contact@agile.org.

pk

https://www.agile.org.pk

+92-336-12AGILE

Agile Pakistan
#AgilePK

Version Date Amendments Suggested By Approved by

1.0 28-Feb-2019 Initial draft and Executive Team ● Chairman of Society

version 1.0 of AgilepK
● Islamabad Chapter
● Karachi Chapter
● Lahore Chapter

2.0 30-Jun-2023 Revision of National

Nauman Faridi
version 1.0 and Executive Team
addition of (Chairman, National
inter-chapter Board)
collaborations

Created by Naveed Ramzan Version 1.0

Table of Content
Overview 3
Background 3
Vision 3
Mission 3
Objectives 4
Strategies 4
Action Plan 4
Norms 4
Organization Structure 5
National Structure (Current State) 5
New Chapters 5
Chapter Structure 6
Job Descriptions - Chapter Level 8
National Chapter Teams 11
National Board 11
Job Descriptions - National Chairperson 13
Job Descriptions - National Executive Team 13
Resignation 14
Termination 14
Memberships 15
Membership consumptions 15
Membership Fee disbursement 15
Overview

Background
Founded in 2014, Agile Pakistan (AgilePK) is defining the future of Agile in Pakistan. Today, the
society consists of volunteer members from all over Pakistan having its chapters in Islamabad,
Lahore, Karachi, and Faisalabad. Society has been successfully spreading its message through
conferences, awareness sessions, and meetups. However, in order to cater to the growing
demand of the Agile community in Pakistan, society is being revamped with the new structure
described in this document. All members of the society must comply immediately with the latest
approved version of this document unless otherwise specified.

The first final version was approved with a majority vote of the chapters at the time of charter
development (the year 2019).

The second final version of this document will be approved by “National Board Chairman”.

Motivation
Advancements in communication, collaboration, and other disruptive technologies are rapidly
changing how we live and work today; many traditional business models are no longer feasible
and are disappearing fast. While this is clearly a problem for those who fail to identify or accept
the changes on time, it provides incredible opportunities for those who can embrace change and
adapt quickly.

Vision
To see Pakistan, emerge as the world leader in fast pace technology-driven world

Mission
Build and foster a thriving ecosystem for the agile community in Pakistan.
Objectives
● Connect agile community
● Conduct training programs, workshops, and seminars
● Identify, engage and promote community leaders
● Engage and involve companies
● Reduce the gap between academia, industry, and government
● Collaborate with other professional organizations
● Host national & international conferences
● Support special interest groups

Strategies
Strategies explain how the initiative will reach its objectives. Each chapter should develop its
own strategies.

Action Plan
Action plan describes in detail exactly how strategies will be implemented to accomplish the
objectives developed earlier in this process. Executive teams are primarily responsible for
developing action plans for their chapters.

Norms

Old Norm Suggested Norm

Core Team National Board

Chapter Head Chapter President

Vice Chapter Head Senior Vice President

VP Marketing

VP Memberships

VP Communication (Sponsorships / Collaborations)

VP Finance

Chapter Advisory Board Chapter Board

Chapter Active Team Chapter Executive Team

Executive Director National President

 Vice Executive Director National Senior Vice President

Few norms will remain same

Chairman

General Secretary

Norm Addition

Secretary-General

Organization Structure

National Structure (Current State)

New Chapters
Agile Pakistan (AgilePK) will continue with the existing four chapters till “New Chapter Formation
& Approval Process” is defined in this document and approved by the “National Board” with
majority vote:
● Islamabad Chapter (#AgileIslamabad)
● Lahore Chapter (#AgileLahore)
● Karachi Chapter (#AgileKarachi)
● Faisalabad Chapter (#AgileFaisalabad)
Chapter Structure

1. Chapter Board members and Executive team members must be separate individuals
(except for the Chapter President).
2. A Member can only be affiliated with only one chapter at a given time.
3. Active Members of the chapter will “elect” the Chapter President and “select” Chapter
Board Members for a term of two years.
4. Chapter Board Members will re-select or select a new “Chairman of the Board” for two
years.
5. Chapter President will select his executive team:
○ Senior Vice President
○ VP Marketing
○ VP Communication
○ VP Sponsorship/Collaboration/Outreach/Partnership
○ VP Finance
○ VP Training
○ General Secretary
6. Chapter Executive Team should preferably consist of Active Members.
7. Active Member:
○ Each chapter is free to make its own definition of Active Member.
8. Chapter Board:
○ Members of the Board will consist of people from Academia and Industry
 ○ Chapter Board’s purpose is to guide and provide patronage to the chapter.
○ The Chapter Board can take termination decision of an elected position (e.g.,
Chapter President) with a majority vote.
○ Chapter board should meet at least twice a year
○ Board Chairman will chair the board meetings
○ Board should consist of 5 to 9 (odd numbers, ideally keep the number small)
members
9. Chapters are autonomous in making their own strategies & action plans based on Vision,
Mission, and Objectives described in this document:
○ Guidelines for Chapter Members
○ Standard Operating Procedures (SOPs) for various activities
○ Events Plans / Schedule
■ Monthly meetups
■ Webinars/Seminars
■ Quarterly Sessions
■ Yearly Program
■ Yearly Symposium
■ Industry / Academia Outreach
10. National Board has the authority to make changes, addition, and deletions to the
structure and rules for the chapter through a majority vote by approving a new version of
this document at any time.
Job Descriptions - Chapter Level

