IASWorkshop2000

IEEE Industry Applications Society : IEEE Industry Applications Society Chapters Workshop Roma, Italy 8 October 2000


Workshop Agenda : Workshop Agenda 8:30 - 8:40 INTRODUCTIONS 8:40 - 10:00 IEEE / IAS / CHAPTERS DEPARTMENT OVERVIEW PROGRAMS AVAILABLE TO CHAPTERS CHAPTER DEVELOPMENT 10:00 - 10:15 BREAK 10:15 - 12:00 MEMBERSHIP GOALS & INCENTIVES PLANNING SUCCESSFUL CHAPTER MEETINGS 12:00 - 1:30 LUNCH 1:30 - 2:30 CHAPTER AWARDS CHAPTERS LEADERSHIP MANUAL / IAS WEB SITES CHAPTER WEB SITE DEVELOPMENT 2:30 - 3:15 CHAPTER EXPERIENCES 3:15 - 3:30 CLOSING REMARKS & ADJORN


IEEE Organization : IEEE Organization IEEE RAB Regions Sections TAB Divisions Societies Chapters


IAS Organization : IAS Organization Executive Board Staff Departments Operating Departments Awards Chapters & Membership Education Meetings Publications Standards Industrial & Commercial Power Systems Industrial Power Conversion Systems Manufacturing Systems Development & Applications Process Industries Council Standing Committees Const & Bylaws Electronic Comm Financial Planning Long Range Planning Nominating InterSociety Cooperation


IAS CMD Organization : IAS CMD Organization Department Chair Kevin Peterson Communications Committee Erling Hesla Electronic Publications Committee William Ghattas Manual Committee Darin Hucul Development Committee Mark Harris DL & RS Program Committee M.A. Rahman Area Chairs Chapter Chairs Membership Committee Clayton Reid


IAS Programs Availableto Chapters : IAS Programs Available to Chapters


DL Program : Established in 1990 Six DLs elected to two-year terms. DLs must be IEEE Fellows $10,000 annually (20 lectures) How Program Works Society reimburses DL for travel up to $500 per lecture Chapter makes arrangements with DL Chapter/Section covers local expenses DL Program


InterSociety DL Program : Allows IAS Chapters access to DLs from IES, PELS & PES (Societies with similar technical interests) How Program Works DL expenses covered from sponsoring Society Chapter makes arrangements with sponsoring Society DL Program Chair www.ieee.org/organizations/tab/ciaoverview1.html InterSociety DL Program


Regional Speaker Program : Provides access to quality presentations by knowledgeable regional speakers $4,500 annually (15 engagements) How Program Works Society reimburses RS for travel up to $300 per lecture Chapter makes arrangements with RS Chapter/Section covers local expenses Regional Speaker Program


Tutorial Outreach Program : Allows IAS Chapters access to successful tutorials presented at an IAS conference How Program Works Run by the IAS Education Dept Tutorials will be selected by Education Dept Up to $1,250 (each) will be reimbursed by IAS for up to two presenters to cover travel/materials Four on-site tutorials funded for 2001 Tutorial Outreach Program


Tutorial Support : Provides seed money to chapters to assist with the development of chapter tutorial programs $500 per chapter tutorial How Program Works Chapter requests funds from Chapters Dept If the tutorial is successful the funds should be returned for other chapters’ use Tutorial Support


Technical Video Library : Provides chapters access to quality technical videos for use at IAS chapter technical meetings $1,000 annually (2 new titles) How Program Works New titles added based on chapter requests Videos loaned to chapters VHS & PAL formats Technical Video Library


Annual Chapters Workshop : Full-day workshop for chapter chairs at the Society’s Annual Meeting $11,500 annually (20-25 chairs) How Program Works Dept provides full registration to conference Workshop covers programs & strategic plans Provides forum for discussion Workshop booklet provided Annual Chapters Workshop


Chapters Newsletter : Semi-annual newsletter How It Works 4-6 page document providing information on chapter programs, news and department initiatives E-mailed in PDF to chapter chairs Mailed to those w/o e-mail Chapters Newsletter


Chapter Development : Chapter Development Mark Harris Chapters Development Chair


Chapter Development : Chapter Development Topics Strategic Plan Chapters Status New Chapters Potential Chapters Intersociety Initiative Chapters Promotion


