ieee bombay section
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IEEE Bombay Section. Operations Processes & Requirements Draft – W.I.P. 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+ G overnance M ember Development - PowerPoint PPT PresentationTRANSCRIPT
BOMBAY SECTION
IEEE Bombay Section
Operations Processes & Requirements Draft – W.I.P.
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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
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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
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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)
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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
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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
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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 JanuaryApprovals Required:• Constitution of Nominations committee
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Election of Section OfficersExecom to fill following positions by 28th February• 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
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
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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:
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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
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Infrastructure/Asset Management
Process • Office rental payment• Office Secretary/Assistant salary payment• Section utilities payment• Office Equipment use and maintenance– Laptop– Printer– Projector
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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
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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
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Member Engagement
Process• Virtual meeting facilities– Video– Voice
• Feedback mechanism• E-voting• Survey portal
Approvals Required • From webmaster for use of facilities
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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
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Event Organization
• Professional Member Events• Student Member Events• Common Events
Approvals Required• As per event norms• Officiating• Expenditure
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Professional Member Events
• Meetings• Industry Connect• Member Engagement
• Conferences• Networking events• SKEP• Faculty Upgrade Programs• Professional Certification Programs
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Student Member Events
• Meetings• Conferences• Contests• Festivals• Networking events
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Common Events
• Job Fairs• Mentoring Program• Talks and Colloquia• Networking events
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Officiating at Events
• The section will send nominated members• Communicate the IEEE message and market
the benefits of membership
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Rewards and Recognition
Process• Publish Norms and timelines• Invite nominations• Establish selection committee
Approval Requirements• As per norms
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Website Management
Process• Section Officers and access rights
– Enable relevant modules• Mapping of common IDs
– Map to approved officers• Event publicityApprovals Required• Chair to approve access rights, ID mapping• Chair of event organizing/sponsoring OU to recommend
event publicity and approved by section chair
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Social Media, Blogs, Newsletter
Process• Publishing plan and approvals• Continuity planPeople• Editorial team• Content teamApprovals Required• As above
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External Interactions
• Contact ID – [email protected]– Map to Office Bearers
• Request for Sponsorship– College event – map to SAC and Treasurer
[email protected]– Other event - map to TPAC and Treasurer o
[email protected]• Request for Speakers
– Map to TPAC and Secretary [email protected]• Turnaround time (TAT) for all of above – 3 days
– Auto-reminder – In case of 2 & 3 above, escalation to Chair and Vice-Chair
