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					GUIDELINES FOR PREPARING the CHAPTER ANNUAL REPORT

        A “How-To” Guide for Chapter Annual Report Submissions
                            PY 2010-2011




                     Submissions due: August 31, 2011
                                    to

                           awards@ncmahq.org




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                                           Introduction

This document is to provide the guidance that will be used to evaluate your Chapter’s Annual
Report (CAR) for the purpose of awarding a Graalman to your chapter. Please recognize that it
would be almost impossible to include every example or present a scenario that would fit every
Chapter’s situation – But we want to know what you’ve been doing as a Chapter this past year.

Each chapter should plan to align their program year to provide the best value to your members,
taking into account the demographics and unique aspects of your chapter. In completing the
Chapter Annual Report (CAR), your chapter should consider the NCMA goals and objectives.
You can earn Graalman Award recognition for chapter excellence as shown below. The
Chapter Annual Report is also an excellent means of transitioning from one chapter president to
another.

The Graalman criteria established early in NCMA’s history is a good tool to consider when
planning your year. Because each chapter faces its own challenges, a guide that would apply to
all chapters became increasingly difficult to devise. Any grading criteria using scoring “by the
numbers” became arbitrary and frequently ended with annual reports that mirrored the scoring
criteria rather than an actual chapter report that described the chapter’s accomplishments.

This “How To” guide has been designed to help you through the Chapter Annual Report
Submission. Please recognize that it would be almost impossible to include every example or
present a scenario that would fit every chapter’s situation. The best advice…when in doubt,
include it.

The Chapter Annual Report will consist of two parts, the first is a 1-3 page Executive Summary
(new for this program year), and the second is a self evaluation based on the criteria provided.
Both will be considered in Graalman evaluation. The self-evaluation should be more than yes or
no answers. Additional details, i.e. titles and dates of the programs, meetings; names of the
people teaching, attending, writing or serving should be provided in the column marked
“Additional detail/information or description.

The Graalman Award committee will use a color coding (Green, Amber, and Red) to assess your
chapter’s success against NCMA national goals and objectives. The spreadsheet provided is to
be used for your chapter’s self evaluation and provides examples of what could represent success
against these objectives. Both the executive summary and the self evaluation will be used to rate
the CAR.

Each of the three objectives has several sub components, each earning a code of Green, Amber
or in some cases Red. At the end of each objective, the reviewers will provide an overall color
code for that objective. The size of the chapter will be considered in this overall objective rating.


Quality Chapter – One that submitted CAR, all required reports and is working toward objectives
but have not yet achieved green in one or more objectives

Bronze Level – One Objective Green, no Objectives Red

Silver Level – Two Objectives Green, no Objectives Red

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Gold Level – Three Objectives Green

Highest rating for a chapter with any objective scored Red should be a Quality Chapter
Remember, whether or not your chapter is selected as a Graalman awardee or not, you should be
proud of your chapter’s activities and for serving the needs of your members…regardless of the
level achieved.

Good Luck!




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                                      Deadlines, Deadlines!

   August 31, 2011             Completed Annual Report due to national office
   September 30, 2011          Reviewers scoring due to Graalman Committee Chair
   October 30, 2011            Preliminary scores due to chapters
   November 15, 2011           Chapter appeals due to Graalman Committee Chair
   November 30, 2011           Final Graalman scores released

All Chapter Annual Reports (CARs) must be e-mailed to the national office no later than August
31, 2011. CARs are to be submitted without backup documentation. Be sure to allow sufficient
time for delivery and confirm receipt. Late or incomplete applications cannot and will not be
scored. There is no appeal process for late applications.

Keep a copy of the email submission for your records as it can be of help to you if your
application is not received at the national office by the deadline.

                                         Getting Started

It is important that your Chapter Annual Report be completed in such a manner as to show your
chapter’s activities in relation to the objectives and in response to your chapter’s challenges and
needs. This will maximize your Graalman scoring. The first part of the Chapter Annual Report,
the Executive Summary, shall not exceed three (3) pages. The chapter bylaws, financial report,
audit and roster for PY 2010 - 2011 do not count toward this page total. The idea is to keep this
process as simple as possible for the chapter. In lieu of the 3 page Executive summary, up to 4
Power Point slides may be submitted.

