Chairman’s Planning Guide Project: Internet Web Site PLANNING 1. PRIMARY PURPOSE. (WHAT IS THE ONE REASON YOU WANT TO SUCCESSFULLY RUN THIS PROJECT?) The primary purpose of this project is to create an internet presence for the chapter. 2. GIVE A BRIEF DESCRIPTION OF THE PROPOSED PROJECT AND BACKGROUND INFORMATION. FOLLOW THIS WITH A LIST OF THE SPECIFIC AND MEASURABLE GOALS TO BE ACCOMPLISHED BY THIS PROJECT. (EXAMPLE: TO INVOLVE 25 JAYCEES.) This project will create a home page for the chapter on the world wide web. The page will have information like meeting times and locations, board members with e-mail addresses where available, calendar of events, and links to the national and international Junior Chamber web sites. Our home page will be listed with the USJCC web site and also with other search indexes like Yahoo!, Web Crawler and AltaVista. We want people who are looking for information about St. Louis area non-profit groups to find our web site. Our address will be http://www.anet-stl.com/~debbiev/jaycees.html. This project will assist in attaining the goal “Participate in two community projects for primary purpose of community exposure” in the Public Relations Pinnacle Area/CPG Category, under the Management Development Area, as outlined in the 1997-1998 Chapter Planning Guide for the West St. Louis County Jaycees. Goals: A. To run the project at no cost to the chapter. B. To update the calendar page monthly so the site will always have current information. C. To sign at least 5 new members who found us through the web site. 3. WHAT ARE THE SPECIFIC MANPOWER ASSIGNMENTS? (SHOW NAMES AND DUTIES.) A. President: Name: Karin Seymour Duties: 1. To insure that the goals established in the chapter plan are accomplished. 2. To serve as an ex-officio member of the planning committee. B. Programming Vice President: Name: Susan Hatcher Duties: 1. To assist the chairperson in any way necessary for successful completion of this project. 2. To make sure the Chairman’s Planning Guide is completed for the project. 3. To handle any required training of committee members. C. Project Chairperson: Name: Debbie Velten Duties: 1. To complete the Chairman’s Planning Guide. 2. To coordinate and promote the project. 3. To create and maintain the web site. 4. To gather information from the chapter that can be posted to the web site. 5. To keep up with web technology and find new ways to improve the site. D. Finance Sub-Chairperson: Name: Wendy Cox Duties: 1. To handle all financial matters concerning this project, including handling any monetary income and payment of any bills. F. Manpower – only the chairman of the project will be needed for manpower. 4. WHAT SPECIFIC MATERIALS, SUPPLIES, AND RESOURCES WILL BE REQUIRED? Items to be provided by the Chapter: A. Chapter Plan B. Chapter Newsletter C. Chapter Roster D. Past Chapter CPG E. Chairman’s Planning Guide form and guidelines F. Meeting Agendas and Minutes G. Chapter General Membership Meetings H. Chapter Board of Directors Meetings Items to be provided by Chapter Members: A. Item: Web Page Space Responsible Member: project chairman Date Needed: May 1 1997. B. Item: Computer Responsible Member: project chairman Date Needed: May 1 1997. C. Item: Web Programming Responsible Member: project chairman Date Needed: May 1 1997. Items to be provided by non-Jaycee resources: A. Item: Internet Service Account Supplier: Anet Internet Service Provider Address: info@anet-stl.com Responsible Member: project chairman Date Needed: May 1 1997. Donation or Purchase: donation by project chairman 5. DESCRIBE THE POTENTIAL PROBLEMS AND SOLUTIONS TO SUCCESSFULLY COMPLETE THIS PROJECT. Problem: The technical knowledge needed to create web pages is very new, and not many people know much about it. Solution: The page can start out very simple and improve as the chairman has time to learn new technical solutions. Problem: In order to host a web site, someone has to get an Internet Service Account, which can be expensive. Solution: The chairman already has an account for personal use. She will donate the space for the chapter web page at no cost to the chapter. Problem: Some web pages never get updated (“cobweb pages”) and people stop visiting because there is never anything new there. Solution: The chairman will update at least the calendar page monthly so that people will have something to come back for. 6. COMPLETE A PROPOSED BUDGET INDICATING ALL ANTICIPATED INCOME AND EXPENSE. (NOTE: INCOME SHOULD EQUAL EXPENSE.) Income: Appropriation from the Chapter $ 0.00 Donations (list): Internet Service Account ($20 * 12) $ 240.00 Computer $ 1000.00 Web Programming ($40 * 12) $ 480.00 Total Income $ 1720.00 Expense: Return of Appropriation from the Chapter $ 0.00 Value of Donations (list): Internet Service Account ($20 * 12) $ 240.00 Computer $ 1000.00 Web Programming ($40 * 12) $ 480.00 Return to Chapter (Profit) $ 0.00 Total Expense $ 1720.00 7. LIST THE SPECIFIC STEPS TO BRING THIS PROJECT TO A SUCCESSFUL COMPLETION SHOWING PLANNED DATES FOR EACH STEP. Date Step to be taken 04/16/97 Agree to serve as chairperson. 04/25/97 Complete the first seven questions of the CPG. 07/03/97 Approve as part of the Chapter Planning Guide. 07/03/97 Get approval from the Board of Directors. 07/03/97 Get approval from the Chapter. 04/30/97 Create initial pages. 