the minnesota chapter of the project management institute...

PMI_MN_PolicyManual_2010_v3.0_Final_20100214

The Minnesota Chapter Of the

Project Management Institute (PMI)

Chapter’s Operations Policies and Procedures Manual

Approved by PMI-MN Board of Directors: Version: 2.91

The Minnesota Chapter Of the

Project Management Institute®

PMI_MN_PolicyManual_2010_v3.0_Final_20100214

History of Changes to Policies & Procedures Manual Vers. Date Revised By Section # Policy Approval Date Brief Description 2.7 04/06/2009 M.Rollins n/a n/a 01/05/2009 Corrected version number of Policy Manual as

requested by Chapter president via email. 2.8 5/29/09 A. Chu 3.5.2 n/a 06/01/09 Changed SIG to LIG in item 5 2.8 6/1/09 M. Mehring 7.6, 9.1, 9.5 n/a 06/01/09 Alliance name changes to Partnership 2.9 8/3/09 L. Kotasek 3.9 n/a 09/14/09 Brand Policy Statement 2.9 8/3/09 M. Mehring 4.3 n/a 10/05/09 Sponsorship policy changes 2.91 11/30/2009 M.Rollins various n/a Edits for grammar, usage, and consistency. 3.0 2/14/2010 K. Little 4.3, 7.1,

7.6, 7.7 n/a 2/10/2010 Edits to Cancellation and Refund policy,

Sponsorship policy, and Student / Industry Partner Discount policy; addition of Reserve policy

pmi_mn_policymanual_2010_v3.0_final_20100214

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Table of Contents History of Changes to Policies & Procedures Manual ............................................................................2 1 Introduction .....................................................................................................................................6

1.1 Mission of Project Management Institute of Minnesota ..........................................................6 1.2 Purpose of Policy Manual .......................................................................................................6 1.3 Policy and Procedure Manual Instructions..............................................................................6

1.3.1 Policy Preparation Guidelines.............................................................................................6 1.3.2 Responsibilities ...................................................................................................................6 1.3.3 Initiating Authority................................................................................................................7 1.3.4 Submission of Materials ......................................................................................................7 1.3.5 Standard Format .................................................................................................................7

1.4 Policies Distribution.................................................................................................................8 1.5 Policies and Procedures not Contained in this Manual...........................................................9

2 President & President-Elect ..........................................................................................................10 2.1 Chapter Administrator ...........................................................................................................10

2.1.1 Position Description ..........................................................................................................10 2.1.2 Primary Responsibilities....................................................................................................10

2.2 PMI-MN Advisory Council .....................................................................................................12 2.2.1 Purpose.............................................................................................................................12 2.2.2 Composition ......................................................................................................................12 2.2.3 Process .............................................................................................................................12

2.3 Board of Directors Endorsement Policy ................................................................................14 2.3.1 Background.......................................................................................................................14 2.3.2 Purpose.............................................................................................................................14 2.3.3 Definition ...........................................................................................................................14 2.3.4 Scope................................................................................................................................14 2.3.5 Policy ................................................................................................................................14

2.4 Ethics Guidelines Policy........................................................................................................15 2.4.1 Background.......................................................................................................................15 2.4.2 Purpose.............................................................................................................................15 2.4.3 Definition ...........................................................................................................................15 2.4.4 Scope................................................................................................................................15 2.4.5 Policy ................................................................................................................................15

2.5 Conflict of Interest .................................................................................................................17 2.5.1 Background.......................................................................................................................17 2.5.2 Purpose.............................................................................................................................17 2.5.3 Definition ...........................................................................................................................17 2.5.4 Scope................................................................................................................................18 2.5.5 Policy ................................................................................................................................18

3 Marketing and Communications ...................................................................................................20 3.1 Document Purpose ...............................................................................................................20 3.2 Strategy and Objectives........................................................................................................20

3.2.1 Business Strategy and Objectives ....................................................................................20 3.2.2 Technical Strategy and Objectives....................................................................................20 3.2.3 High Level Objectives .......................................................................................................20 3.2.4 Critical Success Factors....................................................................................................21

3.3 Constraints and Assumptions ...............................................................................................21 3.3.1 Assumptions .....................................................................................................................21 3.3.2 Constraints ........................................................................................................................21

3.4 Stakeholder Identification......................................................................................................21 3.4.1 Internal Customers............................................................................................................21 3.4.2 External Customers...........................................................................................................22


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3.5 Internet Management Policies and Procedures ....................................................................23 3.5.1 Request Process...............................................................................................................23 3.5.2 Priorities ............................................................................................................................23 3.5.3 Publish Cycle and Release Strategy.................................................................................23 3.5.4 Technology .......................................................................................................................23 3.5.5 Status Reporting ...............................................................................................................24 3.5.6 Proofing Requests.............................................................................................................24 3.5.7 Exception Management Process ......................................................................................24

3.6 PMI – MN Store – Merchandise Exchange and Refund Policy.............................................26 3.6.1 Responsibility for PMI-MN Store and Communications ....................................................26 3.6.2 General Terms and Conditions .........................................................................................26 3.6.3 Merchandise Exchange Terms and Conditions ................................................................26 3.6.4 Return & Exchange of Merchandise using Volunteer Hour Credits ..................................26 3.6.5 Returns and Refunds of Credit Card Payment Purchases................................................26 3.6.6 Returns and Refunds of Cash or Check Payment Purchases ..........................................26 3.6.7 Additional Refund Terms and Conditions..........................................................................27 3.6.8 Questions Regarding the Merchandise Exchange and Refund Policy..............................27

3.7 Policy for Research Inquires .................................................................................................27 3.7.1 Policy Statement ...............................................................................................................27 3.7.2 Purpose of the Policy ........................................................................................................27 3.7.3 Policy Description..............................................................................................................27

3.8 Resource Planning................................................................................................................28 3.8.1 Resource Requirements ...................................................................................................28 3.8.2 Period of Performance ......................................................................................................28 3.8.3 Capacity ............................................................................................................................29 3.8.4 Alternative Solutions for Closing Capacity Gap ................................................................29

3.9 Brand Policy Statement ........................................................................................................29 3.9.1 The Project Management Institute (PMI) Brand Experience.............................................29 3.9.2 Logo Usage Guidelines.....................................................................................................29 3.9.3 Acceptable Logo Colors ....................................................................................................30 3.9.4 PMI logo designed in black and white:..............................................................................30 3.9.5 PMI -Acronym ...................................................................................................................30 3.9.6 Trademark.........................................................................................................................30 3.9.7 Acceptable font typeface:..................................................................................................30 3.9.8 Paper - Collateral ..............................................................................................................31 3.9.9 Exceptions ........................................................................................................................31

4 Operations ....................................................................................................................................32 4.1 Contracts Procedures ...........................................................................................................32

4.1.1 Background.......................................................................................................................32 4.1.2 Yearly Requirements.........................................................................................................32

4.2 Archiving Policies and Procedures .......................................................................................33 4.2.1 Policy: ...............................................................................................................................33 4.2.2 Procedure for submitting records to archiving:..................................................................33 4.2.3 Procedure for removing records from archiving: ...............................................................34 4.2.4 Storing of things other than "records" ...............................................................................34

4.3 Sponsorship Policy ...............................................................................................................35 4.3.1 Background.......................................................................................................................35 4.3.2 Purpose.............................................................................................................................35 4.3.3 Definition ...........................................................................................................................35 4.3.4 Scope................................................................................................................................36 4.3.5 Policy ................................................................................................................................36

5 Professional Development............................................................................................................40


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5.1 Board Member Compensation Policy ...................................................................................40 5.1.1 Background.......................................................................................................................40 5.1.2 Purpose.............................................................................................................................40 5.1.3 Definition ...........................................................................................................................40 5.1.4 Scope................................................................................................................................40 5.1.5 Policy ................................................................................................................................41

5.2 PMP Certification Examination Workshop Materials.............................................................42 5.2.1 Purpose.............................................................................................................................42 5.2.2 Scope................................................................................................................................42 5.2.3 Policy ................................................................................................................................42

5.3 Education Class Volunteer Policy .........................................................................................44 Background...................................................................................................................................44 5.3.2 Policy Description..............................................................................................................44

6 Membership ..................................................................................................................................46 6.1 PMI-MN Marketing and Membership Recruitment Policy .....................................................46

6.1.1 Background.......................................................................................................................46 6.1.2 This Policy Covers ............................................................................................................46 6.1.3 What the Policy Does Not Cover.......................................................................................46

6.2 PMI-MN Access to Membership and Prospect Database Information Policy .......................47 6.2.1 Background and Purpose..................................................................................................47 6.2.2 Scope................................................................................................................................47 o Corporate Partners Program – Validate Corporate Partners have 10 active members to maintain their Corporate Partner Status .......................................................................................48 o Outreach – Identifying Outreach Members ...........................................................................48 o And any other duties as assigned by the board....................................................................48 6.2.3 Implementation .................................................................................................................49 6.2.4 References........................................................................................................................50

6.3 PMI-MN Member Recognition Policy ....................................................................................51 6.3.1 Background and Purpose ....................................................................................................51 6.3.3 Implementation ....................................................................................................................51

7 Finance .........................................................................................................................................52 7.1 PMI – MN Cancellation and Refund Policy ...........................................................................52

7.1.1 General Refund Terms and Conditions.............................................................................52 7.1.2 Additional Refund Terms and Conditions..........................................................................52 7.1.3 Communicating a Cancellation .........................................................................................52 7.1.4 Refund of Check Payment ................................................................................................52 7.1.5 Refund of Credit Card Payment ........................................................................................52 7.1.6 Questions Regarding the Refund Policy ...........................................................................53

7.2 PMI – MN Payment Policy ....................................................................................................54 7.2.1 Background.......................................................................................................................54 7.2.2 Policy Description..............................................................................................................54

7.3 PMI – MN Expense Reimbursement Policy ..........................................................................56 7.3.1 Background.......................................................................................................................56 7.3.2 Policy Description..............................................................................................................56

7.4 PMI-MN Purchasing Goods & Services ................................................................................57 7.4.1 Background.......................................................................................................................57 7.4.2 Policy Description..............................................................................................................57 7.4.3 Purchasing Guidelines ......................................................................................................58 7.4.4 Purchasing Process ..........................................................................................................60

7.5 PMI – MN Travel Policy ........................................................................................................62 7.5.1 Background.......................................................................................................................62 7.5.2 Policy Description..............................................................................................................62


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7.5.3 Travel Reimbursement......................................................................................................62 7.5.4 Travel Expense Processing ..............................................................................................65

7.6 Education and Industry Partner Discount Policy...................................................................66 7.6.1 Background.......................................................................................................................66 7.6.2 Groups Covered by the Policy ..........................................................................................66 7.6.3 Exclusions.........................................................................................................................66 7.6.4 Individuals Who Are Members of Multiple Groups ............................................................67 7.6.5 Application of Discount Percents ......................................................................................67 7.6.6 Policy Description..............................................................................................................67

7.7 PMI – MN Reserve Policy .....................................................................................................68 7.7.1 Basis for a Reserve...........................................................................................................68 7.7.2 Reserve Types..................................................................................................................68 7.7.3 Access of the Strategic Reserve .......................................................................................69 7.7.4 Questions Regarding the Reserve Policy .........................................................................70

8 Volunteers.....................................................................................................................................71 8.1 Volunteer Recognition...........................................................................................................71

8.1.1 Background: ......................................................................................................................71 8.1.2 Purpose:............................................................................................................................71 8.1.3 Definition: ..........................................................................................................................71 8.1.4 Constraints: .......................................................................................................................71 8.1.5 Policy ................................................................................................................................72

9 Community Outreach....................................................................................................................73 9.1 Industry Partner Policy..........................................................................................................73

9.1.1 Background.......................................................................................................................73 9.1.2 Purpose.............................................................................................................................73 9.1.3 Definition ...........................................................................................................................73 9.1.4 Scope................................................................................................................................73 9.1.5 Policy ................................................................................................................................73

9.2 Charitable Giving Policy........................................................................................................77 9.2.1 Background.......................................................................................................................77 9.2.2 Purpose.............................................................................................................................77 9.2.3 Definition ...........................................................................................................................77 9.2.4 Scope................................................................................................................................77 9.2.5 Policy ................................................................................................................................78

9.3 PMI-MN Corporate Partner Discounts ..................................................................................80 9.3.1 Background.......................................................................................................................80 9.3.2 Policy Description..............................................................................................................80 9.3.3 Policy Guidelines...............................................................................................................80

9.5 Educational Partner Policy....................................................................................................81 9.5.1 Background.......................................................................................................................81 9.5.2 Policy Description..............................................................................................................81

10 Miscellaneous ...............................................................................................................................84 11 Appendices ...................................................................................................................................85

Appendix A: Addition or Revision Cover Letter..................................................................................85 Appendix B: Template for submitting archive records or materials for storage .................................86 Appendix C: Industry Partnership Opportunity Form .........................................................................87 Appendix D: Volunteer Hour Scenarios .............................................................................................88 Appendix E: Memorandum of Understanding....................................................................................90 Appendix F: PMI-MN Purchasing Process ........................................................................................93 Appendix H: General Ledger Codes..................................................................................................97 Appendix H: Payment Authorization Form.........................................................................................99 Appendix I: Personal Reimbursement Form....................................................................................101


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Appendix K: Project Management Professional (PMP®) Certification Examination Workshop Agreement .......................................................................................................................................103


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1 Introduction

1.1 Mission of Project Management Institute of Minnesota

1.2 Purpose of Policy Manual The purpose of this manual is to provide leadership for the Project Management Institute of Minnesota (PMI-MN) chapter. Additionally, this manual is intended to provide assistance to chapter leaders in managing the operations of the chapters in accordance with the policies and procedures established by the Project Management Institute (PMI) national office and the Project Management Institute of Minnesota (PMI-MN) and to share helpful hints and recommendations from other chapter leadership. Blanks of required reports and when they are due, applicable (PMI-MN) policies, and sample bylaws are all included to assist the chapter with compliance tasks.

1.3 Policy and Procedure Manual Instructions

1.3.1 Policy Preparation Guidelines

Change Control Block

Date Version Number

Initiating Authority

Supersedes Policy

Number

Dated Board Approval

Date 03/01/2003 1.0 President-Elect none 03/01/2003 03/01/2003 03/28/2007 2.0 President-Elect 1.0 03/01/2003 04/02/07 04/03/07 2.1 President-Elect revised

Industry Alliance Policy 2.0 03/28/07 04/02/07

5/16/07 2.2 President-Elect 2.1 5/16/07 05/14/07 10/01/07 2.3 President-Elect added PMP

Certification Examination Workshop Materials policy 5.2

2.2 5/16/07 9/10/07

11/12/07 2.4 President-Elect added Educational Alliance Policy and Alliances Discount Policy

2.3 10/1/07 11/5/07

11/15/07 2.5 President-Elect updated Alliance Policy

2.4 11/12/07 11/5/07

1.3.2 Responsibilities Each Director has the responsibility for ensuring the validity of the content of the POLICIES AND PROCEDURES MANUAL for his/her group. In order to accomplish this purpose, the President-Elect will review and present to the Board of Directors for approval policies for incorporation into the manual.


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1.3.3 Initiating Authority Any office headed by a Director, or higher rank will have authority to initiate material for inclusion in the manual. All material should first be reviewed and approved by the initiating department President, or President-Elect before submitting to the Board for final approval.

1.3.4 Submission of Materials Proposed additions and revisions to the manual should be submitted to the Office of the President-Elect by the initiating office with necessary approval. This material should be prepared in accordance with the prescribed format for policies, and the Office of President-Elect should receive it two weeks prior to presentation to the Board of Directors. If revisions are minimal, they may be penciled in on a copy of the superseded policy. Otherwise, an electronic copy of the policy may be obtained from the President-Elect. Highlighting additions and marking through deletions should indicate revisions. Material will not be considered for publication unless it has been reviewed and approved by the initiating department’s head. Upon approval by the Board of Directors, the policy or procedure will become official and be included in the manual. See Policy 1.4 for information concerning distribution.

1.3.5 Standard Format In order to provide for the standardization and clarity of material included in the manual, all material submitted for inclusion should conform to the following criteria and should be submitted on the form available from the Office of the President-Elect. 1. Organization - The manual's contents will be categorized into major sections. These sections are

as follows: 1 Policy and Procedure Manual Instructions 2 President & President-Elect 3 Marketing & Communications 4 Operations 5 Professional Development 6 Membership 7 Finance 8 Volunteers 9 Community Outreach 10 Miscellaneous

2. Numbering System - a multi-digit number will identify each policy of the manual. The first digit(s)

will designate the division of the Manual.

1:x Introduction 2:x President & President-Elect 3:x Marketing & Communications 4:x Operations 5:x Professional Development 6:x Membership 7:x Finance 8:x Volunteers 9:x Community Outreach 10:x Miscellaneous


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Policies in each division of the Manual will be numbered consecutively from 1-99. The first page of each policy will contain the complete identification number.

3. Format - The first page of each policy will provide information pertaining to the policy identification

number, effective date of the policy, number of the policy superseded (If it is a new policy, write "none" in this space.), date of the superseded policy, subject of the policy, and the initiating authority for the policy. A sample may be obtained from the Office of the President-Elect. The first page will also contain information that it is page "1" of "X" (number) pages and each subsequent page will likewise indicate its number in the sequence. The pagination information will appear on the upper right hand margin of the page. The policy number will appear on the upper left hand margin of all pages except the first page. All margins will be one inch. The content of the policy will be at the discretion of the initiating office, being selected in accordance with the criteria of clarity, conciseness, etc. This policy ("Policy Preparation Guidelines") will serve as a general guide for the preparation of materials.

4. Graphic Examples – Initiating offices are encouraged to include graphics, charts or tables

whenever they will enhance understanding of the policy or procedure. 5. Cover Sheet - Each policy will have a cover sheet containing the basic policy identification

information described above and, in addition, space for approval by the appropriate offices and other information (sample attached). Upon approval by these officers, the materials should be forwarded to the President-Elect for review and recommendation to the Board of Directors.

1.4 Policies Distribution Change Control Block

Date Version Number


Supersedes Policy

Number


Date 03/01/2003 1.0 President-Elect none 03/01/2003 03/01/2003

The Policy Manual is available on the PMI-MN web site under Officer’s only, Policies http://www.pmi-mn.org. It shall be the responsibility of Board members to inform volunteers on their teams of new policies and revisions, to present policies and to print hard copies for those volunteers if needed.


