Customer Groups

Association of Florida Colleges FSCJ Chapter Strategic Plan 2013

A message from the President

A message from the President

As the current Association of Florida Colleges Chapter President for Florida State College at Jacksonville, I am pleased to introduce the strategic plan for this year. This plan will guide our AFC Chapter 2013 priorities.

Evident in AFC history is a dedication and commitment to quality higher education among Florida colleges. This years strategic plan exemplifies this commitment. The 2013 AFC Chapters strategic plan emphasizes membership growth and empowering members to become active participants. Increased membership and participation promotes advocacy and communication with legislative leaders in the state. Exceptional customer service to students is the ultimate goal.

Please join us in this mission to promote quality higher education for students in Florida colleges.

Tim Slater AFC Chapter President Florida State College at Jacksonville

Business Profile

Business Profile
The Association of Florida Colleges Florida State College at Jacksonville chapter is a professional organization for the employees and retirees of the college. The essential function of the chapter is to support the advocacy of positive legislature and share information that will benefit FSCJ and the Florida community college system. The chapter supports advocating of legislature for the Florida Retirement System providing benefits to retired persons from the Florida community college system as well. Additionally, the chapter provides its members with professional development opportunities to support and advance their career while also providing scholarships to those members who qualify which cover the cost of the their continuing education opportunities.

Customer Groups

Customer (Member) Groups

Retirees
Retirees are retired employees of the college system and are still eligible for membership in the FSCJ chapter of the AFC. Although not in service, the retirees are invaluable to the chapters success.

In-Service
In-service is the group of people who are currently employed in some capacity at Florida State College at Jacksonville. The employees are a vital part of the chapter in that they bring knowledge, skills and abilities that drive the chapters success.

Mission, Vision, and Core Values

Mission
Helping Floridians excel in education and in life.

Vision
To unite all Florida public community colleges by advocating for the development of educational legislation that will serve greater opportunities and position students for professional success.

Core Values
Integrity Ethics Transparency Clear communication Efficiency
Leadership by example Unbiased principles and values in legislative support Full operational disclosure to all chapter members Optimal results driven through understanding of goals and objectives Informational organization

Internal External Assessment

Internal External Assessment

Strengths

Key members and ocers Top 5 in size of school Development training Networking Rerement system

Weaknesses

Absence of communicaon Lack of vision Compeng resources No commercial sponsorships or recurring funds Deciency of informaonal organizaon

Opportunities

Access to school resources Leveraging rerees and past ocers as development resources Integrang a comprehensive Informaon System Developing relaonship(s) with legislave advocate in Tallahassee leader

Threats

Territorial boundaries Personal agendas Funding deterioraon Loss of membership Time

Posioning the chapter as an organizaon-wide

Value Creating Strategy

Value Creating Strategy

In service members
People are AFCs greatest asset and they are what will ensure the success of the organization. By providing the best professional opportunities that enhance career development and position our members to become tomorrows leaders, we can provide a unique, unduplicated value.

Retirees
Advocating for the research, support, and preservation of legislative operations to maintain and evolve the Florida Retiree System (FRS). This program is the prime benefit for membership of AFC and needs to be sustained in order to retain members as well as encourage new member growth.

Strategic Objectives and Short Term Goals

Strategic Objectives and Short Term Goals Overview

Category Category Operations Objective Improve Operational Efficiency Goal Brand chapter board as Oversight Committee adding priorities of assigning new committees Implement Information System Set up chapter level social media outlets Establish foundational relationship with legislative and administrative leadership in Tallahassee Institute an intra-chapter communication plan Customer (Members) Increase chapter membership 50% in 5 years Raise chapter membership 20% by FY 2014 Leverage Information System to track and guide membership goals Create monthly and annual recognition program for member(s) with highest number of recruits Build and maintain traffic to and from chapter social media outlets Formulate a member tenure recognition program People Establish chapter cohesion and support professional development Organize an annual chapter awards banquet by 2013 Host AFC Conference at 1 of the chapters major campuses in 2013 Arrange chapter rallies bi-monthly at alternating campuses/centers to gain exposure Create 1 workshop at each campus/center once a year Elicit leadership in Tallahassee to participate and/or present at chapter engagements at least twice a year Designate a member to develop and maintain a monthly communication with Susan Lehr and other administrative staff in Tallahassee

Improving operational efficiency will be achieved by

Improving operational efficiency will be achieved by by

Rebranding the chapter board as the Oversight Committee
Purpose
The purpose of the Oversight Committee is to enhance the functions of the current chapter board. The Oversight Committees key function is to champion the efficient execution of the chapters daily operations and perpetuate its lasting prosperity. There are four main committees that the Oversight Committee should enact in order to administer all phases of its operations. These newly formed committees will be responsible for developing plans for success specific to the roles in which they are assigned and present their ideas for approval to the board. The Oversight Committee is designed to control any executive decisions delivered by these committees.

