NCMA Operations NCMA Operations ReportReport

to theto the

Executive CouncilExecutive Council & & Board of Directors Board of Directors

April 23-24, 2004April 23-24, 2004Neal J. Couture, CPCM Neal J. Couture, CPCM

Executive DirectorExecutive Director

NCMA's vision is to lead and represent the contract management NCMA's vision is to lead and represent the contract management

profession as the association of choice.profession as the association of choice.

ManagementManagement

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Status of Actions from theStatus of Actions from the Board of Directors December 5-6, Board of Directors December 5-6,

20032003 8 Fellows awards processed.8 Fellows awards processed. Administered de-chartering of Toledo and Administered de-chartering of Toledo and

White Sands Chapters, and name change White Sands Chapters, and name change for Red River Valley (North Dakota Chapter).for Red River Valley (North Dakota Chapter).

Policies published.Policies published. NCMA Conflict of InterestNCMA Conflict of Interest Policy Committee CharterPolicy Committee Charter Finance Committee CharterFinance Committee Charter Audit Committee CharterAudit Committee Charter

Revised bylaws (12/03) published.Revised bylaws (12/03) published.

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Membership Database Membership Database SystemSystemSuccessesSuccesses

Membership report queries.Membership report queries. Duplication merge processor fixed.Duplication merge processor fixed. E-marketing operational.E-marketing operational. Data upload function operational.Data upload function operational.

ProblemsProblems E-web design behind schedule.E-web design behind schedule.

Demographic informationDemographic information Membership record cleanupMembership record cleanup

Deferred revenue report.Deferred revenue report.Plans DelayedPlans Delayed

Certification application status (7/04).Certification application status (7/04).

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StaffStaff AdditionsAdditions

Chief Knowledge Officer – Terry KolpChief Knowledge Officer – Terry Kolp Responsible for professional information, knowledge, Responsible for professional information, knowledge,

and learning programsand learning programs Program Administrators – Bryan Murphy and Program Administrators – Bryan Murphy and

Patrick BaynePatrick Bayne Process sales transactions, customer serviceProcess sales transactions, customer service

DeparturesDepartures Bill Scott, Director of EducationBill Scott, Director of Education Johnny Jones, Education Program AdministratorJohnny Jones, Education Program Administrator Sarah Spear, Certification Program Sarah Spear, Certification Program

AdministratorAdministrator Paxton Styles, Meetings ManagerPaxton Styles, Meetings Manager

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77

4545thth Anniversary activities Anniversary activities Contract Management Contract Management

Week April 25-May1Week April 25-May19 proclamations to date9 proclamations to date

MembershipMembership& &

Chapter RelationsChapter Relations

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Total MembershipTotal Membership

Membership decline reached 16,900 Membership decline reached 16,900 in January 2004in January 2004

Up to 17,411 in March 2004Up to 17,411 in March 2004 Membership recruitment activities Membership recruitment activities

continue according to plan.continue according to plan.

1010

Membership Recruitment Membership Recruitment PlanPlan

Development of expanded marketing Development of expanded marketing campaign that includes:campaign that includes: 2004 membership promotion campaign2004 membership promotion campaign Partner marketing (education providers, Partner marketing (education providers,

advertisers, corporate sponsors)advertisers, corporate sponsors) Key stakeholder advocacyKey stakeholder advocacy Packaged memberships (ie. w/conference Packaged memberships (ie. w/conference

registration)registration) Trial membershipsTrial memberships Group memberships (streamlined Group memberships (streamlined

processes)processes) Other direct marketing activitiesOther direct marketing activities

1111

Membership Promotion Campaign Membership Promotion Campaign 20042004

Sponsor a new member Sponsor a new member and receive $20 off your next and receive $20 off your next

membership renewal.membership renewal.

