2012 Preliminary TAB Budget & TA/Society Headcount Ken Gilbert CAE Staff Director, TA Operations TAB FINCOM 17 May 2011 New Brunswick, New Jersey

2012 Preliminary TAB Budget &TA/Society Headcount

Ken Gilbert CAEStaff Director, TA Operations

TAB FINCOM17 May 2011New Brunswick, New Jersey

TA comprises two sets of Budgets/Actuals and Forecasts:

1. TA Administrative & Governance (often called “TAB”)

Includes cost of all Technical Activities Board (TAB) and committee meetings, Travel, Technical Activities Staff (TAD), Rent, Depreciation, some Infrastructure, etc.

These amounts are charged back to S/C’s through the "TAB Support” algorithm so TAB ends up net Zero.

S/Cs pay TAB Support based on their percentage of package product net distribution (ASPP and Conference Proceedings, both of which include the ½ of the IEL Net)

~$13.0M Exp

2. Society/Council & Co-Spon. Publications (S/C) Includes all S/C and Co pub activity plus incorporates TAB. ~$194M R&E all inclusive

Budget structure:

2012 TAD/TAB Administrative Budget Structure

Department/Area: Cmte/activity Supported (Key Items)

Conference Business & Support -Conference Committee

-Conference Services

-Conference Finance Services &compliance

-Indirect Tax

Conference Business Solutions -Systems support of Conference Business Data

-New System Deployment (ICX)

Operations -Staff & Space Planning support

Project Accounting and Tracking

-HR liaison/New Employee Set up/Perf Review organization & mgmt

-Development & Management of the TAB administrative budget

-Special Projects

Membership -S/C Member Activities /awards

-Chapter Payments & Support

Elections/Bylaws/Governing Documents

TAD/TAB Administrative Budget StructureDepartment/Area: Cmte/activity Supported (Key Items)

Finances -S/C & TAB Finances

-TAB Finance Committee

-Analysis & Metrics

TAB Communications & Governance -TAB Board & Committees(Includes TAB’s share of OU series)-Strategic Planning Support-Volunteer Relations, MOU’s

General Admin (MWC & Assistant) -Oversight of TAB, Societies, and Councils. Management of Soc Ex Offices, Meetings and Conference Mgmt, Conference Line of Operation (CLOO)- Future Directions Oversight-Sensitive Legal issues.

Future Directions -New Technologies-Business / Project Management

Periodicals -Periodicals Cmte-Periodicals Mgmt (ASPP)

Conference Content Management -Conference Products Cmte-Conference Publications (CP) Mgmt

2012 Preliminary TA Administrative Budget April view with ICX

2011 Budget 2012 BudgetCC # REV EXP NET REV EXP NET

Revenue/Reimbursement from S/CsS/C Label Revenue 0 0 0 0 0 0

Conference Proceedings (part of Admin) 14 0 14 14 0 14Reimb from S/Cs (TAB Support) 11,255 0 11,255 13,011 0 13,011

Total Revenue/Reimbursement 11,269 0 11,269 13,025 0 13,025

Operations & Committee ExpsConference Business & Support 21005 8 2,360 (2,353) 8 2,841 (2,834)Conference Business Solutions 21006 0 1,651 (1,651) 0 1,963 (1,963)

Finances 21012 0 1,105 (1,105) 0 1,146 (1,146)S/C Member Services 21015 0 500 (500) 0 523 (523)

Conference content Management 21013 0 (0) 0 0 (0) 0Periodicals 21014 0 0 (0) 0 0 (0)

TA Board/Cmte Spt, Communications & Gov 21072 0 3,079 (3,079) 0 3,316 (3,316)General Administration 21499 0 677 (677) 0 858 (858)

Operations 21024 0 881 (881) 0 1,264 (1,264)Future Directions & Business Development 21026 0 1,022 (1,022) 0 1,121 (1,121)

Total Operations & Comm Exps 8 11,277 (11,269) 8 13,032 (13,025)

Control Total 11,276 11,277 (0) 13,033 13,032 0

TA Administrative Budget Bridge 1 of 22011 TA Support (incl ICX) $11,255K

Variances – increase/(decrease)

