October 31 marked the halfway point for the DCMS year-so how close is your chapter to achieving its goals?

Now is a good time to carefully examine your CBSC Progress Report and take stock of where you are so you can make adjustments while there is still time to affect change.

Education

Compare both your total education hours and your hours per member. You should be close to the halfway point. This is where your chapter's PPT report is invaluable. Look at your chapter's budget for the events you've planned for the next six months. Will the budgeted hours carry you to the finish line?

How accurate was your forecasting for the first six months? We are testing a new report-the PPT Variance Report-which we will post following the quarterly reporting deadlines. The new report compares your chapter's actual member and non-member attendees and hours to your budgeted members and non-member attendees and hours and shows how well your chapter's performance matched your projections. It also shows the variance between your estimates and the actual reported numbers.

If you would like assistance in using the information in this report, contact Chapter Relations and we will be happy to walk you through it and will welcome any feedback that you have on the report.

Ideally, your estimates should be within 10 percent of your actual numbers. A single event can make a big difference in your estimates so it's important to identify whether your variance was due to a single program or part of an overall trend. If you are consistently over or under, take a hard look at how you are determining your budget numbers.

Items to consider:

  • Pump up your marketing efforts. Make sure event notices go out at least six weeks prior to your event.
  • List upcoming education events on the first page of your website.
  • Supplement emails, mailings, and website postings with social media.
  • Add a pre- or post-conference program to a major event or consider a lunch and learn. We've created a new section on the Program Chair Toolkit called Prepared Presentations that chapters can repurpose for a chapter-centric presentations. You can repurpose archived HFMA webinars to help you with the content and add a question and answer session at the end using local experts who can add state-specific information to target your audience. HFMA's "The Impact of the Election on Healthcare Reform" webinar is available for chapters along with discussion questions and facilitator tips. Contact chapter@hfma.org for assistance using this or any other recorded webinar for a chapter program. Consider also a certification coaching course, a CFO forum, HFMA 101 for new members, a Value Project presentation, Value of Certification program, or a program from the Career Center.
  • Start now to promote the Virtual Conference! There will be two live Virtual Conference opportunities in the 2012-13 DCMS year. Presidents, Program Chairs, Newsletter Chairs and Webmasters received an email dated Nov. 28 with information and resources to help your chapter promote the Virtual Conference.
  • Consider adding content that members may have requested from program evaluations, from last year's Membership Satisfaction Survey, or even from this year's survey. This year's survey results will be available before the Jan. 23 webinar: "Data to Delivery-Defining Your Market with Intelligence." During the webinar, staff from our research department will explain how to interpret the 2012 survey results and incorporate them into your strategic planning.

You can also direct your members to HFMA's Education and Events for links to conferences, seminars, eLearning opportunities, webinars, and the Desktop Learning Center.

Membership

Compare this year's count's with last year's using the Membership End-of-Month Reports. Are your recruitment and retention efforts paying off?

Items to consider:

Membership Satisfaction

Surveys were mailed Oct. 29 and HFMA sent two additional reminders to complete the survey. Survey results will be available before the Jan. 23 webinar: "Data to Delivery-Defining Your Market with Intelligence."

Certification

Remember that this year's CBSC goal is still based on exams taken, not passed. The number of exams taken appears on the CBSC Progress Report. Certification awards, however, are currently based on the number of exams passed. The number of exams passed appears on the DCMS Acknowledgement Report. For more information, visit the Certification Contact Toolkit.

Days Cash on Hand

Now is the time to think about how you will end your year. Days Cash on Hand, taken from your chapter's 2011-12 fiscal year end, was posted Oct. 24 to the CBSC Progress Report. Although you can't change what's entered on the 2012-13 CBSC, keeping an eye on revenues and expenses now will help to ensure that your chapter stays between the required 150 and 600 days cash on hand for the 2012-13 fiscal year, which will be reported on the 2013-14 CBSC.

Items to consider:

  • Monitor your Days Cash on Hand by using the Days Cash on Hand Calculator, available in the Treasurers Toolkit.
  • Presidents-elect may want to be involved in monitoring this to ensure the chapter will hit its target for 2012-13, because this year's ending number will be the basis for the 2013-14 CBSC metric.
  • Estimate how future income and expenses will affect this goal by May 31, the end of the HFMA fiscal year.
  • If your cash looks like it will be too high, consider offering scholarships for programs, memberships, certification, or offering free events or services.
  • If your cash reserves are too low, consider ramping up your sponsorship program. Did you miss the Oct. 11 sponsorship webinar? Contact chapter@hfma.org and as for a recording of "Effective Sponsorship Programs - Everyone Wins."

On-Time Reporting

Keep your eyes on your CBSC Progress Report. Watch the quarterly education reporting ratios to see how many programs have been reported and how many are outstanding. The 21-day reminders should help you keep track of events that have gone unreported after 21 days. To see which events are still unreported, check your PPT report. If an event has been cancelled or postponed but still shows as active, make sure to update the status in the PPT. Also, remember to add any new program to the PPT as soon as plans are completed so it won't be forgotten and so you have a more accurate information on your program hours projections. If you have questions about how to monitor your PPT, contact chapter@hfma.org.

Make sure your newsletter has been reported using the online reporting tool. You can find the tool in the Newsletter Chair Toolkit, the DCMS Contact Toolkit or in the Reporting Tools section of Chapter Reports and Reporting Tools.

Items to consider:

Aside from reporting events and newsletters on Feb. 10 and May 10, there are still two additional DCMS requirements that can affect your on-time reporting status:

  • April 1 - Submit 2013-14 leadership roster (Presidents-elect must do this)
  • April 22 - Send at least two officers to the Leadership Training Conference

Publication Date: Thursday, November 29, 2012