Before you know it, the 2013–14 DCMS year end will be here. 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 effect a change.
Compare both your total education hours and your hours per member. You should be well past 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 your budgeted hours carry you to the finish line?
How accurate was your forecasting for the first six months?
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 you send your event notices at least six weeks prior to your event. A year in advance is not too early for larger multi-day events. If your members can include these costs into their education and travel budgets before the budgets are approved, they may be more likely to get approval to attend.
- List your upcoming education events on the first page of your website along with a registration link or information on how to register.
- Supplement emails, mailings, and website posts of your events with social media posts. We've noticed that some chapters are sending out monthly or weekly education listings. This is a great way to help members keep education events top of mind.
- Add a pre- or post-conference program to a major event or consider a lunch and learn. We've created a section on the Program Chair Toolkit called Prepared Presentations that chapters can repurpose for a chapter-centric presentations. You can also 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 (Check out Top 5 Recorded On-Demand Webinars for 2013). Contact email@example.com for assistance using a recorded webinar for a chapter program. Consider also a certification coaching course, a CFO forum, the Value of HFMA (HFMA 101), or the Value of Certification program.
- Start now to promote the 2014 Virtual Conference! There will be two live Virtual Conference opportunities in the 2013–14 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 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 in mid-January.
You can also direct your members to the Education area of the HFMA website for links to conferences, seminars, eLearning opportunities, webinars, and the Desktop Learning Center.
Compare this year's count's with last year's using the Membership End-of-Month Reports. This year we began adding prior year comparisons to the End-of-Month Reports to help you gauge how your progress compares to last year's. Are your recruitment and retention efforts paying off?
Items to consider:
The surveys closed Nov. 26. Survey results will be available mid-January.
Remember that this year's CBSC goal is based on the percentage of certified members (calculated using the May 1 start count). The number of exams passed appears on the CBSC Progress Report and 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 2012–13 fiscal year end, has been posted to the CBSC Progress Report. Although you can't change what's entered on the 2013–14 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 2013–14 fiscal year, which will be reported on the 2014–15 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 2013–14, because this year's ending number will be the basis for the 2014–15 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 putting money into chapter services such as 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. 24 sponsorship webinar? Contact firstname.lastname@example.org and as for a recording of "Effective Sponsorship Programs—Everyone Wins."
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, pull your chapter's PPT report. If your chapter has canceled or postponed an event but still shows as active on the PPT, make sure to update the status in the PPT. Also, remember to add any new programs to the PPT as soon as plans are completed so they 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 email@example.com.
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:
March 1 — Submit 2014–15 leadership roster (Presidents-elect must do this)
April 27 — Send at least two officers to the 2014 Leadership Training Conference in National Harbor, Md.
Publication Date: Monday, January 06, 2014