Strategic Plan : Strategic Plan


Chapter Development : Chapter Development Topics Strategic Plan Chapters Status New Chapters Potential Chapters Intersociety Initiative Chapters Promotion


Chapters Status : Chapters Status IEEE regional data IAS has 88 reporting chapters as of December 1999 Regional activities data relies on reports via section secretary IAS records IAS has 90 chapters reporting by Dec 1999 Chapters Department relies on direct reports via Area Chairs


Inactive Chapters : Inactive Chapters IEEE Regional Activities generates a list of “Inactive Chapters” Activity is measured by the L-31 meeting reports submitted by the section to Regional Activities (at least once a year) Chapters can be dissolved after 3 years on the inactive chapter list (By vote during November meeting) Important to file L-31 reports to Section and copy to Society


Inactive Chapters : Inactive Chapters IAS Chapters on”(RAB) watch list”: Note – All chapters except South Saskatchewan have reported to IAS CMD


Dissolved Chapters : Dissolved Chapters (Annual Report of the Secretary) Hamilton/Niagra Rio De Janeiro


Chapter Development : Chapter Development Topics Strategic Plan Chapters Status New Chapters Potential Chapters Intersociety Initiative Chapters Promotion


New Chapters Last 5 Years : New Chapters Last 5 Years


Chapter Development : Chapter Development Topics Strategic Plan Chapters Status New Chapters Potential Chapters Intersociety Initiative Chapters Promotion


Grow Chapters by 5% : Grow Chapters by 5% 5% means 4-5 new chapters per year North America and Canada more stable membership and regional organization High membership growth in R8 (10%), R9 (12%) and R10 (17%) More chapters to meet increasing membership needs in these regions


Identify Potential Chapters : Identify Potential Chapters Analyze Section and Society membership data to locate: Sections without IAS chapters that have enough members to support a chapter 12 members minimum requirement 25 members more realistic Sources: Annual Report of the Secretary SAMIEEE Society membership database


Regional Survey : Regional Survey Potential Chapters defined as Sections with more than 25 IAS members


Potential R8 IAS Chapters : Potential R8 IAS Chapters * Petition process activity


Potential R9 IAS Chapters : Potential R9 IAS Chapters


Potential R10 IAS Chapters : Potential R10 IAS Chapters


Chapter Development : Chapter Development Topics Strategic Plan Chapters Status New Chapters Potential Chapters Intersociety Initiative Chapters Promotion


Joint Chapters : Joint Chapters A joint chapter can provide Critical mass to establishing technical outlet to serve membership A means of strengthening chapters in times of stress


InterSociety Cooperation : InterSociety Cooperation InterSociety joint chapter initiative between: PELS (Power Electronics Society) PES (Power Engineering Society) IES (Industrial Electronics Society) IAS (Industry Applications Society) To identify potential opportunities for joint chapters where each society membership is small To identify weak chapters that may benefit from becoming a joint chapter


IA/IE/PE/PEL Membership : IA/IE/PE/PEL Membership


R8 Joint Chapter Possibilities : R8 Joint Chapter Possibilities Note: These Sections do not have IA/PELS/IE/PE chapters Table shows Section membership for each society


R9 Joint Chapter Possibilities : R9 Joint Chapter Possibilities Note: These Sections do not have IA/PELS/IE/PE chapters Table shows Section membership for each society


R10 Joint possibilities : R10 Joint possibilities Note: These Sections do not have IA/PELS/IE/PE chapters Table shows Section membership for each society


Chapter Development : Chapter Development Topics Strategic Plan Chapters Status New Chapters Potential Chapters Intersociety Initiative Chapters Promotion


Chapter Promotion : Chapter Promotion Chapter promotion is a continuous activity Newsletter articles Direct mail to Society members E-mail to Society members Direct mail and E-mail to Section leadership Direct contact with Section and Regional leadership Distinguished Lecturer Tour offers to Sections


Chapter Promotion : Chapter Promotion Chapters Department sent e-mail Direct to IAS Members in Spain, Saudi Arabia, Switzerland and France Offering support to establish chapters Has prompted petition activity in Spain, France and Saudi Arabia so far Directly approaching IAS membership always more fruitful approach


Chapters Workshop : Chapters Workshop 15 Minute Break


Membership Goalsand Incentives : Membership Goals and Incentives Clayton Reid IAS Membership Committee Chair


