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Operations II

Divisions and Institutes

The “How To’s”

Bill Bees Alfonso (Al) Ortega beesw@asme.org aortega@villanova.edu

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The presenters would like to acknowledge the contributions of

• Rick Marboe• Muhammad Rahman• Dan Segalman• Phil Carpentier• Ed Sieders• Jack Whitehead• Mindy Grinnan• Burt Dicht• Marian Heller• Mike Molnar

Review of Previous Sessions• Operations I “Purpose and Principles”

– Our purpose within ASME

– Who are our customers?

– Where do we fit in the Society?

– Primary duties of the Executive Committee

• Other ASME 101 sessions

– Ethics of Volunteerism, Diversity, Communications, ASME Resources, 360 Survey and Reflective Practice for Leaders

– Products & Services Processes, Increasing Volunteer Recruitment and Participation, Becoming a Leader

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Session Objectives

• Understand where Divisions/Institutes fit into the larger ASME organization

• Identify the characteristics of a successful technical division

• Provide guidance on being successful

• Identify resources to assist you

• Discuss application to “real world” situations

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Session Outline

During this session, we will discuss:

• Your place in the “ASME Universe”

• Metrics for success

• Planning and resources

• Exercises - practical applications

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Where in the

“ASME Universe”

does my division fit?

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ASME Organization – FY 10

• Global Communities• Technical Communities• Affinity Communities• Programs & Activities• Financial Operations

Robert SimmonsPresident

Board of Governors

Victoria RockwellPresident-Elect

Sector Management Committee

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Operations and Technical Unit Support

Events ManagementPhyllis Klasky

PublishingPhilip DiVietro

• Global Communities• Technical Communities• Affinity Communities• Programs & Activities• Financial Operations

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Burt DichtManaging Director

Knowledge & Community

Deidra HackleyDirector

Unit Support

Noha El-GhobashyDirector

Tech Prog. & Dev.

Elio Manes, DirectorLeadership & Communities

Lee HawkinsSenior Program

Manager – Communities

Richard UlvilaProgram Manager –

Communities

Vince DilworthSenior Program

Manager – Communities

Open Position Senior Program

Manager – Communities

Marian HellerSenior Program

Manager – Leadership & Recruitment

Jessica AlbertCoordinator – District

Operations

Cristina Perakis Coordinator – Web

Tools

Abe HassanAdministrator

Nicole AlstonAdministrator

Lashion Pettiford Administrator

Jacinata McComie- Cates

Administrator

Raj Manchanda Director – Emerging

Technologies

Brandes Smith Manager

Iana Aranda Program ManagerTech Prog. & Dev.

Michael TinklemanDirector – Research

Norma JohnstonManager – Research

Jovita FrederickAdministrator

Knowledge and Community (K&C) ASME Staff Organization

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Knowledge and Community (K&C) Volunteer Organization

Thomas Libertiny, Sr. VPBurt Dicht, Managing Director

Mindy GrinnanVice President

Mike Molnar, Chair - Board on Division

Support

Technical Groups

Russ Skocypec, Chair – Board on Technical

Knowledge Dissemination

Dick Jacobsen, Chair - Board on Research &

Technology Development

Bahram Ravani, Chair Committee on Pubs

and Communications

Urmila Ghia, Chair Congress Steering

Committee

Hamid Hamidzadeh, Chair, Committee on Conference Planning

Hornsen Tzou, Chair Interdisciplinary

Councils

Chinh Bui, Chair – Committee on

Strategic Planning

OpenCommittee on Inter-

Unit Service

Alfonso Ortega, Chair Committee on Division

Ops & Training

Jian Cao, Chair Committee on Admin

and Finance

Krish Gupta, Chair Committee on Honors

Alan Moghissi, Leader Environment &

Transportation Group

Mike Molnar, Leader Manufacturing Group

Pete Prassinos, Leader Engr & Tech Management Group

Artin Dermenjian, Leader - Pressure Technology Group

S. Somasundaram Leader - Energy

Conversion Group

Joe Beaman, Leader Systems & Design

Group

Russ Skocypec, Leader Basic

Engineering Group

Center for Research & Technology

Development

Joe Beaman, Chair Technology Policy

Committee

Joe Beaman, Chair Emerging Technology

Committee

Technology & Policy Task Forces

Henry Scarton, Chair Calvin Rice Committee

Krishna GuptaNominating Committee

Steven Unikewicz, Chair

Energy Committee

Krishna GuptaSecretary

Vikas Prakash, Chair

Nanotechnology Council

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Technical Communities Volunteer Organization