– Salaries/Benefits (infl, plus actual and requested HC inc.) $1,218Salaries FT 730Salaries PT 51Success Sharing 168Salary Challenge (33)Benefits 302

– ICX Depreciation $275– TMC New Technical Communications Development $250– Direct Infrastructure (corporate overhead) $187– Consultants R $110– Conference Tools (ICX) $88– Temporary Employee FD $80– All Other (including rent) $76

TA Administrative Budget Bridge 2 of 2

– Technology Navigator Depreciation $75– ICX Training $32– *ICX Capitalization of Internal Labor (2011 601, 2012 571) $30– Increased Recovery from CP/ASPP products ($90)– Reduced ICX Maintenance ($103)– Additional Reimbursement from MGA ($186)

(Including PRELIMINARY projection of MGA at 19% share of conf. srvs dept/CBS)

– Decrease in Meeting and Travel Expense ($286) Panel of conference organizers (lower budget in 2012) Removed Sections congress in 2012 as this event does not occur every year

― Total 2012 TA Support (incl icx, April view) $13,011K

*Capitalization of internal labor began in 2010, first budgeted in 2011.

CC# Department/Description Total

2100 TAFinancial management (ICX) $200,000Event planning tool (ICX) $150,000Professional services (e.g. financial management) (ICX) $350,000Internal Development Staff Cost (ICX) $606,715

Subtotal $1,306,715

0163 Computer SocietyPublishing, Electronic Publishing, Website and Software $850,000Facility Improvements $50,000

Subtotal $900,000

Total $2,206,715

2012 Preliminary Capital Summary(Pending FinCom & TAB approval)

Important: Updates in accounting rules will require some amount of capital budget for items such as web development/software/capitalization of internal labor

CC# Qty Department/Description Category CC# Qty Department/Description Category

21005 Conference Business and Support 0010 Signal Processing11 Dell Laptops-Standard 4 6 Dell Laptops-Standard 45 Dell Laptops-Standard 1 1 Dell Laptops-Standard 1

21015 S/C Member Services 0150 EDS2 Dell Laptops-Standard 4 7 Dell Laptops-Standard 4

21014 Periodicals 0310 PES1 Dell Laptops-Standard 4 3 Dell Laptops-Standard 4

21072 TAB Communications & Governance 0360 Photonics5 Dell Laptops-Standard 4 7 Dell Laptops-Standard 4

21026 Future Directions 0180 EMBS2 Dell Laptops-Standard 4 2 Dell Laptops-Standard 4

21012 Finance 0370 SSC3 Dell Laptops-Standard 4 1 Dell Laptops-Standard 4

21024 Finance 0020 BT1 Dell Laptops-Standard 4 1 Dell Laptops-Standard 1

0390 Sensors1 Dell Laptops-Standard 1

Categories1 Necessary to meet 2012 performance2 Necessary for Productivity gains3 Necessary for cost reduction4 Replacement of existing equipment

2012 Preliminary Operating Lease Schedule(Pending FinCom&TAB approval)

WIP

Headcount Summary: 2011B vs. 2012 Preliminary 1st Pass April view (FT & PT FTE only)

2011B 2012 April B Delta incr.

Technical Activities Dept 77.9 84.2 6.3

Society Executive Offices

190.5 192.0 1.5

Society Administrative Offices

9.0 9.6 0.6

Total 277.4 285.8 8.4

2.1

TAB Headcount Control Totals - April view

Note 2 – includes HT & LP paid via new initiative

12 vs 11

(red)/

Headcount Detail FT PT FTE FT PT FTE incr

Conf Business & Support 19.0 0.9 19.9 24.0 0.8 24.8 4.9

Conf Business Services 11.0 0.0 11.0 11.0 0.0 11.0 0.0

Finance 7.0 0.0 7.0 7.0 0.0 7.0 0.0

S/C Member Svcs 5.0 0.0 5.0 5.0 0.0 5.0 0.0

Operations 1.0 0.9 1.9 2.0 0.8 2.8 0.9

Periodicals 4.0 0.6 4.6 4.0 0.6 4.6 0.0

Conference Content Management 8.0 0.0 8.0 8.0 0.0 8.0 0.0

Publication Products 0.0 0.0 0.0 0.0 0.0 0.0 0.0

TAB Comm & Gov 12.0 0.7 12.7 13.0 1.2 14.2 1.5

Future Dir & Bus Dev (note 2) 5.0 0.8 5.8 4.0 0.8 4.8 (1.0)

