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Section ManagementKolkata, India4 Mar 2012
Fanny SuDirector, Asia Pacific Operations IEEE Singapore Regional Headquarters
Section Management
Topics:1. Geographic Units & their Relationships.
2. Governing documents
3. Operational Effectiveness:Measured by timely annual reporting
- Officer, Meeting activity L31, Financial reporting L50
- Section Rebates
4. Succession Planning – Key Section Officers
5. Volunteer Tools & Resources - Center for Leadership Excellence- SAMIEEE
R9 – 18,235
(4.38%)
R8 – 76,322
(18.35%)
R10 – 97,393
(23.41%)
R1 to 6 – 207,096
(49.79%)
R7 – 16,943
(4.07%)
IEEE Membership By Region31 December 2011
TOTAL MEMBERSHIP – 415,989
R1 – 35,424 (8.52%)
R2 – 31,773 (7.64%)
R3 – 30,680 (7.38%)
R4 –23,221 (5.58%)
R5 –29,335 (7.05%)
R6 – 56,663 (13.62%)
Reflecting the global nature of IEEE, R10 and R8 are now the
two largest IEEE Regions
Regions (10)
Sections (333+)
Student Branches(1,991+)
Member & Geographic Activities Board
Areas
Subsections (50)
Councils (18+)
Chapters (2,050+)
Affinity Groups (349+)
Student Branch Chapters (585+)
Total Geographic Organizational Units31 Dec 2011
Student BranchAffinity Groups (154+)
Region 10
Sections (57)
Student Branches (749+)
Areas
Subsections (17)
Councils (6)
Chapters (490+)
Affinity Groups (49+)
Student Branch Chapters (98+)
Region 10 Geographic Units
31 December 2011
Student Branch Affinity Groups (53+)
1. Geographic & Technical Unit Relationship
Technical Activities Board
Parents - WIE, Consultants, GOLD
IEEE Societies
Member & GeographicActivities Board (MGAB)
Regions
Areas
Sections
Chapters Affinity Groups
Sub-Sections
Student Branches
Council
SB Chapters SB Affinity Groups
2. IEEE Governing Documentshttp://www.ieee.org/about/corporate/governance/index.html
MGA Operations Manualhttp://www.ieee.org/societies_communities/geo_activities/operations_manual/index.html
Section 9 Geographic Organizational Unitshttp://www.ieee.org/documents/section09_19nov2011.pdf
The basis of governance by which Geographic Units should be managed is through the Member and Geographic Activities (MGA) Operations Manual. If required by local law, Sections and Geographic Councils may also create their own addendum/bylaws, using the MGA Operations Manual as a guideline.
Addendum or document in conflict with MGA Operations manual - submit a request for exception to the Region Director who will present the item to the MGA Board for action.
Addendum or document NOT in conflict with MGA Operations manual - submit a request for approval to the Region Director.
Any questions?Email: [email protected]
Changes to the Geographic Unit Formation Petition Process – Effective 1 Jan 2012
Affects petitions for Sections, Subsections, Chapters, or Affinity Groups.
•The petition organizer is responsible for communicating their intent to begin the petition process with the geographic parent’s executive committee, prior to gathering signatures on a petition. Prior to submission of the completed petition to MGA staff, the organizer must obtain the signed endorsement on the new geographic unit petition form from a member of the geographic parent’s executive committee. This step ensures awareness of the organizer’s intent and their willingness to coordinate efforts with the geographic parent.
•The organizer shall complete a business plan summary sheet to indicate the planned meetings and activities for the initial six months of the proposed geographic unit. The business plan summary sheet is included on the revised petition form. The business plan form shall include the signature of a member of the geographic parent executive committee, which will indicate the geographic parent’s endorsement of the business plan.
•Petition signers must have been IEEE members for a minimum of six months.
3. Operational Effectiveness
Timely reporting of :1. Current Officers
Submit Officer Confirmation Report electronicallyhttp://officers.vtools.ieee.org/
2. Meeting ActivitySubmit form (L31) electronically http://www.ieee.org/societies_communities/geo_activities/required_reporting/meeting_form.html
3. Financial Activity : Treasurers log into Netsuite online(L50) must be received & approved to qualify for Rebate
http://www.ieee.org/societies_communities/geo_activities/required_reporting/L50.htmlDeadline - 17 February 2012 for 10% Bonus
- If reporting is on-time & complete by deadline then Section gets 10% bonus
- 31 March 2012 is final deadline to submit reporting in order to receive rebate for 2011 activities
Financial Reporting - L50http://www.ieee.org/societies_communities/geo_activities/required_reporting/L50.html
Treasurer to access L50 form with webaccount.
L50 submission is up-loaded online. No longer via mail or email. Step by Step instructions given.