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1.5 Policies and Procedures not Contained in this Manual Change Control Block

Date Version Number


Supersedes Policy

Number



The development of the Policies and Procedures Manual is an attempt to define and codify policies and procedures that guide the overall operation of the chapter. The Manual is intended as a hand reference to enable board members to be consistent in their interpretation and administration of chapter policy, which, as a general rule, is not contained in other documents. To include all policies contained in other documents in this Manual would be impractical. However, each board member should be familiar with the policies contained in these other documents as appropriate to his/her area of responsibility. The documents referred to here and the officer responsible for each are as follows: Document Title Officer Responsible The Constitution of the Minnesota Chapter of the Project Management Institute, Incorporated

President

Bylaws of the Minnesota Chapter of the Project Management Institute

President


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2 President & President-Elect

2.1 Chapter Administrator Change Control Block

Date Version Number


Supersedes Policy

Number


Date 1.0 President none

2.1.1 Position Description Provide support services to the PMI-MN Board of Directors and chapter members.

2.1.2 Primary Responsibilities

2.1.2.1 Administration • Provide support services to Chapter President. • Attend Board and Executive Committee Meetings; prepare and distribute agendas and meeting

minutes. • Provide support services to Past President and Advisory Council. • Work with Nominating Committee to send out candidate packets • Order business cards, letterhead, office supplies, name badges, etc. • Work with the President and President-Elect to prepare chapter awards.

2.1.2.2 Membership • Respond to messages from the Web site

• Request for membership packets • Request for other membership information.

• Process requests for membership information. Forward request to PMI Global, mail informational letter/brochure/newsletter to prospective member.

• Work with Membership Services to create, distribute, and summarize annual chapter survey. • Create and distribute postcards to new members, new PMPs, and non-renewing members. • Work with Corporate Partnership Program Director to administer the Corporate Partnership

Program. Communicate with Corporate Partners as directed by the Corporate Partner Director.

2.1.2.3 Marketing and Communications • Work with the Director of Marketing and Communications to publish the monthly newsletter. This

may include gathering articles; layout, edits, and U.S. mail distribution. • Forward PDF of newsletter to the appropriate contact for uploading to the web site. • Work with Director of Marketing and Communications on the email newsletter announcement. • Prepare and issue press releases as requested.


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2.1.2.4 Certification • Update and publish training materials. • Work with Certification Program Manager, CT Registrations, instructors, and site-contact to ensure

course runs smoothly. • Send out informational letters to students and instructors. • Summarize course evaluations. • Send out certificates to students at the end of the training session.

2.1.2.5 Programs and events • Summarize dinner meeting evaluations. • Send vendor letters. • Draft logistics books and CD-ROM. • Prepare and mail thank you letters to speakers.

2.1.2.6 Operations • Download and run reports from DEP. • Communicate membership changes with PMI Global • Archive chapter materials.


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2.2 PMI-MN Advisory Council Change Control Block

Date Version Number


Supersedes Policy

Number



2.2.1 Purpose The purpose for establishing the PMI-MN Advisory Council is to: 1. Leverage the experiences, expertise, and insight of key individuals at organizations committed to

building professionalism in project management. 2. Provide Advisory Council members an opportunity to influence PMI-MN direction. 3. Provide and share advice, ideas and perceptions on issues addressed by the PMI-MN Board of

Directors. 4. Provide a stabilizing influence so organizational concepts and directions are established and

maintained with a visionary view by: a. Relating alternative perspectives on issues presented to the Advisory Council. b. Providing insight on long-term strategies and/or operational policies.

2.2.2 Composition The Advisory Council will consist of: • At least one and up to three Past Presidents, the current past president shall be the Chair of the

Advisory Council. • Corporate Premier Partners will be allotted a position on the Advisory Council. • An attempt will be made to include cross-industry representation (i.e., education, health,

government, construction, manufacturing, finance, information technology, engineering, etc.). • Up to 4 non-PMI affiliated corporate representatives, preferably at a VP level. • Current PMI-MN President • Advisory Council Secretary

2.2.3 Process The Advisory Council will meet on an ad hoc basis based on PMI-MN Board of Directors’ requests for advice and input. Four meetings will automatically be scheduled each year. Prior to each meeting, the Chair will provide each Council member with the minutes from the three previous PMI-MN Board of Directors’ Meetings. The Council will also receive the most recent Advisory Council Meeting minutes. The PMI-MN Board of Directors will submit a “Request for Advice/Input” form to the Advisory Council on issues in which they seek input. The request for advice should include:

• Issue to be addressed • Current positions or controversy • Questions to answer


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• Chapter relevancy • Expected due date • Expected deliverables

The request will be brought before the Advisory Council via the Advisory Council Secretary, the Advisory Council Chair or the PMI-MN President. The response to the “Request for Advice/Input” form will be documented and presented by the Advisory Council Secretary, the Advisory Council Chair or the PMI-MN President to the PMI-MN Board of Directors at their next scheduled Board Meeting. It is the responsibility of the PMI-MN Board of Directors to act on that advice presented to them by the Advisory Council.


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2.3 Board of Directors Endorsement Policy Change Control Block

Date Version Number


Supersedes Policy

Number


Date 4/13/06 1.0 President-Elect none

2.3.1 Background It is not uncommon for our chapter to receive promotional offers.

2.3.2 Purpose The purpose of this policy is to provide guidance to the PMI-MN board of directors when such requests are received.

2.3.3 Definition

2.3.4 Scope This policy applies to all promotional or endorsement offers presented to PMI-MN

2.3.5 Policy

2.3.5.1 General It is the policy of PMI-MN not to accept, endorse, or promote any vendors at this time.

2.3.5.2 Approval The board must approve all updates to this Policy. If an event team would like a one-time exception to any aspect of this policy, the board must approve that exception.

2.3.5.3 Implementation The board liaison to an event team is responsible for ensuring the team is aware of the Board Member Compensation Policy.


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2.4 Ethics Guidelines Policy Change Control Block

Date Version Number


Supersedes Policy

Number



2.4.1 Background As a volunteer for PMI situations may occur in which you have the opportunity to market your company or yourself. As a PMI volunteer you are a representative of PMI and not your company or your own interests. Please follow the following guidelines in your interactions as a PMI volunteer to avoid conflicts of interest.

2.4.2 Purpose The purpose of this policy is to provide guidance to the PMI-MN board of directors when such requests are received.

2.4.3 Definition

2.4.4 Scope This policy applies to all PMI-MN volunteers

2.4.5 Policy

2.4.5.1 General • Always introduce yourself as a representative of PMI and not of your company • When representing PMI use a "PMI title" for yourself - e.g., Director of Membership, PDD Project

Manager, PMI Volunteer, PMI Representative, etc. • Avoid any overt marketing of your company or yourself. • There may be situations where people ask you directly what company you work for and/or what

products or services you have. In this situation it is OK to respond to their questions. If you are not currently employed it is OK to say that and to describe your experience and background if they are interested

The key is not to use PMI for overt marketing of your company or yourself, but only to respond with this kind of information if the person asks you directly


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2.4.5.3 Implementation


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2.5 Conflict of Interest Change Control Block

Date Version Number


Supersedes Policy

Number



2.5.1 Background The Board of Directors of the Project Management Institute® (PMI) has adopted the following policy designed to avoid any possible conflict between the personal interests of Board members or staff and the interests of PMI.

2.5.2 Purpose The purpose of this policy is to ensure that decisions about PMI operations and the use or disposition of PMI assets are made solely in terms of the benefits to PMI and are not influenced by any private profit or other personal benefit to the individuals affiliated with PMI who take part in the decision. In addition to actual conflicts of interest, board members and staff are also obliged to avoid actions that could be perceived or interpreted in conflict with PMI’s interest.

2.5.3 Definition “Involved in a PMI business transaction” means initiating, making the principal recommendation for, or approving a purchase or contract; recommending or selecting a vendor or contractor; drafting or negotiating the terms of such a transaction; or authorizing or making payments from PMI accounts. That language is intended to include not only transactions for PMI’s procurement of goods and services, but also for the disposition of PMI property, and the provision of services or space by PMI. A “possible conflict of interest” is deemed to exist where the Director, or close relative, or a member of that person’s household, is an officer, director, employee, proprietary, partner, or trustee, or when aggregated with close relatives and members of that person’s household, holds 1% or more of the issued stock in the organization seeking to do business with PMI. A possible conflict is also considered to exist where such a person is (expects to be) retained as a paid consultant or contractor by an organization which seeks to do business with PMI, and whenever a transaction will entail a payment of money or anything else of value to the official, member, to a close relative, or to a member of that person’s household. A “possible conflict of interest” exists when an individual affiliated with PMI is a trustee, director, officer or employee of a not-for-profit organization which is seeking to do business with or have a significant connection with PMI or is engaged in activities which could be said in a business contest to be “in competition with” the programs of PMI.


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2.5.4 Scope Conflicts of interest may occur when PMI enters into transactions with not-for-profit organizations as well as those that are undertaken with profit making entities. The best way to deal with this problem is to make known one’s connection with organizations doing business with PMI and to refrain from participation in decisions affecting transactions between PMI and the other organizations. Such relationships do not necessarily restrict transactions so long as the relationship is clearly divulged and non-involved individuals affiliated with PMI make any necessary decisions.

2.5.5 Policy

2.5.5.1 General Directors: Any member of the Board of Directors who may be involved in a PMI business transaction in which there is a possible conflict of interest shall promptly notify the Executive Director. The board member shall refrain from voting on any such transaction, participating in deliberations concerning it, or using personal influence in any way in the matter. The board member’s presence may not be counted in determining the quorum for any vote with respect to a PMI business transaction and such disclosure shall be recorded in the Board minutes of the meeting at which it is made. Any PMI business transaction and such disclosure shall be recorded in the Board minutes of the meeting at which it is made. Any PMI business transaction involving a potential conflict of interest with a member of the Board of Directors shall have terms that are at least as fair and reasonable to PMI as those that would otherwise be available to PMI if it were dealing with an unrelated party.

Staff: Any staff member who may be involved in a PMI business transaction in which there is a possible conflict of interest shall promptly report the possible conflict to the Executive Director. If the possible conflict involves the Executive Director, the possible conflict shall then be reported to the Chair of the Board of Directors.

The Executive Director or, where applicable, the Chair, after receiving information about a possible conflict of interest, shall take such action as is necessary to assure that the transaction is completed in the best interest of PMI without the substantive involvement of the person who has the possible conflict of interest. (This does not mean that the purchase or other transaction must necessarily be diverted, but simply that persons other than the one with the possible conflict shall make the judgments involved and shall control the transaction.)

Each board member and senior staff member shall complete the attached questionnaire on an annual basis.

A written record of any report of possible conflict and of any adjustments made to avoid possible conflicts of interest shall be kept by the Executive Director or, where applicable, the Chair.

This policy statement shall be made available to each trustee and each person appointed to a PMI position that regularly involves initiation, review or approval of significant PMI contracts, or other commitments. Such people will be asked to sign the attached acknowledgement concerning reporting of potential conflicts of interest. I have read and understand PMI's policy on Potential Conflicts of Interest. I agree to report promptly any such interest that arises in my conduct of PMI business and, in other respects, to comply with the policy and its procedures.

I have read and understand PMI’s policy on Potential Conflicts of Interest. I agree to report promptly any such interest which arises in my conduct of PMI business and, in other respects, to comply with the policy and its procedures.


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2.5.5.2 Approval The board must approve all updates to this Policy.

2.5.5.3 Implementation Volunteer must sign the Conflict of Interest form and forward to the President-Elect to be filed with the Chapter Administrator.


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3 Marketing and Communications Change Control Block

Date Version Number


Supersedes Policy

Number


Date 5/29/2009 2.8 Operations chair 3.5.2 item 5,

changed SIG to LIG

5/29/09

3.1 Document Purpose The purpose of this document is to establish a baseline set of policies and procedures for planning, development, implementation, and support of the PMI-MN web site. This document is expected to evolve and change over time. All changes to this document will be developed and reviewed by the PMI-MN communication committee and approved by the board of directors.

3.2 Strategy and Objectives

3.2.1 Business Strategy and Objectives To support chapter communications and marketing objectives by providing up-to-date information in a cost effective manner via the chapter web site. The site should be designed to provide a consistent look and feel and intuitive navigation approach that enables ease of use for persons using the resource.

3.2.2 Technical Strategy and Objectives To develop an Internet site that is easy to maintain and support using industry-standard development and administration tools. All web pages will be developed using the recommended toolset, unless an exception to deviate has been approved. All interactive applications that are provided on the site should be developed to use a common, approved tool set.

3.2.3 High Level Objectives

1. To provide an alternative communications channel for chapter communications and marketing needs.

2. To offer a knowledge repository of project management information to chapter members and other interested persons.

3. To supplement the chapter newsletter. 4. To provide up-to-date and timely information on chapter events and activities. 5. To provide form download capabilities for important administrative forms. 6. To provide applications that reduce chapter administrative overhead.


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7. To provide Internet deployed communication portal(s).

3.2.4 Critical Success Factors

1. Consistent, intuitive navigation 2. A look and feel that is consistent with branding policy 3. Timely information 4. Reduced administrative overhead 5. Uncomplicated site administration

3.3 Constraints and Assumptions

3.3.1 Assumptions

1. A site style guide will be developed and followed. 2. The chapter will purchase the required tools needed to administer the site. 3. The policies and guidelines will be followed and adhered to without exception. 4. The chapter board members will support the policies and guidelines. 5. Changes to this document including the policies and guidelines will require approval by the

chapter communications team. The chapter board of directors will resolve any changes not resolved by the communications team.

6. Information to be published on the Internet site will be received in the approved format and according to the release schedule.

3.3.2 Constraints

1. Personnel are limited. Currently, only a small percentage of the chapter membership volunteers.

2. With limited volunteer resources time becomes an issue. 3. As a non-profit organization, financial resources are limited. 4. Administrative access to the site must be limited to maintain effective control. 5. Site administrators are dependent on receiving content from multiple sources within the

organization.

3.4 Stakeholder Identification

3.4.1 Internal Customers

• Chapter committees (Membership, Programs, Certification, Education, SIGs, etc.) • Chapter special event committees (PDD and others) • All chapter members • Corporate partners • Affiliated organizations


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3.4.2 External Customers

• National and international PMI members • General public


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3.5 Internet Management Policies and Procedures

3.5.1 Request Process Requests for publication of web content must be sent to the PMI-MN webmaster at: [email protected]

3.5.2 Priorities Site content will be published according to the following priorities:

1. Corrections to site content 2. Time sensitive content 3. Programs (Dinner and Breakfast programs) 4. Special Programs (PDD and other special programs) 5. Chapter LIGs 6. Events (Strictly E-business, IAF Conference, etc.) 7. Newsletter and Other Printed Content 8. Chapter Related Administrative Forms and Support 9. National and Regional Organization support 10. Other

3.5.3 Publish Cycle and Release Strategy Content will be published in releases on the 15th and the 30th (28th in February) of each month according to the following schedule. Content received by the 1st of the month will be released on the 15th of the month. Content received by the 15th of the month will be released on the 30th of the month. Exceptions: Conference sponsor commitments and chapter LIG content updates. All other exception requests must be submitted to the chapter Director of Marketing and Communications.

3.5.4 Technology All content must be received in Microsoft Word or text file format. HTML will not be accepted unless an exception has been requested and approved by the board of directors. Site content will be developed using the following approved site development and administration tools:

• Macromedia DreamWeaver • Macromedia Fireworks • Macromedia Flash • Adobe Photoshop • Adobe Acrobat Reader

Interactive content and applications will be developed using technology supported by the ISP. Prior to beginning development, all interactive content and applications must be approved by the


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communications committee. In order to be considered, application requirements and specification documentation must be developed and submitted to the Director of Marketing and Communications. The following technology is approved for use:

• Java Servlets and Applets • Active Server Pages • Microsoft SQL Server • Microsoft Access

3.5.5 Status Reporting Status reports will be published and posted on the site on each release cycle. The following status information will be provided:

• Request Description • Current Priority • Requester Name and Contact Information • Request Date

3.5.6 Proofing Requests When requested, a special folder will be created to preview web content before release to the production PMI-MN internet site. The desire for this service should be noted with the initial request for publication.

3.5.7 Exception Management Process All requests for exceptions and deviations to this policy or site look and feel must be submitted in writing to the Director of Marketing and Communications for consideration. The Director of Marketing and Communications will give a report of exceptions to the Internet Policies and Procedures guidelines at each board of directors meeting.

Web Site Look and Feel Change Requests The following information must be included in the request: Initial Request Information

• Description of the deviation • Reason for the exception or deviation

After Initial Review with the PMI-MN Communications Team • Technology to be used • Site map • Proposed screen layouts • Implementation expectations • Administrative requirements and needs • Timelines

Steps to follow for Look and Feel Exception Requests 1. Create initial request information and submit to Director of Marketing and Communications

at: [email protected]


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2. Director of Marketing and Communications will notify the requestor of the date, time, and location of the next communications committee meeting.

3. Attend Communication committee meeting to discuss request. 4. The Director of Marketing and Communications will notify the requestor in writing on the

committee’s decision. 5. If the request was approved, the requestor will develop the additional information outlined

above and submit to: [email protected] for review and comments. 6. If the request was not approved, the requestor has the option to develop the additional

information outlined above and submit to: [email protected]. 7. Once received the Director of Marketing and Communications will submit the materials to

the chapter board of directors for review in addition to requesting that an agenda item be created to evaluate the request at the next board meeting.

8. Requestor must attend the next Chapter Board of Directors meeting and present request. 9. After the presentation and discussion, the board will vote the requests on. Requests that

receive a majority of votes will be approved. Schedule Change Requests The following information must be included in the request: Initial Request Information

• Description of the deviation • Reason for the exception or deviation • Timelines

Steps to follow for Schedule Exception Requests a. Create initial request information and submit to:

[email protected] [email protected] [email protected]

b. Once received, the Director of Marketing and Communications will respond to the requestor within 24 hours regarding the approval or denial of the request.

c. If the request is approved, the requestor will need to do nothing further except follow the timeline outlined in the initial request information.

d. If the request was not approved, the requestor has the option to request a review by the Chapter President, President Elect, and Director of Marketing and Communications. This request must be submitted in writing to: [email protected].

e. All parties (President, President Elect, and Director of Marketing and Communications) will review the request and vote on a decision. Once made, the decision will be final.


