the treasurer and vice president.


- Access to the treasurer's records and to the chapter's banking materials (check book, deposit receipts, etc.)



Transferred from treasurer's budget if applicable.

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1993 OPERATING PLAN

OFFICE: Vice PresidentOFFICER: Nancy SewellResponsibility #: 8Responsibility Name:Participation in Marketing and Financial Solicitation

Description:

Perform as a member of the Corporate Relations Committee (CRC) and the Corporate Advisory Council (CAC) Action Team. Assist in the identification of potential sponsors and supporters. Prepare and demonstrate presentations for Corporate Sponsorship solicitation. Participate in planning, organizing, building and implementation of the CAC.

Resources Needed:

- A network of people who can or know people who can advise us, provide insight and direction to receiving corporate dollars or can work as advocates for our chapter.



See CAC and CRC budgets.

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1993 OPERATING PLAN

OFFICE: Vice PresidentOFFICER: Nancy SewellResponsibility #: 9Responsibility Name:Cluster Leader for Finance & Membership Committees

Description:

Attend meetings of committees. Act as substitute chair or co-chair if deemed necessary by president. Represent the interests of the committees at Executive Committee Meeting. Communicate back to committees from Executive Committee Meetings.

Resources Needed:

- Communication between the committee chairs and cluster leader.




See committee budgets.

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1993 OPERATING PLAN

OFFICE: Vice PresidentOFFICER: Nancy SewellResponsibility #: 10Responsibility Name:Cluster Leader for Career Development Committee

(temporary)

Description:

Attend meetings of committee. Act as substitute chair or co-chair if deemed necessary by president. Represent the interests of the committee at Executive Committee Meeting. Communicate back to committee from Executive Committee Meetings.

Resources Needed:

- Communication between the committee chair, cluster leader and temporary cluster leader.




See committee budgets.

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1993 PLANNING

OFFICE: Vice PresidentOFFICER: Nancy Sewell

OFFICE RESPONSIBILITIES

1- Support of President2- Chapter Goals and Objectives Document Coordinator3- Chapter Annual Report4- Chapter Quarterly Report (1st, 2nd, 3rd)5- Delegate Coordinator6- Assistant Treasurer7- Participation in Marketing and Financial Solicitation Activities8- Cluster Leader for Finance and Membership Committees9- Cluster Leader for Career Development Committee (temporary)

Past Year Assessment:

Areas of Strength

The strongest area of my responsibility has been in the coordination of the "Goals and Objectives Document". The production of the books put our chapter in a qualified position for assessment for chapter achievement awards.

Areas of Potential Improvement

Communication - I will make every effort to provide consistent communication between myself and the chairs in my cluster as well as the President and the rest of the BOD. Also I will be making quarterly contact with all members.

Proactive activity - I have felt more in a reactive mode. This I feel can be attributed to lack of a clear plan. It is not my job just to fill in for the President or the Treasurer or a committee chair. I have definite areas of responsibility which I can build upon. Am in the process of planning my work for 1993 so that I may work my plan. The huge task of coordinating the Mini-Conference is now mine. The design and initial planning was done by the Program committee this year. We will be refining and building upon the task. Delegates will get more support this year to

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serve for the full six months of their term. The Career Development Committee is in need of assistance. This can be a very valuable entity within the chapter. I will direct serious planning there along with the chair and an expanded committee to support the tasks. Using the committee is the key to more activity there.

Funding - We did very well for operating beneath an expected budget, but we must bring in the money. I will be working on corporate funding. Without it we will be struggling forever.

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2.2.3 Immediate Past President

The Immediate Past President primarily serves as a consultant to the Executive Committee and provides support and assistance in conducting chapter business as instructed by the president. Emphasis during 1993 will be placed on the planning process.

2.2.4 Treasurer

2.2.5 Recording Secretary

2.2.6 Corresponding Secretary

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2.3 COMMITTEE PLANS

2.3.1 Automation

COMMITTEE: Automation CommitteeCHAIRPERSON: Darren J. Anthony

MAJOR RESPONSIBILITIES/EVENTS:(itemize your responsibilities/events to serve as a table of contents to the following Operating Plan pages which list plan detail for the year)

1- Disaster Recovery Plan (Standalone Chapter Applications/Backup Procedures)2- Chapter Laser Printer and Supplies3- Inventory/audit Chapter's hardware/software assets4- Job Resume Database5- BBS Improvement and Development6- Tie local BBS into BDPAnet7- Public Relations8- Assist Special Interest/User Groups9- Chapter PCs (Hardware and Software)

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1993 OPERATING PLAN

Committee: AutomationChairperson: Darren J. AnthonyResponsibility/Event #: 1Responsibility/Event Name: Disaster Recovery Plan (Standalone Chapter Applications/Backup Procedures)

Description:

Describe your responsibility/event. Include new ideas, goals for the year.

Fully implement a comprehensive disaster recovery plan for the chapter's data resources.1 The plan will focus on the area of implementing a backup regimen that will be audited and tested by members of the Automation Committee. Primary feature of the plan calls for rotating offsite storage of backups. The goal is minimize the chapter's downtime due to a catastrophe of any sort.

Resources Needed:

(List BDPA and outside resources [human, service & material] needed to plan, perform, complete the responsibility/event and the tasks each human resource is to perform.)

Short Term2: Diskettes Long Term3: Tape Backup Drive/SoftwareNorton Backup Permanent offsite location

Personnel: Automation-1 individualEach individual who has in his/her possession a chapter computer or application

Work Start Date: January 1, 1993 Work End Date: Ongoing

Estimated Cost Breakdown:(List items of expense. Include dollar amount and expected date of the expenditure. Provide a total of expenses. Optional-include anticipated revenue. Provide dollar figure and date.)

Expense ItemExpenseAmount

Date ofExpenditure

1The machine which is the focal point of this plan is the personal computer that is considered the chapter PC. This PC is located at the Membership Chair's home. This machine holds about 90% of the chapter data, applications, and software.

2Short Term is the period of FY 1993. Since we are highly exposed, we must take some proactive measure to reduce the chapter's level of exposure to disaster.

3Long Term is the period that starts with FY 1994. The long term proactive measures will lend a standard and more permanent storage pattern for backups.

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Diskettes, 3½" Bulk--lots of 50 $50.0050.00

01/31/93 04/01/93

Norton Backup Software 150.00* 01/31/93


*Suggested Retail Price

Other Comments (Any extra information you want considered):

The cost for procuring diskettes is spread over two quarters this will allow for some analysis to be performed on data backup. Analysis will include what is backed up; size of files; and dates. Backup time should be minimal. A plan will be made available prior to January 31. Our exposure level with the chapter computer is extremely high.

Recently, the house of the Membership Chair for Los Angeles burned. They were lucky. She had just backed up the membership database to give to someone for use. Think about it!

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1993 OPERATING PLAN

Committee: AutomationChairperson: Darren J. AnthonyResponsibility/Event #: 2Responsibility/Event Name: Procurement of Chapter Laser Printer and Supplies

Description:


Laser printer maintenance supplies such toner cartridges and cleaning kit are essential to producing the best reproduction master possible from a 300 dpi laser printer.

Resources Needed:


N/A




Date ofExpenditure

Toner Cartridge 80.00 06/30/93*

Cleaning Kit 20.00 04/30/93**



* The toner cartridge has an expected page life of approximately 3,000 to 3,500 pages of text. Fewer pages when there is heavy graphics printing.

** The cleaning kit comes with enough sheets to last a couple of years. If we plan to print camera ready documents, this is a small investment for the sake of clarity. Also, the use of PermaBond raised ink should be avoided. Despite the advertising literature, this raised ink will shorten the life of a laser printer (this is an expensive lesson) and increase the need and frequency for both user and

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professional cleanings.

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1993 OPERATING PLAN

Committee: AutomationChairperson: Darren J. AnthonyResponsibility/Event #: 3Responsibility/Event Name: Inventory/audit of Chapter's hardware/software assets

Description:


A complete physical inventory of all hardware/software should be performed annually. Follow up software audits will be performed semi-annually. Persons housing chapter equipment will complete inventory control forms (to be developed) for purposes of accountability and insurance. The software audits will ensure that the chapter is acting in good faith not to violate copy protection laws. This event a normal occurrence in any business environment. We should do likewise if we are to function like a business.

Resources Needed:


Personnel: Automation Committee-1 personEach individual who has in his/her possession a chapter computer or application

Work Start Date: 01/15/93 Work End Date: 01/31/9306/01/93 06/15/93

Estimated Cost Breakdown: n/a(List items of expense. Include dollar amount and expected date of the expenditure. Provide a total of expenses. Optional-include anticipated revenue. Provide dollar figure and date.)


Date ofExpenditure


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1993 OPERATING PLAN

Committee: AutomationChairperson: Darren J. AnthonyResponsibility/Event #: 4Responsibility/Event Name: Job Resume Database

Description:


Responsibility for this event for the Automation Committee will be limited to:

Application Testing Implementation Turnover of application to Career Development Committee for administration and maintenance

Resources Needed:


Personnel: Automation Committee-1 individualCareer Development Committee

Work Start Date: already started Work End Date: 03/01/92



Date ofExpenditure

This is a Nationally approved project with a $14.4k budget.There should be no cost to the chapter!


The responsibility for administering the application should be treated like any other system that we develop in our professional venues. The maintenance of the data is the responsibility of the user--not the developer.

