Planning

Operations Planning

Operational/Operating Plan presents detailed information specifically to direct people to perform the day-to-day tasks required in the running the chapter. Chapter leadership should frequently refer to the operational plan in carrying out their everyday work. The Operational Plan provides the what, who, when and how much:

  • what - the yearly objective and tasks that must be undertaken​ to achieve the goals of the strategic plan.
    • ​To ensure the chapter members' interests are understood, it is recommended that a survey be conducted of all members early in the 4th quarter to provide valuable insight for planning the following year. ​​
  • who - the persons who have responsibility of each of the initiatives/tasks to achieve each annual objective
  • when - the timelines in which initiatives/tasks must be completed
  • how much - the amount of financial resources provided to complete each initiative/task



The purpose of the Operational Plan is to provide the chapter with a clear picture of their tasks and responsibilities in line with the annual objectives to achieve goals contained within the Strategic Plan.

Basically, the Operational Plan is a plan to accomplish annual objectives by way of initiatives/tasks, all toward achieving goals contained within the Strategic Plan.

It is a management tool that facilitates the co-ordination of the organization's resources (human, financial and physical) so that goals in the strategic plan can be achieved.

One of the most valuable tools for every chapter is to maintain an Action Item Log. This can be accomplished with a very simple template such as this one you can download: Action-Item-Template.

Another option, if you are using MS Teams, is to add a new tab from the drop down menu, "Tasks by Planner and To Do", and keep track there.

 

Chapter Officer Orientation 


2021 Update​​

1. INCOSE Ov​erview and Strategy 

  • ​​ INCOSE Overview_Kerry_2021.mp4

​2. Chapter Ro​​les and Responsibilities

3. Technica​l Services  

 

4. ​​Corporate Advisory Board 

6.  Keys to Eff​ective Chapters Wiki/Circle Awards  -


7.  Central Office Services -  Upcoming -TBD​




Prior Videos


INCOSE Chapter Leader Training v3.0, 2018 IW


Chapter Leader Training 2.1, 2015 IS - Setting up Chapter Website - B Chown

INCOSE Chapter Leader Training 2.2, 2015 IS - Putting on a Regional Conference

Chapter Leader Training 2.3, 2015 IS  - Chapter Strategic Planning - D Boyer

INCOSE Institute for Leadership, Feb 2015 - Barclay Brown 

All 9 INCOSE Leadership Videos Listed Above


2018 Training - Power Points

Chapter-Officer-Training--3-0-IW-18-Unit-1

Chapter-Officer-Training--3-0-IW-18-Unit-2

Chapter-Officer-Training--3-0-IW-18-Unit-3

Chapter-Officer-Training--3-0-IW-18-Unit-4

 Chapter-Officer-Training--3-0-IW-18-Unit-5


Ambassador Training

​​​​Ambassador Training is located under "Outreach" Click here  for access to Ambassador Templates and Training Plans

Chapter Leaders Roles and Responsibilities

Roles-Responsibilities-from-Chapter-Officer-Trainingv2.0-1

RASI-Example-1

Global Meet User Guide

GlobalMeet-Web-UserGuide-Jan2013

 

Information about the INCOSE Technical Leadership Institute (TLI) is located here​.

As of July 2018, 59 members make up 4 co-horts (2014-2018).

POCs/Facilitators: Mike Pennotti and Don Gelosh

TLI-Demographics

After training to ensue Chapter Officers are familiar with the programs and resources of INCOSE, planning is the next essential in effective chapter operation, just as it is in your projects at work; therefore it is addressed in more detail than the other areas. Ideally the planning starts in the 4th quarter after the new officers are elected and trained, to ensure a smooth transition. Effective planning upfront greatly improves the probability of success of meeting the key goals and objectives of INCOSE and the local chapter. The planning guidelines call for both strategic and operational aspects to be developed by the leadership team, including inviting input from the membership at large. Chapters usually focus most attention on activities such as chapter presentation and tutorials. However, for these to achieve their objectives and reach their target audiences, the planning must address communications (to include all aspects including Ambassadors/Promoters to companies and other organizations), and membership recruiting and retention. It is also worthwhile to consider other beneficial activities conducted throughout the year during the planning.