Limit of 5 ‘coupons’ per renewalLimit of 5 ‘coupons’ per renewal Paid for by initiation fees of the new memberPaid for by initiation fees of the new member

1212

Streamlined Membership Streamlined Membership ProcessingProcessing

Member transactions are processed within Member transactions are processed within 2 work days of receipt (except during 2 work days of receipt (except during major conferences).major conferences).

New member packets and renewal letters New member packets and renewal letters are issued daily, instead of batch monthly.are issued daily, instead of batch monthly.

Members receive an email confirming their Members receive an email confirming their joining or renewal.joining or renewal.

Reduction in lead-time from 4-6 weeks to Reduction in lead-time from 4-6 weeks to 4-6 days.4-6 days.

1313

Chapter StatusChapter Status 141 current chartered chapters141 current chartered chapters 5 chapters have submitted 2005 5 chapters have submitted 2005

rosters rosters xx chapters have submitted fiscal xx chapters have submitted fiscal

year 2003 financials (82 in 12/03)year 2003 financials (82 in 12/03) 32 Chapter websites established32 Chapter websites established 4 website training sessions held4 website training sessions held Obsolete chapter and region websites Obsolete chapter and region websites

remain! remain!

1414

Improved Chapter Membership Improved Chapter Membership ReportsReports

NCMA emails member report to each NCMA emails member report to each chapter president, covering new, chapter president, covering new, renewed, reinstated, due for renewal, renewed, reinstated, due for renewal, and dropped members for their and dropped members for their chapter.chapter.

Reports also posted online.Reports also posted online. By the 5By the 5thth day of the month. day of the month.

1515

Rebates Payments StatusRebates Payments Status All payable rebates have been made.All payable rebates have been made. $xxxxx remains in accrued expense$xxxxx remains in accrued expense New process coming in July 2004.New process coming in July 2004.

1616

Leadership SummitLeadership Summit

Las Vegas, NevadaLas Vegas, Nevada Circus Circus CasinoCircus Circus Casino June 4-5, 2004June 4-5, 2004 Moved date at suggestion of last year’s Moved date at suggestion of last year’s

attendeesattendees All volunteers at all levels are invitedAll volunteers at all levels are invited Room rates from $39/night up to $79/nightRoom rates from $39/night up to $79/night $50 registration fee$50 registration fee

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NCMA IntranetNCMA Intranet Dropping security restrictions for Dropping security restrictions for

Intranet accessIntranet access Membership database link and Membership database link and

reports containing member contact reports containing member contact information are behind security information are behind security firewall.firewall.

Re-organizing information before Re-organizing information before new program year to make new program year to make navigation more intuitive.navigation more intuitive.

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Theft of Chapter TreasuryTheft of Chapter Treasury

NCMA is currently investigating the NCMA is currently investigating the apparent theft of $12,000 by a chapter apparent theft of $12,000 by a chapter treasurer.treasurer.

Preliminary indications suggest theft has Preliminary indications suggest theft has been ongoing since 1998.been ongoing since 1998.

Lack of any controls, and failure to comply Lack of any controls, and failure to comply with NCMA policies.with NCMA policies.

Concern that this is a more frequent Concern that this is a more frequent problem than previously suspected.problem than previously suspected.

EducationEducation

2020

Certification Preparation Certification Preparation ProductsProducts

Federal Federal Knowledge Knowledge

ModuleModule

Commercial Commercial Knowledge Knowledge

ModuleModule

General General Business Business

Knowledge Knowledge ModuleModule

Study GuideStudy Guide 100+ units 100+ units sold!sold!

On holdOn hold On holdOn hold

Study Study ManualManual

On holdOn hold 200 units 200 units sold!sold!

500 units 500 units sold!sold!

