Goals for 2004-2005

Goals and Initiatives

Learn about the IUAA's strategic initiatives and goals for:

2008 and Beyond
2006-2007
2005-2006
2004-2005

Or read the IUAA's Mission and Vision statement.

Strategic Initiatives 2004-05

Strengthen Resources
Increase Awareness and Impact of IUAA
Engage More Alumni and Students
Expand our Virtual Alumni Association

 


Strengthen Resources

1. Change IUAA's fiscal year and IUAA's officers' terms to correspond with the university's fiscal year starting July 1, 2005.

Progress:  
IUAA has budgeted the 2004-05 year for 10 months concluding on June 30, 2005. The by-laws have been amended to reflect the new year end and the IUAA accounting system has been changed to accommodate the new year end. IUAA will be closing its books on June 30, 2005 for the 2004-05 fiscal year.

2. Raise $2.5 million in new pledges of cash and deferred gifts for the IUAA Operating Endowment by end of June 2005 for a total of $6 million.

Progress:  
The value of the operating endowment is approximately $6.25 million with approximately $1 million more in pledges of cash or estate gifts. The active campaign will end December 31, 2005, and our goal is to have a total of $8-10 million in endowment value and pledges by that date. In March a mailing soliciting support for the 1854 Society was made to a selected list of IUAA life members.

3. Increase total paid membership by 2,000 members by increasing annual member retention by 2% (800), annual member recruitment by 2% (600), and new life member recruitment by 2% (600).

Progress:  
We achieved and exceeded our goal of increasing life membership by 2%.
We achieved our goal of increasing retention by 2%. We achieved and exceeded our goal of increasing the conversion rate of free to paid membership by 2%.
We are still working on increasing our annual membership by 2% by the end of June 2005, through research and improved services and communications.

4. Develop new employee orientation program, employee training program, and employee exit program.

Progress:  
Employee Orientation Program: An employee orientation program has been developed and is in use. It includes processes to prepare the workspace for the new employee's arrival and ensure the new employee is provided with information needed for a successful employment experience. A PowerPoint presentation providing additional historical and administrative information about IUAA has been developed and is e-mailed to new employees during the first week of employment for review at their convenience. In the near future, this presentation will be placed on the IUAA Intranet site so all employees, both new and existing, can access the information whenever needed. A focus group, consisting of six employees, has been formed and is researching types of additional information needed not only by new employees, but by all employees, and will determine the feasibility of adding specific modules to the existing PowerPoint presentation for each area within IUAA.

The focus group has recommended and implemented a mentor program for new employees. The feasibility of a mentor program is currently being tested with two focus group members serving as mentors to two new employees. Based on their experiences, the focus group will develop guidelines for the program and solicit volunteer mentors from among existing staff.

Employee Training Program: Two workshops, " Generations Working Together" and "Give 'Em the Pickle," have been offered at IUAA in the past few months. The annual staff retreat, scheduled for August 16, 2005, will expand upon the "Generations Working Together" training and include a session on project and time management. Other training programs, such as a session on behavioral interviewing, are being considered for presentation at the DAC. In addition, a survey form is being written to determine future training needs and is anticipated to be distributed to DAC staff by July 31, 2005.

Employee Exit Program: An employee exit program, consisting of a policy, exit checklist, and exit interview procedure and questions, has been developed and is being used for employees working at the DAC.

5. Recruit, hire, and retain a more diverse staff.

Progress:  
Contact has been established with representatives of the Black Faculty and Staff Council, the Latino Faculty and Staff Council, and the Bloomington Black Business and Professional Association. Job postings are being sent to these representatives to be forwarded to their constituents. Some applicants for openings have indicated learning about the position through these representatives. Recent hires at the DAC have included persons of diverse ethnicity.

6. Maintain and improve A/FIS data integrity by:
     1. having at least a 93% addressability,
     2. increasing email addresses to 25%, and
     3. finalizing direct access to university student data, and
     4. finalizing alumni access to university resources

Progress:  
  1. 11/01/2004 - Addressability for direct mailings is at 94%. Addressability with return address correction 97%.
    03/21/2005 - Addressability still consistent with November
  2. 11/01/2004 - We purged 19,000 e-addresses in October. Current total e-addresses = 72,661. Percent e-addresses= 15.6%.
    1. To meet current goal of 25% we look to increase total to 115,878.
    2. We need to increase e-mail by 43,217.