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3.6 PMI – MN Store – Merchandise Exchange and Refund Policy

3.6.1 Responsibility for PMI-MN Store and Communications

Marketing and Communications is responsible for developing the merchandising process and the on-going operation of the PMI-MN Store. It is also responsible for communicating the terms and conditions to the membership as approved in this policy.

3.6.2 General Terms and Conditions

The PMI-MN Store will accept the return of PMI-MN merchandise if the merchandise is returned, unworn and unused, within the Exchange Period (within 30 days of its purchase date).

All merchandise returns are shipped or returned to PMI-MN store at the purchaser’s expense.

The original receipt is required for credit, cash, or check refunds and must accompany the item.

Further terms and conditions governing returns, exchanges, and/or refunds are described below.

3.6.3 Merchandise Exchange Terms and Conditions

Exchanges of merchandise for items of equal or lesser value will be permitted if the merchandise is returned, unworn and unused, during the Exchange Period (within 30 days of its purchase date). Defective merchandise can be returned for exchange. Exchanges in all cases are subject to availability of the merchandise item at the time of return.

3.6.4 Return & Exchange of Merchandise using Volunteer Hour Credits

Merchandise paid for using volunteer hour credits will be handled as follows: • Merchandise can be returned only for Exchange only for items of equal or lesser value.

3.6.5 Returns and Refunds of Credit Card Payment Purchases

Refunds for merchandise paid for by personal or corporate credit card will be handled as follows: • The credit card account used for the original purchase will be credited for the full purchase amount

of the item returned. The original receipt is required for refunds.

3.6.6 Returns and Refunds of Cash or Check Payment Purchases

Refunds for merchandise paid for by cash or by personal or corporate check will be handled as follows: • PMI-MN will send a refund check within 30 days after the merchandise is received by PMI-MN at

its place of business. The original receipt is required for cash or check refunds.


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3.6.7 Additional Refund Terms and Conditions

Special circumstances will be considered if the request for return or exchange is submitted in writing to the PMI-MN Store at [email protected]..

3.6.8 Questions Regarding the Merchandise Exchange and Refund Policy

Any questions regarding the PMI-MN Store policy is encouraged to contact [email protected].

3.7 Policy for Research Inquires

3.7.1 Policy Statement PMI-MN receives a considerable number of requests from within Minnesota and across the nation for assistance in publicizing various types of PM-related research or studies from PhD and other academically-oriented efforts, PMI-sponsored research, and commercial entities as well as PM events.

3.7.2 Purpose of the Policy

1. Define the relationship between the Chapter and the research/ event communities. 2. Provide guidelines for responding to research/ study and event publicity requests

3.7.3 Policy Description This policy applies to the Project Management Institute MN Chapter, all members of the Board, Committee Chairs and any volunteer who has a leadership role on behalf of the Chapter. Board members and all Chapter leaders will comply with this policy. The Board will respond to any issues that arise as a result of non-compliance with this policy. In January of each year, the Board shall review the policy to ensure effectiveness and make changes as necessary.

• The Chapter shall not promote any research or event offered by commercial entity (i.e., a for-profit company), except as specified by the chapter’s corporate partner policies.

• If it is not clear if the entity/ individual requesting publicity is a for-profit company, a PMI-MN representative will ask the entity about their status.

• If a for-profit entity asks the Chapter to promote their product, event, or service, the Chapter representative shall offer the Chapter’s partnership opportunities to the entity.

• If the entity is a not-for-profit, such as another PMI component or associated with an accredited educational institution, the Director of Communications will address the request as outlined below. PMI-MN’s general practice is to accept all requests to publicize PMI-supported research/ studies and legitimate PhD (and other academic) studies via:


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o The slideshow that runs before the Chapter’s monthly dinner meeting. o ~150 attendees see it at the meeting itself. o The Chapter’s monthly newsletter, which is emailed to approximately 3000 PMI-MN

members. o Several areas on the PMI-MN website. o PMI-MN also regularly refers our members to

http://www.pmi.org/Resources/Pages/Research-Intro.aspx via the mechanisms listed above to maintain awareness of PMI’s central repository of studies.

o No member of the PMI-MN Board or volunteer in a leadership role may endorse a research/ study or event. However, a member of the Board or Chapter leader may provide an endorsement if he/she uses his/her professional title and not their PMI-MN Board title.

3.8 Resource Planning

3.8.1 Resource Requirements As with all other chapter committees, volunteers are essential to supporting the chapter’s Internet communications objectives. The following persons are key in successfully supporting the Chapter's Internet needs. For many of these volunteers, Internet communications is just a portion of their overall responsibility and time commitment.

Role Responsibility Time Commitment Director of Marketing and Communications

Overall responsibility for Chapter communications including Internet content.

Up to 10 Hours/Month

Director of Marketing and Communications

1. Central point for contact for Internet questions and content requests. 2. Responsible for assigning priorities and status information.


Webmaster 1. Responsible for the technical implementation of web content 2. Overall responsible for support of the site


Notes: (1) The Director of Marketing and Communications has additional responsibilities and time commitments to other chapter communications and support activities. (2) The hour’s commitment is intended to be a reasonable expectation for the volunteer filling the role. In the past many volunteers have exceeded this commitment however the chapter should not expect a volunteer to exceed these estimates.

3.8.2 Period of Performance Volunteers will be expected to commit to serve in the role for a period of one year.


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3.8.3 Capacity Capacity will be constrained by the monthly hour commitment of the volunteer. When requests exceed capacity, site content will be prioritized according to the priority schedule documented earlier.

3.8.4 Alternative Solutions for Closing Capacity Gap

1. Request support from corporate partners. 2. Create a Webmaster team with primary and secondary Webmaster volunteers. 3. Create a paid Webmaster position.

None at this time

3.9 Brand Policy Statement Change Control Block

Date Version Number


Supersedes Policy

Number


Date 9/14/2009 2.9 Director, Marketing &

Communications None 9/14/2009 9/14/2009

Note: Before starting work on any printed or digital materials, please obtain a copy of the PMI_MN Graphics Standards Style Guide and provide a copy to your graphic designer. You may download a copy from the PMI-MN website or contact PMI-MN office at 651-917-6246 Or you may email [email protected]

3.9.1 The Project Management Institute (PMI) Brand Experience PMI’s brand is a promise that the organization will deliver the best product, program, or experience that offers the best value to meet customers’ needs. The basic elements of the branding strategy that affect any print or electronic communications are outlined here. Any questions about PMI’s branding should be directed to the Marketing and Brand Support Program Manager. [email protected], 612 827 7192

3.9.2 Logo Usage Guidelines Logo and other graphics can be obtained from The PMI-MN office. [email protected], 651-917-6246

• All requests to use the PMI and PMI-MN logo must be submitted to the Marketing and Brand Support Program Manager for approval.

• The registered trademark ® symbol should always appear with the PMI logo. • Nothing may appear inside the PMI or PMI-MN logo. • Additional text may be added to the left or right side of the PMI and PMI-MN logo.


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Do not alter anything inside the boxed area.

The slogan part of the logo may be separated if it works better with the overall design, if used on merchandise or for internal PMI-MN use. Any public facing materials should have the slogan attached.

3.9.3 Acceptable Logo Colors • PMI logo designed in two colors or more: PMS 300* blue, to be printed on white or light colored

background. • Reverse (white), to be printed on black, blue or dark colored backgrounds. • Grayscale is not acceptable. • Color settings and additional color information can be found in the Style Guide.

3.9.4 PMI logo designed in black and white: • Black, to be printed on white background. • Reverse (white), to be printed on black background. • Grayscale is acceptable.

All logos and graphics will be in the form of two file types; a vector file (Adobe Illustrator, *.ai) and PDF. The Illustrator file will be the most useful to the graphic designer. This file requires Adobe Illustrator to open. Other file types can be made available upon request.

3.9.5 PMI -Acronym Spell out Project Management Institute first, then follow with PMI in parentheses, if you wish to use PMI on subsequent references. Example: The Project Management Institute (PMI) is the world’s leading professional association in the area of project management. PMI was founded in 1969.

3.9.6 Trademark • Use the trademark if PMI is used as an adjective. Example: PMI® Certification Program • Do not use trademark if PMI refers to the organization. Example: PMI is the world’s leading…

3.9.7 Acceptable font typeface: • For PMI corporate name and address block: Garamond Book Condensed.


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• For PMI print formats: Regular Garamond, Times New Roman, Arial or Helvetica -For PMI Website and Electronic formats: Verdana

3.9.8 Paper - Collateral • Heavier text-weight stocks. Preferred: Coated, matte-finish. • Not acceptable: High gloss (more difficult to read).

3.9.9 Exceptions Exceptions to these guidelines are for the logos approved prior to the policy effectiveness date . They include the Chapter That Cares logo, Corporate Partner’s Program logo, the Professional Development Days (PDD) ticket logo, and the 25thAnniversary logo displayed below.


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4 Operations

4.1 Contracts Procedures Change Control Block

Date Version Number


Supersedes Policy

Number



4.1.1 Background Each year the Minnesota Chapter of PMI contracts with a number of businesses for services on a yearly basis. The number of contracts issued each year may vary. Some of the services purchased via a formal contract are: • Miscellaneous Administrative Services (Today PMI-MN contracts with Non-Profit Solutions, Inc.) • Special Event Ticket Services (Today PMI-MN contracts with CT Registrations) • Web Services (Today PMI-MN contracts with DLC Web Services) • Hotel for Meetings and Seminars (Today PMI-MN contracts with the St. Louis Park Doubletree Hotel)

4.1.2 Yearly Requirements 1. For each Contract to be issued in the new fiscal year, the President-Elect will prepare a letter to be

signed by the President of the Chapter. This letter will contain the following:

A. A cover letter which explains the purpose of the attached Contract & explains any changes in the Contract from that used in the previous year. It concludes with a request the signed Contract be returned by March 15th, to the President-Elect or his/her designee.

B. The formal contract.

2. After the signed Contract is received from the contractor, the President-Elect will review it. If there

are no changes/exceptions, the President-Elect will bring the Contract to the President for signature.

3. After the President signs the Contract, the master document will be retained by the President-

Elect and a copy will be sent onto the Contractor.


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-All known Contracts should be fully executed by no-later-than March 31st of each fiscal year. -If any new Contracts are required during the year they should follow the three steps above.

4.2 Archiving Policies and Procedures Change Control Block

Date Version Number


Supersedes Policy

Number



4.2.1 Policy: PMI-MN chapter records shall be archived in a designated physical location to insure that:

• Essential business and legally required documents are accessible • Historical records are available that document activities of LIGs, committees, monthly

meetings and each Chapter Officer • Continuity and orderly transitions occur from year to year and from leader to leader. • Essential professional and technical records are accessible

• Each chapter officer, Committee Leader, etc. shall regularly (monthly) submit records for archive.

• The current PMI-MN Chapter Administrator, the President, President-Elect and Chapter

Administrator shall maintain the physical archive/storage facility. They shall: • Control access to the archive facility • Add new records to the archive • Purge records (unless otherwise designated) older than 12 to 24 months. Maintain a

minimum of 1 year and a maximum of 2 years of history. • Rent, contract, or in general, acquire the physical storage facility • Maintain an index of the material archived (spreadsheet or record) • Maintain a record/ log of the date and person removing archived materials

• Records may be either paper/ physical or electronic CDs, floppies, ZIP, etc.

4.2.2 Procedure for submitting records to archiving: • Each record submitted for archive shall be submitted in a protective envelope, wrapper, or file box • The record shall be clearly marked with:

• Title(s) of the record(s) • Short description of what the record(s) is /are • The month/year the material was current in the chapter • Mark if record a "Master" or "Copy X of Y." Each copy shall be submitted in a separate

wrapper and attached in a bundle to the Master.


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• Name of the person(s) and office or group title who created the material being archived • Name of person submitting to archive • Date submitted for archiving • Date to be destroyed (Length of time to archive) • If a floppy, CD, or other electronic medium it shall be clearly marked (same markings as all

records being archived) • A screen-print of the file names etc. • A description of the computer SW used to create each of the files/ records shall be

attached • A paper copy, if the information is critical to PMI or if the SW is not common.

• The person submitting the record is responsible for the quality of the record. The Archiving Officer shall not be responsible for "reading" electronic records; only the person submitting the record is.

• Each submitter shall provide a list of what was submitted that includes the first six bullets listed under Procedure for submitting to the Chapter Administrator and the President-Elect.

4.2.3 Procedure for removing records from archiving: • Authorization to remove records shall be restricted to:

• The current Office Holder equivalent to that office holder originally placing the record into the archive

• The PMI Chapter President, the President-Elect, or the Chapter Board • The same person(s) who maintain the archive/storage (above) shall have physical access to

the archive facility. The Chapter Administrator or the President-Elect may grant permission for any other officer or committee leader to access (unaccompanied) the archive facility, to sign archive material in/out and to store it or remove it from the archive facility.

• A record/ log shall be maintained of the date and person removing archived materials • An archived record may be a "Master" or "Copy X of Y." Unless otherwise designated, Copies

shall be the first signed out of the archive, before the Master. If only a Master remains, the master record will be removed without making a backup record.

• The person signing out an archived record is the person responsible for resubmitting the record to the archive.

4.2.4 Storing of things other than "records" • Non-record materials may be stored. If a non-record material is stored, the "archive processes"

for record materials shall be used. Check in and check out shall be the same. Non-record materials include trinkets, meeting materials (banners, signs, brochures, booth walls, and anything else of value to PMI-MN.


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4.3 Sponsorship Policy Change Control Block

Date Version Number


Supersedes Policy

Number


Date 1.0 President none 2.8 Director of Community

Outreach 1.0 3/11/07

8/3/09 2.9 President-Elect 2.8 08/03/09 10/5/2009 1/31/2010 3.0 President Elect 2.9 1/31/2010 2/1/2010

4.3.1 Background To help defray operating costs of any chapter initiative, PMI-MN teams may identify sponsorship opportunities for organizations. Following appropriate notification guidelines, they may inform PMI-MN Partners of the sponsorship opportunity, and then, if the PMI-MN Partners have not responded in an established time frame may solicit sponsorships from other organizations supporting PMI-MN. Due to our non-profit status, it is important that we adhere to specific guidelines when reporting sponsorship revenues. Our accounting firm researched this topic in June 2000 as it pertained to Corporate Partners and determined that Corporate Partner sponsorships could be considered membership dues (whether they are cash or ‘in-kind’ contributions) but there are not any Corporate Partner membership dues at this time. Note: PMI-MN is considered a 501-6c organization. In the past, there has been some confusion between the 501-3c and the 501-6c classification. A 501-3c organization is a charitable organization. When making a donation to an organization of this type, contributions are tax deductible. Examples would be church, Salvation Army, Red Cross, Goodwill, etc. A 501-6c organization is still a non-profit organization but donations made to 501-6c organizations are not tax deductible. Businesses making donations to PMI-MN can deduct their contribution as a business expense (lowering their taxable income) but would not be able to write off the donation as a charitable contribution.

4.3.2 Purpose The purpose of this guideline is to provide guidance to the PMI-MN teams when soliciting sponsorships and recognizing sponsors.

4.3.3 Definition

4.3.3.1 Sponsorship Sponsorship is cash or in-kind financial support by an outside party, usually a for-profit corporation, given to an association or other not-for-profit organization. There are a number of reasons companies sponsor associations including increasing brand loyalty, creating awareness and visibility, positioning the company as an industry leader, and networking with potential and existing clients. Sponsorship is distinguishable from a charitable contribution in that a corporate sponsor is typically motivated by a desire to receive a public acknowledgment in exchange for its support of an event or program on a


36

single occasion, or over a period of time. Ongoing sponsorship may be dedicated to a particular ongoing activity or may be provided as general underwriting of all activities

4.3.3.2 Tax Restrictions

The law permits a not-for-profit organization to receive sponsorship income tax-free if what is given the corporate sponsor in return for its payment is an acknowledgment of thanks or recognition. This acknowledgment can take a variety of forms: signs or a banner at headquarters or in the room where the sponsored event is taking place; printed thanks in a conference program; and staff or volunteer leaders may verbally thank the corporate sponsor during an event. The acknowledgment may list the corporate sponsor's name, logo, address, telephone number, and products. The corporate sponsor can distribute samples of its products at the sponsored event.

Although there are few restrictions on the format of the acknowledgment, the association may not make a qualitative judgment on the sponsor's products or services. Acknowledgments should not contain comparative language or language that implies high quality. Further, the not-for-profit organization may not ask its members or the public to buy the products or services from the sponsor. Even a statement such as "please patronize our sponsors" could turn the sponsorship into advertising or an endorsement, thereby jeopardizing the tax-free nature of the corporate sponsorship payment.

4.3.4 Scope A sponsor will be any individual or organization that donates goods, services, or cash to help recover or offset operating expenses for any chapter initiative. Examples of chapter initiatives could include, a specific event (PDD, a particular program, certification training, etc.), a charity project or general operating expenses (web site development, and survey development.) This is not intended to be an inclusive listing. Any chapter initiative could involve sponsors.

4.3.5 Policy

4.3.5.1 General

4.3.5.2 Eligible Parties Sponsorships are open to any corporations or individual(s) wanting to support PMI-MN. Sponsor will be reviewed for acceptance and fit prior to acceptance of donations, etc.

4.3.5.3 Sponsorship Benefits

• Demonstrate a commitment to the project management profession by providing support for, and involvement in, the Minnesota Chapter of the Project Management Institute

• Gain recognition and visibility

4.3.5.4 PMI-MN Partner Benefits In addition to the above benefits, PMI-MN Partners are provided the following: • Receive prior notification for all potential sponsorships • Have first right of refusal for sponsorship opportunities, but must indicate their intention within

a reasonable, established timeframe


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4.3.5.5 Brand Recognition • All recognition will read “Sponsored in part by”, followed by name and logo of sponsor • Request sponsor to send a black & white logo or color as appropriate to the material • No tag lines will be accepted • Size, placement, and color of the “Sponsored in part by”, name, and logo must be appropriate to

the venue • Recognize the sponsor as appropriate to the item sponsored. If in doubt, contact the Director of

Marketing and Communications and Marketing

4.3.5.6 Responsibilities

Sponsorship Operating Team • Sponsors

o Develop and maintain a potential pool of sponsors. o Manage relations with existing and potential sponsors, including sponsorship

agreements and recognition o Secure new sponsors, including in-kind sponsors (e.g. printing, graphic design, etc.)

and cash sponsors o Establish and maintain a single contact point for the Sponsoring Organization o Collaborate with the Chair of Community Outreach who will notify the corporate,

industry and educational partners of sponsorship opportunities prior to sending solicitation requests to non-PMI-MN Partner and individual sponsors

• Sponsor Packages o Put together a strategy, with sponsor packages and pricing based on the plans of

individual PMI-MN teamsneeding sponsors. o Maintain list of all sponsorship opportunities, and their value. This list should be

updated as needed and disseminated to all PMI-MN teams.