We recommend using the Executive Summary to tell of your chapter’s challenges, strengths and
successes. The Self Evaluation will provide an opportunity to give specific responses.
Remember an overall rating will be given for each Objective of Red, Amber or Green.

Self Evaluation Spreadsheet

Information submitted for review must be for the program year under review. Please be careful
in providing data for the period of July 1, 2010 through June 30, 2011 only.

Be sure that the conferences, seminars and workshops submitted were conducted in and for the
correct program year.

The most valuable player in the preparation of the chapter annual report may prove to be the
chapter secretary or in some cases the Graalman chair. This individual should have the majority
of data necessary to complete the CAR and maximize your Graalman scoring. If sufficient time
is available, place a “want ad” in your chapter newsletter or on your website to gather the data
needed. Also, make an announcement at chapter meetings soliciting CAR and Graalman
information. A Graalman folder set up in the beginning of the year, and added to throughout the
year is a great tool. This is a “chapter” report and it would be great to have the chapter involved
in its preparation.

Remember that you had a great chapter team helping you with your accomplishments during the
program year. Consider your CAR preparation to be a teamwork event as well. Be sure and
include your newly elected President in the reporting period as well. This will be a learning
experience for him or her. The CAR preparation process is an excellent tool for your newly
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elected officers to understand the myriad of activities that can make up a successful program
year.

Scan Contract Management for the reporting year. Look for articles, commentary, awards,
Chapter Bulletin Board bits, and any other item that might be included as part of the report.
Once the basic information has been gathered, you are ready to begin completing the CAR.

NO BACK UP DOCUMENTATION IS REQUIRED. Please do not submit unnecessary
backup documents! Please be sure to keep the NCMA code of ethics in mind while preparing
your application.

The Guidelines below provide suggested placement of information in your CAR to maximize
your Graalman score.


           Objective 1        Provide Value to Members
           Objective 2        Connect NCMA and Members
           Objective 3        Effective Chapter Operations


Keep in mind that what you do in your chapter should align and support the NCMA National
Long Range Strategic Goals and Objectives. The NCMA National Long Range Strategic Goals
and Objectives are located on the NCMA Intranet in the Association Policy Manual in Item 1-4
and at this link: National Long Range Strategic Goals and Objectives

http://intranet.ncmahq.org/Association%20Policy%20Manual/1-
4%20NCMA%20Long%20Range%20Plan%20and%20Strategic%20Objectives%20(January%2
02009).pdf




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                                      NCMA Code of Ethics
Each member of the contract management profession (“the profession”) accepts the obligation to
continuously improve one’s professional knowledge and job performance in the field of contract
management, and to abide by the letter and spirit of the ethical standards set forth below.
Each member of NCMA shall:
1. Strive to attain the highest professional standard of job performance, to exercise diligence in
   carrying out one's professional duties, and to serve the profession to the best of one’s ability.

2. Conduct oneself in such a manner as to bring credit upon the profession, as well as to
   maintain trust and confidence in the integrity of the contract management process.

3. Avoid engagement in any transaction that might conflict or appear to conflict with the proper
   discharge of one's professional duties by reason of a financial interest, family relationship, or
   any other circumstances.

4. Comply with all laws and regulations that govern the contract management process in the
   jurisdictions in which one conducts business, including protection of competition-sensitive
   and proprietary information from inappropriate disclosure.

5. Keep informed of developments in the contract management field, utilizing both formal
   training and ad hoc means, to continuously increase knowledge, skill, and professional
   competence.

6. Share one’s knowledge and experience openly to contribute to the development of other
   professionals, improve performance quality, and enhance public perception of the profession.

