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Staff Report Conference Support Services

Staff Report Conference Support Services . Lynne Harris Sr. Manager, Conference Support Services l.harris@computer.org May 2011. Staff Overview. Carrie C. Walsh Sr. Program Specialist Technical Activities ccwalsh@computer.org Hazel Kosky Conference Admin hkosky@computer.org

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Staff Report Conference Support Services

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  1. Staff ReportConference Support Services Lynne Harris Sr. Manager, Conference Support Services l.harris@computer.org May 2011

  2. Staff Overview • Carrie C. WalshSr. Program Specialist • Technical Activities • ccwalsh@computer.org • Hazel KoskyConference Admin • hkosky@computer.org • Conference Emails: • tmrf@computer.org • tcsrequest@computer.org • tmrfclosing@computer.org • Carmen SalibaSr. Meeting Planner csaliba@computer.org • Brookes LittleMeeting Planner eblittle@computer.org • Alkenia WinstonMeeting Planner awinston@computer.org • Sarah PromMeeting Planner sprom@computer.org

  3. 2010 Overview • Rolled out several policy changes for new & renewing conferences, incorporating tiered support levels and simplified budgeting. • Transitioned to TC-based meeting planner assignments. • Made efforts to reduce late closings, which reduced IEEE penalties. Outstanding closings are at record lows. • Conference closing support moved from CS conference staff to IEEE Conference Finance staff, although collection of final reports and funds will continue to reside with CS staff.

  4. 2010 Overview(continued) • Launched simplified budgeting for healthy renewing conferences. Although initial implementation was not widely adopted, it is seen by most conference organizers as a positive step in the budgeting process. • Launched Conference Connection newsletter, focusing on promoting CS conferences, CPS and TC-related activities. • Developed the Technical Meeting System (TMS) to replace CIMA. • Implemented online TC election tools.

  5. 2003-2011 Sponsored Conferences * As of 30 April, and includes 2011 approvals that are pending.

  6. 2005–2010* Attendance * Reported attendance as of 30 April 2011. Projected attendance for 2010 was 27,939.

  7. Overview of 2011 Goals/Areas of Focus • Conference promotion support will be expanded considerably in 2011, including the greater use of social media, web postings, mailing lists and IEEE communications opportunities. Tom Baldwin will lead this effort and coordinate all the various pieces with all the respective players. • Expanding staff travel to sponsored conferences to collect personal feedback on how we can offer better support and socialize new conference policies, systems and procedures. Tom will also lead this effort. • Conference Connection newsletter will go from a quarterly to monthly distribution due to its success.

  8. Overview of 2011 Goals/Areas of Focus(continued) • Analysis and business modeling for a new sliding scale admin fee structure. • Staff-generated closing reports to standardize reporting for all CS conferences. Provide an objective overview based on financials, attendance, etc. to assist TCs in evaluating their portfolios. Will be distributed to Conference Chairs, Steering Committee Chairs, TC Chairs, T&C ExCom.

  9. Overview of 2011 Goals/Areas of Focus (continued) • Complete the migration of the sponsorship approval process workflow into the TMS, and plan on further expansion of this new system’s functionality, including TC management modules (TECA replacement). • Starting “Conferences 101” initiative focusing on developing instructional materials for educating volunteers about their roles and responsibilities related to conferences. • Update of web presence for conferences, T&C board and TC Websites.

  10. Two-Part Sponsorship Approval Process • 1) Technical Review • Technical Review • First-time sponsorship requests submit a Technical Proposal • Reviewed by TC leadership • Evaluate if the meeting fits within TC/CS portfolio • 2) Budget Submission • Budget Review • “Watch List” and 1st timers require detailed budget review; no option for simplified budget submission • Simplified budget submission is available for renewing conferences • Budgeting assistance still available to renewing conferences, upon request

  11. Two-Part Sponsorship Approval Process for Renewing Conferences • Returning conferences use “Renewal” process • Conferences may obtain approval for two years out • Sponsorship approvalis fast-tracked for majority of renewing conferences • Submission of IEEE Information Schedule form • Submission of baseline data in the new TMS • TC endorsement submitted via the new TMS • Sponsorship approval is granted • Budget submission and approval (via the new TMS) due 6 months prior to conference

  12. Technical Meeting System (TMS) • Intended to serve as a stop gap tool to replace CIMA while IEEE completes development of a new integrated conference management system. • Lotus Notes based system built on the existing Technical Meeting Database (TMD). • Login using IEEE web account (no separate TECA and CIMA accounts). • Conference chairs will have access to all instances of that conference. • TC chairs will have access to all instances of all conferences in the TC’s portfolio. www.computer.org/TMS

  13. TMS Login Page

  14. TMS Front Page

  15. Questions?

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