Both outgoing & incoming Section Chairs/ Treasurers sign off on annual L-50 financial report
All Section Chairs and Treasurers are required to complete an IEEE Disclosure Statement and Principles of Business Conduct forms/Conflict of Interest (POBC-COI)
In order for a unit to be eligible for the 10% bonus of the total rebate, all required information must be submitted by 17 February 2012.
If the information submitted is not complete or contains errors, and if corrections are not submitted within 60 days of a written request, the 10% bonus will be forfeited.
The written request provided by IEEE will clearly state what action is expected, the date by which it must be submitted and the consequence if not submitted
- Continue
Original bank statements (not IEEE Concentration Banking and Investment Accounts) must be provided
Some banking institutions do not provide hard copy of the banking statements.
If your unit is not able to provide the original bank statement with your financial report, please contact us via the email address below.
Copies of pages with signatures, and additional back up may be faxed to +1 732 463 3653 or scanned and emailed to [email protected]
Summary of good Financial management practices
Bi-annually:– Review checque register with Section Excom
Monthly:– Review accounts – Section Chair and Treasurer
Annually:– Review & update bank signature cards– Conduct local Section audit
Assist in IEEE Audit if requested
Exemption to Signatories, use L50 Financial Report Form
Consider Concentration Banking program/ custody account
– Easiest way to be compliant with most of the IEEE processes & policies
2012 SECTION REBATE SCHEDULE FOR 2011 ACTIVITIES
http://www.ieee.org/societies_communities/geo_activities/required_reporting/rebate_schedule.html
Rebate schedule based on 31st December membership numbers
– Includes US$2,000 Section Rebate, plus:
$4 / Fellows & Senior Members $3 / Associate, Member & Students $1.50 / Affiliate $500 / Active Subsection $200 / Active Chapter or Affinity Group
New Sections: pro-rated from formation date to 31 Dec 2011
10% Bonus for reporting on time i.e: 17 February 2012
ACTIVITY BONUS
a) All Sections reporting 10 meetings or more, at least 5 of which be of a technical nature, shall received an additional US$200
b) All Subsections reporting 10 meetings or more, at least 5 of which be of a technical nature, shall received an additional US$100
c) Joint meetings may be counted toward only one unit’s bonus.For example, joint meetings of different Chapters and/or Affinity Groups may not be counted as a meeting for both units.
d) All Chapters or Affinity Groups reporting 6 or more meetings of a technical nature shall receive an additional US$75.
e) Activity bonus funds are excluded from the 10% bonus for timely reporting.
To qualify for Activity Bonus: Meeting Reporting Bonus deadline: 17 February 2012
Section/Subsection Chair1) Manage operations of the Section
Section /Subsection Vice Chair1) Assist Chair in managing operations of the Section
Section/Subsection Secretary1) Submit Section meeting activity – L312) Check subunits (Subsections, Chapters, Affinity groups) submit reports3) Submit Section/Chapter Officer reporting within 20 days of election or changes online
Section/Subsection Treasurer1) Submit the L50 financial report for Section and subunits (Subsections, Chapters, Affinity Groups)
Other Section executive committee members depending on our Section activities:
Membership Development CoordinatorIndustry Liaison CoordinatorChapter CoordinatorEducational Activities CoordinatorStudent Branch Cordinator
4. Succession Planning – Key Section Officers
Officer ReportingOfficer Confirmation reporting online (login with web account)http://officers.vtools.ieee.org/
Officer eligibilityexcept Newsletter Editor and Webmaster - anyone may hold those positions
http://www.ieee.org/societies_communities/geo_activities/volunteer/qualify.html
The qualifications to be an IEEE Geographic Unit officer are:– IEEE Membership must be current (membership dues must be paid)
upon entering office, and must be maintained throughout term of office.
– Membership Grade of "Graduate Student Member" or above. Graduate Student Member, Member, Senior Member, and Fellow grades qualify; Student and Associate Member grades do not.
– Membership in the Geographic Unit in which office is to be held.
– Chapter Officers, in addition to the above requirements, must also have and maintain membership in the Chapter's Society. In the case of JOINT CHAPTERS, membership in any (1) of the Societies is sufficient.
Officer Terms: Jan-Dec,maximum 2 years with exceptions granted by Region 10 Director
- Continue
Submit officer confirmation report online within 20 days of elections or of a change of officer.
Important: Please be sure to have only ONE person submit the Officer Confirmation report form from your geographic unit.