 

Member Survey for Planning, and Analysis

Member Survey to Guide Chapter Planning

Surveying chapter members is a good way to gather the "Voice of the Customer". The survey can help set Chapter direction and understand member desires.The surveys can be done via mail out, phone, or the web. The web surveys are recommended for particularly larger chapters. There are various survey tools available; Survey Monkey is one example used by several chapters. Usually 2-4 reminder emails are required to get a good response. 30% is considered to be a good, and 50% excellent. 

Once results are in, some analysis is required to determine what the messages are, which can then be used by the Chapter Officers in planning for the future.

Note: These surveys are different from surveys to evaluate a Chapter event or to determine why someone didn't renew membership. 

Example Survey:

A web survey addressing feedback about chapter, soliciting suggestions, member wants, and basic demographics.​

NT-Survey-Aug10

Example Analysis:

A basic survey summary/analysis​

Colo-FR-Summary-of-Chapter-Membership-Survey-2009

    A more extensive survey analysis​

    North-Texas-Chapter-Survey-Results

     Detailed Planning Aids

    NEW To help chapters, we have prepared a new Chapter Planning Workbook and Chapter Plans Template. Although they are not required, we believe they can significantly ease the planning process, particularly for those who have yet had the opportunity to develop their planning expertise. In fact, the experience gained in preparing chapter plans could be career-enhancing for those who participate.
    The Chapter Planning Workbook takes the leadership team step-by-step through the planning process. Although it is not required, it is offered as a Best Practice and is intended to 1) prepare for planning and 2) to be used during the planning session. Not every workbook section will be used by every chapter, but each chapter should discuss each section to decide. The first section offers suggestions for the planning process and is number differently from the rest of the document. The numbering for the remainder of the document matches the section numbers of the Chapter Plans Template for ease of use. The working plan consensus that results from the planning session(s) can then be transferred to the accompanying Chapter Plans Template. The Chapter Plans can then be compared to actual progress and updated as needed throughout the plan year at Leadership Team/Board meetings.

    Chapter-Planning-Workbook-Draft-20Feb14

    The Chapter Plans Template deletes the suggestions (to be replaced by the chapter's actual plans) and most of the explanations found in the Chapter Planning Workbook. The resulting plans are intended as the working document for the plan year, to be a living document used by the Leadership Team throughout the year, regularly reviewed to assess progress and updated as needed.

    Chapter-Plans-Template-Draft-20Feb14

    Click below to link to examples of plans developed using the templates described above. These plans were uploaded by INCOSE local chapter leaders:

    Strategic Plan​

    Operating Plan​

    Membership Plan​

    Communications Plan​

    Marketing Plan​

    Budget Plan​

     

    Purpose: To ensure needed information in delivered to the appropriate stakeholders when needed.
    Description: The Communication Plan is an agreed upon approach for chapter level communication that identifies target audiences, key information that needs to be communicated, key timing, and the process for transferring the information.

    The first step will be to determine what information must be communicated between the chapter and people external to the organization. Next, identify the available communication methods. These may include face-to-face, e-mail, voice mail, teleconferences, web meetings, Web pages, discussions boards and Fax. Then, determine which method best fits the purpose of the communication and the user of the information. The type of information, whether a response is required, the criticality of the information and the cultural factors should all be considered. For example, posting a last minute meeting change on a Web page may not get the information to the right people in a timely fashion. Or if the topic requires discussion, teleconference or face-to-face interaction would be more appropriate than e-mail. In some cases multiple methods may be appropriate or the method may differ depending upon the target audience. The final step in developing the plan is to decide upon frequency. In some cases it will be on an as needed basis. In other cases, the communication should occur weekly, bi-weekly or monthly.