Key Action Items

1. Form Budget committee to support financial operations 2. Create Membership committee that manages enrollment and communication 3. Institute Event committee to coordinate travel arrangements and direct chapter events 4. Build Policies and Procedures committee that aligns chapter policy with AFC policy 5. Select up to 3 members to serve on each committee

Improving operational efficiency will be achieved by

Implementing a comprehensive Information System

Purpose
Create an easy to use, front-facing database application that will enable users to record and report on four distinct business areas that will allow the chapters operations to become more transparent and quickly accessible. Furthermore, it will reveal where the chapter is successful and uncover areas for opportunity. All data in the Information System (IS) is designed to relate to all phases in the organization. Data will be easy to maintain and centrally located in the database application; however, the tool will interface with an intranet site for simple publication and broadcasting. Information security will be provided at the site level specific to designated roles or user groups. Budgetary The ISs budgetary function is to track revenue, expenses, and financial contributions to the chapter. Also, to provide a way to identify sources of these elements so that decisions can be made with ease. Membership The IS will also enable recordation of membership levels and aide in identifying rank within AFC. Developing a relationship with other top chapters to share membership data in order to obtain current information and stay on top of trends should be made a priority. The essential function of the IS with respect to membership is to provide accurate, reportable data to Tallahassee to establish the chapter as a leader in the organization.

Improving operational efficiency will be achieved by

Event Cataloguing event data for past and future events will also be a utility that will serve the chapter well. This will be achieved by empowering the chapter to have a way to classify success based on specific event themes or types, using measures from membership and/or funding increases. Future planning of events should be predicated on past event success. Policies and Procedures The Policies and Procedures committee will be supported by having a function of the IS that serves a repository to document chapter policies and by-laws for preservation and easy maintenance. Additionally, state legislation could also be stored to ensure chapter alignment.

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Improving operational efficiency will be achieved by Recommended Reporting Action Items

Report Title Break-Even Analysis Report (Revenue vs. Expense) Sponsorship Results Report

Measures
Revenue Expenses Funding generated

Timeframes
Monthly Quarterly Annually Ad Hoc

Groups

By Sponsor By referring professional associaon Chapter level Other chapters AFC chapter rank Lunch and Learn Rallies Workshops Conferences Other events

Membership Success Tracking Report

New memberships Renewed memberships Returning memberships Revenue generated Memberships renewed New memberships received Break-Even Analysis measures Sponsorship funding generated Total Memberships received Event Success metrics Overall chapter rank Trends compared by month for each of these measures

Monthly Quarterly Annually Per event Per event Monthly Quarterly Annually Event comparison Ad Hoc

Event Success Matrix Report

Chapter Success Dashboard

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Improving operational efficiency will be achieved by

Rollout chapter level social media outlets

Purpose
Create and maintain social media outlets to originate a free communication platform that can keep members updated with latest event details or legislative changes.

Key Action Items

1. Chapter accounts for Twitter and Facebook created 2. 25% of membership population as followers within 6 months of launch

Creating an effective intra-chapter communication plan

Purpose
Create a method of standardized communication within the chapter that conveys clear, concise, and appropriate messages to all members. Develop a priority tree or directional flow of information for certain types of communications. Apply protocols and policies on how to convey messages based on their subject or targeted groups.

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Increasing chapter membership will be realized by

Increasing Increasing chapter membership will be realized by

Organizing a golf tournament
Purpose
Being able to raise funds and benefit members while having a potential to increase membership is usually difficult to fit into one event. However, a wellorganized golf tournament can provide all of these attributes. The following plan outlines a blueprint as to how to make a golf tournament successful.