• Section/Subsection OfficersReport all officers
• Chapter/Affinity Group OfficersNeed to report only Chair and Treasurer
• You should receive copy of the submitted Officer confirmation report form
Any questions should be directed to IEEE MGA Department at: [email protected]
Timeline to RememberKey Dates Description
Mid Feb 10% bonus on the rebate if you submit your Financial Report before the 3rd Thursday in February
End of March Deadline to submit Financial Reports (Financial Reporting Form)
End of March Deadline to submit Officer Reporting Form (Officer Reporting
End of March Deadline for filing Meeting Activity Reports (L31) (Meeting Report Form)
End Feb/Early March
Regional Meetings - around end Feb/early March
Flexible – by Dec Elections if it is an election year
Flexible – by Dec Annual General Meeting – each section requires an AGM each year
MGA ContactsGoverning documents: [email protected]
Meeting Reports : [email protected]
Officer Reporting :[email protected]
L50 Financial Report : [email protected]
IEEE Singapore Regional HeadquartersStaff: Fanny Su & Ewell TanEmail: [email protected]: http://ewh.ieee.org/ieee/apo/
Volunteer Tools & Resources - Overview
Centre for Leadership Excellence (CLE)
SAMIEEE for Volunteers
Centre for Leadership Excellence
Library for Volunteers.
Up-dated regularly with new courses.
Full course materials related to volunteer positions.
One place to go for training needs.
Quick start modules to help you in first 30 days in your new position: roles & responsibilities, timeline for key dates, recommended training modules.
http://ieee-elearning.org/CLE/
Training Modules for 14 volunteer positions
Section ChairSection Vice ChairSection SecretarySection TreasurerSection Technical Chapter ChairSection Life Member Affinity Group ChairSection GOLD Affinity Group ChairSection Affinity Group Vice ChairSection Educational Activities ChairStudent Branch ChairSection Student Branch Vice ChairStudent Branch CounselorSection Student Branch MentorMembership Development Chair
Other available training modulesLearning Library
Volunteer Position Training 14 Career 10 (managing career, lifecycle of an engineer, networking skills, publishing skills)Communications 1 (communicating effectively)Finance 2 (financial Management for Section/Chapter, Netsuite)Leadership 7 (leadership development)Management 8 (building Industry alliances, management & people skills, volunteer recruitment & retention)Program 16 Vitality 16 (building Section/Chapter/Society relationships, engaging members)Membership 14 (membership develoipment, grade elevation & recognition, membership benefits)Tools 5 (Webinar, Vtools)
SAMIEEE for Volunteers
SAMIEEE is a Web enabled tool that allows ad hoc querying, reporting, and downloading of IEEE's membership data. Access to this system is limited to registered users with designated or automatic access. All users must have an IEEE Web Account.
Upon accessing you agree to accept the terms of condition and use.
It has come to our attention that there have been instances or situations where member information obtained from SAMIEEE has been made available and used inappropriately.
All volunteers with access to IEEE member data have a responsibility to verify the nature of the request before providing any information.
http://www.ieee.org/about/volunteers/samieee/index.html
Volunteers must be currently reported in the position.
If an access denied message appears when logging in, please verify that your Organizational Unit has submittted current officer reporting.
Section/Council/Subsection ChairsSection/Council/Subsection Vice ChairsSection/Council/Subsection SecretariesSection/Council/Subsection TreasurersSection/Council/Subsection Secretary/TreasurersSection/Council/Subsection MD ChairsSection/Council/Subsection Student Activities ChairsChapter / Joint-Chapter ChairsGOLD Affinity Group Chairs
Automatic Access for Organizational Unit volunteers.
NEW – 5 Training Modules. Learn SAMIEEE at your own pace.
• Module 1: An Overview of SAMIEEE - An overview of the SAMIEEE Program and tool along with a look and explanation of the Homepage.
• Module 2: A walk through of the Analytics Tool - A walk through of the SAMIEEE Tool, screens, and options.
• Module 3: Using Predefined Queries - How to use, modify, and save predefined queries.
• Module 4: Building a Adhoc Query - How to build a query by selecting individual fields to meet your specific criteria.
• Module 5: Building a Filter - How to build a filter to meet your specific needs.
• Quick Training Guide (PDF, 117 KB) - Two page document giving step-by-step instructions on the basic use of SAMIEEE, including how to use and modify a pre-defined query, and how to save your query and download the results.
New members in Past 30 daysMembers in ArrearsInactive MembersCurrent Student Branches by SectionActive Current Members - GOLDCurrent Society Members by Section with Contact InformationCurrent Society Members with Email who have a specific Technical Interest
Pre-Defined Queries
SAMIEEE / MD Dashboard
• One-stop interface containing modules of commonly-queried member data– Data modules display data
corresponding to Volunteer access privileges
– E.g., New members, members in arrears
• Data modules refreshed upon log-in. Queries automatically launched in back-ground
• Each Volunteer will need to configure his / her dashboard
Thank You for your Attention
and Active Participation