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1993 OPERATING PLAN

Committee: AutomationChairperson: Darren J. AnthonyResponsibility/Event #: 5Responsibility/Event Name: BBS Improvement and Development

Description:


Maintain and enhance local BBS. Provide access information to membership and prospective members. Increase the amount of and type of files available for access by the general public. In general make the board fun to logon to. Maintaining a list of interesting files, will attract more users. More users translate into more members. More members mean more money and the opportunity to become the #1 chapter for membership.

Resources Needed:


Personnel: Automation Committee 2 individuals to function as SYSOPs.

Material: Fully registered version of Wildcat! BBS Software9600 baud modemPhone Service

Work Start Date: Ongoing 4 hours/weekly Work End Date:


(List items of expense. Include dollar amount and expected date of the expenditure. Provide a total of expenses. Optional-include anticipated revenue. Provide dollar figure and date.)


Date ofExpenditure

Wildcat! Software Upgrade $200.00* 05/31/93

Modem, 9600 Baud 300.00** 07/31/93

Phone Service 360.00*** 1/12 Monthly


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* Software Upgrade will allow us to communicate with the National BBS.** This a suggest retail cost. Obviously, a more realistic cost is in the neighborhood of $250.*** Phone service is estimated based on $20.00/month basic service plus $10.00 allowance of 1 hour

long distance calling (AT&T's night rate) for downloading files from BDPA Online. Long distance charge is based on my experience of downloading at 2400 baud. The use of a 9600 baud modem will reduce the cost of the long distance calls as well as be an attractive marquis for BBS users looking for a BBS with speed.

In addition to being a vehicle for communication, the BBS could serve as an active archive of minutes, procedures, policies, etc. Improving the BBS means improving the abilities to communicate with the membership.

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1993 OPERATING PLAN

Committee: AutomationChairperson: Darren J. AnthonyResponsibility/Event #: 6Responsibility/Event Name: Tie Local BBS Into BDPAnet

Description:


A national automation goal is to have every chapter running a BBS that can communicate with the national bbs. This will reduce time and sometimes costs associated with filing reports. At the present, The Chapter has been able to meet only half of the goal. There is pressure to have our BBS echo bulletins and messages of the national BBS.

Resources Needed:


Resources are identified in #5

Work Start Date: see #5 Work End Date:



Date ofExpenditure

Approval of expense items in #5 will satisfy the basic requirements for FY93.


To be awarded a national project, the Job/Resume Database and have an isolated BBS is somewhat counter productive from the eyes of national. The future national automation projects will most likely go to the chapters that appear to be committed to supporting national automation goals.

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1993 OPERATING PLAN

Committee: AutomationChairperson: Darren J. AnthonyResponsibility/Event #: 7Responsibility/Event Name: Public Relations

Description:


Assist in the development of the chapter's Public Relations goals. From an automation standpoint, this means providing the committees with the application tools to accomplish the mission.

Resources Needed:


Personnel: Automation Committee 1 to 2 people on a limited basis

Work Start Date: As needed Work End Date:




Date ofExpenditure

Since the projects have not been defined, the budget for those projects will have to be support by the committee proposing the project.


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1993 OPERATING PLAN

Committee: AutomationChairperson: Darren J. AnthonyResponsibility/Event #: 8Responsibility/Event Name: Assist Special Interest/User Groups

Description:


Continue to meet the objective related to community involvement by supporting special interest/user groups such as the Afro-American Historical and Cultural Museum.

Resources Needed:


Personnel: Automation Committee--minimum of 1to 2 individuals--project dependent.

Work Start Date: Project dependent Work End Date:



Date ofExpenditure

Budget should be supplied by the SIG/SUG


The Automation Committee's involvement will be in most cases from an advisory point. When technical services are required, an agreement for fees or services in kind will be negotiated.

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1993 OPERATING PLAN

Committee: AutomationChairperson: Darren J. AnthonyResponsibility/Event #: 9Responsibility/Event Name: Chapter PCs (Hardware and Software)

Description:


Refurbish hardware donated to the chapter. Procure and install software to make PCs functional.

Resources Needed:


Personnel: Automation Committee 2 or 3 individuals

Work Start Date: Quarterly Work End Date:




Date ofExpenditure

PC Hardware and Software $500.00 First Quarter

PC Hardware and Software 1000.00 Second Quarter

PC Hardware and Software 1500.00 Third Quarter

PC Hardware and Software 2000.00 Fourth Quarter



Although the cost is budgeted on a quarterly basis, systems could probably be more affordable if the chapter purchases in bulk.

2.3.2 Career Development

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CAREER DEVELOPMENT COMMITTEE

PURPOSE, RESPONSIBILITIES, AND DUTIES

I. PURPOSE

The purpose of the Career Development Committee (CDC), is to provide a focal point for the preparation, receipt and dissemination of Career and Job related information to the members of BDPA.

The intent is to assist members with career advancement and/or career changes.

II. RESPONSIBILITIES AND DUTIES

- Coordinate all BDPA sponsored career oriented events, such as Job Fairs and Adult Career Conferences.

- Serve as Liaison between BDPA and other organizations that sponsor Job Fairs in which BDPA is a participant.

- Assist the Education Committee with preparation for Student Career Conferences.

- Serve as the Administrator of the National BDPA Job Opportunities System (JOS).

- Provide adequate requirement specifications to the Automation Committee for the development and enhancement of the JOS.

- Develop a "BDPA Job Opportunities System Users Manual" for internal and external use nationally.

- Serve as the focal point for the receipt of Job opportunity information and the dissemination of such information to BDPA members.

- Develop policies and Procedures from the internal and external use of all CDC services. - Develop a "BDPA Career Development Services Manual" for Greater Philadelphia

Chapter members and applicable external organizations. The manual should include a reference to the JOS manual.

III. DEFINITIONS

- Job Fair - An event which is intended to match employers with prospective employees. The focus is on Information Systems related jobs.

- Career Conference/Fair - An Event which is intended to present information about careers to individuals who are seeking knowledge about careers to individuals who are seeking knowledge about career options. The focus is on Information systems related careers.

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CAREER DEVELOPMENT COMMITTEE

The Career Development Committee of the Philadelphia Chapter of the Black Data Processing Association was formed to assist its members with career and job related opportunities in the Information Technology field.

Since the formation of this standing committee in 1992 the Career Development Committee has embarked on the mission of formalizing its purpose and mission.

During the course of 1992 the CDC has met with members of the Chapter discuss ways in which information about jobs and other career related options can be presented and disseminated to its members.

The following is a list of concepts and proposed programs that the CDC has proposed to work on for the fiscal year 93':

- COMMITTEE MEMBERSHIP AND STRUCTURE

During the course of 1992 it has been a haphazard task to develop and formalize a CDC committee to carry out the work and mission of the CDC. Thanks first of all is extended to Pricilla Wynn-Brown, Nancy Sewell, Howard James, Lawrence Hartzog, Donna Jones and Pat Wynn, for there continued support of the CDC.

During the course of 1993 and projected for January of 1993 a schedule of committee meetings will be established with a primary purpose of the committee to recruit and retain new members.

To do so the CDC proposes to seek ways to disseminate information relative to the interests of the chapter's members and to attract new members. To do so the committee will submit articles for the newsletter and to include monthly information on committee activities and job opportunities in our monthly mailings. We also propose for the first quarter of 1993 that during our Program meetings an announcement be made on behalf of the recruitment efforts of the CDC towards attracting new committeemembers.

- JOB OPPORTUNITY SYSTEM AND JOB OPPORTUNITIES

The JOS is nearing its final stage. We are in the process of establishing a meeting schedule with the Automation Committee to fully discuss the initiation of the JOS system. It is my belief that the JOS will not be the save all/catch all for the receipt and dissemination of job opportunities for members, therefore we propose the following methods and procedures to serve as a means of disseminating information for career and employment opportunities.

- CAREER & JOB FAIR

Proposed is a series of career and job fairs for the CDC to co-sponsor or participate in for the betterment of members and or for the recruitment of new members. The Career and Job Fair clusters will be focus on a quarterly basis with one major event being sponsored and/or participated in. The purpose of these events are to increase the visibility of BDPA

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and to encourage members to participate in career opportunities.

- JOB OPPORTUNITIES

Job Opportunities will be presented on a monthly basis to members via the bulletin board system, the newsletter, mailings and the monthly meetings. Also proposed is a jobs hotline. The quarterly Career and Job Fairs will also serve as vehicles of which employment opportunities for members will be disseminated.

- CAREER WORKSHOPS

A quarterly series of Career Workshops will be presented; topics will be Resume Writing, Interviewing Techniques, Developing a Job Search, Career Changing and Career Options. The Resume Writing, Interviewing and Job Search workshops will be sponsored six times throughout 1993.

- JOB OPPORTUNITIES SYSTEM

This is still in the developmental phase.

- CHAPTER "RESUME BOOK"

As of February 1, 1993 we will compile a BDPA Resume Book which will be used to assist members with obtaining new jobs. This book is targeted to be published by March 1, 1993. We are interested in working with the Corporate Relations Committee to assist us with obtaining funding for the publishing and dissemination of the Resume Book. We also propose that inclusion of non-BDPA members also be considered. Those that are not members who are included in the book will be charged a nominal fee (maybe a fee should be charged to members also). This aspect will greatly increase off setting the costs of the book and also will enable us to attract a larger pool of employers and possibly new members. This book should definitely be marketed to our college and high school (student) members at no cost.

