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									GUIDELINES FOR PREPARING the CHAPTER ANNUAL REPORT
            HOW TO MAXIMIZE GRAALMAN SCORING

        A “How-To” Guide for Chapter Annual Report Submissions
                            PY 2008-2009




                     Submissions due: August 31, 2009
                                    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 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.

There are three categories of awards based on Chapter size.

   Category I   0-100 Members
   Category II 101-200 Members
   Category III 201+ Members

Chapter size is determined by your chapter size on July 1 of the program year under review.
This means that for the program year under review, you will be measured by your chapter
membership number of July 1, 2008.

Each chapter should 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 Graalman Award committee will use a color coding (Green, Amber, Red) to assess your
chapter’s success against NCMA national goals and objectives. The spreadsheet provided shows
examples of what could represent success against these objectives.

Each of the four objectives has several sub components, each earning a code of Green, Amber or
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 – No Objectives Red

Bronze Level – One Objective Green

Silver Level – Two Objectives Green
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Gold Level – Three Objectives Green

Remember, whether or not your chapter is selected as a Graalman winner 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, 2009             Completed Annual Report due to national office
   September 30, 2009          Reviewers scoring due to Graalman Committee Chair
   October 15, 2009            Preliminary scores due to chapters
   November 15, 2009           Chapter appeals due to Graalman Committee Chair
   November 30, 2009           Final Graalman scores released

All Chapter Annual Reports must be e-mailed or postmarked and sent to the national office no
later than August 31, 2009. Applications are to be submitted without backup documentation. Be
sure to allow sufficient time for delivery. Late applications can not and will not be scored.
There is no appeal process for late applications.

Keep a copy of the email submission or shipping receipt with tracking number for your records,
it can be of help to you if your application is not received at the national office by the deadline.
A receipt that you bought stamps is not proof of mailing. If sending the application via US mail,
you may want to consider sending it via certified mail. Certified mail allows for online tracking
through the USPS website.

                                         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. This will maximize your Graalman scoring.
THE CHAPTER ANNUAL REPORT SHALL NOT EXCEED SIX (6) PAGES.
Submissions exceeding six (6) pages will be rejected. The chapter bylaws, financial report, audit
and roster for PY 2009 - 2010 do not count toward this page total. The idea is to keep this
process as simple as possible for the chapter. We recommend using the guidelines herein in
drafting the responses to each of the three sections of the report. Remember an overall rating
will be given for each Objective of Bronze, Silver or Gold.

Information submitted for review must be for the program year under review. Please be careful
in providing data for the period of July 1, 2008 through June 30, 2009 only. Directories should
contain information concerning the program year, newsletters should be from the period of July
2008-June 2009. 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 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 it’s 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
elected officers to understand the myriad of activities that can make up a successful program
year.

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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 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 and 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. If not, an amber 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. 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.




                                                                                                   7
                           Objective 2: Connect NCMA and Members


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

You can calculate this information from your chapter roster available 24/7 from the NCMA
Intranet, Membership section. 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 a chapter member present or co-present one of the Education Tracks at any
          NCMA National Conference Event or World congress during the program year?

If yes, a green rating is appropriate, the other color ratings are non-applicable.


3.    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 provided by the national office. If yes, a green rating will be
assigned.

4.     Are any of your members engaged in teaching of contract management-related
studies for a college or university or actively engaged as advisors in areas of contract
management to universities or colleges?

        This area applies solely to colleges or universities. The same individual can be counted
         twice if teaching more than one course. If yes, a rating of green will be assigned, if none,
         amber.

5.     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, not for
the university community, 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.


6.     Has a member of your chapter worked with a local university or college to develop
contract management courses or programs, including student chapters?

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



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

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


8.       Did your chapter publish a newsletter with a minimum of four issues?

        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. If four or more
         newsletters, a green rating is appropriate, if 1-3 issues, amber, if no newsletter, red

9.     Does your chapter post your newsletter on your website? Does your chapter utilize
technology to communicate (Magnet Mail, email, erooms, blogs, etc.)? Do you use any of
the social media such as Facebook, Twitter or LinkedIn to communicate with your chapter
membership?

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

10.     Do you have a chapter membership directory or do you provide information on how
to link to the membership information in the NCMA national home page in Connect to
People?

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

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

        If yes and 3 or more, a green rating is appropriate, if 1-3, amber, if none, red.

12. 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


13. Have any chapter members authored or co-authored an article of substance that was
published in newsletters or other agency/company publications with limited circulation?

Publication of a substantive article in newsletters or other agency/company publications with
limited circulation, if yes, a green rating is appropriate, if not, amber




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14. 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.

15.    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. Chapter membership information is available on the NCMA Intranet in the
Membership Section. Monthly reports (current and archived) list new and lapsed members.

16. Did any chapter members participate on the National Board of Directors, the Board
of Advisors or serve on National Committees?

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

17.    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




                                                                                                       10
                           Objective 3: Chapter Operated Effectively

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

This section is scored on information provided by the national office. If yes, a green rating is
appropriate.

2.   Was your chapter represented at the Mid Year Leadership Meeting in Las Vegas?

If yes, and 3 or more attended, a green rating is appropriate, if 1-2 attended, amber, if none, red.

3.   Did your Chapter President attend the Annual Leadership Summit in San Diego?

This section is scored on information provided by the national office. If yes, a green rating is
appropriate, if not amber

4.   Was your chapter represented at the Annual Leadership Summit in San Diego by a
representative other than the president?

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

5.     Did members of your Chapter attend the World Congress in Long Beach CA?

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

1.     Was the chapter’s annual financial report for the program year period (July 1,
2008 –June 30, 2009) submitted by August 31, 2009 and included as an attachment to the
Chapter Annual Report?

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

2.     Did the chapter conduct an independent audit of the chapter’s previous Program
Year financial records (Program Year 2008-2009) and submit to the National Office as an
attachment to the Chapter Annual Report by August 31, 2009?

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


8.    Did the chapter prepare or update its Long-Range Plan which covers at least a 3-year
period?

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.

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9.    Did the chapter conduct an organizational or “team building” meeting for chapter
leaders prior to August 31, 2008 which was a minimum of 3 hours in duration and covered
the Chapter’s Program Year Plan for PY 2008-2009?

If 3 hours or more, a green rating, under 3 hours an amber rating and no meeting is a red 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 2009-2010 program year to the NCMA National Office by August
31, 2009?

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

12.   Did the chapter submit a copy of their chapter bylaws with the Chapter Annual
Report?

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



Attachments:
         1.      List of Chapter Officers and Volunteers for PY 09-10
         2.      Chapter Financial Report for PY 08-09
         3.      Chapter Audit Report for PY 08-09
         4.      Chapter Bylaws




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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 reviewer will review all Chapter Annual Reports. The reviewer is required to submit the
scores of all chapter reviews to the Graalman Committee Chair not later than October 15. At that
time, each Chapter will receive a copy of their reviewer’s scoring summary.

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
reviewer.

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 2010.




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                      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 2009 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.




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 x419




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