Strategy Oversight Committee
1 January 2019 to 31 December 2019
(Overall charge, purpose, or focus of this committee in helping the PMI Board to do its job.)
The purpose of the Strategy Oversight Committee (SOC) is to oversee the Institute’s strategy formulation, approval, implementation, review, and reporting in concert with the Executive Leadership Team. The SOC will work with the Executive Liaison (EL) to consider strategic and related matters, as in-depth as may be required, and will facilitate the engagement of the full Board, on specific recommendations for either consideration, or for action.
(Products the committee is tasked to produce.)
- Review committee charter, including roles and responsibilities, and produce an annual work plan by the end of January.
- Work with Executive Liaison(s) to develop and agree on, an annual roadmap to ensure that the Board is engaged in, and spends adequate time on strategic dialogue; this is to include the identification of the anticipated time required at Board Meetings in concert with the Executive Committee (ExecCom) of the Board.
- Facilitate the Board sessions in the review and approval of strategic choices, including presenting motions to the Board for formal vote when appropriate.
- Liaise with the PMI Staff Liaison(s) to provide guidance and support during strategy planning and development.
- Ensure the Strategic Framework Policy, the Strategy Planning Framework, the Strategy Planning Process and the Strategic Plan are updated by staff and reviewed by committee members as necessary.
- Develop SOC, budget as input to subsequent year budget planning.
- Review the SOC committee charter and recommend deliverables for the subsequent year(s).
Strategy Relevance and Assurance
- Oversee an annual review of PMI’s Strategic Policy & Framework by staff to ensure it meets the ever-changing needs of the Institute and recommend potential changes, as appropriate.
- Engage the Board and ELT in an annual assurance review to determine the continued relevance of the Institute’s strategy review and ensure the accepted conclusions are appropriately reflected in future action plans of the Board.
- Accept additional assignments that are in line with SOC’s purpose, as assigned.
- The SOC Chair (or designated Board Director) will act as the communication contact for the Certification Governance Council (CGC), and the Global Accreditation Council Chairs, to answer questions or address concerns on an as needed basis.
Administrative and Reporting Requirements:
(Reports to PMI Board through whom, when, and how?)
- Uses standard agenda, note-taking and reporting templates
- Verbal reports at Executive Committee meetings
- Written reports, via e-Receipt Calendar, at January and October Board meetings.
- Verbal reports at Board meetings as required
Resources and Budget:
(In terms of budget, staff, etc.)
- As identified in the budget approved annually by the Board
- PMI staff as assigned by the President and CEO
Committee Composition and Terms:
- Committee Chair – as stated in ROB 6.5.6c and elected by the Board
- Board Directors as assigned and approved annually
- Staff Leader of the Strategy Function (as Staff Liaison)
- As stated in the Level 1 Candidate Criteria for PMI Board Appointees Policy.
- It is preferred that the majority of the SOC members have at least one year of Board experience
Committee Chair and Contact Information:
E-mail Address: Roberto.Toledo@bod.pmi.org
Committee Chair Roles and Responsibilities:
- Connects with PMI Chair, on an as needed basis, with questions or concerns.
- Guides the committee in accomplishing the purpose, detailed in the charter and in accordance with established Institute. Keeps the committee focused.
- Ensures all committee members are fully oriented on the committee objectives, deliverables and roles/ responsibilities at the committee’s first meeting.
- Ensures all committee members are aware of and adhere to the processes and timings established by the Board for placing items on the Board agenda for discussion and deliberation, i.e., follow the Board calendar; submit completed Board agenda template; ensure that committees have consensus approval of items before presentation to the Board; ensure that Board agenda items are discussed and a straw vote taken in Board informal session; and ensure that motions are adjusted, as needed, before deliberation and voting in Board formal session.
- Works toward building a sense of trust, productivity, and camaraderie within the committee.
- As outlined in the Charter, develops a work plan in coordination with the Executive Liaison(s) that will allow the committee to effectively and efficiently discharge its responsibilities.
- Develops meeting agendas, in coordination with the Executive Liaison(s), using the standard agenda template while providing appropriate background analysis of the agenda topic.
- Conducts meetings of committee and directs the communication for committee matters.
- Works to ensure that meeting notes capture consensus agreement items and follow-up actions of the committee using the standard meeting notes template.
- Assigns tasks among committee members, as necessary.
- Promotes consistent participation and timely connection to all teleconference meetings and addresses nonproductivity within the committee.
- Works with Executive Liaison(s) to ensure committee work is carried out between meetings.
- Works with Executive Liaison(s) to develop final reports using the standard Board Report template, proposals and supporting documentation for the Board and that the material presented to the Board accurately reflects the work of the committee and is submitted in a timely fashion.
- Provides updates on committee’s deliverables at Executive Committee meetings as requested by Chair.
- Provides updates to respective committees after Executive Committee meetings.
- Represents the committee at Board meetings.
- Works toward building a sense of trust and productivity between committee members and other Board Standing Committees.
- Works with the Executive Liaison(s) to review the charter mid-year and offer recommendations to the Executive Committee for updates to the following year’s charter.
- Transitions the incoming Committee Chair into the role.
Executive Liaison or Liaisons Roles and Responsibilities:
- Empowered to make decisions to support accomplishing the purpose, of the committee. Any direction of the committee that may suggest a change that impacts an Institute policy provision must be discussed with the Committee Chair and the President and CEO.
- Works in coordination with the Committee Chair to efficiently discharge the responsibilities of the committee.
- Coordinates all administrative duties and ensures that an online community through Diligent Boards exists for the team.
- Works in coordination with the Committee Chair to develop agendas, set meeting dates and locations, and communicate meeting requirements using the following criteria:
- Meeting dates and locations should be determined as far in advance as possible.
- Meeting requests forms should be sent to the proper contact with all meeting requirements stated.
- Agendas should be developed using the standard agenda template and should include the meeting date, venue and meeting room on all agendas. If the meeting room name is not available at the time the agenda is distributed, then meeting attendees should be informed of the meeting room at check-in. The agenda should reflect what agenda items are tied to a stated deliverable in the charter.
- Handouts should be distributed to the team in advance of the meeting via the team’s online community.
- Works in coordination with the Committee Chair to capture notes that reflect consensus agreements and follow-up actions using the standard format for meeting notes for Board Standing Committees.
- Works in coordination with the Committee Chair to ensure all reports, proposals, supporting documentation are developed in a professional and timely manner.
- Works in coordination with appropriate staff to ensure that any financial, ethical, legal, and strategic implications associated with any option brought to the Board is identified and revealed during the preparatory stages and that these implications are reported on the Board agenda template.
- Coordinates and deploys any approved external communications.
Applicable Governing Documents:
(In addition to the below, identify sections from PMI’s governance documents specifically related to roles and responsibilities of this committee.)
- PMI Code of Ethics and Professional Conduct
- Bylaws Article VI: PMI Board of Directors
- Rule of the Board 6.5, Board Standing Committees
- Rule of the Board 12.1, Board Member’s Code of Conduct
- Strategic Plan, specifically Core Value on Volunteerism: Volunteers and effective volunteer partnerships with staff are the best way to accomplish the Institute's goals and objectives
- Institute Policies:
- Conflict of Interest
- Strategic Framework
- Volunteer Records Management
- Board Travel and Expense Report
- SOC Governing Documents:
- PMI Board approved Strategic Framework Policy
- PMI Board approved Strategic Planning Process