General Administration 2.0 0.0 2.0 2.0 0.0 2.0 0.0

Total Technical Activities Adm 74.0 3.9 77.9 80.0 4.2 84.2 6.3

April

2012 Budget

Final

2011 Budget

Technical Activities Dept. Bridge –April view2011B= 77.9 FTE 2012B= 84.2 FTE Variance= 6.3 FTE

• Communications & Governance 1.5Project Specialist +1Project Specialist Part Time +0.6

Adjustment to PT hours (0.1)

• Conf Business & Support 4.9VAT Tax Analyst +1 (Temp to Hire)

Conference Relationship Team Manager +1Conference Relationship Manager (Asia) +1Conference Relationship Manager (Europe) +1Conference Relationship Manager (OU) +1

Adjustment to PT hours (0.1)

• Other (hours adjustments, transfers, opns/FD) (0.1)

TA Headcount Detail:Governance, Communications and Volunteer

Relations2011B FTE= 12.72012B FTE= 14.2

2012 budget proposed headcount increase +1.5

0.6 Project Specialist level 2 This position will be responsible for governance issues related to Societies,

Technical Councils, Multi-Society Technical Groups and Technical Committees. In particular: timelines, conformance with IEEE governing documents, preliminary issues management, record keeping, special projects (as needed) and reporting to TAB and other OUs.

1.0 Project Specialist level 1This position will be responsible for project and planning development for various web-based resources for S/C and TA volunteers. Oversee development of pages and write/edit content; work with other staff on development of timely content and quality control; volunteer training vehicles; and special projects (as needed).

(0.1) Part Time Hour Adjustment

TA Headcount Detail:Conference Business & Support

2011B FTE= 19.92012B FTE= 24.8


1.0 Conference Relationship Team Manager1.0 Conference Relationship Manager (Asia)1.0 Conference Relationship Manager (Europe)1.0 Conference Relationship Manager (OU)

1.0 Conference VAT Analyst (temp to hire)

(0.1)PT hours adjustments

Society Executive Office Headcount Control Totals- April View

12 vs 11

(red)/


Computer Society 96.0 0.0 96.0 96.0 0.0 96.0 0.0

Signal Processing 15.0 0.0 15.0 15.0 0.6 15.6 0.6

Electron Devices 7.0 1.5 8.5 7.0 1.5 8.5 0.0

Engineering in Med & Biol 3.0 0.6 3.6 3.0 0.9 3.9 0.3

Communications Society 27.0 1.8 28.8 27.0 2.2 29.2 0.4

Comp. Mfg & Pack 1.0 0.0 1.0 1.0 0.0 1.0 0.0

Power & Energy (note 1) 15.0 0.0 15.0 15.0 0.0 15.0 0.0

Photonics 18.0 0.6 18.6 18.0 0.8 18.8 0.2

Microwave Theory 0.0 0.0 0.0 0.0 0.0 0.0 0.0

Solid State Circuits 2.0 0.0 2.0 2.0 0.0 2.0 0.0

Circuits and Systems 2.0 0.0 2.0 2.0 0.0 2.0 0.0

SubTotal Society Executive Offi ces 186.0 4.5 190.5 186.0 6.0 192.0 1.5

April

2012 Budget

Final

2011 Budget

Note 1 – PES 0.5 Paid for by new initiative

Society Admin Offices - Headcount Control Totals- April View

12 vs 11

(red)/


Broadcast Technology 2.0 0.0 2.0 3.0 0.0 3.0 1.0

Sensors Admins 0.0 0.0 0.0 0.0 0.6 0.6 0.6

Industry Applications 1.0 0.0 1.0 1.0 0.0 1.0 0.0

Power Electronics 2.0 0.0 2.0 2.0 0.0 2.0 0.0

Robatics and Automation 2.0 0.0 2.0 2.0 0.0 2.0 0.0

Microwave Theory 1.0 0.0 1.0 0.0 0.0 0.0 (1.0)