    Once the plan is developed, a role out strategy will be developed and implemented. A process for periodically evaluating the effectiveness of the communication should also be developed and implemented. The evaluation includes an assessment of whether or not the communication is occurring, the information communicated is needed, the method used is effective and the timing is appropriate.

    Communications-Plan-Template

    According to Yulia Dianova, there are 6 steps to creating an effective communication plan [1]

    ​​Develop a strategy for delivering information to your target audiences

    When you want to introduce a new service or product or launch an initiative within your company, you’ll need to communicate this new information to your target audiences. You need a communication plan. A communication plan is your road map for getting your message delivered to your audience. It’s an essential tool for ensuring your organization sends a clear, specific message with measurable results. Writing a communication plan can be time-consuming. Here are six steps that will help you create an effective communication plan for your business.

    1. Perform a situation analysis. Conduct an audit to evaluate where you currently stand in terms of communications. You need to gather and analyze all relevant information within your chapter. To conduct your own communications audit, you may need to do the following: Brainstorm with chapter communication team; Conduct surveys and focus groups across your membership base; and Talk to other committees and working groups within your chapter and within INCOSE.

    1. Define your objectives. After you collect and evaluate all information, define your overall communications objectives. What are the results you want to achieve? What do you want to accomplish by implementing this communication plan? Your objectives should be SMART: Specific, Measurable, Achievable, Realistic, and Time-focused.

    1. Define your key audiences. You need to know to whom you are delivering your messages. List all the key audiences of your chapter. These may include the following: Members/non-members; Sponsors (Corporate and Educators); Related professional associations; and Educators/STEM.

    1. Identify media channels. Plan to deliver your messages to your key recipients through multiple media channels (Constant Contact, Social Media websites, etc.). Decide which media channels would be the most effective to get your message delivered to your target audiences.

    1. Establish a timetable. In order to achieve your communications objectives, you need to plan and time your steps for the best results. Based on your research and your resources, develop a solid timing strategy to execute the steps of your communication plan.

    1. Evaluate the results. It’s always important to measure your results to understand whether you achieved your objectives. If you aren’t satisfied with the results, make necessary adjustments in order to perform better next time. Your evaluation might take the form a monthly report to your chapter board of directors; or an annual report.

    Developing a written communication plan will take some effort – and it’s worth it. A communication plan is your main tool for successfully delivering your messages to your membership and sponaors in order to develop your mutually beneficial relationships. A well-written plan will help you achieve your business objectives and maximize your performance. Note that the Communications Plan can be combined with your Operating Plan in its own section.

    ​​Examples of Communications Plans​

    CC-Communications-Plan-March-7-2016

    HRA-Publicity-and-Communications-Plan-2010

    SoMD-Communications-Plan-2010

    WMA-Communications-Plan-OpPlan-Appx-2011

    TRC-Communications-Plan-2011

    Huntsville-Publicity-Plan

    Each year local chapters must plan for the income and expenses so the president works with the Board of Directors to establish a budget. Each board member submits their estimates to the president who works with the treasurer to combine the inputs into a budget for the year. Then, the president reviews these inputs with the board for approval and inclusion in the Operating Plan. ​​The chapter treasurer reports on budget status at each monthly board meeting. At the end of each year, the chapter treasurer will submit a complete annual financial report to INCOSE headquarters (the INCOSE Operations PM will send the chapter president and treasurer the spreadsheet template to complete). Each year an annual audit is also required. The chapter president assigns a lead to conduct the audit who is not the treasurer or member of the board. The Audit Lead conducts the audit and completes a report that is presented to membership in the spring of each year.