• Operational o Maintain records related to PMI-MN Partner sponsorship contributions o Send all sponsorship receipt information to the Director of Finance o Use registration vendor to register sponsorships as appropriate (I.e. vendor

registration) o Provide logistical support and liaison to the sponsorship efforts of the PMI-MN

volunteer staff o All potential and current sponsorships will be based on a written agreement between

the sponsor and PMI-MN. The agreements include the following: • Type and extent of support provided by the sponsor • Event, program or service to be sponsored • Value of the sponsorship to be provided by the sponsor and a payment

schedule • Nature and value of the benefits to be provided by the association • Term and termination conditions • Provisions addressing liability, insurance, dispute resolution and similar matters

PMI-MN Teams • Create and communicate a detailed list of sponsorship opportunities and their timing

requirements (Examples of items to be consider are event signage, proceedings books, advertisements, web page, announcement before/during/after the event, PMI-MN newsletter,


38

mailings, marketing materials, catering, brochures, and trinkets) to the Sponsorship Operating Team in December for the next year, then provide quarterly updates or as changes are made.

• Develop and maintain the process for each Sponsorship implementation Community Outreach • Send out notifications of potential sponsorship opportunities to Corporate, Industry and/or

Educational Partners. Finance Team • Ensure all sponsorships, cash and in-kind, are recorded accordingly • Consult with accountants as needed to clarify impact of sponsorships to the chapter Marketing Communication Team • Update website with sponsorship information to promote sponsorships and provide potential

sponsorship opportunities • Send out notifications of potential sponsorship opportunities though the PMI-MN

Communication channels such as eBlasts and Newsletter Sponsoring Organization • Appoint an individual as the liaison for the sponsorship effort to work with the PMI-MN

Sponsorship Operation Team as needed to coordinate and clarify impact of sponsorships to their organization

• Ensure all cash and in-kind sponsorships are provided to the team within the time requirements for the opportunity

Procedures 1) Any sponsorship opportunities presented to the PMI-MN will be coordinated through the Sponsorship Operating Team, using the Guidelines for Evaluating Sponsorship Proposals and Content. 2) The Sponsorship Operating team will be managed by a chair or program manager for the Director of Finance and other team members will be added as needed. The Sponsorship Operating Team will work with the Sponsoring Organization to get the sponsorships but will need to have team members from the Membership, Finance, Marketing Communications, Professional Development, PDD, Volunteer Services and other Programs identified to implement sponsorship. It will be driven most often by the team that identifies the sponsorship opportunity. 3) The Sponsorship Operating Team will evaluate the opportunities based on their value to the PMI-MN, such as:

• Increased awareness of PMI-MN • Enhancement of PMI-MN ’s image • Improved community relations • Reduced costs • Revenue streams

4) The Sponsorship Operating Team will provide a monthly status with approved and sponsorships in process for Operations Committee and the Board of Directors. 5) PMI-MN will retain control over the content of all opportunities. Content will be congruent with PMI-MN’s mission and values. PMI-MN will not enter into sponsorship agreements, which promote the use of alcohol or tobacco. All content will be in accordance with the PMI-MN confidentiality.


39

Any questions with respect to content will be referred by the Sponsorship Operating or to the Board of Directors.

6) A sponsorship letter of agreement between PMI-MN and the sponsor will be generated and will clearly identify all sponsored goods, services and locations by sponsor name or agent.

7) The Sponsorship Operating Team will provide the PMI-MN Board with an annual report on sponsorship activity. 8) PMI-MN recognizes that sponsorship is a fluid and evolving process. Therefore, the policy and guidelines will be reviewed annually.

4.3.5.7 Approval The PMI-MN Board must approve all updates to this Guideline. The PMI-MN Board must be advised of all sponsorships over $500 in value.

4.3.5.8 Implementation The PMI-MN Directors are responsible for ensuring that everyone on their team is aware of and adheres to the sponsorship policy.


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5 Professional Development

5.1 Board Member Compensation Policy Change Control Block

Date Version Number


Supersedes Policy

Number


Date 01/27/2002 1.0 VP of Education none 1/27/02

5.1.1 Background It is not uncommon for board members to possess the expertise and training often sought in the instructors of our educational offerings to our members. The Ethics Policies currently in place are open to interpretation as to whether a board member can receive compensation when teaching a class hosted by PMI-MN.

5.1.2 Purpose The purpose of this policy is to provide guidance to the PMI-MN event teams when considering a PMI-MN board member as an education provider.

5.1.3 Definition Education event– An event of one-day or more in length where compensation is typical. Board member – A current member of the PMI-MN board or advisory council; includes both appointed and elected board members

5.1.4 Scope This policy applies to all education events hosted by the Minnesota Chapter of the Project Management Institute where the education provider receives compensation.


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5.1.5 Policy

5.1.5.1 General This policy does not place restrictions on board members who may want to present at other chapters/components or on board members who are willing to present without a receiving a fee.

5.1.5.2 Conditions by Which a Board Member May be compensated for Education Services Criteria for vendor selection must be established before soliciting abstracts The board member must have expertise in the education topic and must have presented on the

topic prior to the PMI-MN event The board member must not be in a voting capacity for the education vendor selection The names of all potential vendors must be masked during the selection process. (As name

recognition is sometimes a component of the selection criteria, the team should first rank all other aspects of the presentation prior to unmasking the names.)

Per day fees cannot exceed the currently approved chapter maximum (as of 1/1/2002, $2000)


5.1.5.4 Implementation The board liaison to an event team is responsible for ensuring the team is aware of the Board Member Compensation Policy.


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5.2 PMP Certification Examination Workshop Materials Change Control Block

Date Version Number


Supersedes Policy

Number


Date 10/01/07 1.0 Misty Wells – Director of

Professional development none NA 9/10/07

5.2.1 Purpose The purpose of this policy is to provide guidance to the PMI-MN Program Managers, Operations Team and Board Members for sharing Certification’s PMP Preparation Materials with other PMI Chapters across the world.

5.2.2 Scope This policy applies to all educational materials created and owned by the Minnesota Chapter of the Project Management Institute.

5.2.3 Policy

5.2.3.1 General PMI-MN will share PMP Certification Preparation/Educational materials with other PMI Chapters. The Chapters will use the materials to provide a service to their members. At this time, PMI-MN Chapter will not share Certification Preparation Materials with corporations or individuals for corporate or personal gain. In order to receive the Materials the Requesting Chapter must complete the Project Management Professional (PMP®) Certification Examination Workshop Materials Limited License Agreement form.

5.2.3.2 Licensing Rules 1. PMI-MN has developed and owns the “Minnesota Chapter of the Project Management Institute Project

Management Professional (PMP®) Certification Examination Workshop” (hereinafter PMI-MN PMP Workshop Materials) and hold the copyright to these PMI-MN PMP Workshop Materials. The PMI-MN PMP Workshop Materials include material and information that is the subject of a federal copyright registration held by the Project Management Institute, Inc. (PMI®).

2. PMI-MN grants Licensee Chapter a non-exclusive, limited license to distribute copies of the PMI-MN PMP

Workshop Materials only to Licensee Chapter members and other PMP candidates within the geographic area of the Licensee Chapter, for purposes related to PMP Certification Examination preparation. This license is royalty free.

3. PMI-MN agrees to provide Licensee Chapter with one copy of the PMI-MN PMP Workshop Materials

without charge, except for a small fee to cover the costs of publication, duplication and distribution.


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4. Licensee Chapter agrees to provide only one copy of the PMI-MN PMP Workshop Materials to each Licensee Chapter member or other PMP candidate who submits a written request to the Licensee Chapter stating the individual’s name, address and telephone number.

5. Licensee Chapter agrees to maintain complete and accurate records regarding the number of copies

produced and distributed of the PMI-MN PMP Workshop Materials, as well as the identify, address and telephone number of those individual Chapter members and other PMP candidates who receive the PMI-MN PMP Workshop Materials. Upon request, and with reasonable notice, Licensee Chapter agrees to provide these records to PMI-MN or to PMI.

6. Licensee Chapter agrees to solicit comments and evaluations from each user/recipient of the PMI-MN PMP

Workshop Materials concerning the thoroughness and effectiveness of the training materials for the PMP Certification Examination and to provide PMI-MN with such comments and evaluations. Written comments containing suggested corrections, subtractions or additions to the PMI-MN PMP Workshop Materials from the Licensee Chapter to PMI-MN are also encouraged.

7. Licensee Chapter agrees that all copies of the PMI-MN PMP Workshop Materials will include all copyright

notices required by PMI-MN and PMI. 8. Licensee Chapter agrees that the following copyright notice shall be printed directly on each copy of the

PMI-MN PMP Workshop Materials: ©PMI-MN Chapter, [Current Copyright Year]. All rights reserved. Licensee Chapter also agrees that the licensing statement attached hereto and identified as Appendix J and hereby incorporated into this Agreement shall be printed on each copy of the PMI-MN PMP Workshop Materials. All promotions and advertising of the PMI-MN PMP Workshop Materials shall state that PMI-MN is the author and shall give PMI-MN full credit for developing the materials.

9. This agreement constitutes the entire agreement between the parties and is not assignable to any other

party.

10. Recipient agrees not to make any copies of, or otherwise reproduce, these PMI-MN PMP Workshop Materials or any part thereof. Recipient further agrees to use these PMI-MN PMP Workshop Materials for personal use only and not to further distribute these PMI-MN PMP Workshop Materials or any part thereof in any manner.

11. Recipient agrees to use these PMI-MN PMP Workshop Materials only for the purpose of preparing for the PMP Certification Examination, or for a non-profit, Chapter-sponsored, training program. Recipient further agrees that these PMI-MN PMP Workshop Materials will not be used to produce any personal financial gain.


5.2.3.4 Implementation The board liaison to an event team is responsible for ensuring the team is aware of the Sharing Certification Materials Policy.


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5.3 Education Class Volunteer Policy Change Control Block

Date Version Number


Supersedes Policy

Number


Date 08/22/08 1.0 Director of Professional

Development NA 08/22/08

Background In order to be successful the PMI Minnesota organization relies heavily on volunteers. Specifically the premier event of the year Professional Development Days and the associated education classes require a large number of volunteers. It is challenging to find volunteers for these events. Today if someone volunteers for PDD or as an Education Class coordinator, according to current practices within PMI-MN the volunteer is not able to claim Category PDUs for their participation in that activity unless they have paid for the event. In researching this with PMI National they have indicated that the criteria for receiving PDUs is that the person’s name is on the class list, not whether or not they have paid. This policy establishes new criteria for Volunteers earning Category 3 PDUs for volunteering.

5.3.1.1 Purpose The purpose of this policy is to provide guidance to the PMI-MN Board of Directors in making decisions on whether Volunteers can claim category 3 PDUs for volunteering and participating in a Chapter sponsored event.

5.3.1.2 Definition No definitions.

5.3.1.3 Scope This policy applies to any volunteers for Education Classes. Dinner Meetings or other events are out of scope for this policy at this time.

5.3.2 Policy Description

5.3.2.1 General Today, it is the policy of PMI-MN to allow Chapter volunteers who serve as volunteers and actively participate in the class to obtain Category 3 PDUs. Actively participates implies that volunteer participates in the class just like any other participant. The volunteer would need to listed on the class roster and receive a participation certificate from the REP to claim PDUs. This could be accomplished by providing the registration vendor the names of the volunteers that are comp for the class. A volunteer that is claiming PDUs for their participating would not be eligible for volunteer credits for the time spent in class. In the event a volunteer is not able to actively participate they would not submit PDUs for their volunteering. They could however claim volunteer hours in lieu of PDUs. This assumes the volunteer is a chapter member in good standing. It also assumes the class is offered by a REP.

5.3.2.2 Benefits For the chapter: • Volunteers would be easier to recruit to coordinate education events. • Professional reputation of the chapter would be enhanced as volunteers would be more readily available.


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For the member: • Volunteers would be able to continue their professional development while assisting the chapter by

volunteering. • Volunteers would be able to obtain Category 3 PDUs easier to recruit to coordinate education events.

5.3.2.3 Responsibility It will be the responsibility of the member/volunteer to follow the code of conduct when reporting PDUs.

5.3.2.4 Approval No approval is required for volunteers to obtain PDUs for volunteering it is assumed they would follow the policy as reflected above.

5.3.2.5 Implementation This policy should be effective immediately and could be applied to situations within the current certification cycles regardless of when the class took place. In the future this policy could be expanded to include other chapter events. That would require a revision to the policy.


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6 Membership

6.1 PMI-MN Marketing and Membership Recruitment Policy Change Control Block

Date Version Number


Supersedes Policy

Number



6.1.1 Background This policy is in response to recent requests to create a job posting service on the PMI-MN web site, requests by non-PMI-MN members for the PMI-MN Membership directory, and requests to advertise in the PMI-MN newsletter.

6.1.2 This Policy Covers PMI-MN will not support the direct recruitment of its members or marketing to them by other PMI-MN members or by third party organizations. Our reasoning is as follows: • Recruitment is a not goal of PMI-MN. • Many of our members are sponsored by their business. If PMI-MN gains the reputation of a job

pool, those businesses will withdraw their support. This will prevent PMI-MN from reaching the widest audience of project managers as possible.

• Advertisements in the newsletter suggest endorsement or approval of an organization by the PMI-MN Board.

Therefore, PMI-MN will not extend the web site for job postings, place job postings or advertisements in our newsletter or allow non-members access to the PMI-MN membership directory.

6.1.3 What the Policy Does Not Cover We will continue to offer volunteer opportunities to our membership, because we believe that a strong community is a foundation for continued prosperity.


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6.2 PMI-MN Access to Membership and Prospect Database Information Policy

Change Control Block

Date Version Number


Supersedes Policy

Number


Date 2/2/2008 1.0 Director of Membership NA 2/2/2008 2/4/2008??

6.2.1 Background and Purpose Each month, PMI Global provides PMI-MN with access to the updated Component Data Exchange Program (DEP). The DEP includes information for members, past members, and prospective members. The primary use of the DEP is to provide the PMI-MN Chapter with information that includes (but not limited to) the following:

o A listing of all current chapter members o All financial transactions related to the chapters membership that have been crated during

the current month o A list of chapter members who have not renewed their PMI-MN memberships

This purpose of this policy is to identify when PMI-MN will and will not share current member, past member, and prospective member information with third parties included but not limited to the following types of organizations:

o Chapter Members o Other PMI Chapters o Educational Organizations & Students o PMI-MN Vendors o Non-PMI related organizations

PMI-MN has found the need to create a policy due to the extensive amount of requests for member and prospective member information. The types of requests PMI-MN has received are:

o Requests for Directories (by PMI-MN members and non-PMI-MN members) o Requests for PDD volunteers and offers to participate in surveys (by graduate students) o Requests for PMI members from vendors including PDD-participating vendors

PMI-MN’s policy is tightly aligned with PMI Globe’s policies for distributing information contained within the DEP.

6.2.2 Scope This policy applies to the information including current members, past members, and prospective members (all information that is contained within the DEP). PMI-MN will support appropriate access to member contact information as directed by their choices. These choices are maintained through the PMI.org profiles, which come to the PMI-MN by the DEP.


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Members indicate whether or not they wish to be excluded from mailing list rentals and PMI Directories. Information about members’ exclusion decisions is provided to PMI-MN through the DEP. PMI-MN will take appropriate measures to ensure that members who requested to be excluded from mailings, directories, and other communications are not included in any sharing of the DEP Database. If a member did not opt-out when they signed up to become a member and wishes to opt-out in the future PMI-MN will honor such requests and not include that members information in future communications. Under no circumstances will PMI-MN sell the Membership and Prospect Database listings and/or information to any third party. The use of mailing lists by any component officers, chapter board members, operational committee members, or other authorize chapter representatives to promote services, products, or other offerings in which those individuals have a personal, financial or other interest is strictly prohibited by PMI-MN. Prospect information in the DEP is provided solely for chapter recruitment efforts.

6.2.2.1 Volunteers can utilize the DEP to accomplish chapter related goals such as:

o Professional Development Days – Volunteer Recruiting o Corporate Partners Program – Validate Corporate Partners have 10 active members to

maintain their Corporate Partner Status o Outreach – Identifying Outreach Members o And any other duties as assigned by the board

6.2.2.2 List Exchanges among other PMI Chapters PMI-MN will share DEP information with other PMI chapters that wish to exchange DEP data for the purpose of promoting component sponsored activities. Any lists exchanged will not include members who have asked that their contact information not be shared.

6.2.2.3 List Exchanges with Other Non-PMI Organizations PMI-MN may exchange membership listings only with other organizations that a collaborative relationship has been established. In order to provide member listings the following conditions must be met:

o All requests for PMI-MN membership listings must be approved by the current PMI-MN board. The non-PMI entity must provide planned communications and/or materials that are to be sent to PMI Members and Prospective Members for review and approval.

o Upon board approval the list provided will not include those PMI members who have requested that their contact information not be shared.

o Information regarding prospects who are not members of the PMI-MN chapter nor of PMI Global must be excluded from such exchanges.

6.2.2.4 List Exchanges with Corporate Partners and Other Employers As an effort to encourage employers to support their employees’ involvement in PMI and it’s chapters, PMI-MN may share appropriate membership information with those employers. Such information is limited to the total number of employer’s participating employees who are members. PMI-MN must also respect the confidential nature of the members’ information. Thus, PMI-MN will only provide a


49

total count of employees who are PMI or PMI-MN members. Under no circumstances may individual PMI customer information be shared with an employer without an individual’s written permission.

6.2.2.5 Sale of Lists to Third Parties Under no circumstances will PMI-MN sell PMI-related Membership and Prospect Database listings, as well as any information, products or services derived from the Membership and Prospect Database listings to any third party. This policy does not cover PMI-MN’s own member communication policies.

6.2.2.6 Approval The board must approve the release of Membership and Prospective Membership information contained within the DEP. The board must approve all updates to this Policy.