Chapter President

The President
● Shall perform such duties as are customary for presiding officers, including making all
required appointments with the approval of the chapter Executive Team.
● Shall also serve as a member ex-officio with the right to vote on all committees including
chapter and national boards.
● Will be responsible for the overall functioning of the Chapter, assuring that the Executive
Team works together as a team, dedicated to achieving the Chapter mission and
objectives as detailed in the Chapter Rules.
● His/her role and responsibilities shall importantly include:
○ Preside the monthly chapter Executive Team Meeting
○ Set the strategic agenda and ensure its execution
○ Ensure compliance with AgilePK & chapter by-laws
○ Assure that the Chapter ET works together as a team dedicated to achieving the
Chapter vision, mission, and objectives as detailed in the Chapter Charter.
○ Appoint replacement Executive Team members to vacant positions and extend
the team necessary to manage chapter functions, subject to the ET’s approval.
○ Represent the chapter at public events
○ Ensure strategic alliances, planning, and annual reporting
○ Be ultimately accountable for all operations and chapter activities
○ Ensure that all chapter business is being done legally and ethically
○ Ensure statutory and regulatory compliance in consultation with the Senior vice
president
○ Develop and implement a succession and transition plan

Chapter Sr. Vice President

The Senior Vice President

● Shall report to Chapter President.

● Shall assist the President with the overall functioning of the Chapter, assuring that the
ET works together as a team, dedicated to achieving the Chapter mission and objectives
as detailed in the Chapter Rules.
● Shall represent a chapter in the absence of the chapter president.
● Shall assist the President in achieving chapter and AgilePk objectives.

Chapter VP Collaboration/Outreach
● Drive collaboration across the country to identify needs and develop scalable solutions.
 ● Prioritize objectives and implement strategies to achieve Agile Pakistan initiatives as part
of the leadership team.
● Deploy data and research to drive cross-business corporate prioritization.
● Collaborate with stakeholders to achieve mutual goals.
● Form and lead internal teams, providing training and mentorship as needed.
● Directly and indirectly manage staff with the goal of enhancing professional development
and personal growth.
● Manage relationships with key clients.

Chapter VP Branding/Social Media

● Develop and implement a cohesive marketing plan to increase brand awareness
● Set current and long-term goals for internal teams
● Design and review the Marketing department’s budget
● Build relationships with media and stakeholders through creative PR strategies
● Monitor all marketing campaigns and improve them when necessary
● Prioritize marketing projects and allocate resources accordingly
● Prepare regular reports and presentations on marketing metrics for the CEO
● Conduct market analysis to identify challenges and opportunities for growth
● Provide guidance and ideas to organize effective marketing events
● Forecast hiring needs for the Marketing department
● Participate in the quarterly and annual planning of the company’s objectives
● Track competitors’ activities

Chapter General Secretary

The General Secretary:

● Shall keep the records of all meetings of the chapter

● Shall further be responsible for all coordination work of the Chapter. Main responsibilities
of the General Secretary include:
○ Schedule and convene monthly meetings and issue minutes of meeting
○ Follow up on meeting minutes/action items
○ Maintain centralized chapter records/repository including seminar
attendance/feedback forms, training records, conferences and chapter events
records
○ Maintain a high degree of ethical behavior in carrying out chapter fiduciary and
statutory requirements
○ Render to the chapter an account of all financial transactions to enable the
Executive Team to make informed decisions
○ Keep full and accurate accounts of all chapter funds receipts and disbursements
○ Executive Team direction and sound accounting practices
○ Maintain the chapter petty cash, checkbook, receipt book and financial forms
○ Verify reimbursement forms and required receipts with chapter budget
 ○ Develop the annual budget plans and recommend redistribution of budgeted
funds to support chapter programs and strategic goals
○ Ensure timely completion of chapter audit activity of financial records and policies

Resignation
● Resignation of President will be accepted by the National Executive Team
● Notice Period shall be 1 month

Termination
● For all the elected positions, termination should be through vote of no confidence
● For appointed positions, the appointing authority should be able to terminate after couple
of warnings and proper reasoning
● Notice period shall be 1 month
National Chapter Teams

National Board

Formation of First National Board:

● Immediately after final approval of the first version of this document, the current “Society
Chairman” will become the first “Chairman of the National Board” for a term of two
years.
● Immediately after final approval of the first version of this document, chapters will submit
the names of their “Chapter President” and one “Chapter Board Member” to become part
of the “National Board”.
● Immediately after the first “National Board” is formed, the new board may select
additional National Board Members (ensuring that the total number of the board
members will remain odd).
● Immediately after the formation of the first “National Board”, the current “Core Team” will
cease to exist.