A plan to put in motion

Holding a golf tournament can be quite the undertaking and will require great planning far in advance of the date in which you choose to have it. A good place to start is to seek out sponsors for the event. Perhaps enlisting the help of the APC to contact some local business leaders that may be able to help or can refer you to some other sponsorship sources. This is a great opportunity to try and develop long term relationships in having these businesses commit to recurring funding for years to come. Another idea for raising funds is to sell tee or clubhouse advertisements that sponsors can purchase. Also, acquiring food and drink sponsors should be made a priority. Golf tournaments are an all-day affair, so it is recommended that food service be a major part of the occasion. This is a great way to involve local restaurants to provide meals or have them cater the event. Once you have secured some sponsorships, its time to seek out the course where the tournament is to be held. It is advisable to this after some sponsorships have been confirmed, however, if budget allows, this could also be a first step in the process. Prices range quite a bit, however, each one has its own highlights. Keeping in mind that the objective is to bring as many folks in as possible, the course choice should be made that attracts players at all skill levels. Gifts are a great way to add some value to the patrons of the tournament. This also provides incentive to come to the event. These gifts could range from simple goodie bags with snacks, tees, pens, gloves, caps, or other clothing where many

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Increasing chapter membership will be realized by

of which could be donated. When selecting prizes, be creative. Giving gifts such as weekend getaways to regional resorts, cooking lessons, and residential landscaping are just a sampling. Jaguar tickets also make a great prize. These type of events rely heavily on volunteers so this is a great opportunity to elicit the help of the Retirees. Utilizing the social media outlets to get the word about the golf tournament will also be critical to the success of the event, let alone reducing the cost of advertisement. Some ideas on contests inside of the tournament which could help raise even more money than admission to the event include: Pung contest Longest drive contest Closest to the hole contest Out shoot a pro contest Have a pro shoot for you contest

Performing a plan similar to this outline should yield fantastic results, not to mention the branding capability of an event of this magnitude. This is the type of event that can become an annual focal point for the chapter and possibly catch on to the rest of the organization.

Arranging a silent auction

Purpose
A silent auction is a fun way to entertain members, drum up funding, and give something back. The auction can showcase student art and other crafts for sale providing exposure to their creators. Proceeds from the benefit could be used to fund scholarships that are sponsored by the chapter.

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Increasing chapter membership will be realized by

Creating a recruiting award program

Purpose
To encourage members to reach out to other associates who are not members and have them join AFC. The award program will recognize the top 3 members with the highest recruits for the month past as well as at an annual level.

Form a membership tenure program

Purpose
This program will recognize those at certain membership tenure levels like 1, 5, 10 years and so on. Providing a memento to these individuals in an awards ceremony or at chapter events annually would be recommended.

Developing a marketing plan for past members

Purpose
An initial focus should be on retiree members who have not renewed their membership, they are a resource of experience and accessibility to the chapter and its activities. This can also provide them an opportunity to revisit their passion for teaching or working in the college environment without the daily commitment to teaching. Another focus should be the non-renewed memberships, finding out why members did not renew and develop a marketing plan to entice them to return.

An actionable plan
Obtain a list of past members with a distinction on whether they are retired or non-renewing but eligible for membership, including full address and e-mail. Develop marketing plans for each target group, to be direct to each groups desires in membership.

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Increasing chapter membership will be realized by

Send an initial mailing to the retirees inviting them to a regular meeting, along with a survey of what benefits that would encourage them to become an active member. Develop a marketing program to address the specific needs of the retired, and keep in regular contact with them not to lose their interest. Survey the non-retired, non-renewing members to determine why they did not return and what they liked and did not like about being a member. After information is collected, use this information to enhance the member benefits of the chapter, and develop a marketing program to advertise these benefits to the non-returning members. Delivery mechanisms can include postal mail, electronic mail, and social media outlets.

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Establishing chapter cohesion will be accomplished by

Establishing chapter cohesion will be accomplished accomplished by

Organizing an annual chapter awards banquet
Purpose
To recognize leaders in the chapter for their service, recruitment, and tenure. Cultivating an environment where achievements are rewarded and appreciated.

Hosting an AFC Conference

Purpose
Showcasing the chapter on an organization-wide platform gaining exposure for the college as well as presenting the chapter as a keystone in the association.