    Example of End of Year Chapter Annual Financial Report Submitted to INCOSE International:

    Financial_Report_Template_for_2017


    •  
    Category and SubcategoriesIncome/ ExpenseDescriptionIDResponsible Board MemberExpense
    Income
    AwardsExpenseScience Fair 121Outreach  
    AwardsExpenseScience Fair 222Outreach  
    AwardsExpensePast President Pin19Past President  
    AwardsExpenseVolunteer Awards (for Chapter, Board Service)20President  
    BooksExpenseBooks for Chapter Meeting Raffle24Programs  
    Capital Expenditures (7 year amortization)ExpenseCapital Expenses Treasurer  
    Donation ExpenseExpenseINCOSE Foundation Contribution26President  
    Donation ExpenseExpenseEngineering Society of  Employee Holiday Awards29Treasurer  
    Donation ExpenseExpenseDonation to Professional Society 130Treasurer  
    Donation IncomeIncomeCorporate Advertising Donation Support (Web Site, Newsletters, etc.)2President  
    Donation IncomeIncomeIndividual Donations3President  
    Donation IncomeIncomeSub-committee Carry-Over from 2015 Budget Sub-Committee  
    Donation IncomeIncomeSub-committee Corporate Donations (Small & Large)  Sub-Committee  
    Dues ExpenseExpenseEngineering Society of Baltimore Past President  
    Dues IncomeIncomeINCOSE Dues Shares1Membership  
    Event Expense/ExpenseSpecial Event 2 Dinner Meals39Programs  
    Event Expense/ Awards Dinner-DecemberExpenseSpecial Event 1 Dinner Meals34Programs  
    Event Expense/ Awards Dinner-DecemberExpenseHoliday Dinner Gift Baskets & Supplies36Programs  
    Event Expense/ Awards Dinner-DecemberExpenseEvent 1  Photographs (Professional Photographer)37Programs  
    Event Expense/ Special Event 2ExpenseEvent 2  Photographs (Professional Photographer)38Programs  
    Event Expense/ TrainingExpenseTutorial-Workshop Meals32Programs  
    Event Expense/ TrainingExpenseTutorial-Workshop 33Programs  
    Event Income / Awards Dinner Silent AuctionIncomeSpecial STEM Event Programs  
    Event Income / TrainingIncomeTraining Session Programs  
    Event Income/ Awards DinnerIncomeAwards Celebration Dinner Tickets11Programs  
    Event Income/ Special Event 1IncomeSpecial Event 1 Dinner12Programs  
    Event Income/Sub-CommitteeIncomeSub-Committee Ticket Sales Sub-Committee  
    FeesExpenseSpecial Event 1 PayPal Fees41Programs  
    FeesExpenseAward Celebration  PayPal Fees42Programs  
    FeesExpenseTutorial, Workshop PayPal Fees43Programs  
    FeesExpensePay Pal Use Fees40Treasurer  
    Interest IncomeIncomeInterest Income13Treasurer  
    Meeting ExpenseExpenseStudent Dinners Membership  
    Meeting ExpensesExpenseDinners for Chapter Meetings46Programs  
    Meeting IncomeIncomeDinner Meetings14Programs  
    Meeting IncomeIncomeSub-Committee Lunches @ Meetings Sub-Committee  
    Merchandise ExpenseExpenseCoffee Mugs Programs  
    Merchandise IncomeIncomeChallenge Coins16Programs  
    Merchandise IncomeIncomeCoffee Mugs15Programs  
    Miscellaneous, BusExpenseDiscretionary -Funds Communications  
    Miscellaneous, BusExpenseDiscretionary Funds (Membership Drives, etc..) Membership  
    Miscellaneous, BusExpenseDiscretionary Funds President  
    Miscellaneous, BusExpenseDiscretionary Funds50President-Elect  
    Miscellaneous, BusExpenseDiscretionary Funds Programs  