6.2.3 Implementation When the PMI-MN board approves the release of data contained within the DEP whether in hardcopy format or online the following must occur:

o PMI-MN disclaimer must be on all published membership directories whether in hardcopy or electronic copy:

Warning! This list is for official PMI-MN use, as well as individual communications of a networking nature by PMI members and potential members. Use of this information for any other purpose, including but not limited to reproducing and storing in a retrieval system by any means, electronic or mechanical, photocopying or using the names, addresses, email addresses and phone numbers for any private, commercial or political mailing is strictly prohibited.

o The individual or organization must formally agree (in writing) to the following They will not publish the information on their web-site They will not sell or share the information with any third parties. The third party

must request the DEP information directly from the PMI-MN board. o PMI-MN will not share financial information or transactions contained within the DEP with

any individual or organization under any circumstances. o PMI-MN will not guarantee the accuracy of the data contained within the DEP o If a Member contacts the organization and requests to be removed from future mailings the

organization must take appropriate measures to ensure the member is removed from future mailings (of all kind).

Upon board approval PMI-MN will share the following information with the approved entity:

o Contact Name o Company Name o Contact Address o Contact eMail Address o Contact Phone Number

PMI-MN will not provide the membership listing on the PMI-MN web-site in order to protect PMI-MN’s members from potential unwanted solicitation and spam.


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6.2.4 References This policy is closely aligned with PMI-Global’s “Membership and Prospective Database Information” policy.


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6.3 PMI-MN Member Recognition Policy Change Control Block

Date Version Number


Supersedes Policy

Number


Date 3/12/2008 1.0 Director of Membership NA 3/12/2008

6.3.1 Background and Purpose The purpose of this policy is to recognize and reward chapter members that have had a maintained an on-going membership in PMI-MN and have not had a lapse in their membership renewal. This program provides incentive to members to renew their membership on a timely basis without allowing their membership to lapse. 6.3.2 Scope The Recognition program is based on continuous membership. If a member allows their membership to lapse for any length of time (1 day or 1 year) they will count as a member from their renewal date. PMI-MN will not count previous years towards the membership recognition.

This program is open to all chapter members. All chapter members regardless of certifications (PMP, CAPM, PgPMP, etc) will be recognized in this program. A member does not have to be a volunteer to be recognized in this program.

If a member hits 5 years and receives a reward and then allows their membership to lapse then they will start over from the beginning. If they hit the 5 year mark again they will receive another reward for that milestone.

6.3.3 Implementation Tenure is determined as of the end of the calendar year. Anyone who attained their 5, 10, 15, 20, 25 year marks anytime during a specific calendar year, would be recognized at the same time at the membership recognition event conducted in the following year.

Membership recognition will be held annually at a dinner meeting event. In the event a member is not present to receive their award it will be mailed to the mailing address on file with PMI-MN. Rewards will be determined by the Membership committee and are based upon current availability. Rewards can be changed or discontinued at anytime.


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7 Finance

7.1 PMI – MN Cancellation and Refund Policy Change Control Block

Date Version Number


Supersedes Policy

Number


Date 1.0 VP of Finance none 8/25/05 2.0 Director of Finance 1.0 8/25/05 8/29/05 1/31/2010 3.0 President Elect 2.0 1/31/2010 2/1/2010

7.1.1 General Refund Terms and Conditions Full refunds, less $50.00 cancellation fee will be granted to cancellations received in writing up to one week prior to the educational event (Educational class or Professional Development Days). Refunds will not be given if cancellation is received less than 1 week prior to the Educational or Professional Development Days event. Full refunds, less a processing fee as determined by contract with the event registration vendor, will be granted to cancellations received in writing up to 48 hours prior to a Breakfast meeting or Dinner meeting. Refunds will not be given if cancellation is received less than 48 hours prior to the Breakfast or Dinner event.

7.1.2 Additional Refund Terms and Conditions Special circumstances will be considered if the request is submitted in writing to the PMI-MN at [email protected]

7.1.3 Communicating a Cancellation If extenuating circumstances exist that prevent someone from attending an event they can send a request in writing to [email protected] for appeal to the board in writing within 30 days after the event.

7.1.4 Refund of Check Payment Refunds of a registration paid by personal or corporate check will be handled as follows: • PMI-MN will send a refund check within 30 days after the event less appropriate cancellation fee.

7.1.5 Refund of Credit Card Payment Refunds of a registration paid by a personal or corporate credit card will be handled as follows: • The credit card account used for the original registration will credited for the registration amount

less the appropriate cancellation fee.


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7.1.6 Questions Regarding the Refund Policy Any questions regarding the refund policy of PMI-MN is encouraged to contact [email protected].


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7.2 PMI – MN Payment Policy Change Control Block

Date Version Number


Supersedes Policy

Number


Date 1.0 VP of Finance none 11/30/03 2.0 President-Elect 1.0 11/30/03 11/30/03

7.2.1 Background This payment policy covers the payment options available for all PMI Minnesota breakfast and dinner programs, educational events and PDD symposium, certification classes and special events, and vendor registration. Any exceptions to this policy must be approved by the PMI-MN Board of Directors.


7.2.2.1 Breakfast & Dinner Programs Unless otherwise specified, breakfast and dinner meetings can be paid in three ways, through the Ticketing Vendor: via credit card, check or volunteer credit hours before the meeting at the regular or early bird discount prices. Registrations are accepted at the door on a space available basis, payable by cash, check or credit card. Unused dinner or breakfast meeting reservations which are not paid at the door are immediately due and payable to the Ticketing Vendor.

7.2.2.2 Educational Events & PDD Unless otherwise specified, educational events and Professional Development Day (PDD) symposium and education classes can be paid in two ways, through the Ticketing Vendor via credit card or volunteer credit hours before the event at the regular or early bird discount prices or via check received 10 days after phone registration. All educational events and symposium must be paid in full within 10 days of registration or the reserved seat will be open to other registrants. All payments must be made prior to event. No registration for Educational Events will be accepted at the door; Symposium registrations are accepted at the door on a space available basis.

7.2.2.3 Certification Classes & Special Events Unless otherwise specified, certification classes and any PMI-MN special events (e.g. golf outing, 20th Anniversary gala, etc.) can be paid in two ways, through Ticketing Vendor via credit card or volunteer credit hours before the class or event at the regular or early bird discount prices or a via check received 10 days after phone registration. All certification classes or special events must be paid in full within 10 days of registration or the reserved seat will be open to other registrants without notice. All payments must be made prior to classes and events. No registration for the class will be accepted at the door.

7.2.2.4 Vendor Registration Unless otherwise specified, vendors can pay in two ways, through Ticketing Vendor via credit card or check before the event. All vendor payments must be paid in full at least 20 days prior to the event or their spot at the vendor fair will be cancelled without notice.


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7.2.2.5 Outstanding Accounts New registrations can not be accepted from any person with an outstanding balance due.


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7.3 PMI – MN Expense Reimbursement Policy Change Control Block

Date Version Number


Supersedes Policy

Number


Date 1.0 VP of Finance none 2/8/06 2.0 Director of Finance 1.0 2/8/06 3/6/06 11/4/08 3.0 Director of Finance 2.0 11/4/08

7.3.1 Background This payment policy covers the expense reimbursement for both general and travel volunteer expenses incurred during the conduct of PMI business. It is MN Chapter of PMI policy to cover and reimburse volunteers for ordinary, necessary and reasonable expenses that are directly connected with or pertaining to the transaction of Chapter business. Volunteers are expected to exercise prudent business and personal judgment regarding expenses covered by this policy. Any exceptions to this policy must be approved by the PMI-MN Board of Directors.

7.3.2 Policy Description All volunteers must submit a completed reimbursement request in compliance with the Expense Reimbursement process described in the PMI-MN Purchasing Goods and Services policy and in the appendices of this manual. When conducting chapter business, the expenses will be reimbursed when approved by an executive board member and included in the approved annual budget. The volunteer will be reimbursed for all budgeted items. The board must approve any unbudgeted item(s) or increases to the budget over $1000.00

before the cost is incurred and the expense reimbursed. The Chapter president, president elect and directors may authorize amounts under $1000.00 without board approval. The $1000 cap is per year and applies to the total department budget, not per transaction or per

general ledger code. The limit does not apply for budget items that are based on a per participant basis. For example, monthly dinner/breakfast meetings and PDD, PMP Prep or Education classes that register more than the budgeted number, and therefore increase both revenue and expenses, is exempt from the restriction. In such circumstances, it is assumed that the increase in revenue will cover the increase in expense. If not, the number of registrants must be capped at the budget number, or the board must approve the expense increase. Cash Advances will be considered on a case by case basis. Approval from the President and

President-Elect is required. If approved the requestor is required to complete an Expense Request form and designate in the Special Instructions area that this request is for a Cash Advance and the reason the Cash advance is needed. All receipts must be submitted within 15 days after the completion of the event that the Cash advanced was needed. Please follow PMI-MN’s Expense Reimbursement procedure. For any receipts that are not returned, PMI-MN will report the amount as your income to the IRS.

The Minnesota Chapter of the Project Management Institute shall not directly furnish alcoholic beverages nor reimburse volunteers for the purchase of alcohol. Alcohol consumed during PMI-MN sponsored events will be the responsibility of the individual.


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7.4 PMI-MN Purchasing Goods & Services Change Control Block

Date Version Number


Supersedes Policy

Number


Date 5/16/07 1.0 Director of Finance none 4/14/07 5/14/07 11/9/08 2.0 Director of Finance 1.0 11/9/08

7.4.1 Background Each year PMI-MN Board of Directors is required to go through the formal process of requesting and approving an overall budget for the coming fiscal year. Once approved, the budgets and their funds are managed by the Department Chairperson and accountable to the Board Director overseeing their department. Within each department, each Program Manager or Chair has a budget for their specific projects that were approved as part of the budgeting process. They are responsible for the procurement of commodities, goods and services related to their project. PMI-MN is on accrual based accounting effective 1/1/09. It is important that expenses be submitted on a timely basis, as indicated below, in order to obtain an accurate picture of the financial health of the organization. Any exceptions to this policy must be approved by the PMI-MN Board of Directors.

7.4.2 Policy Description Project managers, travelers, and vendors have a right to be paid in a timely manner. This policy covers the submission, approval and payment of expenses.

7.4.2.1 Submission of Expenses The chairperson of the functional area in which an expense is incurred is responsible for notifying the Nonprofit Solutions Director of Accounting of a committed expense prior to incurring the expense, or within 7 days after the expense is incurred. A committed expense is one which either has occurred or which is certain to occur in the near future. The presence of an expense item on the budget is not a committed expense and is not sufficient notification of the expense. Committed expense amounts that are less than $100 do not need to be reported. It is not appropriate to split an expense into smaller units in order to avoid the $100 threshold. For committed expense amounts $100 or greater, the chairperson will supply the following information to the Nonprofit Solutions Director of Accounting: expense description, payee name (e.g. volunteer or vendor name), department number, general ledger code, and expense amount. The Notification of Pending Expense Form (appendix xx) is provided for this purpose. The expense amount may be an estimated amount if the exact amount is unknown. Invoices for goods and services and Expense requests will be submitted to Nonprofit Solutions within 15 days of receipt. They will be matched against the Notification of Pending Expenses by the Nonprofit Solutions Director of Accounting to prevent duplicate reporting of expenses.


58

The Nonprofit Solutions Director of Accounting is responsible for keeping original copies of Notifications of pending expenses, Expense reimbursement requests, and invoices. These must be kept in an organized fashion and available to PMI-MN as required.

7.4.2.2 Approval of Expenses Each Friday, the Nonprofit Solutions Director of Accounting will send an email to all Board Representatives listing the expense reimbursement requests (both volunteer and vendor) that were received in the prior week. This email will include the name of the vendor or volunteer requesting payment, date of the Expense request or invoice, Expense request or invoice total and the board representative responsible for approval. The board representative responsible for approval will be the board member in whose area the expense was incurred. All expenses must be formally approved by a board representative prior to payment. Approval may be either a signature on the expense form itself, or an email from the board representative indicating approval. It is the responsibility of the board representative to discuss the expense with appropriate individuals prior to approval. If the designated board representative responsible for approval does not provide formal approval within 7 days, the President, President-elect or Director of Finance may approve the expense instead. The goal is that no expense goes unapproved for more than 15 days. In the event of a dispute over the appropriate coding of an expense, the Director of Finance will make the final decision.

7.4.2.3 Payment of Expenses All expenses approved since the prior Board meeting will be prepared for the next Board meeting. The checks will be signed by the Director of Finance, President or President-elect. Nonprofit Solutions will mail the checks on the following day. In special cases, checks may be prepared and signed between board meetings. This is at the sole discretion of the board, and is based on the availability of either the Director of Finance, President or President-elect to sign the checks. Nonprofit Solutions will mail checks signed between board meetings by the end of the following business day.

7.4.3 Purchasing Guidelines

7.4.3.1 Contracting to Provide Goods or Services (<=US $1,500)

Arrangements to provide less than or equal to US$1,500 worth of goods or services should be at the discretion of the project manager provided that the project manager stays within budget on the total project. The project manager is allowed to discuss or obtain approval of any purchases of goods and services from their Board Representative.

7.4.3.2 Contracting to Provide Goods or Services (>US $1,500)

Arrangements to provide more than US$1,500 worth of goods or services should be put in writing and approved by the Board. This includes recurring purchases that fall within the fiscal year (i.e. each


59

quarterly newsletter does not exceed $1,500 but the four newsletters sent out each fiscal year do exceed $1,500). The process to obtain approval for these goods or services is as follows:

1. Prepare a Project Charter that incorporates all of the goods or services to be completed under the contract.

2. Obtain quotes from at least three separate sources using a Request for Proposal, if required by the Charter.

3. Submit the quotes to the Board for voting (via e-mail). Allow the Board at least three business days to vote on the preferred vendor.

4. The project manager tallies the votes and prepares a contract with the vendor. In the times where there is not a majority, a re-vote will be necessary with the vendors that tie for first place.

Memorandums of Understanding (MOU) will be used as the contract for any purchases over US$1,500. The agreement should identify the performance expectations of the parties and specify when and how the account is to be paid. A sample MOU is included in Appendix E. The proposed agreement, signed by the project manager, should be submitted to, their Board Representative, the President, President-elect and Director of Finance for review. They will review the agreement, indicate approval of the terms, and return the document to the project manager. No goods or services should be provided to or paid by PMI-MN before the agreement is approved by the project manager and the President, President-elect and Director of Finance unless the Board is notified in writing. Additional information/documentation may be requested when it is required or if it clarifies a request. Every purchase transacted through PMI-MN is subject to audit by a number of Federal and State offices. It is therefore necessary to maintain complete and sufficient documentation, which is able to withstand audit standards. Occasionally a situation arises in which there is no need to seek competitive bids. These situations are referred to as “sole service” and occur when there is only one vendor/contractor who can supply the goods or perform the service or when there is an established relationship with the vendor/contractor. In this case, the vendor/contractor is designated as a “sole source.” Use of a sole source requires a written statement from the project manager that the vendor selected is the only vendor able to supply the specified goods or services. All sole source procurements must be approved by the Board.

7.4.3.3 Emergency Expenditures Emergency expenditures may happen at any point in time. If emergency expenditures for particular goods and services are required, the officer requiring the monies must submit a request to the Board. At that point, the President, President-elect and Director of Finance must provide the Board with the current financial status of PMI-MN Chapter. The Board will then approve or disapprove the request. The same payment approval process below will then be followed for emergency expenditures.

7.4.3.4 Long-Term Contracts and/or Service Agreements For some purchases, it may be in the best interest of PMI-MN to enter into a long-term contract or service agreement. The project manager will determine the validity of entering into a contract/agreement and must obtain approval by the Board. After approval, the project manager will format a contract/agreement to be reviewed by their Board Representative, the President, President-elect and Director of Finance. Upon approval by the President, President-elect and Director of Finance, the project manager can submit the contract/agreement to the vendor. The signed


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contract/agreement will be returned to the project manager, signed by the project manager and the President, President-elect and Director of Finance. The project manager will hold responsibility for the execution of the contract/agreement. Invoices should be sent to:

Project Management Institute of Minnesota 1821 University Ave. West Suite S256 St. Paul, MN 55104 or electronically to: [email protected]

7.4.4 Purchasing Process The current purchasing process can be found in Appendix F. This process is reviewed on a regular basis and subject to updates as required by law and general accounting practices. In general, purchases can be made one of two ways. The requester can either request the vendor to invoice PMI-MN or they can make the purchase “out-of-pocket” using their personal funds. Out-of-pocket expenses should be limited to items where the vendor is unwilling to invoice PMI-MN. Once the purchase is made, the requester must complete either the Payment Authorization or Personal Reimbursement form. All submitted forms must be completely filled out including vendor information, what is being purchased, how it is being delivered, and what General Ledger (G/L) accounts the purchase should be charged against. A complete description of the current G/L codes can be found in Appendix G. You will also need to date and sign the form. Forms not fully completed will be returned to the submitter. All completed form should be submitted to the Director of Accounting at Nonprofit Solutions at the following address:

Project Management Institute of Minnesota 1821 University Ave. West Suite S256 St. Paul, MN 55104 or electronically to: [email protected]

Vendors invoicing PMI-MN should also be directed to send their invoices to the same address.

7.4.4.1 Invoice Based Purchases The vendor should be informed that PMI-MN payment terms are Net30 and that the vendor should submit the invoice to the PMI-MN at the address above. Once the purchase is made, the requester must complete the Payment Authorization form. A copy of the form can be found in Appendix H. All information required on the form must be provided, along with all supporting receipts and documentation for payment to be processed by the Director of Accounting at Nonprofit Solutions. Forms not fully completed will be returned to the submitter.

7.4.4.2 Out-of-Pocket Based Purchases In instances where the requestor has directly paid the vendor, they should complete a Personal Reimbursement form. A copy of the form can be found in Appendix I. All information required on the form must be provided, along with all supporting receipts and documentation for payment to be


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processed by the Director of Accounting at Nonprofit Solutions. Forms not fully completed will be returned to the submitter.

7.4.4.3 Delivery of Goods & Services After an item is ordered or a service is rendered, it is the project manager’s responsibility to review the invoice to ensure the information fulfills the project manager’s needs. The project manager should examine the deliverables to verify compliance with any agreed to MOUs.

7.4.4.4 Payment by PMI-MN Payment will be issued to the vendor (invoiced) or the requestor (reimbursement) by Nonprofit Solutions. It is PMI-MN’s policy to pay all expenses Net30. All payments will be made in US dollars and if required the requestor must provide the exchange rate to be used. Checks are normally processed at the being of each month for all approved expenses prior to the check run. It is the requestor’s responsibility to ensure all submitted expenses are properly documented and approved prior to the check run. The Board of Directors also is responsible for reviewing all expenses made on behalf of PMI-MN. The process flow for expense reimbursement is documented in appendix x (for volunteers) and appendix x (for vendors).


