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IEEE Bombay Section

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  1. IEEE Bombay Section Operations Processes & Requirements Draft – W.I.P.

  2. Introduction • It is intended to leverage the website for processes related to section activities. • The Section activities fall under the four pillars outlined in the vision for 2014+ • Governance • Member Development • Relevance to Society • Thought Leadership • 10 primary activities are outlined in slide 4 • These activities would be led by section officers according to their responsibilities

  3. Website/Portal Requirements • The requirements will be developed based on the process flows for which, we wish to leverage the website/portal • Enhancements to the website shall be planned based upon finalised requirements

  4. High-level Section Activities • Formation of Executive Committee (G) • Assumption/Transition of Section/Chapter Offices (G) • Budgeting and Expense Management (G) • Infrastructure/Asset Management (G) • Publicity and Membership Development (M) • Member Engagement (M), (R) • Industry and peer-association Relations (M), (R), (T) • Event organization (M), (R), (T) • Officiating at events (G), (M) • Rewards and Recognition (G), (M)

  5. Primary Enabler - Operations • Website/Portal • Common platform to facilitate • External and internal interactions of the section • A single point of tracking section activities/ operations • Accurate Documentation • Communicating section activity plans/ events (External) • Reaching out to members (External) • Reaching section officers (External) • Request for section support (External) • Approval Workflows (Internal) • Tracking section Operations (Internal) • Gradually move processes to the portal for consistent operations

  6. Communications Enabler • Website/Portal • Social Media, Blogs and Print Media • Thought leadership and Publicity • Newsletter • Thought leadership, section activity information and publicity • Events • Relevance to Society, publicity, member/ membership development

  7. Formation of Executive Committee Process: • Form Nominations Committee by 30th June • Publish Slate of Proposed Section Officers by 30th November • Elect Execom members including Office-bearers by 30th January Approvals Required: • Constitution of Nominations committee

  8. Election of Section Officers Execom to fill following positions by 28th February Society Chapter Chairs Antennas & Propagation/Electron Devices Communication Computer Instrumentation & Measurement Microwave Theory & Techniques Power and Energy/ Industry Applications Signal Processing System Man and Cybernetics Technology Management Council • Industry Relations Chair (IRC) • Membership Development Chair (MDC) • Student Activities Chair (SAC) • Technical & Professional Activities Chair (TPAC) • Life Member Affinity Group Chair (LMAGC) • Women in Engineering Chair (WIEC) • Young Professionals Chair (YPC) • SIGHT Chair

  9. Assumption/Transition of Office Process • Handover of responsibilities by predecessor • Documents • Assets • Plans • Expenditure status • Takeover of responsibilities by successor • Documents • Assets • Plans • Expenditure status Approvals Required:

  10. Budgeting & Expense Management Process • All Chairs to provide budget up to 31st March of the following year by 15th March of the current year • Consolidate all budgets along with section budget by 31st March of the current year • Publish norms for expenses (travel, boarding and lodging) Approvals Required • Activity/Affinity Group/Chapter budget by respective Chair • Total budget by Execom

  11. Infrastructure/Asset Management Process • Office rental payment • Office Secretary/Assistant salary payment • Section utilities payment • Office Equipment use and maintenance • Laptop • Printer • Projector

  12. Infrastructure/Asset Management Process • Social Media • Publicity material management • Standees • Banners • Pads, Kits • Mementos – Pen drives, pens, bags etc. Approvals Required • Payment release after section Treasurer and Chair approves • Publicity material use with approval of MDC

  13. Publicity & Membership Development • Engage IEEE PR Consultants Ruder Finn • Plan more benefits for members • Promote Group Insurance Scheme • Tie-up with stores for discounted merchandise • Limited-free and unlimited-discounted entry to section conferences • Other incentives • Wide Communications

  14. Member Engagement Process • Virtual meeting facilities • Video • Voice • Feedback mechanism • E-voting • Survey portal Approvals Required • From webmaster for use of facilities

  15. Industry & Peer-Association Relations • Forge partnership with not-for-profit Industry Chambers • Partner with peer-associations for joint events • Facilitate bridging of the gap with academia

  16. Event Organization • Professional Member Events • Student Member Events • Common Events Approvals Required • As per event norms • Officiating • Expenditure

  17. Professional Member Events • Meetings • Industry Connect • Member Engagement • Conferences • Networking events • SKEP • Faculty Upgrade Programs • Professional Certification Programs

  18. Student Member Events • Meetings • Conferences • Contests • Festivals • Networking events

  19. Common Events • Job Fairs • Mentoring Program • Talks and Colloquia • Networking events

  20. Officiating at Events • The section will send nominated members • Communicate the IEEE message and market the benefits of membership

  21. Rewards and Recognition Process • Publish Norms and timelines • Invite nominations • Establish selection committee Approval Requirements • As per norms

  22. Website Management Process • Section Officers and access rights • Enable relevant modules • Mapping of common IDs • Map to approved officers • Event publicity Approvals Required • Chair to approve access rights, ID mapping • Chair of event organizing/sponsoring OU to recommend event publicity and approved by section chair

  23. Social Media, Blogs, Newsletter Process • Publishing plan and approvals • Continuity plan People • Editorial team • Content team Approvals Required • As above

  24. External Interactions • Contact ID – contact@ieeebombay.org • Map to Office Bearers • Request for Sponsorship • College event – map to SAC and Treasurer cesponsorship.request@ieeebombay.org • Other event - map to TPAC and Treasurer oesponsorship.request@ieeebombay.org • Request for Speakers • Map to TPAC and Secretary Speaker.request@ieeebombay.org • Turnaround time (TAT) for all of above – 3 days • Auto-reminder • In case of 2 & 3 above, escalation to Chair and Vice-Chair

  25. aiyappan@ieee.org Suggestions Requested