- CHAPTER MEMBER PROFILE SHEET

Beginning immediately we want to develop a Chapter Member Profile Sheet. This sheet will survey and assess the skills of individual members and special abilities and talents so that we as an organization can better analyze our strengths. Also this information can be utilized for the Education Committee in the identifying of members who can assist in various areas particularly speaking.

CAREER DEVELOPMENT COMMITTEE - Master Plan 1993

STRATEGY FOR 1993

A. OVERVIEW

The primary thrust of the 1993 strategy is to build an effective Career Development Committee that will meet its primary mission which is to "provide a focal point for the preparation, receipt, and dissemination of Career and Job related information to the members of BDPA."

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The previous year's strategy has produced minimum results and has now been refined to better meet the need's of the chapter, its members and encompasses a variety of co- sponsorships that will greatly maximize the visibility of BDPA and off set various costs that are incurred to carry out our mission. Emphasis is placed on specific tasks as outlined below:

1ST QUARTER 1993

Increase the membership of the Career Development Committee.

Establish a meeting schedule for Career Development Committee.

Establish procedures and notify members of the dissemination of employment and career opportunities.

Develop materials for job opportunities information.

Develop employer "hot list" and employment job contacts.

Develop a more effective communications method of disseminating career and employment opportunities.

Survey current members to develop chapter member profile database.

Facilitate three career development workshops on Job Search.

Develop and finalize resume book.

Seek sponsorships for resume book.

2ND QUARTER 1993

Finalize Job Opportunity System policy and procedures.

Distribute "Resume Book" to employers.

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Distribute and disseminate Job Opportunities.

Write and submit information technology career related articles for newsletter and local press.

Participate in the NCC Job Fair and other Job Fairs (3)

Conduct Career Workshop on Career Changing and Career Options.

Conduct a Summer Jobs Information Technology Job Search Workshop (Targeted to College and High School Youth)

3RD QUARTER 1993

Distribute Resume Book


Establish Jobs Hotline (dedicated phone number).

Conduct Job Search Workshop, Resume Writing and Interviewing Techniques workshop series.

Participate in the National Conference.

Participate in a Job Fair

Implement Job Opportunity System.

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4th QUARTER

Distribute Resume Book


Establish and disseminate Job Opportunities.

Participate in the NCC Job Fair, Operation Native Talent and the Job Developers Network Committee Job Fair as well as others Job Fairs (3).

Participate in Youth Mini-Conference

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1ST QUARTER 1993

- Increase the membership of the Career Development Committee.- Establish a meeting schedule for Career Development Committee.- Establish procedures and notify members of the dissemination of employment and career opportunities. Duplication Costs $ 25- Develop materials for job opportunities information. Duplication Costs $ 25- Develop employer "hot list" and employment job contacts.- Develop a more effective communications method of disseminating career and employment opportunities. Duplication Costs $ 25- Survey current members to develop chapter member profile database. Duplication Costs $ 25- Facilitate three career development workshops on Job Search. Supply & Duplication Costs $ 100- Develop and finalize resume book. Supply & Duplication Costs $ 600- Seek sponsorships for resume book.

2nd QUARTER 1993

- Finalize Job Opportunity System policy and procedures.- Distribute "Resume Book" to employers. Supply & Mailing Costs $ 200- Distribute and disseminate Job Opportunities. Mailing Costs $ 25- Write and submit information technology career related articles for newsletter and local press.- Participate in the NCC Job Fair and other Job Fairs (3) Supply & Duplication Costs $ 100- Conduct Career Workshop on Career Changing and Career Options. Duplication Costs $ 25- Conduct a Summer Jobs Information Technology Job Search Workshop (Targeted to College and High School Youth) Supply & Duplication Costs $ 100

3rd QUARTER 1993

- Distribute Resume Book

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- Distribute and disseminate Job Opportunities. Duplication Costs $ 25- Establish Jobs Hotline (dedicated phone number). Promotion Costs $ 50 Phone Installation Costs $ 125 Equipment Purchase/Rental $ 100 Software Purchase $ 400 Duplication Costs $ 100- Conduct Job Search Workshop, Resume Writing and Interviewing Techniques workshop series. Supply Costs $ 100- Participate in the National Conference.- Participate in a Job Fair- Implement Job Opportunity System.

4th QUARTER

- Distribute Resume Book- Distribute and disseminate Job Opportunities.- Establish and disseminate Job Opportunities.- Participate in the NCC Job Fair, Operation Native Talent and the Job Developers Network Committee Job Fair as well as others Job Fairs (3). Supply & Duplication Costs $ 50- Participate in Youth Mini-Conference

Supplies:

PensPencilsMarkersNote PadsFlip ChartsTransparenciesFax PaperLetterheadPaperSlidesAudio Visual Equipment

$2200

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2.3.3 Communications

COMMITTEE:COMMUNICATIONSCHAIRPERSON: SANDRA BRYANT

MAJOR RESPONSIBILITIES:(itemize your responsibilities to serve as a table of contents to the following Operating Plan pages which list plan detail for the year)

1- CHAPTER MAILINGS2- NEWSLETTER3- PUBLIC RELATIONS

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1993 OPERATING PLAN

COMMITTEE: COMMUNICATIONSCHAIR PERSON: SANDY BRYANT

Responsibility #: 1

Responsibility Name: CHAPTER MAILING

Description:

Coordinate and expedite Mailing procedures.

Resources Needed:

Scheduled participating Committee and location.

All copies of information for mailing. i.e. - Coming events Program Announcements Workshop and Seminar Registrations etc. etc. etc.

Coordinate with Chapter Treasurer for monies for postage and meter strip. Coordinate with Automation Committee for addressed envelopes. Prepare information for Post Office.



Postage $550.00 Annually Meter Strips 250.00 "

Stationery 365.00 "Public Relations 320.00 "

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P.O. Box Fee 15.00 " Bulk Mail Renew Fee 75.00 " Newsletter 2392.00 " _________ TOTAL $ 3967.00

Other Comments:

1993 OPERATING PLAN

COMMITTEE: COMMUNICATIONSCHAIRPERSON: SANDY BRYANT

Responsibility #: 2

Responsibility Name: NEWSLETTER

Description:

Publish "The Bottom Line" (Greater Philadelphia Chapter Newsletter) on a quarterly basis.

Team: NewsletterTeam Leader: Roger C. Collins

Recommendations:

1. Each member needs to promote the organization's need for advertising revenues among the business sector any leads and/or questions can be forwarded to me.

2. Members should be encouraged to write about an area that they

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have a particular expertise in.

3. The committee will be gathering articles on a monthly basis in an attempt to stock pile the articles.

Team Responsibilities/Events:

1. Get Newsletter out on a timely basis.2. Secure Resources to produce the newsletter.3. Coordinate the production of the newsletter.

New Idea/Goals:

1. The influx of advertising Revenues.2. Research a difference newsletter format.

Resources Needed:

1. A greater team effort.2. The need for more dollars for a possible multi-color format.

Cost Breakdown: Newsletter Production.

Newsletter (300 copies) 435.00 Photos (2 additional & $10.00) 20.00 Other Photo Work 10.00 (Average) Xeroxing 5.00 Mailing (Contact/Mailings) 3.00 ------ 473.00 Sales tax 33.11 ------ Total Per Quarter 506.11 ------

Newsletter Mailing ------------------

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250 * .29 = 72.50

Total Cost Per Quarter = (506.11 + 72.50) = 578.61 ======

Yearly Cost = (578.61 * 4) = 2314.44 =======

Comments:

- The cost of the newsletter should be allocated among the membership dues. Corporate sponsorship and advertising revenues.

New Idea/Goals:

1. The influx of advertising Revenues.

2. Research a difference newsletter format.

Resources Needed:

1. A greater team effort.

2. The need for more dollars for a possible multi-color format.

Cost Breakdown: Newsletter Production. Newsletter (500 copies) 585.00

Photos (2 additional & $10.00) 20.00Other Photo Work 10.00 (Average)Xeroxing 5.00

Mailing (Contact/Mailings) 3.00 ------

623.00

Sales tax 43.61 ------

Total Per Quarter 666.61

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------ Newsletter Mailing ------------------ 220 Membership 90 Elected Officials, Schools, Etc.

360 * .29 = 104.40 48 BDPA Chapters

--- 358 ===

Total Cost Per Quarter = (666.61 + 104.40) = 771.01

Yearly Cost = (771.01 * 4) = 3084.04 ======= Comments: - The cost of the newsletter should be allocated among the membership dues. Corporate sponsorship and advertising revenues.

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Column Types For The Bottom Line Newsletter

Organizational News

- The purpose of the "Organizational News" column is to convey information specifically about our organization either local or

national in scope.

Computer Industry News

- The purpose of the "Computer Industry News" column is to report to the readership any industry wide news that could impact on how we may use

plan or incorporate information systems into ourdaily lives (work, home, etc

Personal Development

- The purpose of the "Personal Development" column is to providethe readership with information that will assist with theirpersonal growth. The list of possible articles that it could

include but will not be limited to, are job interview skills, managerial enhancement techniques, public speaking techniques, etc.

From The President

- The purpose of the "From The President" column is to provide fora platform where the president can disseminate information thatis vital to the readership.

Technical Development

- The purpose of the "Technical Development" column is to providethe readership with information that will assist them with theirtechnical skills growth.

Membership Update

- The purpose of the "Membership Update" column is alert themembership of membership promotions, marriages, job changes,new members joining, and any other membership announcements.

