section management 2015 region 10 meeting dhaka, bangladesh 7 & 8 march 2015 ewell tan project /...
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Section Management
2015 REGION 10 Meeting Dhaka, Bangladesh7 & 8 March 2015
Ewell TanProject / Administrative Executive
IEEE Asia-Pacific LimitedEmail: [email protected]
Topics
Required Reporting - Officer Reporting - Meeting Activity (L31)- Financial Reporting via NetSuite
* Section Rebates
Succession Planning for Key Officers
Volunteer Tools & Resources - IEEE Center for Leadership Excellence- SAMIEEE- Section Vitality Dashboard
IEEE Governing Documents
Required Reportingfor Operational
Effectiveness
1. Geographic Unit Officer Reporting
IEEE officers shall…
Be elected by Section members of Graduate Student Member, Member, Senior Member and Fellow Grade.
Term of office may be one or two years.
Shall not serve in any one position, in any single organizational unit, more than six years in total.
* Exceptions to this rule require approval by the Region Director who will annually report such exceptions to the MGA Board.
Newly elected officers must be reported in within 20 days following the election.
Only ONE person submit the Officer Reporting Form from your geographic unit.
Section/Subsection Officers - Report all officers
Chapter/Affinity Group Officers - Need to report only Chair and Treasurer
Should be submitted to IEEE MGA after each meeting is held.
Report all meetings, including social events and administrative meetings.
2. Meeting Report (L31)
Activity and Reporting Requirements
Organization Unit Requirements
Section• Report at least 5 meetings each year• Maintain a min. 25 members other than Students
Subsection• Report at least 5 meetings each year• Maintain a min. 15 members other than Students
Chapter• Report at least 2 technical meetings each year• Maintain a min. 10 members other than Students
Affinity Group
• Report at least 2 meetings per year or maintain a level of activity acceptable to the regional director.
• Maintain a min. 6 members other than students
The financial reporting tool, NetSuite, allows geographic unit Treasurers to log in, record, track, and submit financial data to IEEE headquarters.
IEEE geographic units must annually report their financial status (using the financial online reporting tool, NetSuite), covering the period of 1 January–31 December.
A NetSuite user ID and password are required. Geographic unit Treasurers should have received an e-mail from IEEE Finance staff with this information.
NetSuite training guides is available at:-<http
://www.ieee.org/societies_communities/geo_activities/required_reporting/financial_reporting.html >
3. Financial Reporting via NetSuite
2015 SECTION REBATE FOR 2014 ACTIVITIES
All sections in existence on 31 December 2014 and meeting minimum requirements shall receive a US$2,000 annual allowance, plus membership rebate:
US$4 for each Senior or Fellow Member US$3 for each Member, GSM, Student, or Associate grade member US$1.50 for each Affiliate US$500 for each active Subsection* US$200 for each active Chapter or Affinity Group*
* Based on 31 December 2014 membership statistics.
For sections formed during 2014, these funds will be pro-rated from the date of establishment until 31 December.
Refer: <http://www.ieee.org/societies_communities/geo_activities/required_reporting/rebate_schedule.html >
Activity Bonus
In an effort to encourage activities at the local level, activity bonuses may be awarded as follows:
– All sections reporting ten meetings or more, at least five of which must be of a technical nature, shall receive an additional US$200.
– All subsections reporting ten meetings or more, at least five of which must be of a technical nature, shall receive an additional US$100.
– All chapters or affinity groups reporting six or more meetings of a technical nature shall receive an additional US$75.
• Activity bonus funds are excluded from the 10% bonus for timely reporting.
* All units must qualify for the timely reporting bonus in order to be eligible for an activity bonus.
Timely electronic reporting of
1. Geographic Unit Officer Reporting: - vTools.OfficerReportinghttp://www.ieee.org/societies_communities/geo_activities/required_reporting/officer_forms.html
Any Questions? Please contact: < [email protected] >
2. Meeting Reporting: - vTools.Meeting (L31)http://www.ieee.org/societies_communities/geo_activities/required_reporting/meeting_form.html
Any Questions? Please contact: < [email protected] >
3. Financial Reporting via NetSuite http://www.ieee.org/societies_communities/geo_activities/required_reporting/financial_reporting.html
Need Help? Please contact: < [email protected] >
* Submitted by 20 February 2015, will receive a 10% Bonus of the total rebate!
* Final Due Date: 31 March 2015, to receive rebate for 2014 activities.