  3. 03/21/2005 - Current e-mails in the system
    1. Currently we have 84,625 e-addresses for alumni
    2. Currently we have 92,289 e-addresses for alumni and donors

05/10/2005 - Current percentage of accurate emails in the system 1%

2005-2006 Goals
          E-address campaign
  1. Engage all campus alumni professionals and chapter representatives in a campaign to increase e-mail addresses.
  2. Goal setting and campaign to be operational by end of August 2005.

  3. All university protocols and policies concerning IUAA access complete and in place.
11/01/2004 - We are waiting on PeopleSoft integration to produce the new data view.
02/21/2005 - Access to PeopleSoft view now available
  1. IUAA staff have received training from university with PeopleSoft.
  2. IUAA Records staff have access to student records in PeopleSoft.
  3. IUAA Chapters administrators have access to admissions data in PeopleSoft.
  4. Evaluating data contained in Admissions view data for prospective student sendoffs
03/21/2005 - December class loaded into IUAA PeopleSoft view for all campuses including Fort Wayne
  1. Data somewhat inconsistent ongoing research
  2. Conversion routines are currently being mapped mapping legacy data structures with new PeopleSoft nomenclatures.
03/21/2005 - May tentative class loaded only for IUB
  1. Still seeking confirmation from IUPUI
  2. All other campuses should be loaded by the end of the month
  3. Fort Wayne does not load tentative degrees
  4. Same conversion program will work for tentative students
05/10/2005 - Finalizing New Class Load (NCL)

5.Current status
  1. Challenge was much larger than anticipated. Solution needed in include guests, vendors, visitors or OTHER category.
  2. University outsourced Microsoft technicians to provide a solution.
  3. Anticipated completion 07/31/2005

7. Move the management and operations of IUAA's online services from the university's system to IUAA's server system.

Progress:   11/01/2004 - Current Web services migrated into the server room with backup and uninterruptible power supply in place. First migration of services scheduled for transfer for e-commerce systems.

03/21/2005 - E-commerce systems migrated
  1. Credit card, Merchandise systems transferred over from UITS to IUAA Web services.
  2. Registration form transferred from UITS systems to IUAA Web services

10/30/2005 - Ongoing- most Web services to be migrated Fall 2005

05/10/2005 - Status unchanged
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Increase Awareness and Impact of IUAA

1. Redesign Indiana Alumni Magazine and Mini Magazine. Extend Web features and cross-promote content between the magazine and the IUAA Web site.

Progress:  
Completed initial redesigned print magazine debuted September 2004. Staff will continue to implement changes and fine-tune the IAM. Magazine staff has also completed research regarding trends and best practices in online magazines. This research suggests that the IUAA and its members will be best served by a Web magazine that complements, rather than duplicates, the print publication. We are exploring software options and building a strategy for developing content for the online magazine, which bears the working title "Indiana Alumni Online," and its first features may be unveiled in the Jan./Feb. 2005 issue.

In progress: Mini Magazine - which was renamed Indiana Alumni Annual - is also currently under review, under managing editor Mike Wright, who will lead discussions on its changing look and role as the print and online publications continue to take shape. This year's publication on Aug. 2 will be an interim step in changing the Annual. It will have the new look of the magazine, contain some new content, and rely on updated content from this last year's magazine. Review and discussion of the Annual continues with the hope that a new product will be available in 2006.

Completed extensions to IAM features (or related information) on the IUAA Web site and cross-promoted between the two channels:
  • Jan./Feb. 2005: "Fat City" pointed readers to the Web to find more ways to get active on a site we created called "Get Moving" (http://alumni.indiana.edu/getmoving). The new site included articles on "Ten Ways to Get More Active," "On Top of the World," a story about several members of the Denver Chapter's Hoosier Trekkers, and a survey asking about what got the reader moving along with membership and IUAA News promotions.