7. Not knowingly influence others to commit any act that would constitute a violation of this
   code.




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                             Objective 1: Provide Value to Members

1.       Did you conduct or co-conduct a one-day conference or seminar other than NES?

More than 4 hours of presentations, conferences or seminars (other than NES) will earn a rating
of green. No seminars longer than 4 hours will earn amber.
     Include only those presentations for which actual “speaking” time exceeded four hours.
       If a meal was served during a presentation, only count the time of the presentation in
       calculating whether the conference or seminar fits in this category.
     Not having a seminar with duration of more than 4 hours is not considered a minus; it is
       something you might want to consider in your next year’s planning.

2.       Does your chapter conduct or co-conduct a workshop program?

Workshops are defined as educational events of 1 to 4 hours in duration on topics which provide
practical contract management knowledge to attendees. If at least three programs were offered a
rating of green, if networking opportunities were made available but no seminars, a rating of
amber, if no programs, seminars or workshops were offered a rating of red.

         Include any conference or seminar that does not qualify under #1 above and was not an
          NES.

3.   Did you conduct or co-conduct an organized study program for Certification
candidates?

If a program was offered and taken by chapter members, a green rating is appropriate, if offered
but no takers, than an amber, if not offered in any format, then red.

Note: A single study program that combines all certifications (CPCM, CCCM & CFCM)
training is eligible. A successful study program may vary, but will most likely include the
following
     A scheduled set of meeting dates
     Chapter supplied or supported study material

4.       Did your chapter host or co-host a National Education Seminar (NES)?

This section is scored by the national office. If yes, a green rating is appropriate. If not, an
amber rating. Your chapter should consider hosting NES, or hosting with national, as an
important part of your program year.


5. Did your chapter host or co-sponsor any other NCMA seminar originated by the
NCMA National organization?

This may include additional NES or the Audio Seminar series, but does not include the
“Aerospace and Defense Contract Management Conference”, “Government Contract
Management Conference”, World Congress or other “National Conferences. If yes, a green
rating is appropriate. If not, an amber rating is given.



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6.   Does your chapter have a scholarship program?

If yes, a green rating is appropriate. Scholarships can go to students, chapter members, and may
cover expenses, classes, conference or support to World Congress or Leadership meetings.
If not, a Red rating is given. You may want to consider this for the next program year.

7. Did your Chapter nominate and support participants to the NCMA Contract
Management Leadership Development Program (CMLDP)? Did the CMLDP nominee
serve in a Leadership role in your Chapter?

If yes, a green rating is appropriate. If not, an amber rating. Support of CMLDP is important in
supporting NCMA strategic goals and objectives.

8. Did the chapter have some means to recognize and encourage volunteers?

9. Did the Chapter nominate members as Fellows or other available NCMA awards?

If yes, a Green rating is given, if not a Red.

10. What else did you do that provided Value to Members?


Overall Rating for Objective 1: Provide Value to Members.

Taking into consideration the chapter size, an overall rating of Green, Amber or Red will be
assigned by the reviewer.
A Green rating indicates that the chapter is aware of goal and working towards it
An Amber rating indicates that the chapter is aware of goal but not fully engaged
A Red rating indicates that the chapter seems unaware of goal and relationship to the chapter.




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                           Objective 2: Connect NCMA and Members


1. Is 10% of your year-end chapter membership certified?

You may be able to calculate this information from your chapter roster available 24/7 from the
NCMA Intranet, Membership section. You can also contact the national office to get a list of
members in your chapter who are certified. If yes, a green rating will be assigned if 10% or
greater is certified, amber for 5-9% and red for less than 5% certified. Certification is one of
NCMA most important assets and should be promoted and encouraged by the chapters.

2. Did any of your members sit for the CPCM/CCCM/CFCM exam or re-certify during
the last program year?

The information for section is no longer available from the national office due to the myriad of
ways members may take the exams. You will have to mention it specifically in your CAR
Executive Summary. If yes, a green rating will be assigned.

3. Did your chapter hold or participate in a career fair?

 If yes, a rating of green will be assigned, if none, amber.

