In addition to the currently approved version of the Chapter s Bylaws roles and responsibilities:

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1 1 VICE PRESIDENT COMMUNICATIONS The Vice President - Communications is responsible for all internal and external publications and announcements distributed by the Chapter to members and the outside community, including the Chapter s Newsletter and the Chapter s web site. The Vice President - Communications is responsible in particular for both the Newsletter and web site and may fill one or both of these roles in addition to his/her role as Vice President - Communications. Communications crosses other Board portfolios such as Programs, Membership, Marketing and Professional Development. The Vice President - Communications will assist with publication and distribution activities by requesting Officers and/or Directors, in accordance with the documented communications policies. 1.1 KEY ACTIVITIES In addition to the currently approved version of the Chapter s Bylaws roles and responsibilities: Solicit articles and other input from members for publishing Fill the role of Project Manager for the preparation, editing and distribution of bimonthly newsletters Develop and maintain the Chapter s web site Distribute the Chapter Meeting Announcements, Flyers, Annual Report and Financial Statement to Chapter Membership Routinely update the various distribution list for accuracy. Additional roles and responsibilities as agreed to by the Board 1.2 ROLES AND RESPONSIBILITIES The Vice President - Communications has the following additional responsibilities: Manage the chapters Communications Plan which includes the Chapter's publications, newsletters and press announcements. Be responsible for the appointment of newsletter editor and web master each year and provide ongoing accountability for their deliverables. Liaise with the Vice President - Membership to obtain contact information for PMI members for distribution of publications by or post from the membership database Liaise with the Vice Presidents of Programs, Membership, Marketing and Professional Development in the promotion of PMI events and professional development opportunities. o Review proposed publications or announcements prepared by these Vice Presidents to prepare them for publication or distribution to members and recommend appropriate distribution methods and procedures. With the co-operation of other Board members, assist in the distribution of routine announcements to members, including events, education and marketing. Solicit articles and other input from members for publishing. Consult with and provide copies of publications to the Chapter Webmaster to facilitate any required updates to the Chapter web site. Develop an annual operating budget and forward to the Board for inclusion in the annual application for charter renewal. o Project expenses based upon historical activity and next year s anticipated expenses. In the absence of subordinate directors or sub-committee chairpersons, the Vice President Membership is responsible for performing those respective roles and responsibilities. 1.3 TRANSITION PLAN At the end of the term or in the event that a new Vice President Communications assumes responsibility for the role the former Vice President Communications will be required to review this section of the Handbook with the new Vice President Communications as part of the formal hand over. All files, documentation, and applicable information will be

2 passed to the new Vice President Communications. When possible, the former Vice President - Communications agrees to assist the new Vice President - Communications for the first month of their term. 1.4 QUALIFICATIONS AND COMMITMENT Time Commitment per month (average) Averages 5-20 hours per month with some variance depending on annual event scheduling and activities Important Qualifications or Skills Any PMI Certification, preferred but not required Project Management experience (>10 years) Excellent communication skills Excellent writing skills Project Management skills and good organizational abilities Good people skills Comfortable leading and facilitating events; public speaking 1.5 POSITION-SPECIFIC INFORMATION CHAPTER NEWSLETTER The Editor of the Chapter s Newsletter is responsible for the preparation, editing and distribution of the newsletters published by the PMI SWMO Chapter to the agreed time table issued, in keeping with the Chapter s overall aims and objectives. In doing this, the Editor s objective is to provide a publication of record documenting major events, chapter meetings and membership activities conducted by the PMI SWMO Chapter, for use by chapter members and the general project management community NEWSLETTER FREQUENCY The Newsletter has been published at a minimum bi-monthly and more frequently when news and other relevant Chapter announcements are required. At the beginning of each calendar year, a time table will be produced in consultation with the Vice President - Communications and published on the web site. The precise number of issues each year will be agreed to establish a publishing baseline and for the information of members and potential advertisers. Typically, the number of issues published will range from 6 to about 10 per year (the maximum number being determined by volunteer workloads, holidays and similar issues, rather than mandated by the Board) NEWSLETTER CONTENT Each Board portfolio owner is responsible for providing the editor with articles or announcements required to promote the activities of his/her portfolio. This is done by ing the articles or announcements to the Newsletter Editor (or the Vice President - Communications in his/her absence), or by providing the Editor with written instructions on the nature of the required announcement, including the location of the content source (printed publication, s, Chapter web site, meeting minutes, other newsletters, etc). Paid advertising will be accepted for the newsletter at rates set by the Board and publicized in each issue. The editor will be responsible for initiating invoices for such advertising by providing the Vice President Finance with the required fees and contact information. In consultation with the Vice President - Communications, the Editor will set the date of publication for all editions of the newsletter and publicize these dates to other Board members.