The Professional Link

- The purpose of "The Professional Link" column is convey anynews from the many other professional organizations thatBDPA interacts with (local businesses, other professional,and individual professionals not affiliated with anorganization).

Hat's Off

- The purpose of the "Hat's Off" column is to give accolades

to any organization or individual who have supported usfinancially or allowed us to use their facilities or anyother resources.News Flash

- The purpose of the "News Flash" column is to convey toreadership any important information.

Letters To The Editor

- This column provides a means of dialogue between the editorand the readership.

Coming Events

- This column provides the readership with a schedule of ourorganizations coming events and it could possibly conveyinformation regarding an event from some outside organizationthat we feel should be included.

Sources of Information for the Columns

Organizational News

- Individuals who have a pulse on events within the organization. Other organization newsletters, information from inter- organization meetings or conferences and information coming

form from but limited to committee chairman, officers, etc.

Computer Industry News

- Can come other periodicals with the proper credit being given,and permission being secured or from members who are privy tosuch information.

Personal Development

- Will generally come from excerpts of presentations given bythe various guest speakers who lecture on topics that convey

information that assist the membership in either their personal or technical growth or sometimes both. The articles can comefrom other periodicals or individuals with the proper creditbeing given and permission being secured.

From The President

- Will come from the elected President of our local chapter.

Technical Development

- Will generally come from excerpts of presentations given bythe various guest speakers who lecture on topics that conveyinformation that assist the membership in either their personalor technical growth or sometimes both. The articles can comefrom other periodicals or individuals with the proper creditbeing given and permission being secured.

Membership Update

- Information could come from the membership committee, any member,or someone having information that is relevant to the column.

The Professional Link

- Individuals who have a pulse on events within or outside the organization. Other organization newsletters, information from inter-organization meetings or conferences and information coming

from but limited to committee chairman, officers, etc.

Hat's Off

- Information could come from the any committee, any member,or someone having information that is relevant to the column.

News Flash

- Information could come from the any committee, any member,or someone having information that is relevant to the column.

Letters To The Editor

- This column providing a means of dialogue between the editorand the readership will originate from the editor.

Coming Events

- Information could come from the any committee, any member, or someone having information that is relevant to the column.

Publishing Dates and Other Information

The Bottom Line is published quarterly by the Greater Philadelphia

Chapter BDPA Newsletter Committee. Readers are encouraged to submitnews items, story ideas, photographs (black & white preferred),and comments to:

BDPA EDITOR P.O. Box 2254 Philadelphia, Pa. 19103

Phone number is 1-800-727-BDPA. Materials must be received by on orbefore the 1st of December, March, June, or September for the following months publication, and will be returned upon request. Thecommunications staff reserves the right to edit all materials. Formore information about Advertising/Corporate Sponsorship Plan, pleasewrite or cal. BDPA is non-profit organization.

Publishing Schedule

First Quarter:JanuaryFebruaryMarch First issue due April 15th

Second Quarter:AprilMayJune Second issue due July 15th

Third Quarter:JulyAugustSeptember Third issue due October 15th

Fourth Quarter:OctoberNovemberDecember Fourth issue due December 15th

* Note schedule is a sponsor based schedule per national's guidelines. Budget may deem otherwise.

Staffing needs for The Bottom Line Newsletter

1. People to key in Articles in both the Macintosh and DOS environments.

2. People to sell advertising space.

3. People to assist in distribution.

- Applying labels, stamps, taking newsletters to themailbox, updating mailing lists.

4. Individuals to write special articles.

5. Need reporters for the following:

- Organizational News Column - The Professional Link Column - The Personal Development Column - The Technical Development Column - Membership Update Column - The Professional Link Column - Hat's Off Column

Newsletter Staff and Responsibilities

Manager Editor

- Coordinate the newsletter project and assist staff in newsletter project.

Assistant Managing Editor

- Editing and Grammatical review of newsletter copy and newsletter composition.

- Contact individual who presents monthly presentation at membership meeting.

Assistant Editor

- Some editing and grammatical review of newsletter copy.

- Contact individual who presents monthly presentation at membership meeting.

Technical Design Editor

- Software Design of newsletter and design of advertising articles.

Assistant Design Editor

- assist in the design of advertising copy.

Staff Photographer

- Record events relevant to the organization on film.

Technical Correspondent

- Responsible for reviewing and writing most of the technical development articles.

General Staff reporters

- Responsible for writing and editing special assignment articles and general interest articles.

Data Keyers

- Responsible for keying written data to disk.

What Must Be Done To Produce a Newsletter

1. All eight articles would constitute a completed newsletter.

- The exceptions would be in the case of exceptionally longarticle or articles there would be less than eight articlesin total.

- The exception would also be one of the following:a). Advertising space could limit the number of articles.b). The addition of photographs could limit the number of articles.

2. The articles must be keyed, edited and proofread.

- Can be keyed to diskette in the mackintosh or ms-dos formats.

3. The articles must be solicited, collected, secured from the appropriate individuals.

4. Photographs must be converted to a printable format.

5. The Coming events must be keyed and updated.

6. Work must be coordinated with the publishing company.

7. Ads must be designed and proofread.

8. Ads must be solicited.

9. The newsletter must be re-formatted for articles length.

10. Labels must be made and updated.

11. Postage applied and newsletters mailed to the membership.

Procedures For Submitting Articles

1. Articles should not exceed 50 to 60 lines of typed information (not counting spaces in between lines).

2. Articles should preferably be submitted on _____ or _____ computer diskette if possible and written in one of the following word processing computer formats:

a. MS-DOS format (IBM compatible computer).

- Word Perfect - Micro Soft Word - Word Star

b. Mackintosh (Apple computer format).

- Mac Write - Micro Soft Word - Word Perfect

* Submitted articles should have a printed version of the article and the disk filename indicated somewhere.

* Your diskette will be returned as soon as copy is made of it.

If you do not have excess to a computer the article can be submitted on letter sized paper.

5. Articles should be submitted no later than a month before the publish date.

6. Any pictures submitted should be ______ by ______ and in a glossy black and white finish, pictures will be returned after computer generated images are made from them.

7. Graphics can be included as long as they are legible. Graphics

should be black and white also.

8. If fonts are used they should be post script compatible.

9. Attached is example of an example of an article with ______ lines of copy and a copy of the document as it appeared in one of our newsletters.

Newsletter Development Proposal

Submitted a proposal to Imprints Unlimited, 5070 Parkside

Avenue, Phila., Pa. regarding the production of a newsletter. A copy of our last newsletter was given to a Mr. James Sands one of the principals at Imprints Unlimited as an example of the quality and the type of paper we want to use. The sample newsletter also indicated to him the expected content volume of each newsletter, which will generally consist of eight pages of printed contents.

There are two ways we can submit the newspaper for printing

one is on typed copy and they will typset the submitted

articles making the production of the newsletter machine

independent and the cost would be as follows:

Typesetting

300 copies price $435.00 Dollars 500 copies price $563.00 Dollars

The other method is camera ready where the newsletter is

submitted to be immediately printed via linotronic sheets.

The actual newsletter image is submitted for copying to the

newsletter format.

Camera Ready Copy

300 copies price $174.75 Dollars 500 copies price $255.00 Dollars

* The above price does not include stapling which we felt we could possibly do without? If stapling is required it could add another 30.00 to 50.00 Dollars to the cost.

1993 OPERATING PLAN

COMMITTEE: COMMUNICATIONSCHAIR PERSON: SANDY BRYANT

Responsibility #: 3

Responsibility Name: PUBLIC RELATIONS

Description: ***** TO BE DONE *****

Coordinate and expedite Mailing procedures.

Resources Needed:

Scheduled participating Committee and location.

All copies of information for mailing. i.e. - Coming events Program Announcements Workshop and Seminar Registrations etc. etc. etc.

Coordinate with Chapter Treasurer for monies for postage and meter strip. Coordinate with Automation Committee for addressed envelopes. Prepare information for Post Office.



Postage $550.00Annually

Meter Strips 250.00 "Stationery 365.00 "Public Relations 320.00 "

P.O. Box Fee 15.00 " Bulk Mail Renew Fee 75.00 " Newsletter 2392.00 " _________ TOTAL $ 3967.00

Other Comments:

2.3.4 Conference 1995

_________________________________________________________________

1 9 9 3 PLANNING _________________________________________________________________

Committee: 1995 National ConferenceChairperson: LeRoy Washington

Mission

To have the most successful conference ever held in Black Data Processing Associates twenty year history.

To offer the most comprehensive technical workshops and seminars ever held at a National Black Data Processing Associates Conference.

To have National Black Data Processing Associates gain greater recognition within Corporate America as a major force in shaping the future of Information Technology professionals.

To provide diverse social and cultural workshops-experiences that will impact "Work Force 2000" in 1995.

To ensure that all attendees are exposed to the Greater Philadelphia Area from a Historical and Cultural Perspective.

To include other Non-Profit Organization as a part of our conference affairs.

Objectives

The 1995 Conference will educate, entertain, motivate, and stimulate all attendees, all supporters, and the community at large.

Additionally, the conference will promote NBDPA as well as the local chapter.

Finally, the 1995 Conference will highlight our National Student Computer Competition Program.

Major Responsibilities

The BDPA National Conference Program Chairperson becomes a part of the National Board of Directors while serving in this capacity. NCPC reports directly to the National Conference General Chairman (Liaison).