    Miscellaneous, BusExpenseDiscretionary Funds Secretary  
    Miscellaneous, BusExpenseDiscretionary Funds51Treasurer  
    Postage and DeliveryExpensePostage55Communications  
    Postage and DeliveryExpenseSpecial Event 1 Invitations Postage54Programs  
    Postage and DeliveryExpensePostage53Secretary  
    Postage and DeliveryExpensePO Box Rental63Secretary  
    Postage and DeliveryExpensePostage and Delivery52Treasurer  
    Printing and ReproductionExpenseTrifold (Printing Costs)58Communications  
    Printing and ReproductionExpensePrinting & Supplies for Tutorials, Workshop56Programs  
    Printing and ReproductionExpenseSub-committee expenses (posters, etc)57Sub-Committee  
    Printing and ReproductionExpenseBusiness Cards Sub-Committee  
    Printing and ReproductionExpenseSub-Committee Signage Sub-Committee  
    Printing and ReproductionExpenseSub-Committee Name Tags Sub-Committee  
    Publicity ExpenseExpenseAdvertising, Publicity59Membership  
    Publicity ExpenseExpenseLocal Regional Conference Sponsorship/Table62Membership  
    RepairsExpenseHourly Web Site Maintenance and Repair Communications  
    SIG MeetingsExpenseSub-Committee INCOSE CC Lunch Meeting Meals64Sub-Committee  
    SIG MeetingsExpenseSub-Committee Intern/Speaker Event65Sub-Committee  
    SIG MeetingsExpenseSub-Committee Outreach Activity Sub-Committee  
    SIG MeetingsExpenseSub-Committee-STEM 1 Outreach66Sub-Committee  
    SIG MeetingsExpenseSub-Committee STEM 2 Outreach Activities Sub-Committee  
    Sponsor DonationsIncomeSpecial Event 1 Program Sponsor Programs  
    Sponsor DonationsIncomeSpecial Event 1 Appetizer Sponsor Programs  
    Sponsor DonationsIncomeSpecial Event 1 Name Tag Sponsor Programs  
    Sponsor DonationsIncomeSpecial Event 1 Cocktail Hour Sponsor Programs  
    Sponsor DonationsIncomeAwards Celebration Program Sponsor Programs  
    Sponsor DonationsIncomeAwards Celebration Appetizer Sponsor Programs  
    Sponsor DonationsIncomeAwards Celebration Name Tag Sponsor Programs  
    Sponsor DonationsIncomeAwards Celebration Cocktail Hour Sponsor Programs  
    Storage Unit & InsuranceExpenseStorage Unit & Insurance President  
    Subscriptions ExpenseExpenseBasecamp Collaboration Software Communications  
    Subscriptions ExpenseExpenseEvent Espresso Subscription44Communications  
    Subscriptions ExpenseExpenseConstant Contact Subscription60Communications  
    Subscriptions ExpenseExpenseSoftware Upgrades to Current Levels Communications  
    Subscriptions ExpenseExpenseDomain Name Registration Fee 67Communications  
    Subscriptions ExpenseExpenseWebsite Hosting68Communications  
    Subscriptions ExpenseExpenseChapter File Storage (Google)69Communications  
    Subscriptions ExpenseExpenseWebsite Maintenance70Communications  
    SuppliesExpenseMailing Tubes & Address Labels79Communications  
    SuppliesExpenseBusiness Cards Corporate Relations  
    SuppliesExpenseSpecial Event 1 Invitations, favors, programs and Other Supplies74Programs  
    SuppliesExpenseSpecial Event 1 Certificate for Speakers75Programs  
    SuppliesExpenseSpecial Event 1 Awards76Programs  
    SuppliesExpenseSpecial Event 1 Name Badges, Name Tents77Programs  
    SuppliesExpenseSupplies73Secretary  
    SuppliesExpenseTable Cover for Meetings and Events Secretary  
    SuppliesExpenseSupplies71Treasurer  