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7.5 PMI – MN Travel Policy Change Control Block

Date Version Number


Supersedes Policy

Number


Date 12/01/08 1.0 Director of Finance none 12/01/08

7.5.1 Background PMI-MN occasionally needs to ask selected members to travel long distances on behalf of PMI-MN. Examples include, but are not limited to, attendance at Region 2 leadership meetings, global conferences and chapter outreach activities that are not in the member’s home city. Such travel may cover long distances and/or an overnight stay away from home. This policy provides the information needed to help volunteers make the necessary travel arrangements. Any exceptions to this policy must be approved by the PMI-MN Board of Directors. Reasonable expenses incurred as the result of travel on behalf of PMI-MN are reimbursed as described in the PMI-MN Expense Reimbursement policy.

7.5.2 Policy Description PMI-MN expects volunteers to select travel arrangements that are cost effective for the trip as a whole. PMI-MN will not compromise a volunteer’s safety while traveling on PMI-MN business. PMI-MN travel is typically dictated by the President. In the cases where individual travel may be required by a PMI-MN member, this travel request is submitted via e-mail to the President for approval. PMI-MN members are in travel status when they are on PMI-MN business and more than 35 miles from their workplace or place of residence. PMI-MN members can be reimbursed for mileage, tolls, or parking costs but will not be allowed meals or lodging within 35 miles of their workplace or place of residence. If a PMI-MN member is in travel status for less than three hours, meals and/or lodging are not allowed regardless of the distance traveled, unless approved by the Board. Receipts for hotel, airfare, ground transportation/parking and meals are mandatory for reimbursement by PMI-MN. Expenses less than US$10 (such as baggage handling tips) do not require a receipt.

7.5.3 Travel Reimbursement

7.5.3.1 Travel Reimbursement Rate Schedule PMI-MN members will be reimbursed as follows:

Description Allowable Hotel Up to US$150 per night (plus tax) Breakfast Up to US$10 Lunch Up to US$15 Dinner Up to US$25


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Air Fare When reasonable, Include Saturday night stay if US$300 or more can be saved on air fare

These rates include tax and gratuities unless noted. If expenses are greater than the allowances, the PMI-MN member will be responsible for the difference unless prior approval was received by the President, President-Elect or the Director of Finance. Meals will not be reimbursed if they are already covered (for example: lunch provided during the event (i.e., conference) or breakfast included in the price of the hotel). PMI-MN will not reimburse payment for necessary documents for international travel (such as visas or passports).

7.5.3.2 Air Travel Air travel should be scheduled only when it is clearly better for the intent of PMI-MN interest. Travelers should avail themselves of special cost-saving airline fares whenever possible (such as Saturday overnight stays). In all cases, the traveler should seek the lowest cost coach fares and plan trips well in advance to permit full use of lower fares. Travel must be by the most direct and cheapest route possible. If possible, tickets for travel should be purchased at least two weeks prior to the event. A person traveling by an indirect route not associated with the purpose of the trip shall personally assume any extra costs incurred. No transportation costs will be allowed between an PMI-MN member‘s residence and his or her workplace.

7.5.3.3 Reimbursement for Travel between Residence and Airport When in travel status, PMI-MN members may be reimbursed for the following travel expenses incurred between residence and transportation terminals (bus stations, airports, etc.). Actual cost incurred (bus, taxicab). Tips should not be claimed separated but, rather, should be included in taxicab charges. The traveler must provide receipts to be reimbursed for tolls and parking.

7.5.3.4 Rental Vehicles In general, a rental vehicle should be used when the trip destination is over 100 miles from the airport terminal and/or no prior arrangements have been made for ground transport. PMI-MN does not have a contract with any particular rental agency. Vehicles will be rented in the following manner: within 500 miles - compact size vehicle, over 500 miles - compact or mid size vehicle. No upgrades will be allowed unless there are specific mitigating circumstances to support the upgrade. All upgrades must have the prior approval of the President, President-Elect or the Director of Finance. Availability of funds will not be an adequate reason for an upgrade. Receipts should be obtained by the traveler for gasoline, insurance, tolls, or other expenses associated with the vehicle. The receipts should be submitted with the person’s Expense request and reimbursement will be made for appropriate items. The vehicle will be provided to the traveler with a certain level of gas that will be noted at the time the traveler accepts the vehicle. It is expected that the traveler return the vehicle with the same level of gasoline in the tank.


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Premiums for any additional insurance will be reimbursed if the traveler deems necessary. The person signing the vehicle rental agreement accepts responsibility for the operation of the vehicle during the time it is under that person’s control. The vehicle should be operated only for official PMI-MN business or for the necessary incidentals, such as driving to the conference or hotel, related to the purpose of the trip. Under no circumstances should the vehicle be used for personal use or for travel not associated with the person’s official business.

7.5.3.5 Personal Vehicles Mileage will be reimbursed at the existing government business rate (US cents per mile). When a privately owned vehicle is used for PMI-MN business, the traveler will be reimbursed at the current approved mileage rate. Reimbursement is allowed for all travel necessary to accomplish the purpose of the trip. When a PMI-MN member uses a personal car on PMI-MN business and is involved in an accident, the member’s insurance provides the primary source of coverage. Depending on the circumstances, PMI-MN may provide payment on deductibles. A request for reimbursement must be submitted to the Board by the traveler for consideration.

7.5.3.6 Incidental Travel Expenses Internet access and fax charges are not reimbursable by PMI-MN unless it is for PMI-MN business. Personal telephone calls are allowed up to $5 per day. Documentation on the Expense request for these charges must be completed and approved. Claims for reimbursement of expenditures made for the purchase of authorized supplies, stenographic and typewriting expenses or similar charges incidental to travel must be supported by an itemized receipt. Laundry, valet service, theater and banquet tickets, and entertainment are considered personal items and will not be reimbursed.

7.5.3.7 Hosting Guests While Traveling There may be instances where PMI-MN members meet with persons during a meal, conference, or reception where the PMI-MN member may purchase food or beverages in consort with the activity. PMI-MN members can be reimbursed for such expenses (within prescribed limits). PMI-MN will only pay for food and beverage costs of other persons involved in the meeting, conference or reception if the President, President-Elect or Director of Finance has approved prior to the event. Approval will be given on a case-by-case basis provided the event and costs are necessary and justifiable. The Expense request covering the meeting, conference or reception must also include:

• List of attendees. • Copy of function notification and agenda. • Memo of justification.


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7.5.3.8 Alcohol Alcohol purchases are not reimbursable. No exceptions.

7.5.4 Travel Expense Processing All requests for travel reimbursement must be completed on a Personal Reimbursement Form (see policy manual), also known as an Expense request. One Expense request will be submitted per traveler per event. Support documents (receipts, etc.) should be attached and cross-referenced on the Expense request. Original receipts are required. Account codes are required on the Expense requests. Upon completing the trip, the traveler prepares an Expense request, signs it, and attaches all documents necessary to support the items being claimed. The traveler forwards the Expense request with all supporting documents to their Board Representative for approval, within one month of finalizing the reason for the Expense request. All payments will be made in US dollars and the traveler must provide the exchange rate to be used. All travel reimbursement checks are paid by PMI-MN to the name on the Expense request and mailed to the address on the Expense request. Cash advances are not allowed unless with prior approval from the President, President-elect or the Director of Finance.


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7.6 Education and Industry Partner Discount Policy Change Control Block

Date Version Number


Supersedes Policy

Number


Date 11/14/07 1.0 Director of Finance none 11/14/07 11/5/07 06/01/09 2.8 President-Elect 06/01/09 2/6/2010 3.0 President-Elect 2.8 2/6/2010 2/10/2010

7.6.1 Background This discount policy covers the discount options available for any event offered by PMI-MN. Events covered include PMI Minnesota breakfast and dinner programs, educational events, PDD education and symposium offerings, certification classes and special events. The policy applies to individuals who are not members of the PMI-MN chapter, but who belong to a group that may be offered discounts by other entities. Any exceptions to this policy must be approved by the PMI-MN Board of Directors.

7.6.2 Groups Covered by the Policy The groups covered by the policy include:

• Students • Industry Partner

7.6.3 Exclusions The following items are explicitly noted.

• PMI members who are not members of the PMI-MN chapter will not receive discounts as the result of being a PMI member.

• Vendor registrations and sponsorships will not be discounted. • Merchandise offered by sale by PMI-MN will not be discounted. • If a PMI-MN member is also a member of one or more of the groups covered by this policy, the

PMI-MN member will not receive additional discounts. • Individuals from organizations having multiple registrations will not receive discounts on PMI-

MN events based on the number of registrants from the organization. • Individuals who are employees of organizations that are corporate partners of PMI-MN will

receive discounts under the Corporate Partner policy and are not covered by this Discount Policy. (Please see the related Corporate Partner policy for the discounts that apply to this group of people.) However, eligibility for a corporate partner discount is taken into consideration when determining eligibility for a student discount or industry partner discount covered under this policy. See section 7.6.4 below.

• Members or employees of organizations not specifically mentioned in this policy will not receive discounts. This specifically includes, but is not limited to:

o Employees of educational institutions, even if their employer is a PMI-MN Educational Partner

o Non-profit organizations


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7.6.4 Individuals Who Are Members of Multiple Groups Individuals who are members of multiple groups will receive a single discount. The discount amount will be the highest discount available from among all the groups to which the individual belongs. The discounts are not cumulative among all the groups of which the individual is a member. The groups that are affected include:

• Students • Members of industry partners • Corporate partners

7.6.5 Application of Discount Percents The discount, if available, will be applied to the non-member price in effect at the time the registration is purchased.


7.6.6.1 Students

7.6.6.1.1 Students of an educational institution may receive a 5% discount on PMI-MN events. In order to receive the discount, the student must contact the Ticketing Vendor and provide evidence of being a full-time student at a recognized educational institution. Acceptable evidence is a tuition receipt for the current semester or, if the educational institution is on a school break, a tuition receipt for the upcoming semester. A student discount will not be available via the Ticketing Vendor’s on-line registration system. Note that this discount applies to any student, not just students of educational partners.

7.6.6.1.2 Students of an educational partner may receive free entry for the monthly dinner meeting under the “Speaker No Meal” option. In order to receive the discount, the student must contact the Ticketing Vendor and provide evidence of being a full-time student at a PMI-MN educational partner. (See section 7.6.6.1.1 for the acceptable forms of evidence.) The number of free student seats is limited to 10 for each dinner meeting. PMI-MN may reduce the number of available free student seats if there are capacity limits in the room in which the dinner meeting is held. Note that this benefit applies only to students of educational partners.

7.6.6.2 Industry Partner of PMI-MN Members of PMI-MN Industry Partners may receive a 5% discount on PMI-MN events. In order to receive the discount, the industry partner member must contact the Ticketing Vendor and provide evidence of being a member of the industry partner (the name of the industry partner and their member ID for that industry partner). An industry partner discount will not be available via the Ticketing Vendor’s on-line registration system.


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7.7 PMI – MN Reserve Policy Change Control Block

Date Version Number


Supersedes Policy

Number


Date 1/29/2010 1.0 Past President none 2/1/2010

7.7.1 Basis for a Reserve The Minnesota Chapter of PMI desires to maintain a firm and strong fiscal foundation. To achieve that it is the policy of this Chapter to hold certain assets in reserve. This policy outlines the size of the reserve and the intended uses of the reserve.

7.7.2 Reserve Types There are to be three primary types of the reserve funds. The first is to cover the cash flow required to meet anticipated monthly expenses and will be known as, “Cash Reserve.” The second is to sustain the Chapter for a period of not less than one fiscal year in the event that basic operations continue and revenue does not, and will be known as, “Operating Reserve.” The third is to provide funding for special projects and strategic initiatives and will be known as, “Strategic Reserve.”

7.7.2.1 Cash Reserve Funds in this reserve remain liquid and accessible at all times. Commonly they will be kept in the checking account. This reserve should be maintained at a minimum of $200,000 until it is reset by the Board.

7.7.2.2 Operating Reserve If extenuating circumstances exist during a fiscal year that prevent the normal operations of the Chapter to continue this reserve will be used. This reserve should be set to cover the annual expenses for one fiscal year to cover the very basic operational costs. Examples may include, but are not be limited to:

• Previously obligated contractual support services from vendors • Telephone • Website • Rent • Minimal materials/supplies

The recommended size of this reserve is the greater of the minimum as defined in this policy or the calculated amount.


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The calculated reserve is one-third of the average actual annual operating expenses for three of the previous four years. Determination of the amount to be held for the Operating Reserve needs to be calculated during the end of the fiscal year immediately preceding the year being defined. Because financial summaries of that year will not be complete it is anticipated that that is the fiscal year that will not be used in the reserve calculation. This reserve should be maintained at a minimum of $200,000 until it is reset by the Board.

7.7.2.3 Strategic Reserve The Strategic Reserve will be used, at the discretion of the Board, to fund special projects and strategic initiatives. Examples may include, but may not be limited to:

• Seeking and implementing external, contracted services (this includes cutover costs from existing vendors)

• Contributions to the PMI Educational Foundation • Upgrades to the website • Infrastructure costs for implementing virtual programming • Leadership development training programs

The size of this reserve is to be based upon the fiscal year-end balance, as reported to PMI Global during the Charter Renewal process, and should be calculated after the fiscal year budget is approved. The Cash and Operating Reserves are deducted from the reported fiscal year-end balance and the remaining amount is placed into the Strategic Reserve. NOTE: The nature of some projects funded through this reserve may require funding be multi-year. In that event, if those commitments have met established phase funding approval, they are removed from the discretionary funds available in this reserve and considered committed funds.

7.7.3 Access of the Strategic Reserve Funding requests for this reserve must be presented for review and approval before a quorum of the Board as normal Board Meeting business. The funding request must include a Charter, budget, cost/benefit analysis that is as quantitative as is reasonably possible and describe the alignment to the Chapter Strategic Plan. The request may be initiated by any member in good standing of PMI-MN. The primary author of the request will be asked to present their request to the Board. These requests will be considered throughout the year. The Board has the discretion to provide funding in phase gates, rather than committing resources fully to an initiative. To maintain the funding the minimum is required of the team formed to implement the initiative:

• Prepare the monthly budget reforecast, as requested by the Finance Director • Provide a monthly status of progress to the Operations Team and the President-Elect

using the monthly status template form • Prepare a project plan including schedule, resources and key dependencies at a detail

appropriate to the project. This plan will be reviewed with the Operations Team when it is baselined, and again as requested.


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7.7.4 Questions Regarding the Reserve Policy Any questions regarding the reserve policy of PMI-MN is encouraged to contact [email protected].


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8 Volunteers

8.1 Volunteer Recognition Change Control Block

Date Version Number


Supersedes Policy

Number


Date 06/04/2001 1.0 President none 04/09/06 7.0 President 6.0 4/9/06 5/1/06

8.1.1 Background: There are currently numerous, inconsistent forms of volunteer recognition within the chapter. Some are covered by documented policies. Some are handled on an ad hoc basis.

8.1.2 Purpose: Define a more generalized and consistent approach to recognizing volunteerism throughout the Minnesota Chapter of the Project Management Institute.

8.1.3 Definition: Volunteer A PMI-MN member in good standing and compliant with the PMI Ethics policy who contributes time to PMI-MN and/or PMI (non chapter) and/or PMI Global activities.

8.1.4 Constraints: Per the PMI accountant, the maximum compensation to any person must be less than $600 per calendar year or the volunteer “income” becomes taxable to the individual requiring the chapter to issue a 1099. Non-member volunteers cannot represent the chapter in any shape or form for liability purposes and must not be given any responsibilities that require direct contact with chapter membership. The only exception is for Paint-a-Thon, they can volunteer but receive no credits or awards and sign a waver on liability. Note: This Policy supersedes and replaces all previous volunteer recognition programs and policies. PMI-MN reserves the right to cancel this policy in part or whole any time at the discretion of the Board.


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8.1.5 Policy

8.1.5.1 General • Recognition for all volunteers are value based on a one dollar credit per one hour of PMI-MN

Volunteer hours other PMI & PMI Global volunteer hours (max 500 hrs. with not more than 250 hrs. contributed from other PMI & PMI Global activities)

• Volunteer hour credits may be applied to any PMI-MN sponsored event including breakfast meetings, dinner meetings, training sessions, seminars, etc.

• Credits can be applied to events sponsored by the PMI Chapter of Minnesota only and bear no monetary value. The credits are not redeemable for cash.

• All volunteer hours earned during a calendar year will be credited for the next calendar year and must be used during that year. Credits may not be carried over a calendar year end.

• To receive credit for hours worked, the volunteer must: 1. Be a member of the Minnesota Chapter as reported by PMI through the distribution of

their year-end membership report (DEP). 2. Comply with the PMI Ethics policy. 3. Report volunteer hours on a monthly basis with the last report done by December 15th of

the year earned, estimating activities to the end of the year. • Credits will be registered at the Chapter’s event registration provider. • Credits will be available for event registration for the calendar year in mid-January of that year. • Credits are awarded to PMI-MN members only. If a member leaves the chapter or fails to

renew their membership, any accumulated credits will be forfeited. • PMI-MN will make available venues for PMI GOC volunteers to share information with PMI-MN

members, options may include: 1. Presentation prior to the dinner/breakfast meeting 2. Web page 3. Newsletter

8.1.5.2 Special Guidelines for Corporate Partners

• Volunteers who are not current chapter members, but are employed by premier corporate partners must follow the guidelines outlined for non-member volunteers. These volunteers will have the option of ‘donating’ their credit hours to their employer; which will count toward the premier corporate partner’s annual financial commitment to the chapter.

• The choice to donate the credits must be communicated to the Corporate Partner Program Administrator by March 1 of the year the credits become available.

• Volunteer hours for employees of corporate partners who are chapter members count both toward the corporate partner’s volunteer hour commitment and toward the individual’s credit account.

* Reference – PMI-MN volunteer hours scenario page Appendix D


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9 Community Outreach

9.1 Industry Partner Policy Change Control Block

Date Version Number


Supersedes Policy

Number


Date 1.0 VP of Membership none 2.0 Director of Community

Outreach 1.0 3/27/07 4/2/07

2.8 President Elect 2.0 06/01/09

9.1.1 Background The president and board members of PMI-MN have been approached on occasion by organizations that wish to form a closer relationship with the chapter. In addition, at times the board has discussed the advantages of approaching other organizations to form a closer relationship to advance each organization’s common interests. Without a policy to guide these kinds of decisions, it is difficult if not impossible to evaluate these opportunities. In order to provide it with the type of policy guidance critical to making decisions regarding the forming of Partnerships with other organizations, the board directed the creation of this policy.