1. Narrow Conference Hotel selection making recommendation on top three sites.

2. Prepare tentative Conference Budget.

3. Select Local Conference Committee Team Leaders.

4. Find Opening Speakers for initial general sessions.

5. Provide overall leadership to Conference Committees locally.

a) Call status meetings with all committees. b) Secure progress reports weekly from team leaders.

6. Locate and secure commitment of computers for registration and computer competition.

7. Require, at a minimum, monthly written reports from team leaders. Maintain bi-weekly communication.

8. Secure corporate support to underwrite printing of proceedings, banquet costs, hospitality receptions, awards

for and transportation of student competition, kits etc.

9. Secure Speaker for Banquet and Prayer Breakfast.

1993 Strategic Plan - First Quarter Activities:

During the first quarter of 1993, the Conference Planning Committee will develop a Conference Management Plan (CMP) which will define the conference scope, objective, mission and a detailed task list with deadlines for completion of all conference tasks.

A. Event Objectives and Work Schedule

1. Strategic Planning Committee - set overall objectives2. Coordinate with appropriate committees 3. Establish basic timeline with deadlines for critical

functions

B. The Conference Strategic Planning Committee:

* Chairperson, LeRoy Washington

* Steering Committee - Co-ChairpersonHoward James - Treasurer Mary Anne Lowery - Conference Advisors Priscilla Brown - Corporate Advisory Council ________ Representative

* Six Team Leaders - Logistics _______________ - Corporate Relations Toki Keyejo - Communications James McQueen - Development Lorraine Mitchell - Youth Programs Cecelia Spivey - Special Events Karen James

First Quarter - Activities

Phone Calls The budgeted $50.00 per quarter is a minimum.

Local Chapter Mailing

The purpose here is to have an official conference bulletin mailed to each local member regarding the 1995 Conference. The associated cost:

Approved $25.00 Budgeted $76.00

The mailings would occur at the end of each quarter. The intent is to encourage local chapter participation on the conference team as well as prepping each member for full conference registration in 1995. Currently, less than one third of our paid members are attending monthly program meetings. I submit that the monthly mailings are not enough.

Miscellaneous Expense

The purpose here is to make allowance for additional cost that will surely be incurred.

Approved $50.00 per quarter. Budgeted $50.00 per quarter.

1993 Strategic Plan - Second Quarter - Activities



The purpose here is to have an official conference bulletin mailed to each local member regarding the 1995 Conference.

The associated cost:






Second - Quarter Activities:

During the second quarter of 1993, the Conference Planning Committee will finalize Financial Management Plan (FMP) which

will define the conference accounts and line items.

A. Financial Management

1. Develop a comprehensive budget for local and national approval

2. Provide monthly financial statements, actual vs. budget

3. Establish necessary accounts and authorizations in conference name. 4. Review all invoices against contracts and services

provided 5. Verify and code all bills to the appropriate line

item 6. Present final financial report

B. Promotion 1. Identify the markets for potential attendees and

methods for attracting them. 2. Accumulate the appropriate mailing lists

Conference Letterhead Paper Printed

The 1995 Conference Theme will be presented to national at the

February Board Meeting in Houston, Texas. We would like a decision at the time. If that is not the case, I would expect that the theme would be confirmed during the second quarter of 1993. Upon approval, we will print 500 copies. The cost:

500 * .10 = $50.00

Corporate Mailings

The Corporate Mailing will allow us to establish communication with 100 major corporation per year in the Delaware Valley Area. We seek to Identify and notify potential Corporate Supporters. Mailings will be continued on a quarterly basis.

The cost associated with these mailings are:

A. One Flyer

100 * .05 = $05.00 100 * .29 = $29.00 Total $34.00 per quarter

Black Expos Copies

The purpose here is to get major exposure to the local community. Needless to say, this will present a great

opportunity to publicize the 1995 Conference. We are expecting to print at a minimum of 4000 copies of paper at .05 cents per copy.

The cost incurred is $200.00

1993 Strategic Plan - Third - Quarter Activities:










Corporate Mailings

The Corporate Mailing will allow us to establish communication with 100 major corporation per year in the Delaware Valley Area. We seek to Identify and notify potential Corporate Supporters. Mailings will be continued on a quarterly basis.

The cost associated with these mailings are:

A. One Flyer

100 * .05 = $05.00 100 * .29 = $29.00 Total $34.00 per quarter

1993 Strategic Plan - Fourth Quarter - Activities










Exhibit - Career Fair - Entrepreneur Management

During the fourth quarter of 1993, the Conference Planning Committee will develop a marketing mix for potential exhibitors.

A. Marketing

1. Identify exhibit market and compile prospect list B. Design and Production

1. Create floor plan diagram 2. Design exhibit prospectus

2.3.5 Corporate Advisory Council

2.3.6 Corporate Relations

COMMITTEE: Corporate Relations CommitteeCHAIRPERSON:Patricia Wynn

RESPONSIBILITIES:

1- Preside over all corporate relations committee meetings.

2- Develop strategies to generate monetary contributions from corporate america.

3- Plan corporate sponsorship presentations to companies and

individuals.

PAST YEAR ASSESSMENT: (for your area of responsibility and others)

Area/s of Strength

List areas here. Explain.

The corporate relations committee has worked diligently in making contacts and establishing relationships with the corporate community.

Secured Conrail as a local chapter corporate sponsor.

Areas of Potential Improvement

List areas here. Explain.

Determine other ways to get the corporate community involved with BDPA, thus establishing a relationship.

Target more companies and entrepreneurs. Improve the number of corporate sponsors secured during each quarter.

Develop a contingency plan to address the possibility of not receiving the projected income for each quarter.

Obtain feedback from all members of the committee and BDPA in general, both locally and nationally.

Improve marketing skills. Continue to refine, which will enable us to "SELL" BDPA more effectively.

RECOMMENDATIONS:

Ensure that all committee members and officers are fully aware of the Corporate Relations Sponsorship Program policies and procedures. In addition, all committee members and officers should be able to present and sell the sponsorship program to anyone at any given time.

2.3.7 Education

COMMITTEE:EducationCHAIRPERSON: Leonard Dantzler

MAJOR RESPONSIBILITIES/EVENTS:

1- High School Computer Competition 2- Omega Psi Phi Computer Literacy Training 3- YMCA "Black Achievers" Program4- BDPA/Upward Bound Computer Literacy Program5- Drexel Mentorship Program Support6- Student Re-union7- Montessori Genesis II Proposal 8- National Computer Competition Coordinator Meeting9- Scholarship Selection10- ICCP

Responsibility/Event #: 1Responsibility/Event Name: High School Computer Competition

Description:

The Computer Competition events will begin during the month of March, 1993, starting the Open House registration, three rounds of preliminary testing and the Spring/Summer training for semi-finalist students.

Resources Needed:

School liaison - responsible for contacting schools, student organizations and disseminating information regarding the upcoming events.

Corporate liaison - responsible for contacting corporations to obtain financial support specifically for the Computer Competition activities.

Instructors (10) - responsible for the coordination and development of the various workshops, testing requirements and training plans.

Chaperons (2) - responsible for escorting the students to the National Conference in Kansas City, MO.

Training center(s) equipped with eight to ten IBM/IBM-Compatible personal computers, TV, VCR and overhead projector.



Scholarships (4 students) $ 4,000.0010/93 *Air Transportation $ 1,800.00 8/93Hotel Accommodations $ 1,500.00 8/93Savings Bonds (4) $ 200.0010/93Student Memberships (8) $ 120.00 4/93Food Allowance $ 400.0010/93Mini-conference registration $ 100.00 8/93National conference registration $ 300.00 8/93Training materials $ 500.00 2/93Travel Insurance $ 150.00 8/93Copying Expenses $ 100.00 2/93

Total Expenses $ 9,170.00

Other Comments:

* Scholarship expenses will be incurred, but not paid in 1993.

Responsibility/Event #: 2Responsibility/Event Name: Omega Psi Phi Computer Literacy

Training

Description:

The Education Committee will coordinate and present several basic computer literacy workshops to train the officers of the Omega Psi Phi. They will coordinate the activities with Dave Benson, of Omega Psi Phi and BDPA. In addition, BDPA will assist Omega using the procedures to train the rest of the organization.

Resources Needed:

Instructors (10) - responsible for the coordination and training of the workshops. The workshops will probably include "Introduction to PC-DOS" and "Introduction to WordPerfect". An estimated number of four workshops will be needed to train the officers of Omega Psi Phi.


Estimated Cost Breakdown: N/A

Other Comments:

Responsibility/Event #: 3Responsibility/Event Name: YMCA "Black Achievers" Program

Description:

The Education Committee will coordinate the Computer Science career cluster of the YMCA program. BDPA members will volunteer to instruct various modules of the career curriculum related to the field of computer science. The program starts in the month of October and ends in May. Classes are held approximately every other Saturday and the sessions rotate among the three YMCA centers: North, South and West.

Resources Needed:

Coordinator - responsible for the coordination of the various workshops and the BDPA members who will present the workshops.

Instructors (5) - responsible for presenting one or more of various workshops covering, but limited to the following subjects: "Introduction to Data Processing"; "Introduction to Computer Hardware"; hands-on training of the Macintosh personal computer; Effective Presentation Workshop; tour of a data center.