06/01/97 Update Calendar page. 07/01/97 Update Calendar page. 08/01/97 Update Calendar page. 09/01/97 Update Calendar page. 10/01/97 Update Calendar page. 11/01/97 Update Calendar page. 12/01/97 Update Calendar page. 01/01/98 Update Calendar page. 02/01/98 Update Calendar page. 03/01/98 Update Calendar page. 03/19/98 Update new Board of Directors after election. 04/01/98 Update Calendar page. 04/19/98 Complete the CPG. 05/08/98 Final report to the chapter. IMPLEMENTATION AND EVALUATION 8. RECORD ANY REVISION OF THE ORIGINAL PLAN. Date: 05/15/97 Revision: Added member profiles. Members were asked to write a brief profile as a speak-up project. Date: 06/01/97 Revision: Decided to add the newsletter to the web site. This gives people another reason to come back to our page. Date: 07/01/97 Revision: After many questions about the area from people moving to St. Louis, links were added to information about St. Louis as well as links to pages about our service area – the cities of Ballwin, Ellisville and Manchester. Date: 08/01/97 Revision: Added project descriptions, groups by programming area. Also added a feedback form so people who are borrowing a computer and don’t have e-mail can give us feedback or ask for information. Date: 09/01/97 Revision: Added chapter history, with lists of past presidents since the chapter started, JCI Senators, Ambassadors, and Jan Curtis winners. Date: 10/01/97 Revision: After an unfortunate incident when information was stolen from the web page and used in a “newspaper” by a group soliciting contributions and misusing our identity, a legal notice of copywrite on our information was added to the pages. Date: 11/01/97 Revision: Added CPG forms that had been created so they could be filled out on the computer. Date: 12/01/97 Revision: Added a special page for our Individual Development programs. Date: 01/01/98 Revision: Added a special page to promote our Summer Meeting in August of 1998. Date: 02/01/98 Revision: Major design revision to the initial home page. All supporting material was moved to other pages to streamline the design. Date: 03/01/98 Revision: Added color photos to the site (project chairman got a color scanner!). Also added a special page to promote our Un-Run for the Junior Chamber Mission Inn. Date: 04/01/98 Revision: The chapter decided to purchase our own domain name for next year. WWW.WESTCOJCS.ORG! 9. LIST SOLUTIONS OR RECOMMENDATIONS FOR A FUTURE CHAIRPERSON. This project was an unqualified success. Our web pages have been mentioned by people all over the country. Creating a web page is more like word processing than computer programming, so anyone should give it a try if they’re comfortable with computers. The following recommendations should be considered for chapter web pages: 1. Make sure information is updated at least monthly! If you never update the page, people will look once, maybe twice, but never come back. 2. Look at other chapters’ web pages for ideas. 3. Make sure someone is checking the e-mail often and responding to requests. You don’t want a potential member to ask for information and not get an answer. 4. If the chapter can afford it, a domain name is a great idea because it makes your address easier to remember and makes the site more professional. Also the password can be shared if it’s not on someone’s personal account. This ensures that the chapter doesn’t get stuck if the one person that knows the password is not updating the page. Some of the ideas we want to try in the next year: 1. Create a guestbook so people can leave comments. 2. Add a CPG library so we can share projects with other chapters and our own members. 10. GIVE SPECIFIC AND MEASURABLE RESULTS FOR EACH GOAL ESTABLISHED. DESCRIBE THE IMPACT OF THIS PROJECT ON THE CHAPTER, INDIVIDUAL MEMBERS, AND THE COMMUNITY. Goal Results: A. To run the project at no cost to the chapter. – This goal was met until April, when the chapter decided to pay for it’s own domain name since the page had been so successful. B. To update the calendar page monthly so the site will always have current information. – This goal was met. The calendar page was kept updated and the newsletter was added monthly so there was always new information available. C. To sign at least 5 new members who found us through the web site. – This goal was not met. We did sign 2 new members, and we had inquiries from 3 or 4 more, so we consider the page a success anyway. Benefit to the Individual: The chairman benefits by learning a new technology. For someone in the computer field, this is valuable experience that can be applied to their workplace. Individual members benefit by having access to up-to-date chapter information at any time. Benefit to the Chapter: The chapter benefits because the web page gives us world-wide visibility. It’s like a virtual storefront to the world. Our members can get up-to-date information as well as quicker communication. The web page allows us to share information and ideas with Jaycees around the world. The chapter can also benefit when people find our web page and are interested enough to come check us out and possibly become a member. Benefit to the Community: By linking our site to those of our service area cities, we give them visibility to Jaycees moving to the area. People might decide to move into one of our cities after finding us on the web and linking to our service area. West St. Louis County Jaycees - Chairman’s Planning Guide Page 5