Conducting monthly Lunch and Learn training resource events

Purpose
Provide AFC members an hour to hour and a half educational presentation on topics to enhance the attendees professional and personal development. This also allows attendees to learn new information or techniques from their peers, also provide encouragement for them to present on a subjects they are very knowledgeable in. Topics can include professional techniques, information transfer, and life skills applicable to the member demographics.

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Establishing chapter cohesion will be accomplished by

A plan to execute
Advertise a monthly schedule of topics on the website and social media outlets to the chapter members with an array of topics that will appeal throughout the demographics. Members should be able to register online, which can be as simple as sending an e-mail to the responsible party. Members can bring their lunch then listen and interact with the presenter. If funds are available, possibly once a quarter the chapter can provide a simple lunch for the members. As the lunch and learn attendees begin to grow, survey the chapter members to find out if they would like lunch to be included with a registration cost. The event committee will be responsible for setting up the location, recruiting the speakers and advertising the event to the chapter members. The recommendation for order is to recruit people who have some general capability or information to offer to attract all members and potential members, for example how to use the social media products to be implemented in the chapter, or intermediate or advanced MS Office Suite techniques helpful to the activities used around the college. After a few months, survey the members to find out what they specifically would like to see taught. Recruiting should be an ongoing task.

Creating Workshops to be held at all chapter campuses or centers

Purpose
Present a two to three hour seminar for professional development on topics to further the attendees knowledge base. The topics presented will be more focused skills taught to a specific audience, for example advance skills to the finance administration or advanced blackboard skills for professors. The workshops will provide specific detail and demonstration of the capabilities being presented, and the audience will take away more usable skills to use in their profession, and documentation, i.e. a print out of the power point, for attendees to use as reference.

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Establishing chapter cohesion will be accomplished by

A plan to fulfill the goal

Workshops are recommended to hold monthly from January to November at alternating campuses. This provides accessibility to the members of each campus and personalizes them and their working location within the FSCJ AFC Chapter. The presenters of these workshops should be experts in the area of the topic being presented to provide the best learning opportunity. Presenters, for example, can be recruited from local businesses and corporations, community and non-profit organizations, and industry specific clubs such as SQL Users Group and Association of Information Technology Professionals. Allowing experts to share real world experiences will ultimately allow college professors, professionals, and administration to better prepare for the students success upon entering their careers. 1. Adverse the events, possibly between two and three months in advance, to include who and what of the event. 2. Begin a registraon period, including where and when informaon, to end three to four weeks prior to the event to provide the speaker demographic informaon on the audience. 3. Provide reminders by e-mail beginning two weeks prior to the event. Recruiting for these events should be an ongoing endeavor, continuously making contacts and requests for speakers, to keep the schedule complete without gaps. It is also possible to recruit one speaker to present different topics on different occasions, or even a larger subject broken down in the smaller topics taught intermittently until complete. Surveying a group of professors or professionals from the chapter can bring back a wealth of topics and leads on presenters.

Arrange chapter Rallies to promote the culture of AFC

Purpose
Rallies are to energize the FSCJ AFC community to be active and engaged in the organization, and to inform potential members of the benefits of being a member. Activities can include recognition of something that has happened to a member or because of a member, speaker to inspire members to be innovative and inspiring to the students and faculty they work with every day, and highlights from events that are held in between the Rally schedule. Ultimately, the purpose is to relay the mission and vision to the attendees and encourage

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Establishing chapter cohesion will be accomplished by

them to be a part of the difference the AFC can make in the lives of the students attending FSCJ.

A guide to success
The rallies should be a responsibility of the events committee, and the speakers should be board members and recognized members of the FSCJ AFC chapter. The event should include time for networking, and a booth with a means for potential members to sign up. The environment of the event should be very energetic and interactive, including music during networking, integration of video during recognition of successful members and events, and question and answer sessions as a few possibilities.

Eliciting staff in Tallahassee to participate at chapter engagements twice a year

Purpose
To provide the members a socially connect them to representatives from the organization.

Designating a member to develop and maintain a relationship with legislative and administrative leadership in Tallahassee and chapter advocate Susan Lehr
Purpose
To position the FSCJ chapter as the recognized leader and have direct, flowing access to information and assistance from the state.