  • March/April 2005: "Last Words" extended to the Web with additional featured content including a table which listed all the languages IU offers and more information on language and biodiversity (http://alumni.indiana.edu/lostlanguages)

  • May/June 2005: "A Juicy Crop: Summer Reading Hand-Picked by Professors" had related online information where the reader could submit their own recommended reading that will be shared by publishing it online.

2. Expand services to constituent publication clients including producing an editors' e-newsletter three times per year (fall, winter, and spring) and offering one or more educational seminars that also serve as networking events.

Progress:  
Completed departmental and volunteer e-mail updates to the editors contact list in September 2004. Publication of the first e-newsletter was in spring of 2004. A companion Web site was created and the HTML e-newsletter was distributed to the Constituent Society Editors at IUB and to the IUAA staff. In progress: plans for an educational seminar and networking event during summer 2005.

3. Change the information design of IUAA Web site to reflect a user-centric program and service orientation.
Progress:  
Completed the compilation of Frequently Asked Questions and card sorting activity is underway to create prototype file structure that will be tested on users and refined before publication during summer 2005. Updates and revisions to the IUAA site that are complete:
  • Chapters Resource Center (July 2004)
  • News and Events (Aug. 2004)
  • Scrapbooks (Sept. 2004)
  • Online services section (Oct. 2004)
  • Strategic Directions Task Force (Nov. 2004)
  • Chapters - navigation (Dec. 2005)
  • Scholarship (March 2005)
  • Chapter Templates (April 2005)
  • IUPUI Alumni Office (May 2005)

4. Improve e-mail communications by using targeted e-mail software that provides custom communication, response tracking, testing, and evaluation tools. Expand pilot project to include IUAA campus offices by Jan. 2005.

Progress:  
Completed: Mid-year report completed and circulated July 2004. July through September focus has been on IUPUI campus. Created accounts for IUPUI alumni office for the School of Medicine and Liberal Arts. Worked with the IUPUI Office of Communication and Marketing, the Foundation, and Community Learning Network representatives and created channels for them in ExactTarget (ET). Planning seminar of IU's channel partners was held Nov. 3 to discuss license renewal (Dec.) and shared cost model. Focus during the last quarter will be on licensing and implementation for 2005.

End of year assessment with pilot project participants concluded that program expansion was not warranted. Focus of project for the upcoming year will be on internal IUAA clients - Membership, Merchandise, and IUAA News. Consortium of e-communicators continues to collaborate on e-mail schedules. ExactTarget license was renewed with approximately 50% cost sharing between IUAA and the IUF, OCM, HHE, and KSB.

5. Provide expanded Web publishing capabilities by implementing a content management system that makes it possible for IUAA staff to update information on their Web pages.

Progress:  
On hold: Further implementation is on hold until a decision is made on online services vendor. Application is installed on IUF server with remote login. Account setup completed for Phase I projects.

6. Develop new measurement tools to determine how well the IUAA engages alumni and serves the university.

Progress:  
In progress; user features and functional specifications developed for redesign of the IUAA HelpDesk modules.

7. Create a resource guide for IUAA's external audiences.

Progress:  
Completed. Updated and redesigned IUAA Informational Guide.
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Engage More Alumni and Students

1. Complete the Clubs Study Task Force by Nov. 1. Develop an action plan to implement the task force's recommendations.

Progress:  
The study has been completed and submitted to the IUAA President. Many recommendations have been implemented and additional ones will be implemented in 2005-06.

2. Ensure that minority membership on constituent society, affiliate group, and alumni club boards and the Executive Council is 10% or greater.

Progress:  
Survey completed (Feb. 2005) which shows that 11% of the IUAA alumni leaders are minority. It is estimated that 8% of the graduates are minority.

3. Develop stronger partnerships with the units that offer continuing education programs in order to better inform alumni about continuing education opportunities and to sponsor more continuing education programs, including online courses.

Progress:  
IUPUI sponsored a Conference on Aging, which was a collaborative effort between the Schools of HPER, Medicine, Dentistry, Nursing, Physical Education and Tourism Management, and Health and Rehabilitation Sciences; and the Central Indiana Chapter of the IUAA. It was held on Jan. 28 as a part of IU's Life Sciences Week.

IUAA cosponsored special showings of the film Kinsey in six cities, along with remarks by the Kinsey Institute's director.