    Example of Chapter Audit Report (this should be performed annually):

    Financial_Report_Template_for_2017

     

    Purpose: An active chapter is continuously recruiting new members and striving to provide relevant information and activities to retain members. Specifically INCOSE has established an objective of doubling membership within five years.

    Description: Membership activities should follow the Recruiting/Retention plans documented in the Chapter Plan. There are several proven membership activities. A good starting point is to develop and distribute a chapter recruiting package at chapter activities where prospective members are present. This should contain general materials about INCOSE (available at no charge from INCOSE central office, see below), and also specific information about the local chapter, such as a tri-fold brochure. Member retention/renewal activities include reminders, personal contact and feedback from those not renewing (such as by a survey). Another effective way to build member commitment and loyalty is to survey chapter members as an input to setting chapter direction and provide feedback to INCOSE central, both to better meet member interests. Using the newsletter or website, new members can be introduced to the general membership.

    Membership also extends to enlisting Corporate Advisory Board members, both at the International CAB level, as well as local CAB members such as is currently often done in Europe. Once CAB members are present in the local chapter area, it is a good opportunity to work actively together to explore ways to mutually assist one another.

    If there are schools with engineering programs nearby, starting / supporting an INCOSE student division for your chapter helps promote interest in and knowledge of systems engineering.

    For Chapter Leaders ONLY:  There are free promotional items available from the INCOSE Store to support new member recruitment. These include: Post It Note Pads, Bookmarks, Pens, and Brochures.

    Go to this link ​for the order form and to order other technical publications free of charge to members from INCOSE.

    Additional information relating to membership recruitment and corporate outreach is locatedhere.

    Examples of a Membership Plans (can be stand-alone or an Appendix to an Operating Plan):

    INCOSE_CC-2016-Membership-Plan-March-7-2016v3

    SoMD-Chapter-Membership-Plan2010

    LA_Membership-Renewal-Plan-2008

    HRA-Membership-Plan-2010

     

    ​​​​Examples of marketing strategies for chapters. (NOTE: ADD MARCOM here)

    Sponsor-and-Marketing-Price-List

    HRA-Publicity-and-Communications-Plan-2010

    Huntsville-Publicity-Plan

     

    Purpose: An active chapter is continuously recruiting new members and striving to provide relevant information and activities to retain members. Specifically INCOSE has established an objective of doubling membership within five years.

    Description: Membership activities should follow the Recruiting/Retention plans documented in the Chapter Plan. There are several proven membership activities. A good starting point is to develop and distribute a chapter recruiting package at chapter activities where prospective members are present. This should contain general materials about INCOSE (available at no charge from INCOSE central office, see below), and also specific information about the local chapter, such as a tri-fold brochure. Member retention/renewal activities include reminders, personal contact and feedback from those not renewing (such as by a survey). Another effective way to build member commitment and loyalty is to survey chapter members as an input to setting chapter direction and provide feedback to INCOSE central, both to better meet member interests. Using the newsletter or website, new members can be introduced to the general membership.

    Membership also extends to enlisting Corporate Advisory Board members, both at the International CAB level, as well as local CAB members such as is currently often done in Europe. Once CAB members are present in the local chapter area, it is a good opportunity to work actively together to explore ways to mutually assist one another.

    If there are schools with engineering programs nearby, starting / supporting an INCOSE student division for your chapter helps promote interest in and knowledge of systems engineering.

    For Chapter Leaders ONLY:  There are free promotional items available from the INCOSE Store to support new member recruitment. These include: Post It Note Pads, Bookmarks, Pens, and Brochures.

    Go to this link ​for the order form and to order other technical publications free of charge to members from INCOSE.

    Additional information relating to membership recruitment and corporate outreach is locatedhere.

    Examples of a Membership Plans (can be stand-alone or an Appendix to an Operating Plan):

    INCOSE_CC-2016-Membership-Plan-March-7-2016v3

    SoMD-Chapter-Membership-Plan2010

    LA_Membership-Renewal-Plan-2008

    HRA-Membership-Plan-2010

     


     

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