IAS Membership Goals : IAS Membership Goals 3% Growth Each Year 1999 Actual: -4.7% (changed fee structure) 2000 YTD: -4.2% FACT It Takes Approximately 1,600 New Members a Year to Maintain Zero Growth


Membership Statistics : Membership Statistics


2000 IAS Incentives : 2000 IAS Incentives Chapter receives $25 for every member beyond the quota up to $1,000 Extra $500 to the small and large chapters who have the most new members Results based on the 2000 IEEE Secretary’s Report Each Chapter has target quota of 6% growth


Senior Member Incentives : Encourage Senior Member Applications 10+ years active professional practice including at least 5 years significant performance, contributions and accomplishments in the profession Requires 3 Senior Member or Fellow references IEEE sends $10 to Section for each new Senior Member Senior Member Incentives


Planning Successful Chapter Meetings : Planning Successful Chapter Meetings Erling Hesla Chapters Communications Chair


Definition #1 : Definition #1 “A Chapter is a technical subunit of one or more Sections, or a Regional Council, constituted by a minimum of 12 members of a Society…. concerned to represent and fulfill the needs of the members and the missions of IEEE.” -TAB Bylaws, Section T-1001


Definition #2 : Definition #2 “A Chapter is a technically-oriented organizational unit… formed to promote the interests of Section Members in a specific technical area associated with one or more of the IEEE Societies.” -TAB Operations Manual, Page 49


Definition #3 : Definition #3 “(IEEE) purposes are: a) scientific and educational, directed towards the advancement of the theory and practice of electrical engineering, electronics, radio and allied branches of engineering… b) professional, directed towards the advancement of the standing of the members of the profession it serves.” -IEEE Constitution, Article 1, Section 2


Dissemination Channels : Dissemination Channels Channels for technical information exchange: Publications Conferences / Meetings / Symposia… Chapters


Chapter Advantages : Chapter Advantages Faster More informal More responsive Present new technologies WIP / incomplete ideas can be presented Directly involves the working/research people Can do tutorials, educational presentations


Chapter Advantages : Chapter Advantages Can present non/marginally technical areas Can feed into Society, its technical publications and meetings In summary Can respond quicker The bar is lower Be more flexible


Importance of Meetings : Importance of Meetings One of the most visible and valuable ways in which a chapter serves its members Help achieve the goals of education and professional advancement Provide a uniform way to manage chapter business Maintain a healthy environment for membership retention and growth


Structure for Success : Structure for Success Set up a committee to implement activities The Chapter officers may not be enough Someone must have the ultimate responsibility Spread the effort Avoid getting spread to thin Avoid burn-out Get a variety of inputs / viewpoints


Structure for Success : Structure for Success Periodic meetings/telecons to see how things are going Keep a record of past technical activities that gets passed on to new volunteers Can be used to identify “hot” topics Source of speakers for other chapters


Successful Meetings : Successful Meetings Basics generally include: Selecting a subject and format Finding a good speaker Logistics: location and schedule Planning a social dimension Publicizing the meeting Reporting the meeting


Selecting Subject : Selecting Subject You usually have a good idea of the kinds of subjects that interest your chapter members Ask your members to submit suggestions Ask your IAS Chapters Area Chair Subject matter does not need to be limited to electrical engineering


Selecting Format : Selecting Format Seminar, tutorial, conference or lecture? Present diverse opinions on a current topic? Will members benefit most from the knowledge of several authorities or the expertise of a single individual? How much time do you have available?


Selecting a Good Speaker : Selecting a Good Speaker Survey recently published papers and contact authors of appropriate or interesting material Consult other Chapters or Area Chair Contact local colleges or universities Corporations in your area are another possible source of speakers


Logistics : Logistics Location Centrally located, conveniently accessible, with adequate parking If possible hold meetings at same location each time Schedule Regular schedule (i.e. second Tuesday of every month)


Social Dimension : Social Dimension An element of socializing offers many benefits Likely to help keep attendance high Provides networking opportunities for members Allows time for speaker and attendees to interact Allows chapter officers opportunities to recruit new members and volunteers


Publicizing the Meeting : Publicizing the Meeting Easy and inexpensive ways to publicize: Bulletin boards Internal mail - colleges and large companies Newsletters Section Communications Direct mail Electronic mail


Reporting the Meeting : Reporting the Meeting Done and not reported is NOT DONE! Report meeting to Section Used for rebates from IEEE Keeps chapter from being dissolved Report meeting to IAS Chapters Area Chair Annual Chapter awards Monitor health of Chapters


Chapter Technical Activities : Chapter Technical Activities Seminar / Talk Local technical work Paper to be given at conference Paper submitted or accepted for publication Distinguished Lecturer Pre-recorded talks (video) Conference reviews Tours of local company or facilities


Chapter Technical Activities : Chapter Technical Activities Demonstrations Software / Internet Designs Half or full day series of talks in a particular technical area Tutorial, short course Registration fee: minimal Appropriate room, A/V, refreshments Workshop, Conference, Symposium...


