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Abstract: |
PMI Portland holds elections every year to replace their Board of Directors. This document explains the information needs of the webmaster to open and hold the election, as well as to report the results and setup the new Board members and their staff. |
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Author: |
Janice Hansen |
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Date: |
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Revision: |
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Pages: |
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Reference Documents:
Document Name |
Revision |
Date |
PMI-Portland Contact Database Elections Guide |
1.0 |
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Survey Monkey Instructions |
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Approvals:
Approver Name |
Title |
Signature |
Date |
Todd Williams |
Director of Technology |
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Document Revision History:
Version |
Changes |
Author |
Date |
1.0 |
Initial draft |
Jani Hansen |
5/6/07 |
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PMI Portland Chapter holds elections every May in order to replace their Board of Directors. The webmaster is responsible for the customer-facing portion of this effort, by creating the on-line election tool, the printable ballot, updating the PMI PDX database, updating the website, and communicating to the membership via email. The PMI PDX database contains a subsystem that tracks the positions, descriptions and duties and election data for the organization. This data is used to generate Leadership and Organization Reports, and a Voter’s Pamphlet.
In addition, an article (or two) will appear in the newsletter, along with the printable ballot.
Members of the board of directors are responsible for recruiting candidates and for collecting the information needed by the webmaster and newsletter editor in a timely fashion.
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Call for nominations |
Open elections |
Announce results |
Time |
Before April Meeting |
Before May meeting |
Before June meeting |
Webmaster |
Update calendar Update Election page for this year Post nomination form. Update Home. Begin updating PMIPDX database with info provided re: hierarchy, positions, etc. |
Survey Monkey online election tool. Update all of PMI PDX database info on current board. Update PMI PDX for candidates. Post to website: survey monkey link, 3 reports from PMI PDX db, printable ballot, election instructions, etc. |
Update website: Home Elections page New officers in Contact page Update the PMI PDX DB with new officers. Save the prior year DB reports for archival purposes.
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Newsletter |
Article re: call for nominations and election |
Article re: elections. Printable ballot and Candidate Profile |
Article re: elections results. |
Board Member #1 (candidates) |
Supply election and candidate info to appropriate person. Begin recruiting.
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Supply election and candidate information to appropriate person. Pay for Survey Monkey. |
Supply names to webmaster and newsletter editor. Supply bio and photo if we don’t have one. |
Board Member #2 (Org structure) |
Review existing Leadership structure info in Database (3 reports) and collect validation or changed info for webmaster. |
Provide final info for Leadership structure in Database for webmaster. |
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NOTES for 2008 election… |
Be sure the nomination form is updated to ask for: Bio Statement Photo Get Bios and photos of those elected in 2007. |
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The following information is needed as soon as it is known:
Who is in charge of providing information on the election process?
…On Candidates?
…On updating the Org Structure information?
Timeline for nomination process, election open and close.
The following information must be collected by a Board member and provided to the webmaster for the elections process:
Biography (50 words maximum). This appears in Survey Monkey, the voter’s pamphlet, the printable Ballot, and will serve as their bio in the PMI PDX database and Org Structure reports, should they be elected. This can be changed any time after the election, if desired.
Statement (50 words maximum). This appears in Survey Monkey, the voter’s pamphlet, and the printable Ballot. Summary of why they want to hold the office, be on the board, etc.
Photo (headshot). This appears in the Voter’s pamphlet, and will be in the PMI PDX database and Org Structure reports, should they be elected. This can be changed any time after the election, if desired. May also appear on the website for their portfolio or in the newsletter.
Ideally, the Board member will collate all information from candidates and provide a single file to the webmaster, along with the photos in .jpg or .gif format.
It is recommended that the NOMINATION FORM be revised in order to capture this information.
New for 2008: It is highly recommended that a Board member be responsible for reviewing and gathering updated information on our Org Structure prior to the election.