Each Division is Supported by a Technical Group Operating Board

Basic Engineering• Applied Mechanics• Bioengineering• Fluids Engineering• Heat Transfer• Materials• Tribology

Manufacturing• Manufacturing Engineering• Materials Handling Engineering• Plant Engineering & Maintenance• Process Industries

Systems & Design• Computers & Information Engineering• Design Engineering• Dynamic Systems & Control• Electronic & Photonic Packaging• Fluid Power Systems & Technology• Information Storage & Processing Systems (ISPS)• Microelectromechanical Systems (MEMS)

Pressure Technology• Pressure Vessels & Piping• Nondestructive Evaluation

Energy Conversion• Advanced Energy Systems• Internal Combustion Engine• Nuclear Engineering• Solar Energy• Power

Engineering & Technology Management• Safety Engineering & Risk Analysis (SERAD)• Technology & Society• Management

Environment & Transportation• Environmental Engineering• Noise Control & Acoustics• Solid Waste Processing• Rail Transportation• Aerospace

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Metrics for Success

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An Effective, Healthy Division / Institute Has…

• Engaged and motivated members

• Financial sustainability

• Duties assigned to each officer & committee

• Accountability

• Leadership training

• Succession planning

• Opportunities for new volunteers

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An Effective, Healthy Division / Institute Has…

• Effective supervision and support of productive technical committees

• Support of administrative committees; communications, governance, honors and awards, advisory boards

• Recognition of volunteer contributions to the Division’s mission

• “Family” concept and fellowship• An awareness of new technical trends

and is responsive to new opportunities

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Maintain Fundamental Operations

• Support the technical & administrative committees

• Communicate with your technical group• Maintain a system of apprenticeship and

succession• Build a large pool of experienced and

capable volunteers• Emphasize training• Maintain a business plan

ASME Policy 12.1: Business Practices of Conferences and Events:

ASME POLICY 12.1-REVISION July 2010http://committees.asme.org/K&C/CPC/home.cfm

Background

• Rewrite largely necessitated by dictates in new IRS Federal Tax Form 990 for not-for-profit organizations

• Requires increased focus on good governance, accountability and oversight practices

• No major revision to the Policy in more than 10 years

• K&C-led team, including a majority of experienced volunteer conference organizers, helped write the revised policy

Intended Outcomes

• Fair, uniform open conference planning

• Forum for sharing best practices across all ASME Sectors

• A how-to procedure

• Sound business practices for sustainable conferences

• Conforming to IRS nonprofit requirements

• Flexibility planning in an open Society

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ASME Policy 12.1 - RevisionWhat are the Major Changes?

1. Open bidding process for event services

2. Use of Letter of Intent

3. Audit requirements

P12.1 Key Provisions:

1. Classification of Events

2. Business Plans and Budgets

3. Events Management

4. Legal Procedures

5. Approval Criteria

6. Audit and Financial Reporting

7. Publications

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Metrics to Measure Your Division / Institute’s Condition and Progress

• Increase in membership growth/retention• Conference metrics: attendance, paper count, or

financial surplus• Increase in participation in Technical Committees• Development of new activities and programs targeted at

students and early-career engineers• Creation of conference in new areas

MOST IMPORTANT: HOW EFFECTIVE IS THE DIVISION IN MEETING THE NEEDS OF ITS MEMBERS?

