Operations Processes amp Requirements Draft WIP 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 ID: 227225
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Slide1
IEEE Bombay Section
Operations Processes & Requirements Draft – W.I.P.Slide2
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+
GovernanceMember DevelopmentRelevance to SocietyThought Leadership10 primary activities are outlined in slide 4These activities would be led by section officers according to their responsibilities
2Slide3
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 3Slide4
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)
4Slide5
Primary Enabler - Operations
Website/Portal
Common platform to facilitate
External and internal interactions of the sectionA single point of tracking section activities/ operationsAccurate DocumentationCommunicating 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
5Slide6
Communications Enabler
Website/Portal
Social Media, Blogs and Print Media
Thought leadership and PublicityNewsletterThought leadership, section activity information and publicity EventsRelevance to Society, publicity, member/ membership development 6Slide7
Formation of Executive Committee
Process:
Form Nominations Committee by 30
th JunePublish Slate of Proposed Section Officers by 30th NovemberElect Execom members including Office-bearers by 30th JanuaryApprovals Required:Constitution of Nominations committee
7Slide8
Election of Section Officers
Execom
to fill following positions by 28
th FebruaryIndustry 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
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
8Slide9
Assumption/Transition of Office
Process
Handover of responsibilities by predecessor
DocumentsAssetsPlansExpenditure statusTakeover of responsibilities by successorDocumentsAssetsPlansExpenditure statusApprovals Required:
9Slide10
Budgeting & Expense Management
Process
All Chairs to provide budget up to 31
st March of the following year by 15th March of the current yearConsolidate all budgets along with section budget by 31st March of the current yearPublish norms for expenses (travel, boarding and lodging)Approvals RequiredActivity/Affinity Group/Chapter budget by respective ChairTotal budget by Execom
10Slide11
Infrastructure/Asset Management
Process
Office rental payment
Office Secretary/Assistant salary paymentSection utilities paymentOffice Equipment use and maintenanceLaptopPrinterProjector11Slide12
Infrastructure/Asset Management
Process
Social Media
Publicity material managementStandeesBannersPads, KitsMementos – Pen drives, pens, bags etc.Approvals Required Payment release after section Treasurer and Chair approvesPublicity material use with approval of MDC
12Slide13
Publicity & Membership Development
Engage IEEE PR Consultants Ruder Finn
Plan more benefits for members
Promote Group Insurance SchemeTie-up with stores for discounted merchandiseLimited-free and unlimited-discounted entry to section conferencesOther incentivesWide Communications 13Slide14
Member Engagement
Process
Virtual meeting facilities
VideoVoiceFeedback mechanismE-votingSurvey portalApprovals Required From webmaster for use of facilities14Slide15
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 academia15Slide16
Event Organization
Professional Member Events
Student Member Events
Common EventsApprovals RequiredAs per event normsOfficiatingExpenditure16Slide17
Professional Member Events
Meetings
Industry Connect
Member EngagementConferencesNetworking eventsSKEPFaculty Upgrade Programs
Professional Certification Programs
17Slide18
Student Member Events
Meetings
Conferences
ContestsFestivalsNetworking events18Slide19
Common Events
Job Fairs
Mentoring Program
Talks and ColloquiaNetworking events19Slide20
Officiating at Events
The section will send n
ominated members
Communicate the IEEE message and market the benefits of membership20Slide21
Rewards and Recognition
Process
Publish Norms and timelines
Invite nominationsEstablish selection committeeApproval RequirementsAs per norms21Slide22
Website Management
Process
Section Officers and access rights
Enable relevant modulesMapping of common IDsMap to approved officersEvent publicityApprovals RequiredChair to approve access rights, ID mappingChair of event organizing/sponsoring OU to recommend event publicity and approved by section chair22Slide23
Social Media, Blogs, Newsletter
Process
Publishing plan and approvals
Continuity planPeopleEditorial teamContent teamApprovals RequiredAs above23Slide24
External Interactions
Contact ID –
contact@ieeebombay.org
Map to Office BearersRequest for SponsorshipCollege event – map to SAC and Treasurer cesponsorship.request@ieeebombay.orgOther event - map to TPAC and Treasurer oesponsorship.request@ieeebombay.orgRequest for SpeakersMap 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
24Slide25
Suggestions Requested
aiyappan@ieee.org
25