* Section rebate will be paid by 30 April 2015, for on-time reporting by 20 February 2015 and subsequently approved.
Succession Planning for Key Officers
Key Officers’ Roles & Responsibilities
Other EXCOM members depending on your Section / Subsection activities:
Membership Development Coordinator Industry Relations Coordinator Chapter Coordinator Educational Activities Coordinator Student Branch Coordinator
Section / Subsection Key Officers
Roles & Responsibilities
ChairManage operations of the Section / Subsection
Vice ChairAssist Chair in managing operations of the Section / Subsection
Secretary
• Submit Section meeting report – L31
• Check Sub-units (Subsections, Chapters, Affinity Groups) submit reports
• Submit Section/Chapter officer reporting within 20 days of election or changes online
Treasurer Submit Financial Reporting for Section and subunits (Subsections, Chapters, Affinity Groups) using NetSuite
Volunteer Tools & Resources
IEEE Centre for Leadership Excellence (CLE)SAMIEEE for VolunteersSection Vitality Dashboard
IEEE Centre for Leadership Excellence (CLE)
A learning resource for self-improvement needs of professionals
Focus on: IEEE Volunteers Training: training modules for 25 IEEE
Volunteer positions. Professional Development Training: training modules on
professional development, soft skills i.e. leadership, communications and management skills.
Quick start modules: Roles & Responsibilities Timeline for key dates Recommended training modules.
Website: https://ieee-elearning.org/CLE/
Provides volunteers access to member data.
Volunteer Position with automatic access to SAMIEEE can be found at:
< http://www.ieee.org/about/volunteers/samieee/samieee_positions.html >
i.e. Section/ Council / Subsection Chair/ Vice Chair / Secretary / Treasurer / MD Chair
All users must have an IEEE Web Account.
Data restriction by organizational unit.
*IEEE member data is released for use only by IEEE members, officers and committee members. Member information may not be furnished, with or without, compensation, to outside entities, or be used by IEEE members for any other than approved IEEE business.< http://www.ieee.org/about/volunteers/samieee/samieee_conditions_of_use.html >
Website: http://www.ieee.org/about/volunteers/samieee/index.html
SAMIEEE for volunteers
Use SAMIEEE Pre-defined Query
Readily prepared data that are available for officers to download.
May modify the query accordingly to your needs.
Where can I locate the Pre-defined Query?
Log in to SAMIEEE Catalog (at top right hand corner) SAMIeee folder Geographic Pre-defined Query
Learn SAMIEEE at your own paceOnline Training Modules
SAMIEEE-OBIEE Training Presentation
View the recorded WebEx "what's new" training session
Reference Materials:< http://www.ieee.org/about/volunteers/samieee/samieee_reference_materials.html >
Any questions, please contact: [email protected]
Section Vitality Dashboard
Section Vitality Dashboard
Provides Section and other organizational unit leaders a monitoring tool that provides real-time, top-down status view of their section vitality metrics.
Use your IEEE member username and password to access
Link:-< http://www.ieee.org/about/volunteers/samieee/dashboard.html >< www.ieee.org/vitalitydb >
The Dashboard Tabs
Results:
IEEE Governing Documents
IEEE Governing Documents http://www.ieee.org/about/corporate/governance/index.html
MGA Operations Manualhttp://www.ieee.org/societies_communities/geo_activities/mga_operations_manual.html
Section 9: Geographic Organizational Unitshttp://www.ieee.org/documents/section_09_10_november_2012.pdf
Any questions? Please contact: [email protected]
Where can I find the IEEE Governing Documents?
Thank You for Your Attention
IEEE & NETSUITE
04/19/2328
For IEEE to maintain Tax Exempt Non Profit Organization status
– IEEE needs to be diligent regarding its compliance to current federal, state, and local regulations.
– Appropriate supporting documents need to be readily accessible to facilitate the review of IEEE’s financial statements by our internal and external auditors
The IEEE Audit Committee identified the implementation of a single financial reporting tool as a way to improve the organization’s ability to comply with these demands
NetSuite was selected as the system to be used across the IEEE Enterprise (MGA, Standards & Conferences)
Advantages
04/19/23
29
Online / Cloud Base – Anytime, Anywhere
Real time reporting availability for both Geo Units and HQ with
details
– Recording of revenue through deposits.
– Recording of Expenses through payments or posting to GL Accounts
– Direct journal entry input & recording of financial activity into standard
system through a separate set of books and records in Oracle.