IUAA helped support and promote IU's Life Sciences Week in January 2005.

Lifelong learning assessment completed. Preliminary findings and draft recommendations will be circulated for validation among the constituent societies, alumni professionals, and IUAA staff during summer 2005.

4. Complete the IUB Student Program Study. Develop an action plan to implement the task force's recommendations and consider conducting a Student Program Study on the other campuses.

Progress:  
The task force conducted a six-month review of the IUB Student Alumni Association and identified action steps to increase overall student awareness of IUAA/SAA and increase membership in SAA. Final recommendations will be presented to IUAA president and CEO and senior vice president and COO on May 11, 2005.

5. Establish or identify an SAA signature event on each campus.

Progress:  
In addition to a welcome event at the beginning of the school year, a senior salute or senior send-off party, and the finals survival kits, each campus SAA/SOAR hosts additional events such as etiquette dinners, networking seminars, and member socials. A list of events per campus, per semester is available from the Director of Student Programs.

6. Reinstitute and secure long-term financial stability for student leadership training programs, including LeaderShape IU.

Progress:  
Completed. Forty-three students from five IU campuses participated in LeaderShape IU, held January 4 - 9, 2005 at Bradford Woods. Plans are underway for the planning of LeaderShape 2006. We have received written notification of a $10,000 contribution from the IUB Chancellor's Office and verbal financial commitments from IUAA and Procter & Gamble.

7. Design, develop, and implement Web sites for the Student Alumni Associations' communications and programs on all campuses.

Progress:  
Withdrawn due to turnover of student leadership; will resubmit request for template of SAA Web site during the summer of 2005.
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Expand our Virtual Alumni Association

1. Design, develop and implement customizable Web pages based on individual preferences.

Progress:  
11/01/2004 - Membership module is now in place for facilitating electronic renewals. This is accomplished with pre-populated member information login with a PIN. Members are immediately empowered with enrollment tools that only require they enter their credit card information and submit for instant renewal.

03/21/2005 - CMS systems currently underway will facilitate customization process

05/10/2005 - Senior Director of Communications is evaluating current product for effectiveness.

2. Identify, implement and promote online alumni networking tools.

Progress:  
11/01/2004 - Authorization for purchase of inCircle for alumni relations. Marketing plan currently involving several IUAA departments in process.

03/21/2005 - The university is implementing a new approach for electronic identification, and it is taking longer than expected. This should be complete in six to eight months after a delay of almost two years

05/10/2005 - Status unchanged

3. Expand a Web-based repository of requested information for both staff and key volunteer leaders (Club, Student, Advisory or Task Force) to better facilitate the business of IUAA and enable on demand printing of information.

Progress:  
11/01/2004 - Completed campus leaders' intranet site and unveiled it on Oct 1. Strategic Directions Task Force intranet was completed and rolled out on Oct. 18. Student leaders' site is in development: functional goals and user features identified. Prototype of a conceptual blueprint was created and shared by Director of Student Programs with student leaders in August. The prototype was refined based on their input and job request was entered into production queue. SAA personnel are in the process of assembling content and supporting documents that will be published. Web Team has the job on the current project list.

05/10/2005 - Chapter resource center time for designated completion June 1st.

4. Create and implement a system for alumni professionals that disseminates up-to-date information on Statehouse issues, research, and statistics for support of latest IU initiatives and priorities, providing an Internet-based method for advocacy.

Progress:  
11/01/2004 - Currently on hold waiting for funds from President Herbert.

03/21/2005 - Initial prototype complete for research and analysis for alumni profiles
  1. On the fly alumni data available by Senate and House districts
    1. Age
    2. Constituency
    3. Degree
    4. Ethnicity
    5. Major
  2. All alumni data is now geocoded
    1. Ready for thematic mapping
05/10/2005 - Phase I complete, improvements ongoing

5. Facilitate opportunities for digitizing print publications to the Web.

Progress:  
11/01/2004 - Currently evaluating IBJ product for producing e-publications. No action item yet defined.

03/21/2005 -
  1. IBJ not currently an option
  2. Exploring blogging application to move more publications and live comments forward
05/10/2005 - Status unchanged
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