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Establishing chapter cohesion will be accomplished by

Key Personnel Relationships

Membership and professional development Administration and Finance Marsha Kiner

Success Measures
Institute and sustain a monthly communication stream either by email or phone

Eileen Johnson
Establish a quarterly meeting face to face (could be in person or virtual)

Information and Database Manager Chapter Advocate

Adrienne Bryant

Susan Lehr

Note: A Tallahassee representative present at a Chapter function would constitute for this face to face contact.

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Scorecard Metrics

Scorecard Metrics
Measure Target Formation of Budget, Membership, Event, & Policies and Procedures Committee 25% of chapter membership Once per month (email/phone) or Once per quarter (face-toface/virtual) 20% increase from membership level in 2012 Creation of system as specified Action Item Key Action Items (p. 8)

Goal

Brand chapter board as Successful Oversight Committee - implementation assigning new committees

Set up chapter level social Total number of media outlets followers Establish foundational Frequency of relationship with legislative communication and administrative leadership in Tallahassee Raise chapter membership Total increase of 20% by FY 2014 membership

Key Action Items (p. 12)

Success measures (p. 21)

All items under Increase chapter membership will be realized by(p. 13-16) As outlined (p. 9-11)

Implement Information Successful System implementation

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Implementation

Implementation

Goal Implementation Schedule

1/1/2013 3/2/2013 5/1/2013 6/30/2013 8/29/2013 10/28/2013 12/27/2013

Rebrand Oversight Form Budget Create Membership Institute Event Build Policies & Procedures Implement IS Set up social media Establish relationship(s) Initiate communication plan Organize golf tournament Arrange silent auction Conduct 'Lunch and Learn' Develop marketing plan Create recruiting award program Form a membership tenure program Organize awards banquet Host AFC conference Arrange 'Rallies' Create 'Workshops' Tallahassee presenters Designate contact for Susan Lehr

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Team Profiles

Team Profiles

Karla Byrd
Karla Byrd is an Associate Developer at Florida Blue where her experiences include systems analyst, validation and testing of production data, release planning in a production environment, and requirements documentation.

She has achieved an A.S. in Information Technology focused on database design and management. Karla has seventeen years of experience in the construction industry with responsibilities in office management, contract management, project bidding, project cost accounting, and on-site experience in demolition and asbestos removal.

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Team Profiles

Richard Penick
Richard is currently pursuing a Bachelors degree in I.T. Management at Florida State Community College of Jacksonville. His past experiences includes serving 6 years in the United States Army.

Richards unit was the military intelligence detachment of the 2/20th Special Forces Group (Airborne) in Louisville, KY. His MOS was 25C and he held the job of radio maintainer-operator while duties included installing, operating, and performing preventive maintenance checks and services along with unit level maintenance.

As a radio maintainer-operator Richard performed tasks that included installed, functioned, and implemented strapping and restrapping, preventive maintenance checks and services on communication security devices in encrypted formats. During his tenure he held a TS/SCI security clearance. He was awarded the Army Achievement Medal as well as a Joint Service Achievement Medal.

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Team Profiles

Chris Horvath
Chris is poised to graduate from FSCJ from within the Information Technology Management Bachelors Degree program in August of 2013. Eight years of his professional career were spent in Mortgage Lending and in 2010 he decided it was time for a career change and decided to pursue an education in IT.

After Chriss second semester full-time in the degree program, he took a SQL Server introduction class that set him on his current path which is application and database development. Chris now works as Business Intelligence Developer and has a little over one year of experience in the field. The future is trending upward for Chris as his skills sharpen and the amount of opportunities continue to grow.

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Contents
A message from the President....................................................................................................... 1 Business Profile .............................................................................................................................. 2 Customer (Member) Groups .......................................................................................................... 3 Mission, Vision and Core Values.................................................................................................... 4 Internal External Assessment ..................................................................................................... 5 Value Creating Strategy ................................................................................................................. 6 Strategic Objectives and Short Term Goals Overview .................................................................. 7 Improving operational efficiency will be achieved by ............................................................... 8 Increasing chapter membership will be realized by ................................................................ 13 Establishing chapter cohesion will be accomplished by .......................................................... 17 Scorecard Metrics ......................................................................................................................... 22 Implementation............................................................................................................................ 23 Team Profiles ................................................................................................................................ 24 Karla Byrd .................................................................................................................................. 24 Richard Penick ........................................................................................................................... 25 Chris Horvath ............................................................................................................................. 26