Other Comments:

Responsibility/Event #: 4Responsibility/Event Name: BDPA/Upward Bound Computer Literacy

Program

Description:

The Computer Literacy program is a joint effort between BDPA and the Upward Bound Program of the University Of Pennsylvania to introduce computer science to middle school students who have little or no computer literacy skills. The program will also involve interpersonal skills and cultural events.

Resources Needed:

Coordinator - responsible for the development of the curricu-lum and the coordination of the various workshops and the BDPA members who will present the workshops.

Instructors (5) - responsible for presenting one or more of various workshops covering, but limited to the following subjects: "Introduction to Data Processing"; "Introduction to Computer Hardware"; "Introduction to Computer Software"; hands-on training of the IBM/IBM-Compatible personal computer; Effective Presentation Workshop.

Training center(s) equipped with IBM/IBM-Compatible personal computers (5), overhead projector, TV/VCR and chalkboard.



Student memberships (10) $ 150.00 10/93

Other Comments:

Responsibility/Event #: 5Responsibility/Event Name: Support of Drexel Mentorship

Program

Description:

Establish procedures to support specific Drexel University Black student organizations by providing BDPA mentors to match-up with students requesting mentors.

Resources Needed:

Coordinator - responsible for the development of procedures to select BDPA mentors and to match the mentors with Drexel students. They will also need to develop the necessary guidelines for which BDPA will be a participant in the Drexel program(s).

Mentors - responsible for meeting with respective student(s) once a week to assist in their scholastic and career planning development. The number of mentors needed is difficult to determine since they will be based on the number of students requesting a mentor and the number of BDPA members who participate.



Other Comments:

BDPA's participation in the Drexel University Mentorship program was not approved by the executive committee. In addition, our support of this program is not functioning or coordinated with the Drexel University student organizations. No Drexel student should be required at this moment to become a BDPA member in order to participate in the mentorship program. One or more Drexel students who have become BDPA members may be under this perception. Whereas, the support of Drexel's mentorship program could be beneficial to all concerned parties, if we cannot establish reasonable guide-lines and open communications from Drexel associates, I would recommend withdrawing support.

Responsibility/Event #: 6Responsibility/Event Name: Student Re-union

Description:

The purpose of this event is to bring together of the present and past students involved in BPDA program and activities. It will be scheduled to coincide with the holiday time-frame.

Resources Needed:

Coordinator - responsible for the planning and development of the event.



Food expenses $ 50.00

Other Comments:

Responsibility/Event #: 7Responsibility/Event Name: Montessori Genesis II Proposal

Description:

The purpose of this proposal is to establish a computer literacy program with the Montessori Genesis II School in exchange for the use of training/office space. The classes will be initially scheduled for every other Saturday.

Resources Needed:

Coordinator(s) - responsible for the development of the computer literacy training program for the students of the Montessori Genesis II School. This person(s) will also act as liaison between the school and BDPA to coordinate any activities such as use of the assigned training/office space.

Instructors (2) - responsible for presenting the various workshops such as, but not limited to the following: "Intro-duction to PC-DOS"; "Introduction to Computer Hardware"; "Introduction to Computer Software"; Data Processing History.



Other Comments:

Responsibility/Event #: 8Responsibility/Event Name: National Computer Competition Coor-

dinator Meeting

Description:

This meeting is scheduled annually to discuss and resolve issues regarding the upcoming National Computer Competition events. All chapters who plan to send a team to the National Conference in Kansas City, MO are required to be represented at this meeting. Cecilia Spivey, Northeast Region Computer Competition Coordinator, has been asked by Tony Williams, National Computer Competition Chairperson, to present a "Chaperon Responsibilities" workshop for all of the team coordinators.

Resources Needed:

Computer Competition Coordinator - responsible for the development and coordination of the local events and training

Northeast Region Coordinator - responsible for disseminating information regarding Computer Competition activities and acts as liaison between the chapters and the National Computer Competition Chairperson.



Transportation (2 persons) $ 600.00Hotel expenses (2 persons) $ 200.00

Total expenses $ 800.00

Other Comments:

Responsibility/Event #: 9Responsibility/Event Name: Scholarship Selection

Description:

This activity involves the selection of a high school student who applies for the annual scholarship monies to be awarded by the Philadelphia chapter. The person(s) responsible for selecting the student will review their involvement in BDPA activities, community activities, school grades and their selection of a major in the Information Technology field.

Resources Needed:

Coordinator - responsible for the developing the search procedures and student criteria for awarding the scholarship during the awards banquet in October.



Student Scholarship $ 500.00

Other Comments:

Responsibility/Event #: 10Responsibility/Event Name: ICCP

Description:

This activity involves the disseminating of information regarding ICCP certification and the development of seminars and workshops related to certification awareness.

Resources Needed:

Coordinator - responsible for the coordination of seminars and workshops to bring awareness of the ICCP certification process.



Other Comments:

2.3.8 Elections

COMMITTEE: ElectionsCHAIRPERSON: Mary Anne Lowery

COMMITTEE RESPONSIBILITIES/EVENTS:

1- Nominations:announcement of nominationsoversight

2- Electionsballotsoversight

Responsibility/Event #1Responsibility/Event Name: Nominations

Description:

Distribute Nominations announcement along with requirements of office. Review all nominations for eligibility

Resources Needed:

At least two committee members

Work Start Date: 06/01/93Work End Date: 09/17/93


200 Announcements/requirements $16.00mailing 58.00


Responsibility/Event #2Responsibility/Event Name: Elections

Description:

Create ballots for distribution at elections.

Resources Needed:

One committee membersWork Start Date: 09/17/93Work End Date: 10/15/93


200 ballots $8.00

Total Expense $8.00

2.3.9 Finance

COMMITTEE: Finance CommitteeCHAIRPERSON: Victor James Brooks


1 - Monitor the receipts and disburse-ments of the Association funds to assure

conformance with the budget approved by the Executive Committee.2 - To assist in identifying and support

fund-raising activities for the Association.

3 - Coordinate the audit of all financial records with a legitimate accounting agency or individual annually.

4 - Provide financial reports, advice and counsel to the Association as required.

5 - Recommend a consolidated annual budget and revenue forecast to the Executive Committee.

6 - Submit an annual budget to the Board of Directors for approval prior to the start of the new fiscal year.

7 - Review and analyze budget and revenue forecasts from all Operating Committees of the Association.

8 - Balance budget and revenue forecasts through negotiations with Operating Committees of the Association as necessary.


1 - Monitor the receipts and disbursements of the Association funds to assure conformance with the budget approved by the Executive Committee.

2 - Coordinate the audit (or review) of all financial records with a legitimate accounting agency or individual annually.

3 - Provide financial reports, advice and counsel to the Association as required.

4 - Recommend a consolidated annual budget and revenue forecast to the Executive Committee.

5 - Submit an annual budget to the Board of Directors for approval prior to the start of the new fiscal year.

6 - Review and analyze budget and revenue forecasts from all Operating Committees of the Association.

7 - Balance budget and revenue forecasts through negotiations with Operating Committees of the Association as necessary.

8 - To assist in identifying and support fund-raising activities for the Association.


Responsibility #:1Responsibility Name: Monitor Association Receipts

Description:

Monitor the receipts and disbursements of the Association funds to assure conformance with the budget approved by

Resources Needed:

Treasurer, Bulletin Board System, Personal Computer, Communication Software, Computer Supplies.



Computer Supplies (Paper) $20.00 12/31/93


Other Comments: N/A


Responsibility #:2Responsibility Name: Annual Audit (or Review) of Financial Records

Description:

Coordinate the audit or review of all financial records with a legitimate accounting agency or individual annually.

Resources Needed:

Treasurer, Outside Accountant, Bulletin Board System, Personal Computer, Communication Software.



Accountant (Annual Review) $200.00 12/31/93


Other Comments: N/A

COMMITTEE: Finance Committee

CHAIRPERSON: Victor James Brooks

Responsibility #:3Responsibility Name: Financial Reports & Advice.

Description:

Provide financial reports, advice and counsel to the Association as required.

Resources Needed:

Treasurer transaction file, Bulletin Board System, Personal Computer, Communication Software, Computer Paper.



Other Comments: N/A

OFFICE: Finance CommitteeOFFICER: Victor James BrooksResponsibility #:4


Responsibility #:4Responsibility Name: Produce & Balance Annual Budget

Description:

Recommend a consolidated annual budget and revenue forecast to the Executive

Committee.

Resources Needed:

Treasurer, Committee Chairs, Bulletin Board System, Personal Computer, Communication Software.



Budget Distribution $10.00 01/31/93


Other Comments: N/A


Responsibility #:5Responsibility Name: BOD Budget Approval

Description:

Submit an annual budget to the Board of Directors for approval prior to the start of the new fiscal year.

Resources Needed:

Committee Chairs, Bulletin Board System, Personal Computer, Communication Software & Supplies.



Budget Distribution $10.00 01/31/93


Other Comments: N/A


Responsibility #:6Responsibility Name: Review & Analyze Budget

Description:

Review and analyze budget and revenue forecasts from all Operating Committees of the Association.

Resources Needed:




Other Comments: N/A


Responsibility #:7Responsibility Name: Balance Budget

Description:

Balance budget and revenue forecasts through negotiations with Operating Committees of the Association as necessary.

Resources Needed:




Other Comments: N/A


Responsibility #:8Responsibility Name: Assist With Fund-Raising

Description:

Assist in identifying and support fund-raising activities for the association.