Formation of National Board Afterwards:

 ● All “Chapter Presidents” will automatically become members of the National Board
during their term as “Chapter President”.
● Each Chapter will have one “Chapter Board Member” in the National Board. Names of
the “Chapter Board Member” should be submitted by “Chapter President” after
consultation with “Chapter Executive Team” and “Chapter Board Members”. “Chapter
Board Members” will remain on the National Board for as long a chapter doesn’t submit
name of different person for this position.
● National Board will select its two additional “Board Members” for a term of two years,
upon resignation or completion of their term.
● National Board will have the authority to remove an additional “Board Member” before
the expiry of their term with a majority vote.
● National Board will re-select or select a new “Chairman of the Board” upon resignation or
completion of the current chairman’s term.

National Board:
● National Board’s primary purpose is to look after the vision, mission & objectives of the
society.
● National Board has the authority to make changes, addition, and deletions to this
document through a majority vote by approving a new version of this document at any
time.
● National Board will provide guidance and patronage to both the “National Executive
Team” and Chapters.

National Executive Team:

● National Board will vote for a “National President” for a term of two years.
● National President will select his/her team for the roles.
● Termination of “National Executive Team” members can be taken by the “National Board”
with a majority vote at any time.
● “National Executive Team” will formulate and implement strategies in support of society’s
mission & objectives at the national & international levels. These will include, but not
limited to
○ Organization of “Annual National Conference”
○ Collaboration with National & International Organizations
Job Descriptions - National Chairperson
● Communicating regularly with other board members, and the National President
● Participating in the organization’s strategic roadmap direction
● Acting as a spokesperson for the organization by meeting with local community groups
and appearing in the media when appropriate
● Reviewing performance of national executive team and recommending termination of
those who are not meeting their responsibilities

Job Descriptions - National Executive Team

National President
The President
● Shall perform such duties as are customary for presiding officers, including making all
required appointments with the approval of the National Executive Team.
● Shall also serve as a member ex-officio with the right to vote on all committees including
the national board.
● Shall be responsible for the overall functioning of the AgilePk, assuring that all the
chapters are working to promote the AgilePK agenda and objectives.
● His/her role and responsibilities shall importantly include:
○ Coordinate and communicate with chapters to help achieve their objectives.
○ Set the strategic agenda and ensure its execution
○ Ensure compliance with AgilePk & chapter by-laws
○ Appoint replacement Executive Team members to vacant positions and extend
team necessary to manage functions, subject to the ET’s approval.
○ Represent AgilePk at public events
○ Ensure strategic alliances, planning, and annual reporting
○ Develop and implement a succession and transition plan

National Sr. Vice President/Secretary General

The Senior Vice President

● Shall report to National President.

● Shall assist the President with the overall functioning of the national executive team,
assuring that the ET works together as a team, dedicated to achieving the AgilePk
mission and objectives as detailed in the Charter and Bylaws.
● Shall represent AgilePk in the absence of the chapter president.
● Shall assist the President in achieving AgilePk objectives.

National VP Coordination

The General Secretary:

● Shall keep the records of all meetings of the national executive team
 ● Shall further be responsible for all coordination work. The main responsibilities of the
General Secretary include:
○ Schedule and convene monthly meetings and issue minutes of meetings
○ Follow up on meeting minutes/action items
○ Maintain centralized chapter records/repository
○ Maintain a high degree of ethical behavior in carrying out chapter fiduciary and
statutory requirements
○ Executive Team to make informed decisions
○ Keep full and accurate accounts of all chapter funds receipts and disbursements
○ Executive Team direction and sound accounting practices
○ Develop the annual budget plans and recommend redistribution of budgeted
funds to support AgilePk programs and strategic goals
○ Ensure timely completion of AgilePk audit activity of financial records and policies
○

Resignation
● The resignation of the President will be accepted by the relevant Board
● In case of resignation acceptance, executive team will vote for next President for
remaining term
● Notice Period shall be 1-month

Termination
● For all the elected positions, termination should be through the vote of no confidence
● For appointed positions, the appointing authority should be able to terminate after a
couple of warnings and proper reasoning
● The notice period shall be 1 month
Others
● President of any chapter can take charge for president maximum up to 3 times.
Memberships
Membership consumptions

https://docs.google.com/spreadsheets/d/1_o1NZbdr9gDwr2e1BtmY95iVXa_e6VZYRnJtsq6X8D
o/edit#gid=0

Membership Fee disbursement

30% National
70% Chapter