9.1.2 Purpose The purpose of this policy is to provide guidance to the PMI-MN Board of Directors in making decisions on whether to form Partnerships with other organizations.

9.1.3 Definition Partnership - A relationship that is strategic and that is entered into for mutual benefit by two or more parties having compatible or complementary business interests and goals.

9.1.4 Scope This policy applies to any proposal initiated by PMI-MN or another organization to form a mutually beneficial relationship. It applies to relationships with for profit and not for profit corporations, governmental organizations, professional organizations and educational institutions.

9.1.5 Policy

9.1.5.1 General


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It is the policy of PMI-MN to use a formal process for the evaluation of any proposed relationship with an outside organization. The decision to form a partnership will take into account the strategic and tactical needs of both PMI-MN and the other organization. This decision will also take into account the capacity of both organizations to honor the commitments integral to a successful partnership. The intent of any partnership will be to create a win-win situation for both parties advancing the needs of both parties.

9.1.5.2 Types of Industry Partnerships Industry Partners will be classified as Level 1 or Level 2 based on the level of commitment and resources needed for the goals of the proposed partnership to be met and which both organizations agree to. It is important to note that regardless of the Industry Partner Level, our chapter will NOT share any membership information with current or future Industry Partners. • Level 1 Industry Partner – This level requires minimum resources and commitment and is

restricted to the cross marketing of each organization’s events. An example of the cross marketing activity would be to include links on the website, announce events at scheduled programs, a brief presentation on that organization and distribution of flyers.

• Level 2 Industry Partner – This level requires a significant amount of resources and commitment

by both parties for the goals to be met. Level 2 Industry Partner can differ depending on the commitments agreed upon by both organizations. An example might be to collaborate on delivering a joint program for both memberships reciprocation on membership discounts for specific chapter events. Another example would be to join the Corporate Partnership Program, which requires significant commitments and resources by both PMI-MN and its partner organizations.

9.1.5.3 Evaluation Criteria When evaluating whether to enter into any partnership, the board will first determine whether the proposed partner is aligned with the purpose, vision and mission of PMI-MN: • Purpose: To promote the profession of Project Management by providing programs that educate. • Vision: PMI-MN Chapter is a dynamic, diverse organization recognized for advancing

Professionalism in Project Management • Mission: To provide increasing value to our membership across disciplines and industries through

learning and exchanging ideas and experiences


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If the proposed partner is aligned with the purpose, vision and mission of PMI-MN the next step will be to evaluate the proposed partnership to determine if it advances the long-term interests of the chapter as identified in the strategic plan. After this evaluation, the proposed partner will be evaluated to determine whether it is aligned with the chapter’s partner strategy. If the partner passes the above criteria, the following questions will be asked about the proposed partnership:

1. Why are we looking at a partnership now? 2. What do we want to achieve from the partnership? 3. Is a partnership the best way for us to achieve our goals? 4. What resources are we willing to commit to this relationship? 5. How do the culture and the values of the other organization and its representatives fit with

ours? 6. How much control are we willing to cede to an Industry partner? 7. Can this relationship really be a win-win? For example, for another professional

organization will their membership and ours increase or will we be in competition? 8. What are the details of the proposed Industry partner’s organization, such as their

management capabilities and the intention of key contacts or champions to remain in the partner organization?

9. What do we know about the key champion in the partner organization – the individual who will carry the flag of this partnership within their own organization?

10. What is the strategic potential for our organization of a partnership with this candidate? 11. Is there another partner in the same industry that would be a better candidate? 12. In this relationship, what would the risk exposure for PMI-MN be in terms of both

embedded and migratory knowledge transfer? 13. In this relationship, what would be the estimated potential financial risk exposure for PMI-

MN? 14. Agreements with other organizations – what Industry Partners, etc., are currently in force

and how will they relate to ours? 15. Code of conduct – do they have one? Does it stick? How does it align with PMI’s? 16. Strategic partner track record – is there a successful history of working with other

organizations in an industry partner framework? The final step in the analysis will be to determine whether the required resource commitment's needs can be made at this time and whether they are worth committing in order to reach the goals of the partnership.


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9.1.5.4 Industry Partner Discounts For details on discounts, please reference the Education and Industry Partner Discount Policy.

9.1.5.5 Responsibility It will be the responsibility of the Director of Community & Educational Outreach to create and maintain a partnership strategy document. The strategy will include the target organizations for Industry Partners for the current year and the reasons for the proposed Industry Partners. It will be the responsibility of the Chair of Community & Education Outreach as a sponsor to create the proposal for any industry partner and present it to the board. (See Industry Partner Opportunity Form)

9.1.5.6 Approval The board shall approve all Industry Partners. Type 2 Industry Partners, because of their draw on resources will require a detailed partnership proposal. Type 1 Industry Partners will only require a brief presentation by the sponsor providing the benefits and costs of the proposed partnership.

9.1.5.7 Implementation When an industry partner is approved, the board will appoint the Industry Partner Program Manager as the relationship manager who will be responsible for drawing up the agreement between PMI-MN and the partner organization and maintaining the relationship and developing a resource budget. The relationship manager will ensure that the goals of the relationship are being met and will prepare a report to the board annually on whether the relationship should be continued for the next year.


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9.2 Charitable Giving Policy Change Control Block

Date Version Number


Supersedes Policy

Number


Date 1/23/2002 1.0 VP of Membership none 3/29/07 2.0 Director of Community

Outreach 1.0 3/10/07

9.2.1 Background The president and board members of PMI-MN have been approached on occasion by members to request that PMI-MN donate its money or services to charitable organizations. In addition, at times the board has received requests for donations from charitable organizations. Without a policy to guide these kinds of decisions, it is difficult if not impossible, to evaluate these requests. In order to provide it with the type of policy guidance critical to making decisions regarding the donation of PMI-MN resources to charitable institutions, the board directed the creation of this policy.

9.2.2 Purpose The purpose of this policy is to provide guidance to the PMI-MN Board of Directors in making decisions on whether to donate PMI-MN resources to charitable organizations.

9.2.3 Definition Charitable Organization–An organization that qualifies for non-profit status under IRS regulations. In general not for profit educational institutions are included. PMI-MN Resources–Funds or services directly controlled by PMI-MN.

9.2.4 Scope This policy applies to any request to receive PMI-MN resources initiated by a PMI-MN member or charitable institution. It applies only to PMI-MN members in good standing or charitable organization as defined above. Excluded are any political, religious or lobbying groups. Individuals as recipients are specifically excluded from receiving donations.


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9.2.5 Policy

9.2.5.1 General It is the policy of PMI-MN to use a formal process for the evaluation of any proposed request for resources. The decision to donate resources in PMI-MN’s name will take into account the strategic and tactical benefits to both PMI-MN and the charitable organization. This decision will also take into account the capacity of both organizations to honor the commitments integral to the donation. No commitment can be made to provide ongoing support to any charitable organization of either time or money. Budget considerations may preclude giving money in any given year. All commitments should include an understanding that PMI-MN budget considerations may prevent PMI-MN from honoring all or part of a commitment of money.

9.2.5.2 Types of Donations Donations will be classified as Services or Money. • Services – Commitment of services controlled by PMI-MN such as use of its web site, use of its

equipment, use of its advertising media, PMI- MN member volunteers, etc. No employee of PMI-MN’s time may be committed to any charitable organization.

• Money – Commitment of dollars of PMI-MN for a specific request of the charitable organization. A specific purpose for the money must be defined and appropriate audits or documentation that the money was used for that purpose sent to PMI within 60 days of the donation. Failure to provide the audits or documentation within the time period will exclude the organization from any future consideration by PMI-MN for charitable requests.

9.2.5.3 Evaluation Criteria When evaluating whether to donate, the board will first determine whether the proposed request is aligned with the purpose, vision and mission of PMI-MN: • Purpose: To promote the profession of Project Management by providing programs that educate. • Vision: PMI-MN Chapter is a dynamic, diverse organization recognized for advancing


learning and exchanging ideas and experiences If the proposed request is aligned with the purpose, vision and mission of PMI-MN the next step will be to evaluate the request to determine if it advances the long-term interests of the chapter as identified in the strategic plan. After this, the request will be evaluated to determine whether it is aligned with the chapter’s charitable giving strategy. If the request passes the above criteria, the following questions will be asked about the request for donation:

1. Why are we looking at the request now? 2. What do we want to achieve from the donation?


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3. Is a donation the best way for us to achieve our goals? 4. What resources are we willing to commit to this request? 5. How do the culture and the values of the designated charitable organization and its

representatives fit with ours? 6. Do we need to attach strings to the donation 7. Is there another charitable institution that would be a better candidate? 8. Code of conduct – do they have one? Is it enforced? How does it align with PMI-MN

Ethics Code?

9.2.5.4 Responsibility It will be the responsibility of the Director of Community Outreach to create and maintain the Charitable Giving document. The strategy will include the target organizations for donations for the current year and the reasons for the proposed gifts. It will be the responsibility of the board of directors to assign a board member as a sponsor to create the proposal for any request for donation and present it to the board. (See Charitable Request Form) The assigned Board Member is responsible for obtaining releases if PMI-MN member volunteers are involved in providing any services. Releases are required before any services can be provided. Release forms are available from the PMI-MN office.

9.2.5.5 Approval The board shall approve all donations. • Services – The service(s) requested, purpose etc (See Charitable Request Form) must be

provided to all board members 14 days before a request can be put on the agenda for voting. The estimated time duration for use of the services must be identified

• Money – The amount requested, purpose etc (See Charitable Request Form) must be provided to all board members 14 days before a request can be put on the agenda for voting. A specific amount for all charitable gifts must be defined in the budget. However, each request must be specifically approved by the board of directors. The total approved cannot exceed the total amount budgeted.

9.2.5.6 Implementation When a donation is approved, the Director of Outreach will appoint a representative for PMI who is responsible for drawing up the agreement between PMI-MN and the charitable organization. The use and benefit of the gift is to be reported to the board and


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9.3 PMI-MN Corporate Partner Discounts Change Control Block

Date Version Number


Supersedes Policy

Number


Date 5/16/2007 1.0 Director of Finance none 4/21/07 5/14/07

9.3.1 Background Throughout the year, PMI-MN sponsors various seminars and education offerings for the benefit of its members and advancing the profession of project management. Often, these programs are supported through the assistance of our Corporate Partners.

9.3.2 Policy Description To encourage Corporate Sponsors and provide a tangible benefit to our existing partners, PMI-MN extends a standard 5% discount off the PMI-MN member or non-member price of any PMI-MN sponsored training, certification, and Professional Development Day events. These discounts are available only to PMI-MN members or non-members whose employer is a Corporate Partner in good standing. This discount does not apply to the monthly Breakfast or Dinner programs. PMI-MN also has the right to disallow the discount for select events or events being co-sponsored with other professional organizations where such discounts are not allowed.

9.3.3 Policy Guidelines This policy will be managed through the following guidelines:

9.3.3.1 Community and Education Outreach Committee The Corporate Partner program is owned and managed through the Community and Education Outreach Committee. They are responsible for maintaining a current list of Corporate Partners and to make the list available to other committees as needed. They are also responsible for letting those partners know when the standard discount does not apply for a specific event.

9.3.3.2 Communications & Marketing Committee The Communications & Marketing Committee is responsible for ensuring communications surrounding a PMI-MN sponsored training, certification, and PDD events include any applicable discount information as appropriate.


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9.5 Educational Partner Policy Change Control Block

Date Version Number


Supersedes Policy

Number


Date 10/31/07 1.0 Project Manager Education

Alliance none 11/5/07

06/01/09 2.8 President-Elect 1.0 06/01/09 06/01/09

9.5.1 Background The president and board members of PMI-MN have been approached on occasion by Public and Private Colleges and Universities that wish to form a closer relationship with the chapter. In addition, at times the board has discussed the advantages of approaching these educational institutions to form a closer relationship to advance each organization’s common interests. Without a policy to guide these kinds of decisions, it is difficult if not impossible to evaluate these opportunities. In order to provide it with the type of policy guidance critical to making decisions regarding the forming of Partnerships with Public and Private Colleges and Universities, the board directed the creation of this policy.

9.5.1.1 Purpose The purpose of this policy is to provide guidance to the PMI-MN Board of Directors in making decisions on whether to form Partnerships with Public and Private Colleges and Universities.

9.5.1.2 Definition Partnership - A relationship that is strategic and that is entered into for mutual benefit by two or more parties having compatible or complementary business interests and goals.

9.5.1.3 Scope This policy applies to any proposal initiated by PMI-MN or Educational Institution to form a mutually beneficial relationship. It applies to relationships with Public and Private Colleges and Universities.


9.5.2.1 General It is the policy of PMI-MN to use a formal process for the evaluation of any proposed relationship with a Public and Private Colleges and Universities. The decision to form a partnership will take into account the strategic and tactical needs of both PMI-MN and the Educational Institution. This decision will also take into account the capacity of both organizations to honor the commitments integral to a successful partnership. The intent of any partnership will be to create a win-win situation for both parties advancing the needs of both parties.

9.5.2.2 Types of Educational Partnerships Educational Partnerships will be classified at Type 1 or Type 2 depending on the amount of commitment and resources needed for the goals of the proposed Partnership to be met.


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• Type 1 Education Partner – This type requires minimum resources and commitment to reach the

mutual partnership goals for both parties. A Type 1 partnership will mainly consist of cross promotion of events between the colleges and universities and PMI-MN. It will also include Project Management forums either through on-campus activities or through monthly PMI-MN dinner meetings (note that all activities are dependent upon PMI-MN volunteer availability).

• Type 2 Education Partner – This type requires a significant amount of resources and commitment

by both parties for the goals to be met. A Type 2 partnership will include everything offered in a Type 1 partnership along with a stronger commit to the Project Management Students. This will be in the form of various activities (note that all activities are dependent upon PMI-MN volunteer availability) including but not limited to, overviews of PM Methodology and Professional Certifications, possible curriculum reviews (as PMI-MN volunteers are available) and a possible mentorship programs (as PMI-MN volunteers are available). Schools could in return give discounts (if available) to PMI-MN Members for a variety of Project Management Classes and encourage their students to become members of PMI-MN.

9.5.2.3 Evaluation Criteria When evaluating whether to enter into any partnership, the board will first determine whether the proposed partner is aligned with the purpose, vision and mission of PMI-MN: • Purpose: To promote the profession of Project Management by providing programs that educate. • Vision: PMI-MN Chapter is a dynamic, diverse organization recognized for advancing


learning and exchanging ideas and experiences If the proposed Partner is aligned with the purpose, vision and mission of PMI-MN the next step will be to evaluate the proposed partnership to determine if it advances the long-term interests of the chapter as identified in the strategic plan. After this evaluation, the proposed partnership will be evaluated to determine whether it is aligned with the chapter’s partner strategy. If the Partner passes the above criteria, the following questions will be asked about the proposed Partnership:

1. Why are we looking at a partnership now? 2. What do we want to achieve from the partnership? 3. Is a partnership the best way for us to achieve our goals of helping prospective students? 4. Does the Educational Institution have the best interest of the students in mind? Are they

student focused? 5. What resources are we willing to commit to this relationship? 6. How do the culture and the values of the Educational Institution and its representatives fit

with ours? 7. Can this relationship really be a win-win? 8. What are the details of the proposed Educational partner’s organization, such as their

student and facility capabilities and the intention of key contacts or Partner champions to remain in the partner organization for the betterment of the students?

9. What do we know about the key champion in the partner organization – the individual who will carry the flag of this partnership within their own organization?

10. Agreements with other organizations – what Partnerships, etc., are currently in force and how will they relate to ours?

11. Strategic Partnership track record – is there a successful history of working with other organizations in a Partnership framework?


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The final step in the analysis will be to determine whether the required resource commitment's needs can be made at this time and whether they are worth committing in order to reach the goals of the Partnership.

9.5.2.4 Student Discounts For details on discounts, please reference the Education and Industry Partner Discount Policy.

9.5.2.5 Responsibility It will be the responsibility of the Director of Community & Educational Outreach to create and maintain a Partnership strategy document. The strategy will include the target Colleges and Universities for the current year and the reasons for the proposed Partnerships. It will be the responsibility of the Chair of Community & Education Outreach as a sponsor to create the proposal for any Partnership and present it to the board. (See Educational Partner Opportunity Form)

9.5.2.6 Approval The board shall approve all Partnerships. Type 2 Partnerships, because of their draw on resources will require a detailed Partnership proposal. Type 1 Partnerships will only require a brief presentation by the sponsor providing the benefits and costs of the proposed Partnership.

9.5.2.7 Implementation When a Partnership is approved, the board will appoint the Educational Partner Program Manager as the relationship manager who will be responsible for drawing up the agreement between PMI-MN and the partner organization, maintaining the relationship, and developing a resource budget. The relationship manager will ensure that the goals of the relationship are being met and will prepare a report to the board annually on whether the relationship should be continued for the next year.


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10 Miscellaneous None at this time


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11 Appendices

Appendix A: Addition or Revision Cover Letter Change Control Block

Date Version Number


Supersedes Policy

Number



PROPOSED ADDITION OR REVISION TO PMI-MN POLICIES AND PROCEDURES MANUAL

POLICY NO.: __________________________________________________ Is this proposal an addition or revision to existing policy? ____________ If this is a revision, please provide the following information: Supersedes Policy No. __________, which was dated___________________ SUBJECT: ___________________________________________________ ___________________________________________________ ___________________________________________________ ___________________________________________________ APPROVED: Department Director: ____________________________

Date: ____________________________


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Appendix B: Template for submitting archive records or materials for storage Change Control Block

Date Version Number


Supersedes Policy

Number



The record shall be clearly marked and this template attached: • Electronic record or Paper/Physical record or Non-record materials

• (Select appropriate categories) 1. Title(s) of the record(s)

2. Short description of what the record(s) is /are

3. The month/year the material was current in the chapter

4. Is record a "Master"?

5. Number of Copies? (Marked “Copy X of Y").

(Each copy shall be submitted in a separate wrapper and attached in a bundle to the Master.) 6. Name of the person(s) and office or group title who created the material being archived

7. Name of person submitting to archive

8. Date submitted for archiving

9. Date to be destroyed (Length of time to archive)

10. If an electronic medium, specify the type (e.g. a floppy, CD, or other electronic medium):

It shall be clearly marked and this template attached: 10.1 A screen-print of the files names etc. is attached? Yes/No 10.2 A description of the computer SW used to create each of the files/ records is attached?