E-courseE-course On holdOn hold Launched Launched 2/20042/2004

On holdOn hold

SeminarsSeminars On holdOn hold On holdOn hold On holdOn hold

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NES SeriesNES SeriesBest Contracting Best Contracting Practices in BusinessPractices in Business

Fall 2003Fall 2003

Service ContractingService Contracting February February 20042004

Defense Authorization Defense Authorization Act of 2004 with SARA Act of 2004 with SARA ProvisionsProvisions

On holdOn hold

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Audio-Seminar TopicsAudio-Seminar Topics11/03 Evolutionary Acquisition & Spiral Development11/03 Evolutionary Acquisition & Spiral Development

12/03 Weighted Guidelines for Government 12/03 Weighted Guidelines for Government ContractingContracting

1/04 Service Contracting1/04 Service Contracting

1/04 Government Contracting Update1/04 Government Contracting Update

2/04 Intellectual Property (postponed)2/04 Intellectual Property (postponed)

2/04 Software Licensing (Part 1 – Sellers)(postponed)2/04 Software Licensing (Part 1 – Sellers)(postponed)

3/04 Software Licensing (Part 2 – Government Buyer)3/04 Software Licensing (Part 2 – Government Buyer)(postponed)(postponed)

5/04 UID5/04 UID

Planning: RFID, Far 45 RewritePlanning: RFID, Far 45 Rewrite

ConferencesConferences

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East Coast Conference 2003East Coast Conference 2003Tysons Corner, VirginiaTysons Corner, Virginia

December 8-9, 2003December 8-9, 2003Goal Actual

324 attendees32 exhibits

$227,000 revenue$67,000 net surplus

325 attendees32 exhibits

$204,930 revenue$84,367 net surplus

2525

World Congress 2004World Congress 2004Orlando, FloridaOrlando, Florida

April 26-28, 2004April 26-28, 2004Goal Projected

790 attendees150 exhibits

$952,194 revenue$298,000 net surplus

770 attendees130 exhibits

$855,800 revenue$226,000 net surplus

Job Fair: 13 boothsJob Fair: 13 boothsPre-conference seminars: 32 attendeesPre-conference seminars: 32 attendees

125 speakers125 speakers

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Aerospace & Defense Contracting Aerospace & Defense Contracting 2004 2004 (aka West Coast)(aka West Coast)

Long Beach, CALong Beach, CAJuly 15-16, 2004July 15-16, 2004

Goal

375 attendees10 exhibits

$247,545 revenue$150,788 net surplus*

2727

Commercial Contracting 2004Commercial Contracting 2004New Orleans, LANew Orleans, LA

September 2-3, 2004September 2-3, 2004

Goal

180 attendees20 exhibits

$129,275 revenue$63,921 net surplus*

2828

Federal Contracting 2004Federal Contracting 2004(aka East Coast Conference)(aka East Coast Conference)Tysons Corner, VirginiaTysons Corner, Virginia

December 6-7, 2004December 6-7, 2004

Goal

350 attendees 30 exhibits

$235,775 revenue$131,244 net surplus*

2929

World Congress 2005World Congress 2005and beyondand beyond

PCC selected Phoenix, ArizonaPCC selected Phoenix, Arizona Continue to research future sites Continue to research future sites

for 2006:for 2006: San Antonio, TxSan Antonio, Tx Austin, TxAustin, Tx Denver, CoDenver, Co Chicago, IlChicago, Il

CertificationCertification

3131

CertificationCertification Commercial Module beta completed Commercial Module beta completed

in December 2003, completed in December 2003, completed validationvalidation

Continue to pursue DoD equivalency Continue to pursue DoD equivalency

CommunicationsCommunications

3333

Contract Management Contract Management MagazineMagazine

Printing contract renewed.Printing contract renewed. Improved cycle times and delivery Improved cycle times and delivery

reliability.reliability. Will enable more pages.Will enable more pages. Is perfect bound – a more professional Is perfect bound – a more professional

product.product. 4545thth anniversary insert May 2004 anniversary insert May 2004

3434

NCMAJobs.comNCMAJobs.com Ad sales continue to surpass Ad sales continue to surpass

budget projectionsbudget projections 102 searchable jobs102 searchable jobs 14501450 searchable resumes searchable resumes 925 registered employers925 registered employers