Resources Needed: N/A



Other Comments: N/A


Responsibility #:9Responsibility Name: Rebuild the Finance Committee Budget Process

Description:

Solicit new members for the Finance Committee and hold regular monthly meetings.




Other Comments: N/A


Responsibility #:10Responsibility Name: Document The Budget Process

Description:

Document the budget process and turn the all software over to the automation committee.




Other Comments: N/A


Responsibility #:11Responsibility Name: Automate Budget Process

Description:

Completely automate the budget process via utilizing the bulletin board & other.

Resources Needed:




Other Comments: N/A


Responsibility #:12Responsibility Name: Training Center Procurement

Description:

Continue to assist in the initiative of find a permanent building to house an office

& training center.

Resources Needed:




Other Comments: N/A


Responsibility #:13Responsibility Name: Training Center Pricing Structure

Description:

Assist in developing a cost structure for charging non-members fees for workshops & program Meetings..

Resources Needed:




Other Comments: N/A

2.3.10 Fund Raising

2.3.11 Membership

BLACK DATA PROCESSING ASSOCIATES - GREATER PHILADELPHIA CHAPTERMEMBERSHIP COMMITTEE - 1993 OPERATING PLAN

Jayne M. Dawkins, Committee ChairpersonSubmitted - November 14, 1992Revised - November 23, 1992

Revised - December 3, 1992 - Pending concept and/or budget approval

STATS: Membership as of December 1991: 100Membership as of November 1992: 220 Year end goal: 250 1993 year end goal:400 or more

The purpose of the Membership Committee is to service the chapter's members in three specific areas: Member Relations, Membership Growth and Membership Retention. I have listed the committee's planned activities for 1993 according to the areas which they pertain.

MEMBER RELATIONS

FIRST - FOURTH QUARTER ACTIVITIES: (DELETED PROJECT)

Sunshine Club - Donna Jones, Nathaniel Croston

Purpose is to provide a vehicle to acknowledge members in the event of a death (of an immediate family member), marriage, graduation, or hospitalization. A fixed dollar amount should be determined for each or all acknowledgements; the suggested minimum amount $25.00 per acknowledgement. Budgeted $600.00 in expenses for the year. Donna is investigating obtaining credit opportunities with florists. She and Nate will be responsible for obtaining and delivering the acknowledgements. The membership would be made aware to contact either of them in the event of such happenings. Coordination with Les will be necessary if money is needed. Pending concept and budget approval.

Quarterly "DID YOU KNOW": - Jayne Dawkins (DELETED PROJECT)a. highlighting chapter growth - corporate sponsors and supporters - CAC forma-

tion/members - partnerships - profile entrepreneurs, officers and members. Highlight chapter's successes and achievements.

b. a one-page newsletter - one or two-sided depending on amount of information. Format will be based on information being reported.

The 1993 first quarter issue is already in the works. Budgeted $300.00 for the year. Pending budget approval.

Monthly "Philly Chapter ALERT": - Jayne Dawkins (DELETED PROJECT)a. this information will be mailed to members onlyb. a one page document listing information pertinent to all members and not

captured in the 'Coming Events'. c. printed on color paper

Budgeted $700.00 for the year (based on $60/mon. for 2-sided color copies). Pending budget approval.

SECOND QUARTER ACTIVITIES:

Chapter/Member Handbook - Belynda Jenkins, James McQueen, Jayne Dawkinsa. will include all marketing materials (listed under Membership Growth: Marketing

Package)b. overview of all chapter committeesc. chapter and national bylaws

This is a necessary resource guide for our membership. The Guide will be professional looking and easily updated. We will need to purchase binders, and will incur coping costs. Committee will put-together ourselves. Budgeted $900.000 for the year. Pending budget approval.

MEMBERSHIP GROWTH

FIRST - FOURTH QUARTER ACTIVITIES:

Memberships: Jayne Dawkins; ** Donna Jones & James Averett for orientation back-upa. continue sending treasurer fees A.S.A.P.b. send updates to nat'l at least monthly and bimonthly is necessaryc. advertise multi-year membershipsd. hold brief member ** orientation at the conclusion of monthly program meetings

and extend an invitation to committee chairpersons to participate.e. continue notifying committee chairpersons of new committee members.f. continue verbal communication with the membership, addressing their needs and

concerns, and conveying any needs/concerns to the appropriate people.

Prospect Mailings: Jayne Dawkinsa. continue mailing BDPA materials within one week of receiving prospect informa-

tion.b. continue telephoning prospects when given a telephone number.

Have been averaging 15-25 inquiries per month (not including conference sign-up sheets). Have budgeted $150.00 for the year for postage.

Membership Drive Events: Simone Grant, Vania Abdul-Badee, Donna Jones, Jayne Dawkins

a. Specific membership programs, to be held during the months of February, June and October (not a part of the monthly program meetings); solicit prospects and send out invitations; present overview of chapter and committees and encourage Q & A.; format: wine and cheese reception - open forum - prepared presentations - loosely structured; personal testimonials "what have I gained from, how have I grow as a result of being a part of BDPA, etc.

e. WDAS radio spot - designed press releases - submissions to company newsletters

f.. prize for member who brings-in greatest number of new members during months of February and October.

There needs to be a forum devoted to prospective members, their questions and concerns. Tentative date for first program is January 20, 1992. Plan to invite NCC prospects, holiday party prospects in addition to other prospects. Hold program at a facility w/o charge in center city. Budget $600.00 for refreshments, copies of materials, invitations and postage for the year. Plan a two hour program, total time. Budget $100.00 for two prizes. Pending concept and budget approval.

FIRST QUARTER ACTIVITIES:

Threefold Brochure: Alex Slocum, Vania Abdul-Badee, Darren Anthonya. history - objective - mission statement - local & national benefits (tangible &

intangible) - annual fees w/explanations

b. mailed with revised president's letter, coming events, current program announce-ment, application, membership chairperson BDPA business card and note.

c. printed on stock paper using laser printer and folded

Membership Committee will have completed draft of brochure by 12/31/92 and will present at the January 1993 Executive Committee meeting. Budgeted at $150.00. Pending concept budget approval.

Complete Marketing Package: James McQueen, Belynda Jenkins, Jayne Dawkins (DELETED PROJECT)

a. will contain information listed under 'a' from above item

b. chapter demographics: total membership numbers - % IT professionals - % other professionals - entrepreneurs - % students, college & high school

c. representative companies, colleges and high schools of membership

d. chapter structure - committees

e. partnerships, corporate sponsors, corporate supporters

f. method of funding

g. education and community programs and evolvement

h. past and recent accomplishments

i. national info: structure - conference - regional meetings - sponsors and supporters - etc. - chapters' representative cities

j. growth of membership

Professional looking document using desktop publishing capabilities, graphs and flow charts where applicable, in a BDPA folder. This is a necessary tool and can benefit all committees. Extremely useful and/or necessary for proposals and presentations. Membership committee will complete this project by 12/31/92 and will present at the January 1993 Executive Committee meeting. Purchase of folders with BDPA logo and copying costs are budgeted at $600.00. Pending concept and budget approval.


I. Student Chapter and Partnerships Formations: Paul McDaniel, Alex Slocum, Vania Abdul- Badee, Simone Grant, Donna Jones, Paul DeCosta

a. will consist of entire student body (middle & high school and college levels) (currently at 63)

b. actively forming partnerships with CRCM, INROADS and OIC

c. developing specific workshops and activities focusing on BET concept. Working with Education and Program Committees to accomplish this initiative.

e. retain current student members while adding to the fold

f. workshop for parents of middle and high school students to introduce them to BDPA and the BOD and encourage Q & A.

h. develop specific marketing materials for this purpose

Budgeting $250 for a 'program kick-off event' and parent workshop - Tentative date is April 7, 1992 at a site in center city w/o cost. Pending concept and budget approval.

V. Black Expo USA: Ernest Gibbs, Kublai Woody, Pauline Wynna. BDPA chapter poster - copies - electricity. etc.b. will code applications for tracking purposes

Budgeted $350 for this event. To date, can identify 18 full members who found out about and JOINED BDPA through our participation in Black Expo in April of this year (represents $1350 in membership fees). Pending budget approval.

MEMBER RETENTION

FIRST - FOURTH QUARTER ACTIVITIES:

Continue Renewal Series: Jayne Dawkinsa. Upcoming renewal ltr./You are a valued member/We want you back/What

happened?

b. follow-up phone calls (James Mason, Pauline Wynn, Simone Grant - Phila.

calls; Greg Williams, Kublai Woody - NJ calls)

c. Thank you for renewing letter

FIRST QUARTER ACTIVITIES:

Chapter Survey: James Averett, Stephen Gangesa. will be completed by 11/30/92 (complete with cover memo) and presented at

Executive Committee meeting 12/4/92b. either a 4 or 6 page, self-return-mailerc. may require a separate mailing because of bulkd. mail date would be mid Januarye. follow-up for retrieval of surveys already plannedf. database is being set-up in paradox to contain all data captured

Initially order 400 at a cost of $300.00 for black & white with us providing camera-ready copy. Self-mailer because we want to make it as easy as possible for our members to respond. (F.Y.I. to date we've received only 22 nat'l blind surveys from our membership). Pending budget approval.

Membership Applications:a. redo applications to include all committees, multi-year memberships vi-

sa/mastercard information - one page, two-sided


Five Year Pins: Donna Jones, Darren Anthonya. given to members in appreciation of their membership and service.