Visibility : Region or Section to be able to view it’s units within their
structure. Financial reports can be easily generated
Historical data
Compliance Reporting
04/19/2330
All compliance documents can be found at: http://mgacompliancereporting.ieee.org/formsiq/l50login.jsp
The following compliance forms should be completed by all Geo Units:
– Grants and Award reporting
– General Information form
– COI for 2015 Treasurer and Chair
– Additional Information form
Along with all compliance forms mentioned above, Geo Units that have bank accounts held outside the IEEE Concentration Banking program must also complete:
– Bank Account Disclosure form (Bank account name must be IEEE, not individual)
– Authorized Signers documentation
– Balance Confirmation (required if selected for audit)
– Per IEEE Policy, IEEE Staff Director of Financial Services have signature authority on the Unit’s bank account(s). If not possible, will need to fill in Bank Account exemption form.
Timely electronic reporting of
1. Geographic Unit Officer Reporting: - vTools.OfficerReportinghttp://www.ieee.org/societies_communities/geo_activities/required_reporting/officer_forms.html
Any Questions? Please contact: < [email protected] >
2. Meeting Reporting: - vTools.Meeting (L31)http://www.ieee.org/societies_communities/geo_activities/required_reporting/meeting_form.html
Any Questions? Please contact: < [email protected] >
3. Financial Reporting via NetSuite http://www.ieee.org/societies_communities/geo_activities/required_reporting/financial_reporting.html
Need Help? Please contact: < [email protected] >
* Submitted by 20 February 2015, will receive a 10% Bonus of the total rebate!
* Final Due Date: 31 March 2015, to receive rebate for 2014 activities.
Training materials
04/19/2332
Bi-weekly webex training usually between December to March
Updated R10 Netsuite reporting status
04/19/2333
GEO UNIT STATUSCHANGWON Not ReceivedINDONESIA : AP03/MTT17 Not ReceivedREGION 10 Not ReceivedBANGALORE : COM19 Not ReceivedBANGALORE : PHO36 Not ReceivedBANGALORE : TM14 Not ReceivedBANGALORE :SP01 Not ReceivedINDIA COUNCIL Not ReceivedINDIA COUNCIL : C16 Not ReceivedINDIA COUNCIL : CAS04 Not ReceivedINDIA COUNCIL : CPMT21 Not ReceivedINDIA COUNCIL : E25 Not ReceivedINDIA COUNCIL : ED15/MTT17 Not ReceivedINDIA COUNCIL : OE22 Not ReceivedINDIA COUNCIL : SSC37 Not ReceivedINDIA COUNCIL : TM14/IA34 Not ReceivedPUNE Not ReceivedMALAYSIA : ED15/MTT17/SSC37 Not ReceivedREPUBLIC OF PHILIPPINES Not Received
GEO UNIT STATUSINDONESIA Working with TreasurerBANGALORE Working with TreasurerBOMBAY Working with TreasurerINDIA COUNCIL AES10/COM19/PHO36 Working with TreasurerMADRAS In ReviewJAPAN COUNCIL ALL CHAPTERS Working with TreasurerMALAYSIA : RA24 Working with Treasurer
APPROVED IN REVIEWWORKING WITH
TREASURER NOT RECEIVEDTotal GU in
RegionApproved
%In Review
%80 1 6 19 106 75% 1%
2015 Section Rebate
04/19/2334
All sections in existence on 31 December 2014 and meeting minimum requirements shall receive a US$2,000 annual allowance, plus membership rebate:
US$4 for each Senior or Fellow Member US$3 for each Member, GSM, Student, or Associate grade member US$1.50 for each Affiliate US$500 for each active Subsection* US$200 for each active Chapter or Affinity Group*
* Based on 31 December 2014 membership statistics.
For sections formed during 2014, these funds will be pro-rated from the date of establishment until 31 December.
Refer: <http://www.ieee.org/societies_communities/geo_activities/required_reporting/rebate_schedule.html >
Activity Bonus
04/19/2335
In an effort to encourage activities at the local level, activity bonuses may be awarded as follows:
– All sections reporting ten meetings or more, at least five of which must be of a technical nature, shall receive an additional US$200.
– All subsections reporting ten meetings or more, at least five of which must be of a technical nature, shall receive an additional US$100.
– 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.
– All chapters or affinity groups reporting six or more meetings of a technical nature shall receive an additional US$75.
* Activity bonus funds are excluded from the 10% bonus for timely reporting.
* All units must qualify for the timely reporting bonus in order to be eligible for an activity bonus.