Y/N

10.3 A paper printout is attached? Yes/No Yes if the information is critical to PMI-MN or if the SW is not common.


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Appendix C: Industry Partnership Opportunity Form Change Control Block

Date Version Number


Supersedes Policy

Number


Date 06/01/09 2.8 President-Elect 2.7 06/01/09 06/01/09

Date: Organization/Company name: Corporate Partner: Y N Address: Contact name: Phone: E Mail: Type of Industry: Description of proposed partnership: PMI-MN “area(s)” to be involved: Approx. time commitment: Start date: Est. completion date: Complete and return form: mailto:[email protected]


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Appendix D: Volunteer Hour Scenarios

Scenario

PMI-MN Volunteer hour credits (max 500 hrs. with not more than 250 hrs. contributed from other PMI & PMI Global credits)

PMI-MN Volunteer Hour Recognition at end of year

PMI-MN Corporate Partner Volunteer Hour Credit (if CP) - no limit

PMI (non chapter) and PMI Global Volunteer hour credits counted towards PMI-MN Volunteer Credits (up to 250 hrs. can be contributed toward PMI-MN volunteer credits)

A: I volunteer on a team for PMI-MN for 100 hours 100 100 100 B: I volunteer 100 hours for a Global PMI team 100 100 100 100 C: I volunteer 100 hours for a Global PMI SIG team and volunteer 50 hours providing direct feedback/presentations to PMI-MN 150 150 150 50 D: I volunteer 600 hours for a Global PMI SIG team and volunteer 350 hours providing direct feedback/presentations to PMI-MN 500 950 950 600 Options to provide direct value back to PMI-MN with Global Volunteering Other options: Write a newsletter article, create a presentation


89

for dinner/breakfast/PDD, short talk at dinner/breakfast meeting, create a web page on PMI-MN on Global points of interest, present to teams/board/OpCom, create new PMI-MN program. The goal is to directly give back value to PMI-MN through information sharing.


90

Appendix E: Memorandum of Understanding

MEMORANDUM OF UNDERSTANDING

Between

PMI-MN

And

XYZ Corporation This memorandum of understanding (hereinafter “Agreement”), effective January 3, 2001 through December 31, 2001, by and between the PMI-MN, having an address of 1821 University Avenue West; Suite S256, St. Paul MN 55104 and XYZ Corporation, having an address of 123 Anytown, Anycity, Anystate, 12345 (“XYZ”). PMI-MN and XYZ are referred to herein as the “Parties.” Scope, Roles and Responsibilities XYZ will provide to the PMI-MN products and services to assist PMI-MN in its incorporation project. Specifically, XYZ will:

• Provide X • Provide Y • Provide Z

Confidentiality XYZ agrees to honor individual and organizational confidentiality and non-disclosure guidelines while working with PMI-MN on this project. Discussion of this project with persons not an officer or member of the PMI-MN is prohibited. Intellectual Property XYZ agrees that reports or other material generated during the project will remain the intellectual property of PMI-MN. Jurisdiction XYZ will carry out the services or deliver the products to this Agreement only in accordance with applicable laws and regulations of the applicable jurisdiction(s).


91

Deliverables/Timetable Time is of the utmost importance on this project. XYZ will provide the following to PMI-MN within the required time frame listed below:

• Item A March 15/00 • Item B April 30/00 • Item C June 30/00 • Item D September 1/00 • Item E December 31/00

Commitment PMI-MN agrees to provide XYZ with the following support over the life of this Agreement:

• Support A • Support B • Support C

Consideration PMI-MN will pay XYZ $150 per hour for the work included in this Agreement. The not-to-exceed cost, without prior written consent, is $36,000. An additional $4,000 of travel expenses will be paid on a cost-basis (no markup allowed). Monthly payments will be made to XYZ as services are rendered and an invoice with total hours and expenses is submitted. Invoices are payable within thirty (30) days. If PMI-MN is not satisfied with the service received from XYZ and provides a written statement explaining why, XYZ will waive its claim to any fee not yet paid by PMI-MN and will return any fee paid. This waiver or refund shall be the sole remedy. Contacts XYZ and PMI-MN will each designate one project manager who will serve as the contact reference for this Agreement. The names of the current contacts for each organization are listed below:

XYZ Corporation

Name E-mail address Phone #

PMI-MN

Name E-mail address Phone #


92

Period of Agreement and Modification/Termination This Agreement will become effective when signed by all parties. The Agreement will terminate on December 31, 2000, but may be amended at any time by mutual agreement of the parties. Either party may terminate this Agreement by providing thirty (30) days notice to the other party. In the event this Agreement is terminated, PMI-MN will be responsible for the payment of any expenses that XYZ has incurred. Both signatures below will signify the acceptance of this Agreement. For PMI-MN For XYZ Corporation By: _________________________________ By: _____________________________ Printed Name: ________________________ Printed Name: ____________________ Title: ________________________________ Title: ___________________________ Date: ________________________________ Date: ___________________________ Address for Notice: Address for Notice: PMI-MN XYZ Corporation 1821 University Avenue West Suite S256 123 Anytown St. Paul, MN 55104 Anycity, Anystate 12345 Phone: (651) 917-6246 Phone: (987) 123-4567


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Appendix F: PMI-MN Purchasing Process Change Control Block

Date Version Number


Supersedes Policy

Number



PMI Purchasing Process, Page 1


94

PMI Purchasing Process, Page 2


95

Appendix G: Department Numbers Change Control Block

Date Version Number


Supersedes Policy

Number


Date 06/01/09 2.8 President-Elect 2.7 06/01/09 06/01/09

In general, the department names are self explanatory. Department numbers ending in ‘10’ represent revenues or expenses for the functional area that are not attributable to individual programs. Department numbers that are no longer in use are noted below.

100 Finance 110 Finance – General

200 Presidency 210 General (BOD)

220 Regional & Natl Conf.

230 Board Committees/Council Obsolete

240 Awards/scholarships/Donations

250 BOD Special Events

300 Communications & Marketing 310 Comm./Marketing General

321 Newsletter

322 Website

351 Trade Shows

352 Brand Support

353 Merchandise

400 Operations 410 Operations General

421 PDD – Education

422 PDD – Facilities

423 PDD – Marketing

424 PDD – Operations

425 PDD – Speakers

425 PDD – Vendors

431 Volunteers

441 Ticket Works Conversion Obsolete

451 25th Anniversary Celebration

500 Professional Development 510 Professional Dev –General

520 Certification

530 Education

550 LIGS

560 Sponsorships

570 Dinner Meetings

580 Breakfast Meetings

700 Membership 710 Membership Chair & Services Lead


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730 Career Assistance Lead

800 Community Outreach 810 Community & Education Chair

821 Paint-a-thon

822 Coaching

823 Charity / Scholarship Management

824 Habitat for Humanity

832 Out Reach Programs / Events

833 Student Program

834 Chapter Library Management

835 Project of the Year

836 Outreach Events Northeast

837 Outreach Events Northwest

841 Industry Partnership Program

842 Corporate Partner Program

843 University/Education Partnerships

851 Ambassador Pgm – Executive

852 Ambassador Pgm – Project Manager

853 Ambassador Pgm – Education


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Appendix H: General Ledger Codes Change Control Block

Date Version Number


Supersedes Policy

Number



Expense Category Description

4000 Facilities fees Includes rooms costs for all PMI-MN events and meetings

4008 Ticket Administration fees Includes event setup, ticket administration charges for each event.

4009 Food for Events Includes cost of meals for attendees attending PMI-MN event

4010 Materials Includes charges for materials purchased for education, events, certifications, etc.

4020 Merchandising fees Includes all fees associated with the purchasing of PMI-MN merchandise which is sold on our website. This is not for PMI-MN trinkets, advertising etc.

5000 Contract Labor Contract Labor includes all labor expenses charged by vendors that are currently under contract. Includes administrative services by Nonprofit Solutions or CT Registrations.

5020 Professional Services Payments for any speakers we bring in. Services provided by accounting firms and CPAs. Services rendered for a special purpose and not ongoing contract (i.e. Web designers, Graphic designers, Branding assessments)

5100 Office Supplies Includes all office supply materials including any software purchased by the chapter

5110 Printing & Copying Includes all photocopying, printing and duplicating expenses.

5200 Telephone & eMail Includes telephone and conference call charges.

5210 Postage & Delivery Includes all postage and shipping related expenses.


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Expense Category Description

5301 Meals Includes meal charges for PMI-MN meetings, e.g. board meetings, team meetings, and meals when attending a conference out of town

5302 Airline Tickets Includes airfare for conferences and speakers

5303 Car Rentals/ Taxis/ Parking

This category includes all automobile rental and parking expenses for board and speakers travel.

5304 Mileage Includes mileage charges incurred by board member, vendors or volunteers.

5305 Lodging Includes room charges for speakers and conference goers

5306 Entertainment Include expenses incurred on entertainment.

5307 Training Include expense incurred on training

5308 Gifts Include expenses incurred for gifts for team members, speakers or others

5400 Advertising Includes cost of external advertising

5401 Website Includes monthly website hosting charges

5450 Fees and Insurance Includes PMI-MN Natl Fees, liability insurance.

5500 Scholarships/ Charitable Donations

Includes charity contributions to various organizations

5510 Awards Includes annual awards for volunteers

5600 Equipment Includes all equipment needed for program events, education, certification, etc.

5700 Taxes

Payment Authorization Form Minnesota Chapter of the Project Management Institute®

Use this form when the vendor will be invoicing PMI-MN


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Appendix H: Payment Authorization Form Purchased From:

Vendor Name: Date: Sales

Person: Phone: Purchased By:

Address: PMI Board Member

Approval: City,

State, Zip: For

Period Ending:

Purchase Detail Description Dept G/L Acct Reference No. Amount

Total

Special Instructions

Departments

G/L Accounts 4000 Facility Fees 5100 Office Supplies 5304 Mileage 5450 Fees & Insurance 4008 Ticket Admin Fees 5110 Printing & Copying 5305 Lodging 5500 Scholarships/Donation 4009 Food for Events 5200 Telephone & Email 5306 Entertainment 5510 Awards 4010 Materials 5210 Postage & Delivery 5307 Training 5600 Equipment 4020 Merchandise 5301 Meals 5308 Gifts 5700 Taxes 5000 Contract Labor 5302 Airline Tickets 5400 Advertising 5020 Professional Services 5303 Car

Rental/Taxis/Parking 5401 Website

Send form and any purchasing information to: PMI-MN by either:

Mail: 1821 University Ave W, Ste S256, St. Paul, MN 55104 Fax: 651.917.1835 E-mail: [email protected].

110 Finance - General 423 PDD – Marketing 821 Paint-a-thon 210 General (BOD) 424 PDD – Operations 823 Charity / Scholarship Management 220 Regional & Natl Conf. 425 PDD – Speakers 824 Habitat for Humanity 230 Board Committees/Council 425 PDD - Vendors 832 Out Reach Programs / Events 240 Awards/scholarships/Donations 431 Volunteers 833 Student Program 250 BOD Special Events 510 Professional Dev -General 834 Chapter Library Management 310 Comm./Marketing General 520 Certification 835 Project of the Year 321 Newsletter 530 Education 841 Industry Partnership Program 322 Website 550 LIGS 842 Corporate Partner Program 351 Trade Shows 560 Sponsorships 843 University/Education Partnerships 352 Brand Support 570 Dinner Meetings 851 Ambassador Pgm - Executive 353 Merchandise 580 Breakfast Meeting 852 Ambassador Pgm – Project Manager 410 Operations General 710 Membership Chair & Services Lead 853 Ambassador Pgm – Education 421 PDD - Education 730 Career Assistance Lead 422 PDD – Facilities 810 Community & Education Chair

Payment Authorization Form Minnesota Chapter of the Project Management Institute®

Use this form when the vendor will be invoicing PMI-MN


100

Questions relating to this form should also be directed to the above e-mail address or [email protected]

Personal Reimbursement Form Minnesota Chapter of the Project Management Institute®

Use this form when vendor is paid out-of-pocket

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Appendix I: Personal Reimbursement Form Make Check Payable To:

Name: Date: Submitted By:

Address: PMI Board Member

Approval: City,

State, Zip: For Period Ending:

Reimbursement Detail Description Dept G/L Acct Amount

Total


Departments

G/L Accounts 4000 Facility Fees 5110 Printing & Copying 5306 Entertainment 5600 Equipment 4008 Ticket Admin Fees 5200 Telephone & Email 5307 Training 5700 Taxes 4009 Food for Events 5210 Postage & Delivery 5308 Gifts 4010 Materials 5301 Meals 5400 Advertising 4020 Merchandise 5302 Airline Tickets 5401 Website 5000 Contract Labor 5303 Car

Rental/Taxis/Parking 5450 Fees & Insurance

5020 Professional Services 5304 Mileage 5500 Scholarships/Donation 5100 Office Supplies 5305 Lodging 5510 Awards

Nonprofit Solutions will cut checks and attach check stub to the reimbursement form for tracking purposes. Checks will be signed at the Board meeting which is the first Monday of the month. Checks will be mailed the following day.

Attach receipt and send to: PMI-MN by either: Mail: 1821 University Ave W, Ste S256, St. Paul, MN 55104 Fax: 651.917.1835 E-mail: [email protected]. Questions relating to this form should also be directed to the above e-mail address or [email protected].

110 Finance - General 423 PDD – Marketing 821 Paint-a-thon 210 General (BOD) 424 PDD – Operations 823 Charity / Scholarship Management 220 Regional & Natl Conf. 425 PDD – Speakers 824 Habitat for Humanity 230 Board Committees/Council 425 PDD - Vendors 832 Out Reach Programs / Events 240 Awards/scholarships/Donations 431 Volunteers 833 Student Program 250 BOD Special Events 510 Professional Dev -General 834 Chapter Library Management 310 Comm./Marketing General 520 Certification 835 Project of the Year 321 Newsletter 530 Education 841 Industry Partnership Program 322 Website 550 LIGS 842 Corporate Partner Program 351 Trade Shows 560 Sponsorships 843 University/Education Partnerships 352 Brand Support 570 Dinner Meetings 851 Ambassador Pgm - Executive 353 Merchandise 580 Breakfast Meeting 852 Ambassador Pgm – Project Manager 410 Operations General 710 Membership Chair & Services Lead 853 Ambassador Pgm – Education 421 PDD - Education 730 Career Assistance Lead 422 PDD – Facilities 810 Community & Education Chair

Alcohol is not reimbursable under the By-Laws of PMI-MN

102

Appendix J: Notification of Pending Expense Payee:

Name: Exp

Date: Submitted By:

Address: Submitted On: City,

State, Zip:

Reimbursement Detail Description Dept G/L Acct Amount

Total


Departments

NOTE: ALCOHOL IS NOT REIMBURSABLE UNDER THE BY-LAWS OF PMI-MN. G/L Accounts

4000 Facility Fees 5110 Printing & Copying 5306 Entertainment 5600 Equipment 4008 Ticket Admin Fees 5200 Telephone & Email 5307 Training 5700 Taxes 4009 Food for Events 5210 Postage & Delivery 5308 Gifts 4010 Materials 5301 Meals 5400 Advertising 4020 Merchandise 5302 Airline Tickets 5401 Website 5000 Contract Labor 5303 Car

Rental/Taxis/Parking 5450 Fees & Insurance

5020 Professional Services 5304 Mileage 5500 Scholarships/Donation 5100 Office Supplies 5305 Lodging 5510 Awards

Send to: PMI-MN by either:

Mail: 1821 University Ave W, Ste S256, St. Paul, MN 55104 Fax: 651.917.1835 E-mail: [email protected]. Questions relating to this form should also be directed to the above e-mail address or [email protected].

110 Finance – General 424 PDD – Operations 821 Paint-a-thon 210 General (BOD) 425 PDD – Speakers 822 Coaching 220 Regional & Natl Conf. 425 PDD - Vendors 823 Charity / Scholarship Management 230 Board Committees/Council 431 Volunteers 824 Habitat for Humanity 240 Awards/scholarships/Donations 441 Ticket Works Conversion 832 Out Reach Programs / Events 250 BOD Special Events 451 25th Anniversary Celebration 833 Student Program 310 Comm./Marketing General 510 Professional Dev -General 834 Chapter Library Management 321 Newsletter 520 Certification 835 Project of the Year 322 Website 530 Education 836 Outreach Events Northeast 351 Trade Shows 550 LIGS 837 Outreach Events Northwest 352 Brand Support 560 Sponsorships 841 Industry Partnership Program 353 Merchandise 570 Dinner Meetings 842 Corporate Partner Program 410 Operations General 580 Breakfast Meeting 843 University/Education Partnerships 421 PDD - Education 710 Membership Chair & Services Lead 851 Ambassador Pgm – Executive 422 PDD – Facilities 730 Career Assistance Lead 852 Ambassador Pgm – Project Manager 423 PDD – Marketing 810 Community & Education Chair 853 Ambassador Pgm – Education

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Appendix K: Project Management Professional (PMP®) Certification Examination Workshop Agreement

The Minnesota Chapter of the Project Management Institute (PMI-MN®)

Project Management Professional (PMP®)

Certification Examination Workshop PLEASE BE ADVISED THAT RECEIPT AND USE OF THE MINNESOTA CHAPTER OF THE PROJECT MANAGEMENT INSTITUTE’S PROJECT MANAGEMENT PROFESSIONAL (PMP) CERTIFICATION EXAMINATION WORKSHOP (PMI-MN® PMP® WORKSHOP MATERIALS), CONSTITUTES ACCEPTANCE OF THE FOLLOWING LICENSE AGREEMENT: • Recipient agrees not to make any copies of, or otherwise reproduce, these PMI-MN PMP

Workshop Materials or any part thereof. Recipient further agrees to use these PMI-MN PMP Workshop Materials for personal use only and not to further distribute these PMI-MN PMP Workshop Materials or any part thereof in any manner.

• Recipient agrees to use these PMI-MN PMP Workshop Materials only for the purpose of

preparing for the PMP Certification Examination, or for a non-profit, Chapter-sponsored, training program. Recipient further agrees that these PMI-MN PMP Workshop Materials will not be used to produce any personal financial gain.

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