An Introduction to the. Society Program Portfolio Management Process

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1 An Introduction to the Society Program Portfolio Management Process

2 Presentation Topics What is Society Program Portfolio Management or SPPM? What is the Goal of SPPM? Who Oversees SPPM? Who Participates in SPPM? Why is SPPM Critical to the ACS? When does SPPM Occur? How is SPPM Conducted? 2

3 What is Society Program Portfolio Management? Society Program Portfolio Management or SPPM is a comprehensive and systematic process, conducted through a partnership between ACS volunteer members of governance and ACS staff, that optimizes the allocation of resources among the wide ranges of programs, products and services offered to our members and the larger chemistry enterprise. These programs, products and services are provided through the Membership & Scientific Advancement and Education Divisions and the Office of Public Affairs. The programs within these divisions are called Society Programs. 3

4 What is SPPM? (Con t) ACS has a long history of providing these numerous and diverse programs to its members and the chemical community; however, no program is guaranteed funding in perpetuity. Portfolio Management provides a rigorous, transparent and efficient way of strategically adding new programs, routinely reviewing, updating and comparing existing programs, and phasing out programs or rebalancing the allocation of resources as necessary with the portfolio of Society Programs. 4

5 The Goal of SPPM To ensure a more optimal allocation of ACS human and financial resources among programs that fulfill the ACS Vision of improving people s lives through the transforming power of chemistry. 5

6 Who Oversees SPPM? In 2012, the ACS Board, working with the Society Committee on Budget & Finance (B&F), established an Oversight Group for the development of a detailed Society Program Portfolio Management process (SPPM). Oversight Group Charge: To develop and deliver a comprehensive process that includes multiple stages for: entry into the portfolio; on-going review within the portfolio; and exit (or sunset) from the portfolio. 6

7 Who Oversees SPPM? Dozens of ACS volunteers and staff members were involved in the conceptualization, development and testing of the many facets of this process. The ACS Board will have ultimate authority over the SPPM process. The Budget & Finance Committee and the Executive Director & CEO will have operational authority within the process itself. 7

8 Who Participates in SPPM? Cognizant Committee Chairs Program Staff Liaisons & Program Management Society Program Executive Leadership Concept Review Group Board Chair, B&F Chair, Executive Director & CEO Program Review Subcommittee of B&F Program Funding Request Subcommittee of B&F Budget & Finance Committee ACS Board of Directors 8

9 Why is SPPM Critical? In 2014, more than $43 million will be spent on Society Programs to support the Society s mission. These programs have been in existence from less than 2 years to over 75 years. At the time of their inception, these programs were strategically important to the ACS membership or to the chemical community. Today, with our changing membership needs as well as the changing needs of the larger chemical community, the Society needs to ensure that each of these programs remains both relevant and strategic. 9

10 When Does SPPM Occur? Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep September: New Program Concept Call is made - due February 1 September: Call for Program Review Document is made due March 1 December Board and B&F Meetings: B&F makes Proposed Budget Recommendations; Board acts Mid-February: Concept Review Group considers New Program Concepts March/April: Board and B&F Meetings at the Spring National Meeting New Program Concept Program Review Subcommittee (PRS) New Program Funding Subcommittee (PFS) ED&CEO Meetings PRS/PFS and ED&CEO Meetings Board or B&F Meetings Late April: New Program Funding Requests Due Early May: ED & CEO finalizes initial Portfolio Recommendations Early May: PRS finalizes initial Portfolio Recommendations Mid-May: Joint session of PRS and ED&CEO End of May: New Program Funding Requests provided to PFR Subcommittee June (Week 1): ED&CEO presents JOINT Portfolio Recommendations End-of-July: ED & CEO in collaboration with PRS and PFS develops final Portfolio Recommendations June (Week 3): Joint session of PRS and ED&CEO (Full B&F attendance is optional) Mid-August/September: Board and B&F Meetings at Fall National Meeting B&F Considers PFS s New Program Recommendations ED&CEO presents final JOINT Portfolio Recommendations to B&F B&F Provides NPF and Portfolio Recommendations to the Board; Board acts 10

11 How is SPPM Conducted? Each of the Critical Elements of the Process are detailed on the next slide. Each of these processes are documented in a Portfolio Management Users Manual. Each process is conducted and moved along the calendar of events in a step-wise fashion. Information is exchanged, feedback provided, consensus developed and recommendations developed for Board consideration. 11

12 Critical Elements SPPM Pre-2014 New Concept Review Did not exist Roll out September 2014 Program Grouping New Program Funding Existed, not well understood New Program Funding Subcommittee of B&F 2014 Forward Staff develops for BOG consideration & approval Refine Program Funding process & form Goals & Metrics Inconsistent Staff development with Governance review of recommended Goals/Metrics Program Review Program Review Advisory Group, 4 year cycle Annual participation in a Program Review process overseen by the Program Review Subcommittee of B&F Program Valuations Did not exist Valuation within a 3x3 grid of 'Advantage' & 'Impact' Portfolio Rebalancing As Needed Portfolio recommendations developed anually by ED & CEO & PRS for B&F and Board consideration and approval Sunset Review Did not exist Identification of less strategic, effective or impactful programs by ED & CEO and the Program Review Subcommittee of B&F Training on Goals & Metrics & use of valuation tools Inconsistent Develop training modules and expertise for Cognizant Committees and program staff 12

13 SPPM Users Manual Living document Process summaries How-to instructions & documentation Forms with instructions Calendar of activities This documentation will be updated as we continue to learn from our experiences and the first edition will be available 10/1/

14 Questions on SPPM? 14

15 An Introduction to the Society Program Portfolio Management Process

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