Budgeted at $350 for the year. Suggestions: pins for 3 years and/or five years of service; plaques awarded for 10 years of service or more, awarded in five year increments. People like Howard and Maryann would receive a plaque for the amount of years of service given to date. They would receive another at 20 years. Pending concept and budget approval,

MEMBERSHIP ISSUES:

• Monthly Program and Executive Committee Meeting Minutes:a. must be made readily available to all members

• Ample supply of stationary is needed• Bylaws must be updated prior to 1993• Mailings need to be every month, even if only to the membership• Certificates should be given at the conclusion of all workshops. This will be listed as a BDPA benefit.

Change membership database from Alpha4 to Paradox:a. will submit a proposal to the Automation Committee .

Purchase of IBM Desktop Publishing software:a. will submit a proposal to the Automation Committee.

REQUESTS: Chapter picnic:

a. request issue of the chapter underwriting the food for a membership picnic be revisited at the beginning of the second quarter.

OTHER SUGGESTIONS: • Sale of Tee and Sweat Shirts with logo and unique design as a chapter fund raiser.

Entrepreneurial Development:This is still in the 'conceptual stage'. Purpose is threefold:

a. increase entrepreneurial base of membershipb. encourage entrepreneurship throughout membershipc. sharing of ideas and experiences of entrepreneurs (membership) and further

spread throughout knowledge to community

2.3.12 Program

COMMITTEE:ProgramCHAIRPERSON: Priscilla Dinkins


1 - Determine topics and solicit speakers for monthly general membership program meetings.

2 - Plan and implement monthly general membership program meetings.

3 - Plan and implement seminars and workshops for general

membership.

4 - Prepare Program Announcemnts and Workshop Registration Forms and submit to the Communications Committee for monthly mailings.


1 - Determine topics and solicit speakers for monthly general membership program meetings.

2 - Plan and implement general membership program meetings.

3 - Plan and implement all seminars and workshops for

general membership.

4 - Prepare Program Announcements and Workshop Registration Forms to submit to the Communications Committee for monthly mailing.

Responsibility #: 1Responsibility Name: Determine topics and solicits speaker for

monthly general membership program meetings.

Description:

- Select tentative topics and speakers a year in advance and present it to the Board of Directors for approval.

- Upon approval, notify the speakers at least two months prior to program meeting.

- Send confirmation packet to perspective speaker which includes request for biographical information, What is BDPA, and The Bottom Line one month prior to speaking engagement.

- Prepare appreciation certificate and program announce-ment for speaker.

- Send thank you note to speaker within two weeks after general program meeting.

Resources Needed:



12 Certificates @$2.50

12 Frames @$4.50

Podyshr @$5.80


Other Comments:

Responsibility #: 3Responsibility Name: Plan and implement seminars and workshops

for general membership.

Description:

- Prepare a date schedule containing subject matter for seminars, workshops and instructors a year in advance. Submit to Board of Directors for approval.

- Upon receipt of approval, obtain the instructor and location to have the seminars and workshops.

- Register and maintain record of attending students.

- Provide refreshments for attending students (coffee, tea, juice, doghnuts, paper goods).

- Send thank you to instructor.

- Clean up area afterwards.

Resources Needed:



Refreshments

Platter, soda, punch @$65.00 Monthly

Paper goods @$60.00 Yearly


Other Comments: n/a

Responsibility #: 4Responsibility Name: Prepare program announcements and workshop

registration forms for mailing.

Description:

- Prepare program announcemnts from information received from guest speaker and topic selected to be presented.

- Prepare Workshop Registration form using pre-approved schedule.

- Have information proofed.

- Submit to Communications chair for mailing.

Resources Needed:

Work Start Date: n/a Work End Date: n/a


n/a

Other Comments: n/a

2.3.13 Strategic Planning

COMMITTEE:STRATEGIC PLANNINGCHAIRPERSON: Howard Marshall James, Jr.


1- STRATEGIC PLAN:

Coordinate Development of Chapter Strategic Plan("Master Plan 19xx").

2- OPERATING PLAN:

Coordinate Development of Chapter Operating Plan("Operating Plan 19xx").

3- POLICIES and PROCEDURES:

Coordinate Development and Maintenance of Chapter Policies and Procedures Manual.

COMMITTEE: STRATEGIC PLANNINGCHAIRPERSON: HOWARD M. JAMES, JR.

Responsibility #: 1

Responsibility Name: STRATEGIC PLAN

Description:

Coordinate Development of Chapter Strategic Plan("Master Plan 19xx").

Resources Needed:

January:

Strategic Planning Committee release Chapter 3-year Strategic Plan for the current year and the two years that follow ("Master Plan 1993").

September: (Begin Planning Process for next year.)

Strategic Planning Chairperson and at least one committee member need to prepare standard format planning packages for distribution to Board members along with notification of the October planning meeting (via Philly BBS)

Board members need to complete planning packages and budget packages and upload to Philly BBS.

October:

Board members need to review all planning and budget packages on Philly BBS and contact the appropriate officer or chairperson with questions pertaining to their perspective packages.

Strategic Planning Chairperson and at least one committee member needed to coordinate and chair the October strategic planning meeting.

Finance Committee Chairperson needed to coordinate budget aspects of planning meeting.

All Board members must attend planning meeting.

November:

Executive Committee, Strategic Planning Committee, and Finance Committee refine plans and budgets. Plans and budgets must be coordinated. Approximately 12 to 16 meeting hours anticipated.

Committee Chairs review refined plans and budgets and return comments to the Strategic Planning Committee Chair.

December:

Executive Committee, Strategic Planning Committee, and Finance Committee finalize plans and budgets


Estimated Cost Breakdown: $400.00 - Copying and Distribution(approximately 300 copies of 30 pages each)

Distribution:

Chapter Board - 25 copiesCAC - 10 copiesCorporate Sponsors - 10 copiesChapter Members - 250 copiesNational Board - 5 copies

$100.00 - Strategic Planning Meeting(preparation and meeting materials, and

refreshments)

Other Comments:

Responsibility #: 2

Responsibility Name: OPERATING PLAN

Description:

Coordinate Development of Chapter Operating Plan("Operating Plan 19xx").

Resources Needed:

January:

Strategic Planning Committee and Finance Committee release "1993 Operating Plan" (includes 1993 Budget).

June:

Strategic Planning Committee conducts a meeting for the mid-year status review of Operating Plan initiatives. Approxi-mately 3 hours preparation and 6 hours meeting time is anticipated.

Officers and Committee Chairs participate in mid-year status review of Operating Plan initiatives. Approximately 2 hours preparation time (primarily for status reports) and 6 hours meeting time is anticipated.

September: (Begin Planning Process for next year.)

Strategic Planning Chairperson and at least one committee member need to prepare standard format planning packages for distribution to Board members along with notification of the October planning meeting (via Philly BBS)

Finance Committee needs to prepare standard format budget package for distribution to Board members (via Philly BBS).

Board members need to complete planning packages and budget packages and upload to Philly BBS.

October:

Board members need to review all planning and budget packages on Philly BBS and contact the appropriate officer or chairperson with questions pertaining to their perspective packages.

Strategic Planning Chairperson and at least one committee member needed to coordinate and chair the October strategic planning meeting.

Finance Committee Chairperson needed to coordinate budget aspects of planning meeting.

All Board members must attend planning meeting.

November:

Executive Committee, Strategic Planning Committee, and Finance Committee refine plans and budgets. Plans and budgets must be coordinated. Approximately 12 to 16 meeting hours anticipated.

Committee Chairs review refined plans and budgets and return comments to the Strategic Planning Committee Chair.

December:

Executive Committee, Strategic Planning Committee, and Finance Committee finalize plans and budgets.


Estimated Cost Breakdown: $400.00 - Copying and Distribution(approximately 100 copies of 125 pages each)

Distribution:

Chapter Board - 25 copiesCAC - 10 copiesCorporate Sponsors (upon request) - 10 copiesChapter Members (upon request) - 50 copiesNational Board - 5 copies

$100.00 - Operating Plan Review Meeting(preparation and meeting materials, and

refreshments)

Other Comments:

Responsibility #: 3

Responsibility Name: POLICIES and PROCEDURES

Description:

Coordinate Development and Maintenance of Chapter Policies and Procedures Manual.

Resources Needed:

January:

Strategic Planning Committee solicit Policies and Procedures from all Chapter Board Members.

February through December:

Chapter Board Members submit:

o submit recommendations for new or revised policies to Strategic Planning Committee in standard format.o submit new or refined Procedures to Strategic

Planning Committee in the standard format.

Strategic Planning Committee:

o review new and revised Policies and Procedureso submit policies to Executive Committee for review and

approvalo update Policies and Procedures Manualo distribute new and modified policies and procedures

to holders of the Manual (Officers, Committee Chairs, Team Leaders, and others

as designated by the Executive Committee)

Executive Committee:

o review and consider policy recommendations for approval

o review new and revised procedures


Estimated Cost Breakdown: $300.00 - Copying, Binding, and Distribution

(approximately 25 copies of 200 pages each)

Distribution:

Chapter Board - 25 copies

Other Comments:

3.0 CHAPTER BUDGET

This section of the Operating Plan provides both a summary and detailed view of the Chapter Budget for 1993. This section is prepared by the Finance Committee as a result of the budget planning process that coincides with the strategic planning process described earlier in this document.

Operplan.93

Documents

year plan

chapter budget

release operating plan

approved chapter

year strategic plan

national bdpa goals

vision bdpa

greater philadelphia