Chapter Technical Activities : Chapter Technical Activities Talks in other technical areas: CAD tools The Internet New emerging technical areas The past and future Non-technical talks: Ethics Entrepreneurial considerations


Ideas for Chapters : Ideas for Chapters Encourage members to identify “hot” topics and suggest speakers to address those topics List Chapter meetings on Section or Chapter’s web site Send meeting announcements via e-mail Develop Chapter mentoring program


Ideas for Chapters : Ideas for Chapters Have joint meetings among Chapters in related technologies or with related non-IEEE groups such as national societies Offer free admission to lunch/dinner meetings to members who bring prospective members Booths at college days to publicize IEEE (increase awareness at pre-college level)


Ideas for Chapters : Ideas for Chapters Encourage senior member applications from your membership (Section receives $10 for each new senior member) Publicize meetings to more than members Tutorials


Summary : Summary Technical activities are vital to Chapters Put together a solid structure to implement the technical activities program Properly publicized, well-planned meetings will contribute to the personal and professional growth of Chapter members who attend and will help your Chapter grow


Chapters Workshop : Chapters Workshop Break for Lunch (with InterSociety Cooperation)


ChapterOutstanding Awards : Chapter Outstanding Awards Erling Hesla Chapters Communications Chair


What Works for Awards? : What Works for Awards? Good Service to Members Good Records and Reports Tutorials & Seminars Attendance at Annual Chapters Workshop


Who Excelled This Year? : Who Excelled This Year? Small Chapter Award Beijing Chapter Chair: Jun Gong Small Joint Chapter Award Hyderabad Chapter Chair: Madhava Rao Udayagiri


Who Excelled This Year? : Who Excelled This Year? Large Chapter Award Oakland East Bay Chapter Chair: David Eng Large Joint Chapter Award New York / Long Island Chapter Chair: Joseph Connors


Chapters Leadership Manual : Chapters Leadership Manual


Vision Statement : Vision Statement To publish an IAS Chapter Leadership Manual that will help chapter executives around the world build, maintain and grow strong and healthy chapters that deliver timely, informative and professional programs to IAS members


Goal : Goal For all chapter leaders to have a current, accurate and easy-to-use reference manual


Contents : Contents Basic Chapter Operations Sources of Help Program Planning Chapter Development IAS CMD Contacts Useful IEEE E-mail and Web Sites Forms


IAS Web Sites : IAS Web Sites


Society Web Site : Society Web Site


Society Web Site : IAS Information Organization Manual Departments / Committees Policy & Procedures Manual IAS Conferences Publications IAS Author’s Guide Online Periodicals Society Web Site


Chapters Dept Web Site : Programs Organization Area Chairs IAS Chapters Contacts Links Newsletters How to Form Chapter IAS Chapter News DL Travel Plans Chapters Dept Web Site


Chapter Web Site Development : Chapter Web Site Development


Why a Chapter Web Site? : Why a Chapter Web Site? Less expensive means of communication Single location with “most current” information Convenient reference for Chapter members Cost is minimal - just need volunteer to update regularly


Items to Include : Items to Include Chapter activities and special events Chapter officer information with hyperlinks Society / Section affiliation On-line meeting registration Copy of Chapter newsletter (in PDF) Links to IAS CMD web site and Region web site Information regarding membership


IEEE EWH Services : IEEE EWH Services Entity Web Hosting Free service available to IEEE chapters Register for service Entity responsible for data backup Provides template service and style guides FTP uploads www.ewh.ieee.org


Operational Experienceof Chapters : Operational Experience of Chapters


Chapter Experiences : Chapter Experiences What works and what does not work Getting volunteers Planning activities Promoting meetings Experiences with Sections


Discussion : Discussion


Notes : Notes