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Processes to Assess and Monitor Division Performance

• Planning tools to compare objectives and performance – Strategic plans, business plans, Strengths-

Weaknesses-Opportunities-Threats (SWOT) analyses

• Division Annual Reports & Plans– Prepared by Division leaders (valuable exercise)

• Data gathering, self-assessment, planning, and training

– Reviewed by your Technical Group• Feedback provided from other Divisions• Real-time discussion of best-practices and issues

– Provides information to communicate within ASME

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Division Annual Reports and Plans

• Committee on Division Operations and Training (CDOT) is currently re-vamping the Division Annual Reporting process

• Seeking Division input on what metrics are important to– Assess the success of the Division in meeting its members

needs and expectations– Assess what the Division needs in order to meet that

success• Developing new reporting process that is on-line and

that has auto-filling in of tedious Division data• Developing new process for assessing Division

Health, i.e. “Division Report Card”

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How can you improve your Division’s effectiveness?

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Planning and Resources

Planning Improves Your Understanding of Your “Customers”

• Seek to understand expectations• Improve your division’s operations:

– Vision and Mission Statements– SWOT analysis– Strategic and Business Plans– Conduct Division planning retreats– “Advisory” board of past chairs– Self-assessment via preparation and review

of your Division Annual Report and Plan

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Planning Provides Accountability and Quantifies Progress

Effective Division tactical plans should:

• Include a “work breakdown” structure:– Identifiable tasks assigned to specific people

with well-understood expectations

– A process for reviewing and tracking progress

• Include metrics for measuring success

• Include a time-line for evaluating progress

Failing to Plan is Planning to Fail!

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Volunteers are Essential to Your Division’s Success

• Future leaders of your Division and the Society are a result of the volunteer opportunities that you provide

• Implement a strategy of identifying, engaging, training, and growing a steady stream of volunteers

• Maintain an active recognition program

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Recruiting, Developing, and Retaining Volunteers

Strategies to solicit new volunteers into your Division’s activities

• Identify and recruit new volunteers

• Provide growth opportunities with increasing responsibility and impact

• Recognize their contributions!

New members are the “seeds” from which our future leaders grow!

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Recruiting, Developing, and Retaining Volunteers (cont)

Strategies to keep experienced leaders involved in your Division and ASME

• Opportunities for Division advisory roles

• Recommend for higher ASME roles

• Recognize their contributions!

We need to keep experienced volunteers engaged within ASME!

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Potential Organizational Resources for Your Division

Organizations beyond your Division may be resources for innovative partnerships

Consider new opportunities for growth:• Collaborations with other ASME

Divisions and Sections: multi-disciplinary topics

• Collaborations with other Societies• Interactions with universities &

companies• Support and resources within ASME

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Understanding Your Financial Resources

Financial resources enable you to take risks and accomplish goals:

• Conference, workshop, tutorial proceeds• Journal revenue sharing• Corporate donations and sponsorships• Growth/loss of Custodial Accounts• ASME initiative-based resources

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Resources Available within the Volunteer Leadership Structure

• Your Technical Group Operating Board (TGOB)– Technical Group Leader (TGL)– Members-at-Large (MAL)

• Technical Communities Operating Board (TCOB)• Committees

--Publications--Conferences--Division Operations & Training (CDOT)--Honors & Awards--Strategic Planning--Administration & Finance

• Your Vice-President (Mindy Grinnan)

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ASME K&C Staff are Resources Available to Help You

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Burt DichtManaging Director

Knowledge & Community

Deidra HackleyDirector

Unit Support

Noha El-GhobashyDirector

Tech Prog. & Dev.

Elio Manes, DirectorLeadership & Communities

Lee HawkinsSenior Program

Manager – Communities

Richard UlvilaProgram Manager –

Communities

Vince DilworthSenior Program

Manager – Communities

Open Position Senior Program

Manager – Communities

Marian HellerSenior Program

Manager – Leadership & Recruitment

Jessica AlbertCoordinator – District

Operations

Cristina Perakis Coordinator – Web

Tools

Abe HassanAdministrator

Nicole AlstonAdministrator

Lashion Pettiford Administrator

Jacinata McComie- Cates

Administrator

Raj Manchanda Director – Emerging

Technologies

Brandes Smith Manager

Iana Aranda Program ManagerTech Prog. & Dev.