4. Did your chapter have some means to communicate with members?

A formal newsletter is no longer a requirement but some means of communication is
encouraged. It could be a newsletter, email tree, Face book page, almost anything. Please
describe it here or in Executive Summary. It should include articles of general interest which
may be gathered from members or nonmembers as well as input from the president and other
officers.

5. Does your chapter utilize technology to communicate? (Face Book, Twitter, Magnet
   Mail, email, erooms, blogs, etc.)?

 If yes, a Green rating is appropriate, if not, Amber

6. Has your chapter established a "home page" on the World Wide Web and maintained
    it with current content?
 If yes, and the information is current, a green rating is appropriate, if there is a web site, but it is
 not updated, amber, if no web site, red and this should be considered in your next year’s
 planning.

7. Have you submitted items for the "Association News" section of Contract Management
   magazine?

 If yes, a green rating is appropriate, if No, an amber.

8. Effectiveness of Membership recruitment and retention.
 If Chapter is growing, a green rating is appropriate, if chapter is remaining constant, or there are
 solid reasons behind growing smaller, amber, if chapter is losing members with no attempts at
 retention, red.
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9. Did Any Chapter members participate on any National Committees?
  If yes, a rating of Green, if no, Amber

10. Did any chapter members participate on the National Board of Directors or the Board
    of Advisors?
    If yes, a green rating is appropriate, if not, amber

11. Is there a way for members to get in touch with officers and committee chairs?

   Due to privacy issues, membership directories are no longer common. Did you have a point
   of contact list on your web site?
   If yes, a green rating is appropriate, if not, amber

12. Has a member of your chapter worked with a local university or college to develop
    contract management courses or programs?

   If yes, a rating of green will be assigned, if none, amber.

13. Did a chapter member present or co present under one of the Education Tracks at a
National Contract Management Conference or the NCMA World Congress during the
program year?
       If yes, a rating of green will be assigned.

14.      Have any of your members participated as instructors, etc., in any program
relating to contract management, which was not part of your chapter-sponsored activities,
and not as part of their regular employment? This includes presentations at other NCMA
Chapters.

Examples may be appearances at other chapters, other professional associations, business
associations, etc. The same individual can be counted twice if instructing/lecturing in other than
the academic environment. Do not count those activities that are a part of the member’s regular
employment.

If yes, a rating of green will be assigned, if none, amber.

15. Have any chapter members authored or co-authored an article of substance and
submitted to CM magazine or the NCMA Journal or any other similar noteworthy
publication?

If yes, a green rating is appropriate, if not, amber

16. What else did you do to connect NCMA and your chapter members?

Overall Rating for Objective 2: Connect NCMA and members

Taking into consideration the chapter size, an overall rating of Green, Amber or Red will be
assigned by the reviewer.
A Green rating indicates that the chapter is aware of goal and working towards it
An Amber rating indicates that the chapter is aware of goal but not fully engaged
A Red rating indicates that the chapter seems unaware of goal and relationship to the chapter
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                            Objective 3: Chapter Operated Effectively

1.   Did one of your chapter members participate as a mentor for an NCMA Leadership
Development Program student?

If yes, a green rating is appropriate; if no, an Amber rating.

2. Did Chapter members attend World Congress?

If yes, a Green rating is assigned.

3.   Was your chapter represented at the Mid Year Leadership Meeting?

If yes, and 2 or more attended, a green rating is appropriate, if 1-2 attended, amber, if none, red.

4.   Was your chapter leadership represented at the Annual Chapter Leadership Summit?

If yes, a green rating is appropriate, if not amber

5.    Did Chapter members attend any other National Conferences?

If yes, a Green rating is assigned.

6. Was the chapter’s annual financial report for the program year period (July 1, 2010 –
June 30, 2011) submitted by August 31, 2011 and included as an attachment to the Chapter
Annual Report?

If yes, a green rating is appropriate; if not submitted at all, red

7. Did the chapter conduct an independent audit of the chapter’s previous Program Year
   financial records (Program Year 2010-2011) and submit to the National Office as an
   attachment to the Chapter Annual Report by August 31, 2011?