The PMI PDX database generates three reports which are used throughout the year on the website and also during the election. See Report Examples below. The reports are as follows:
Name |
Function |
Position Descriptions |
This report provides details for the positions of Executive Committee, Vice Presidents and Directors. It contains a description of the organization and does not include the current position holder name. The intended use is to describe duties to potential office holders and volunteers as well as to the membership. |
Leadership Report |
This report is identical to the Position report, except that it also contains the current office holder’s name, a bio, and a picture. The primary intent of this report is to provide information on the people holding office during a specific year, and their responsibilities. |
Voter’s Pamphlet |
A report that lists each elected position and the people running for that office. This will contain a bio, their picture and a position statement describing why they want to run for the office. |
All of these reports rely on a hierarchy that establishes which Directors report to which Portfolio VP.
The following information is needed in order to keep this information current, and should be reviewed and updated prior to opening elections:
Portfolio/Group (VP level only) |
Office Holder (VP or Director) |
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Hierarchy – which Director reports to which Portfolio/group.
Description of the Portfolio in this format: Service Provided Functions (see example below) |
Job Description for the Position in this format: On sentence summary Responsibilities (bullets) Qualifications (bullets) Term of office (see example below)
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Name Bio (50 words max.) Photo These were probably supplied during the election. Check for updates. |
Example: Service Provided: The operations portfolio provides the processes and technical infrastructure that support ongoing chapter activities and strategic initiatives. Key areas of focus include: -Management and Creation of Website Features and Functionality -Management of E-mail and Print communications with membership -Support of Event Registration systems and financial interfaces -Data and digital content management -Management of Chapter assets Functions: -Job Postings Management -Website Content Management (Breakfast Roundtables Area) -Newsletter Creation -Newsletter Distribution -Chapter Communications -Website New Feature Development (Scoping and Prioritization) -Website Release Management -Equipment Management -Member Database Development |
Example: The Director of Volunteers coordinates and recruits volunteers to support and staff chapter programs.
Responsibilities: •Track all potential volunteers for PMI Portland Chapter. •Track actual volunteer activity. • Recruit volunteers to man the registration desk each month. •Coordinate and manage annual Volunteer Recognition Awards Dinner. •Recruit volunteers for any and all chapter programs. •Maintain standardize tools and descriptions of roles (e.g., job descriptions, time tracking tools, event descriptions, etc.) •Provide newsletter content re: volunteer activities and needs
Qualifications: •Appointed by VP of Membership. •All directors shall be members in good standing of PMI and the Portland Chapter.
Term of Office: Appointed for one year. |
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VP Position Job Description
Portfolio/Group Description
Director Position Job Description
Position Description Report
Portfolio/Group Description
VP Position Job Description
Bio and Photo
Leadership Report
Portfolio/Group Description
VP Position Job Description
Candidate bio, photo and statement
Voter’s Pamphlet
The new Board of Directors and their volunteer staff take office as of July 1 each year.
Time |
ASAP: |
On 7/1 |
Throughout the year |
All new VPs and board members |
Provide preferred email address for PMI forwarder (or email account) to webmaster. Provide your known volunteer staff structure , names and their preferred email addresses to webmaster and volunteer dir. Provide recruiting information to volunteer director for open volunteer staff positions. |
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Keep volunteer dir. and webmaster informed of hierarchy/portfolio structure/reporting changes. Provide recruiting information to volunteer director for open volunteer staff positions. |
Volunteer Director |
Begin recruiting for open volunteer positions: Provide pertinent information to webmaster. |
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Begin recruiting for open volunteer positions: Provide pertinent information to webmaster. |
Webmaster |
Update the PMI PDX DB with new officers & volunteers. Update calendar and volunteer pages with open positions. Save the prior year DB reports for archival purposes. Retire the elections page. |
Change the Contact Us webpage to list new Board and volunteer names. Change all email forwarders and accounts to new office holders and volunteers. |
Update the PMI PDX DB with new officers & volunteers. Continue updating PMI PDX DB with info provided re: hierarchy, positions, etc.
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Newsletter |
Change officer names in newsletter |
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Report volunteer needs in newsletter |
Tags: holds, election, every, portland, elections, abstract, pmiportland, processes