3 The Editor, in consultation with the Vice President - Communications, will set deadlines for submission of copy for publication in the Newsletter. At a minimum, this will be seven (7) days prior to the nominated publication date for each issue PUBLISHING PROCEDURE Current practice is for the PMI SWMO Chapter Newsletter to be distributed by to both members and selected nonmembers. No hard copy edition is currently prepared or distributed. The Newsletter format is in Microsoft Word format, but the end-publication is distributed in Adobe Acrobat (PDF) format, with an optional version available to members in Rich Text File (RTF) format. Announcements and advertising are enclosed in Text Boxes and positioned at the discretion of the Editor. The Editor is assumed to own or have access to Word or equivalent resources, as well as some form of Acrobat PDF tool. Submissions should be provided in Word or text format with minimal formatting to reduce the risk of data corruption or loss in transferring it to the publication. Distribution will be to all members who have a current address and to those prospective members or other interested parties who request copies or who are nominated by other Board members. The Vice President - Membership will send the editor each month a list of current addresses for members in text or Microsoft Excel format taken from the monthly update received by him/her from PMI Headquarters. No formal database yet exists for non-members and prospects. The editor will therefore maintain a simple text, Word or Excel list of such names and s for use in distributing the publication, with an indication of the source of this information (e.g., the relevant Board member). The list will comprise all financial members of the Chapter (taken from the official PMI database via the relevant Board member) and other contacts and prospects recommended by Board members or industry sources. A copy of this list should be given to Vice President - Communications monthly for distribution to the relevant Board members. The Editor will be responsible for the distribution of the Newsletter using his/her own account or via such bulk facilities as may be provided by the Chapter in future. The Editor will inform the Vice President - Communications and the Vice President - Membership of any erroneous or changed addresses identified during this process to assist in the update of membership records TRANSITION OF DUTIES The outgoing Newsletter Editor will: Arrange a meeting with the incoming Editor in order to facilitate the transfer of information (this should take 1 to 2 hours). Lead the incoming Editor through a typical PMI SWMO publication cycle, including a discussion of any specific features of the publication template or format. Lead the incoming Editor through the editing, PDF file creation and transmission process. Provide the incoming Editor with and/or telephone contact details so that the new Editor can seek advice and clarification from the outgoing Editor, within reason CHAPTER WEBSITE The chapter website is the source for accurate information about the chapter. A webmaster volunteer is responsible for ensuring an up-to-date Internet site that presents a favorable public image of the PMI SWMO Chapter, in keeping with the Chapter s overall aims and objectives. In doing this, the Webmaster s objective should be to create a single source of information on all aspects of PMI SWMO Chapter for both members and the public at-large.

4 INTERNET ADDRESS The PMI SWMO Chapter Internet site home page URL is In addition, the Chapter has also the domain name which is re-directed to the main site. This site is hosted by Woods Web Services as part of a partnership/sponsorship arrangement between PMI SWMO Chapter and Woods Web Services. Subject to Board approval, this hosting arrangement may be changed or extended on the recommendation of the Webmaster to take advantage of alternative sponsorships or to provide the Chapter with additional or improved web infrastructure WEB CONTENT Each Board member is responsible for initiating updates to web site content applicable to his/her portfolio. This is done by direct update by the Board member using the tools provided by the hosting service, after instruction by the Webmaster. If the Board member lacks suitable skills or experience to use these tools, they will have the responsibility to forward the updated content to the Webmaster via , and to inform the Webmaster via written instructions on the nature of the required update and the location of the content source (printed publication, other web site, meeting minutes, newsletter, etc). In particular, the Newsletter Editor must provide the Webmaster with a copy of the PMI SWMO Chapter Newsletter in.doc or.rtf format on the day that the Newsletter is published or otherwise ensure that the latest copy appears on the Web available for download by members. New or updated content can be ed to the Chapter Webmaster at any time. The Webmaster will endeavor to make the necessary changes within one week of receiving the changes on the website. It is vital that web pages be kept up-to-date. This includes the Events Calendar and Notice of Next Meeting which must not be allowed to remain visible once the meeting has taken place. If someone goes to the trouble of browsing our site they are entitled to see current information. Old pages are an immediate turn off to the casual visitor. Updates to these sections of the web site are the responsibility of those Board members hosting events, including the Chapter meetings, breakfast meetings and special events but may be implemented by others in consultation with the Webmaster. When updating the content of any page, the Webmaster should always change the last updated date on that page, and on the Home Page. In the absence of the Webmaster, the Communications Director shall have the responsibility to carry out or delegate such maintenance activities to another volunteer UPDATE PROCEDURE Current maintenance practice is for the PMI SWMO Chapter Webmaster to maintain the HTML pages using the editing tools provided by the EZI123 system. However, other web authoring tools may be used as required or as and when the infrastructure is modified. The Chapter does not provide any such tools to the Webmaster but these may be proposed for consideration by the Board as required TRANSITION OF DUTIES The outgoing Webmaster will: Arrange a meeting with the incoming Webmaster in order to facilitate the transfer of information (this should take 1 to 2 hours). Lead the incoming Webmaster through a typical PMI SWMO site update, including a discussion of any features that may be peculiar to any given page in the site.

5 Lead the incoming Webmaster through the file selection, compression and transmission process.