ieee project management
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Project Management
Project management
1. Establish the role of the chair2. Form the working group3. Establish the calendar—target dates,
meetings, etc.4. Delegate necessary functions5. Set goals and deadlines6. Manage your meetings7. Avoid copyright, trademark, and patent
obstructions
Project management
Establish the role of the working group chair Appointed by Sponsor Term and succession planning
Is there life after publication? interpretations revisions reaffirmations
Project managementEstablish the role of the chair cont’d.
Facilitator Offers steering, management, leadership, and guidance
to working group Keeps group focused on goal—a finished standard Appoints other officers of working group Delegates assignments Plans and continually reviews work and meeting
schedules Does not bias discussion
Project management Establish the role of the chair cont’d.
Ensures that all members have equal opportunity to voice their opinions
Functions as communicator both within and outside the working group
Follows up on all details through publication of approved standard
Ensures that group follows rules in IEEE-SA Standards Board Operations Manual
Project management
Form the working group Members and non-members of IEEE-SA may
participate Strive for broad representation of all interested parties Encourage worldwide membership
Project managementForm the working group, cont’d.
Seek out active, expert participants If possible, balance of producers, users,
and general interest members Make active participation requirements
public
Project management
Establish calendar Schedule for maximum attendance
Select location and dates in combination with related standards groups or technical meetings
Notify affected IEEE Section Allow meetings to last at least one day Give sufficient notification (at least 30 days) via formal
meeting notice Large groups should plan dates one year in advance
Project managementEstablish calendar cont’d.
Coordinate with other major groups
Avoid date conflicts Promote widely to encourage broad participation
Set up your own mailing list
Get listed in specific newsletters or publications
Project management
Delegate necessary functions Vice-Chair Secretary Technical Editor(s) Treasurer Meeting Planner Key people interact with staff
Project managementDelegate necessary functions cont’d.
Vice-Chair Substitutes for chair when necessary Runs meeting when chair rescues self Accepts special assignments
Project managementDelegate necessary functions cont’d.
Secretary Records and circulates minutes Maintains record of minutes Circulates drafts for committee review Maintains roster Prepares and ensures distribution of agendas
Project managementDelegate necessary functions cont’d.
Technical Editor(s) Brings together all aspects of the emerging draft Functions as liaison with IEEE Standards Project Editor
Project managementDelegate necessary functions cont’d.
Treasurer Establishes registration fees Collects fees and issues payments Gives regular financial reports to committee Operations should be break even (non-profit)
Project managementDelegate necessary functions cont’d.
Meeting Planner Estimates attendance Negotiates site contracts
IEEE facilities are free Arranges for materials and equipment Ensures distribution of meeting notice
Project management
Set goals and deadlines Projects are authorized for four years via PAR Establish milestones
Draft 1 deadline PARs, submittals must reach the IEEE Standards
Department five weeks before the next IEEE-SA Standards Board meeting
Schedule appropriate time for balloting and ballot resolution
Project management
Manage your meetings Meeting announcement
Gives public notice Essential to ensure due process and openness Make available to all known materially affected parties Provide adequate advance notice
(> 30 days; 1 year preferred)
Project managementManage your meetings cont’d.
Agenda A list of the objectives for the meeting Distribute with all available handouts before the meeting Allocate approximate time for each item on agenda Identify speaker for each item
Project managementManage your meetings cont’d.
Participation IEEE meetings can operate according to Robert’s Rules
of Order A quorum is needed before business can be conducted All IEEE Standards working group meetings are open
Project managementManage your meetings cont’d.
Meeting management techniques Start and end the meeting on time Review and modify agenda first Everyone is entitled to speak once on a topic If time and topic permit, participants may
speak again on the same topic Minutes must be written, approved, and
distributed
Project managementManage your meetings cont’d.
Meeting management techniques Chair must be objective Chair cannot make motions Chair can entertain motions Chair cannot bias discussions Ask for volunteers or assign ad hoc committees
Project managementManage your meetings cont’d.
Meeting management techniques Assign tasks evenly Establish deadlines for tasks Follow up to ensure deadlines are met Summarize action items—add to minutes Group evaluation of its own performance at end of
meeting
Project managementManage your meetings cont’d.
Managing conflict Anticipate areas of concern and plan how to deal
with them Allow all sides to speak Announce and stick to time limit Identify areas of agreement and isolate areas of
disagreement
Project managementManage your meetings cont’d.
Managing conflict Poll the group when all parties have had an
opportunity to express their views Schedule additional sessions if necessary
Project management
Avoid Copyright, Trademark, and Patent Obstructions
Before incorporating outside material into your draft Get permission letters to use previously copyrighted
figures, charts, and/or text Obtain patent permission letter of assurance Identify and footnote trademarked terms Chair shall periodically ask if there are any
Intellectual Property Rights (IPR) issues
Project managementAvoid copyright, trademark, and patent obstructions cont’d.
Start early These steps take time Must have permissions before draft is balloted IEEE cannot publish without permission letters
Project management
Summary 1. Establish the role of the chair 2. Form the working group 3. Establish the calendar—target dates, meetings,
etc, 4. Delegate necessary functions 5. Set goals and deadlines 6. Manage your meetings 7. Avoid copyright, trademark, and
patent obstructions