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OPERATIONS PORTFOLIO

 

Services Provided Processes Managed

The operations portfolio provides the processes and technical infrastructure that support ongoing chapter activities and strategic initiatives.

Key areas of focus include:

Part of supporting the chapter in operational activities will be to draft and ratify operational processes and procedures. This is a key step to chapter maturity. Processes identified for documenting and formalization 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
  • 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

 

For current office holders, see the Leadership page.

Portfolio Members

Vice President Operations  

vp_operations@pmi-portland.org

The Vice President of Operations directs and oversees the daily operation activities for the Chapter.

  • Follows Chapter bylaws, policies and procedures; strive to fulfill the Chapter’s mission, values, and strategic plans.
  • Ensures all administrative support activities are properly handled.
  • Provides primary technical support for the monthly newsletter and administration of the four Roundtables.
  • Maintains an Asset Log of all equipment assets belonging to the Chapter. Insures that equipment is functional.
  • Prepares and distributes monthly chapter newsletter
  • Negotiates and maintains vendor relationships for Chapter operations.
  • Manages and maintains the Chapter’s operating plan.
  • Prepares and manages to annual operating budget. Report significant variances (positive and negative) to the Board.
  • Oversees recruitment, hiring, and supervision of paid Webmaster.
  • Transfers all permanent records and vendor contract information to a successor.
  • Prepares the annual Operations budget and submits to VP Finance.

Director of Technology

technology@pmi-portland.org

The Director of Technology is responsible for the underpinnings of the website, data and computing infrastructure of PMI-Portland. He/she also functions as backup webmaster.

Director of Assets

assets@pmi-portland.org

The Director of Assets' primary responsibilities are:

  • Manage PMI-Portland’s audio, visual, and computer asset schedule
  • Perform equipment maintenance and software updates
  • Work with VP of Operations, VP of Finance to ensure current and supported versions of all required software are installed.
  • Ensure hardware repairs and replacements are addressed in a timely manner.
  • Store equipment when not in use.
  • Develop and maintain a system of tracking equipment allocation.

Webmaster

webmaster@pmi-portland.org

The webmaster is responsible for maintaining all aspects of the PMI Portland's web presence, This includes the website, calendars, email forwarders, email accounts and distribution lists. This position also creates and maintains events in the chapter registration system.

Director of Web Content

webcontent@pmi-portland.org

The Web Content Director is responsible to lead/manage the content development and direction of the Chapter’s website. The director will set policy and strategic direction; ensures all editorial/content standards are met across the website. The director will also serve as a liaison between the Operations team and the other chapter portfolios such as marketing, professional development, and programs. The director will manage and lead the content in most aspects of the site.

Primary Responsibilities:
•    Responsible for developing the full-scale plan for site content, including all feature/multimedia content 

•   Develop and enforce editorial standards/guidelines for team editorial choices as well as for contributors and member submissions; incorporate insights from various portfolios, as well as state-of-the-industry thinking on interactive content. 

•   Leverage technology to improve content delivery, syndication and relevance and articulate requests for system enhancements. 

•   Identify opportunities for visibility that support marketing and business objectives. 

•   Identify, cultivate, and sign up content sources while managing and maximizing relationships various portfolios. 

•   Develop a plan and goals for engaging the community, including/gathering user-generated content. 

•   Develop and execute a plan for effective content aggregation.

•   Deliver content to Operations for Website Updates on Quarterly Basis

•   Ensure all content locations have content for each Weblink

     --Determine static Content and verify Correctness

     --Determine re-occurring content sections

     --Determine intermittent/group rotating content sections

     --Determine areas of required content without direct ownership

 

 

Current team documentation:  

 

Link to Document

Document Description

Operations Portfolio  
Operations 2009-2010 Transition  
Operations 2009-2010 Tactical Plan  

Equipment

 

Equipment Checkout Procedure  
Equipment Checkout Form  
Assets Inventory  

Email

 

See the PMI Email page

 

New User Setup

 

New User Welcome Message

Content of email sent to new Board or Staff person re: web account and email account

   

Volunteers

 

Volunteer Director infomation (draft)

 

Board of Directors

 

Board Guide

 

Elections Process

 

Committee Management user guide Information on the committee management feature in Memberclicks for end users.
E-Lists For Roundtables and Job Service, implemented 05/2010
Administrator Manual v. 1.1
User Manual v. 1.0 

Miscellaneous

 

Memberclicks Compliance certificate

 

 

 

Undergoing Revision or Obsolete:

Mail Lists

Groupmail

MailList User's Guide

Administrators documentation

MailList Administrator's Guide

SPAM Memo

Job Posting System Admin Guide

Set up Groupmail via IMAP in Outlook

Website

 

Website Maintenance Guide

Miscellaneous

Web Change Request Form

Survey Monkey Guide

November 2006 Web Statistics for Newsletter Distribution

Newsletter Guide  (See Marketing Portfolio)

Contact Database

 

PMI-PDX Database User's Guide

 

PMI-PDX Database for Elections

 

Web Calendar

 

Non-Admin User Guide

 

Web Calendar Users Manual

 

SPORG

 

Event Admin Guide

 

Email Admin Guide

 

Information for Event Organizers

 

FTP  
FTP photos to PMI website  
Instructions for photographers  

 

 

 




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