Computational Intelligence 1.0 0.0 1.0 1.0 0.0 1.0 0.0

Sub- Total S/C Admins 9.0 0.0 9.0 9.0 0.6 9.6 0.6

DRAFT

2012 Budget

Final

2011 Budget

Society Executive Office & Admin Headcount Bridge APRIL view2011B= 199.5 FTE 2012B= 201.6 FTE Variance= 2.1 FTE

– Signal processing 0.6 Society Administrator +0.6

– Broadcast Technology 1.0 Society Administrator +1.0

– Sensors Council 0.6 Society Administrator +0.6

– Microwave Theory Society Administrator (1.0) Society Administrator -1.0

– PT hours adjustments 0.9

Society Executive Office Headcount Detail:IEEE Signal Processing Society

2011B FTE= 15.02012B FTE= 15.6 (will be removed in May pass)


– Administrative Assistant

– Executive director needs some assistance with clerical and administrative tasks which she now performs herself, so that she can spend her time working on strategic initiatives and management responsibilities.

Society Administrative Office Headcount Detail:IEEE Broadcast Technology Society

2011B FTE= 2.02012B FTE= 3.0


– Society Administrator– Member/Chapter coordination activities– Website management– Awards support– Publicity and Promotion

Council Administrative Office Headcount Detail:IEEE Sensors Council

2011B FTE= 0.02012B FTE= 0.6


– Society Administrator– Adcom/Excom committee support– Awards support

Summary : Total TA/Society Proposed Budget Headcount additions for 2012 - (MAY View)

+ 6.8 FTE –Requested Additions/Subtractions thru May 16

1.6 Project Specialist Communication and Governance (1FT & 1PT)

1.0 Conference Relationship Team Manager.1.0 Conference Relationship Manager (Asia).1.0 Conference Relationship Manager (Europe).1.0 Conference Relationship Manager (OU).

1.0 Conference VAT Analyst (temp to hire).

1.0 Broadcast Technology Society Administrator.

0.6 Sensors Council Administrator.

(1.0) Photonics Society.

(1.0) Microwave Theory Society Administrator.

0.6 PT hours adjustments Societies and TA combined.

Reduction from April = 1.0 (existing FTE -Photonics), 0.6 (added in 1st Pass -Signal Proc)

Some Open Issues / Comments – TAB and Societies

• Achieving 2012 Budget of no less than ~$1.4M net negative (including reserve spending)• Finalize 2012 ICX project cost• Conf proceedings distribution: more to MGA• Reimbursement from MGA for Conf services/CBS departments

• IEEE Budget – impact to Societies as IEEE FinCom looks to balance overall IEEE.• Other department requests (over and above target budget)• XML funding for CP 2012 and beyond

• Non Member Revenue• Impact from missing Society Budgets• Staffing• Other…

Total TAD & Society Full Time Equivalent (FTE)

0

50

100

150

200

250

300

2003B 2005B 2007B 2009B 2011B

S/C Admins

Tech Act

Societies

Change2010B – 2011B

+0.6

+6.3

+1.5

Overall +8.4

2012 = April view (May view will be lower once finalized)

TAB FTE History Full Time Equivalent (FTE)

Change2011B

–2012B

0.0

0.9

(1.0)

1.5

0.0

0.0

0.0

0.0

0.0

4.9

2012 = April view

Backup

ICX Expense in the 2012 TA Budget (excl $ in tools)

Salaries $1,308KChallenge ($58K)Benefits $412KMaintenance $133KDeprecation $451KTraining $52KServers $96KSalary Capitalization ($571K)

Total $1,823K

Headcount Summary: 2011B vs. 2012 May view (FT & PT FTE only)Check

2011B 2012 April Proposed

2012 May Proposed

Delta 11B-12B May

Technical Activities Dept

77.9 84.2 84.2 6.3

Society Executive Offices

190.5 192.0 190.4 (0.1)

Society Administrative Offices

9.0 9.6 9.6 0.6

Total 277.4 285.8 284.2 6.8