Michael TinklemanDirector – Research

Norma JohnstonManager – Research

Jovita FrederickAdministrator

Your ASME Staff are Resources

Phyllis Klasky; Manager, Events Department

Philip DiVietro; Manager, Publications Department

Burt Dicht; Managing Director, Knowledge & Community– Elio Manes; Director, Leadership & Communities– Noha El-Ghobashy; Director, Technical

Programming & Development– Deidra Hackley; Manager, Unit Support

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Your Division has a Dedicated ASME Staff Person to Help YouElio A. Manes, Director, K&C, Leadership & Communities (New York)

Lee Hawkins(Garland, TX)

Vince Dilworth(San Ramon, CA)

Rich Ulvila(New York, NY)

Marian Heller(New York, NY)

GroupsDivisions

Basic Engineering• Applied Mechanics• Bioengineering• Fluids Engineering• Heat Transfer• Materials• Tribology

Manufacturing• Manufacturing Engineering• Materials Handling Engineering• Plant Engineering & Maintenance• Process Industries

Energy Conversion• Advanced Energy Systems• Internal Combustion Engine• Nuclear Engineering• Power• Solar Energy

Pressure Technology• Pressure Vessels & Piping• NDE Engineering

Systems & Design• Computers & Info in Eng• Design Engineering• Dynamic Systems & Control• Elect & Photonic Packaging• Fluid Power Systems• Info Storage & Processing Systems (ISPS)• Microelectromech (MEMS)

Environment & Transportation• Aerospace• Environmental Engineering• Noise Control & Acoustics• Rail Transportation• Materials & Energy Recovery

Engineering & Technology Management• Management• Safety Engineering & Risk Analysis (SERAD)• Technology & Society

Districts E – SouthwestF – SoutheastI – Latin America

D – PacificG – Asia

A – NortheastB – North Central

C– MidwestH – EuropeJ – Middle East

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ASME Staff are Resources to Help Your Division

Vince Dilworth, P.E.Senior Program ManagerLeadership & Communities30 Rainbow Bridge Ct.San Ramon, CA 94582-4534 U.S.A.Tel: 1.925.244.1360Fax: 1.925.244.1359Email: dilworthv@asme.org

Richard UlvilaProgram ManagerLeadership & CommunitiesASMEThree Park AvenueNew York, NY 10016-5990Tel: 1.212.591.7863Fax: 1.212.591.7671Email: ulvilar@asme.org

Lee A. HawkinsSenior Program ManagerGlobal, Technical, & Affinity Communities1710 Audrey DriveGarland, TX 75040 U.S.A.Tel: 1.972.414.3260Fax: 1.972.414-3268Email: HawkinsL@asme.org

Marian HellerSenior Program Manager, LeadershipDevelopment and RecruitmentASMEThree Park AvenueNew York, NY 10016-5990Tel: (212) 591-7079Fax: (212) 591-7856Email: hellerm@asme.org

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Importance of Effective Communications with Members

“Downward and Outward” communications to your Division membership

• Division Newsletters– Important value for many members who

don’t participate directly in the Divisions– Templates are available

• Division web pages– Request assistance via the Volunteer

E-Request Tool (VERT)

• Emails to Division lists– Specific events or communications– Contact your ASME Staff person

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Importance of Effective Communications within ASME

“Upward” communications within the ASME to volunteer leadership and staff

• We are accountable for using our ASME resources (financial) effectively

• Communicating your Division’s successes and innovative activities allows your volunteer leadership to better represent you

• Many other volunteers and staff may not be aware and appreciate your activities!

Help your leaders to better represent you!

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Exercises –

Practical Applications

Group Exercises

Given:• A description of an issue or a challenge that

you or your Division is facing (handout)

Your Task:• At your table, brainstorm several potential

plans to improve the situation• Consider the pros/cons of your options• Select a plan to implement• Prepare to discuss your plan with the group

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Summary of Operations Sessions

• the goals and mission of your Division

• your “customers” and members needs

• where you fit into ASME

• where to seek assistance when needed

• your primary duties as an Executive Committee Member

• metrics for success

• planning concepts and resources

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That’s All Great, But What Now?

• What are the major opportunities for you to improve your Division?

• What goals will you set for yourself and the Division to realize these opportunities?

• How will you know if you’ve succeeded?

• After your tenure as a Division leader is completed, what will be your legacy?

Make a difference and make it count!

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Thank You!

Questions?