If yes, a green rating is appropriate; if not submitted at all, red


8.   Did the chapter have a Long-Range Plan that covers multiple years? Is it updated
appropriately?

If yes, a green rating is appropriate, if not, amber
     No particular form of Long-Range Plan is required so long as the document reveals the
         chapter’s seriousness of purpose.
     Submission of this report to the national office is no longer required; it is for chapter
         planning purposes only.


9.    Did the chapter conduct an organizational or “team building” meeting for chapter
leaders within the first quarter of the program yeas?

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If yes, a Green rating, if no, an Amber rating.

10.    Did the chapter plans include plans to address membership recruitment and
retention?

If yes, a rating of green is appropriate, if not, red

         No particular form of membership plan is required so long as the document reveals the
          chapter’s seriousness of purpose.
         Submission of this report to the national office is no longer required, it is for planning
          purposes only.

11. Did the chapter submit a complete roster of chapter officers and the chapter
leadership team for the 2011-2012 program year to the NCMA National Office by August
31, 2011?

If yes, a green rating is appropriate, if submitted but not with Annual Report, amber, if not
submitted at all, red.

13.       What else did you do to make sure your chapter operated effectively?



Overall rating for Objective 3: Operated Effectively
Taking into consideration the chapter size, an overall rating of Green, Amber or Red will be
assigned by the reviewer.
A Green rating indicates that the chapter is aware of goal and working towards it
An Amber rating indicates that the chapter is aware of goal but not fully engaged
A Red rating indicates that the chapter seems unaware of goal and relationship to the chapter




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                                          Grand Total

The Walter R. Graalman Annual Award will be awarded based on the information provided in
your Chapter’s Annual Report. Please double check your CAR prior to submission to be sure
you have captured all your chapter activities in the submission.

                                      Review of Scoring
                                    Summaries and Appeal

The reviewers will review all Chapter Annual Reports. The reviewers are required to submit the
scores of all chapter reviews to the Graalman Committee Chair not later than October 15.

Between October 15 and October 31, the National Graalman Committee Chair will review the
scores from chapter applications for all three categories and validate the selection by the
reviewers.

If for any reason you believe the reviewers have made an error in their preliminary scoring, it is
your responsibility to submit an appeal to the NCMA National Office at awards@ncmahq.org,
and the National Graalman Committee Chair. Appeals are due by November 15. The appeal
will be reviewed by the reviewer, NCMA National Office, and the National Graalman
Committee Chair not later than November 30. Late appeals will not be honored.


                                     Selection of Winners

The National Graalman Committee Chair will submit a top level scoring summary to the Awards
and Honors Chair. The Awards and Honors Chair will send the top level scoring summary to the
National Executive Director and the President. On or about November 30, the results will be
announced and chapter winners will be notified.

                                    Presentation of Awards

The Walter R. Graalman Awards will be presented during the midyear chapter leadership
meeting in January 2012.




                                                                                               13
                      CHAPTER ANNUAL REPORT SUBMISSIONS

All chapter annual reports and attachments should be submitted to
NCMA electronically to
awards@ncmahq.org
Submissions should be sent NLT than 31 August 2011 for consideration for the Walter R.
Graalman award. To be eligible for the award, all attachments must be submitted to the national
office: Roster of officers and volunteers, chapter financial report, chapter audit report and copy
of chapter bylaws. Chapters will not be eligible for the Graalman award without receipt of all
attachments to the Chapter Annual Report. CARs should be no longer than 6 pages. The
attachments do not count toward the page total.



Self Evaluation Spreadsheet


Awards and Honors Committee Chair:

Janet Mattson
 janet.mattson@samhsa.hhs.gov

Work Phone: 240-276-1501
Fax: 240-276-1510


Graalman Committee Chair:

Joan Wysoske
wysoske@aol.com

Home Phone: 563-332-8821
Cell: 563-343-0041


NCMA Chapter Relations Manager:

Mary Beth Lech
mlech@ncmahq.org
chapterrelations@ncmahq.org
awards@ncmahq.org

Phone: 1-800-344-8096 x1119




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