Section Management 2018 IEEE REGION 10 Meeting Langkawi

Section Management 2018 IEEE REGION 10 Meeting Langkawi, Malaysia 3 & 4 March 2018 1 Ewell Tan Project Manager Email: ewell. tan@ieee. org

Content Geographical Unit Required Reporting Volunteer Resources • Membership Development On-Demand Kit • IEEE Events Finder • Survey solution – Four. Eyes (free plan recommended) • Google. Apps for OUs (G 4 Os) • IEEE OU Analytics (NEW) IEEE Governing Document

Geographic Unit Required Reporting Where to submit Contact FINAL Due Date Officer Reporting https: //www. ieee. org/soci eties_communities/geo_a ctivities/required_reportin g/officer_forms. html scs-officerreport@ieee. org 15 March 2018 Meeting Reporting https: //www. ieee. org/soci eties_communities/geo_a ctivities/required_reportin g/meeting_form. html sec-rebate@ieee. org 15 March 2018 Financial Reporting https: //www. ieee. org/soci eties_communities/geo_a ctivities/required_reportin g/financial_reporting. html financesolutions@ieee. org 28 February 2018 * To be eligible for the 10% bonus, all reporting must be submitted by 16 February 2018

Key Officers’ Roles & Responsibilities Section / Subsection Key Officers Chair Vice Chair Secretary Treasurer Roles & Responsibilities Manage operations of the Section / Subsection Assist Chair in managing operations of the Section / Subsection • Submit Section meeting report – L 31 • Check Sub-units (Subsections, Chapters, Affinity Groups) submit reports • Submit Section/Chapter officer reporting within 20 days of election or changes online Submit Financial Reporting for Section and subunits (Subsections, Chapters, Affinity Groups) using Net. Suite

Important Roles at your Section / Subsection : Ø Educational Activities Coordinator Ø Industry Relations Coordinator Ø Membership Development Coordinator Ø Professional Activities Coordinator Ø Chapter Coordinator Ø Student Branch Coordinator Volunteer Recruitment Toolkit: http: //www. ieee. org/societies_communities/geo_activities/volunteer_recruit ment_toolkit. html New IEEE Compliance Training is required for select IEEE volunteers: https: //supportcenter. ieee. org/app/answers/detail/a_id/974

Meeting Activity and Reporting Requirements Organization Unit No. of Meeting Required No. of Members Required Section Report at least 5 meetings each year Maintain a minimum of 25 members (other than Students) Subsection Report at least 5 meetings each year Maintain a minimum of 15 members (other than Students) Chapter Report at least 2 technical meetings each year Maintain a minimum of 10 members (other than Students) Affinity Group Report at least 2 meetings per year Maintain a minimum of 6 members (other than students)

File a report for an Event / Meeting

2018 Section Rebate for 2017 ACTIVITIES q All sections in existence on 31 December 2017 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 (meeting minimum requirement) US$200 for each active Chapter or Affinity Group (meeting minimum requirement) ▸ For sections formed during 2017, these funds will be pro-rated from the date of establishment until 31 December. Refer to: <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 10 meetings or more, at least 5 of which must be of a technical nature, shall receive an additional US$ 200. ▸ All Subsections reporting 10 meetings or more, at least 5 of which must be of a technical nature, shall receive an additional US$ 100. ▸ All Chapters or Affinity Groups reporting 6 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.

Volunteer Tools & Resources Ø Ø Ø Membership Development On-Demand Kit IEEE Events Finder Survey solution – Four. Eyes (free plan recommended) Google. Apps for OUs (G 4 Os) IEEE OU Analytics

Membership Development On-Demand Kit Order membership development materials for your upcoming meetings and events. Appointed Officer Positions to order the kit: Section Chair, Section Membership Development Chair, Student Branch Chair / Counselor. Log in with your IEEE web account Order form: http: //ewh. ieee. org/forms/md/supplies-ondemand. php Promotional Collateral for your local printing: https: //www. ieee. org/about/volunteers/membership_development/index. ht ml

IEEE Event Finder Search for an event not only by its name but also by city, state, or province; by IEEE region, section, or chapter; or by the IEEE society. Add any IEEE event to your mobile calendar easily. Share its URL via social media, email, or text message. Shows event’s location on the mobile device’s default map. Connect to the IEEE conference site, IEEE Collabratec, and other IEEE sites via the app. Available in Android and i. OS

Survey Solution – Four. Eyes A survey platform: https: //getfoureyes. com ▸ Customizable page ▸ Section headers ▸ Make questions required ▸ Format with HTML or plain text ▸ Bulk-add choices for multiple answers ▸ Change label and option positioning ▸ Add images to questions and choices

Google. Apps for OUs (G 4 Os) Allows section volunteers to create, store, and share files with other volunteers, section members or general public. Share a calendar File and calendar access can be restricted to Section Ex. Com, section members, or the general public; Automatic access for volunteers holding elected positions of Section Chair, Vice-Chair, Secretary, Treasurer as well as appointed v. Tools Coordinators “Google. Apps at IEEE” account with a corresponding ieee. org email address are required to access. Contact mga-im@ieee. org to request a G 4 O site enabled for your section *currently available to Section only.

IEEE OU Analytics ▸ SAMIEEE will be transitioning from the current OBIEE to Tableau. ▸ What’s changed? Volunteers no longer required to run queries. Data provided via various visualizations which link to member details. ▸ Volunteers can access the new Dashboard Landing Page at: https: //tblanalytics. ieee. org/#/site/IEEE/views/Landing. Page_0/Landing. Page? : iid=1 ▸ Training materials: https: //www. ieee. org/about/volunteers/samieee/index. html

IEEE OU Analytics How to navigate the new Landing Page 6 areas dependent on the information required: I. Members and Affiliates – provides an overview of the geographic organizational unit (OU) and members. This area would be most useful for Regions, Councils, Sections and Subsections II. Memberships, Subscriptions and More … provides information regarding memberships, subscriptions, and participations by region, grade, gender, years of service and renewal category. This area would be most useful for society, council, community and affinity group users to find their members. III. Students – provides an overview of attending students (all grades) by OU and School. IV. Doublet – provides a view of overlapping memberships for OU’s. Volunteer Positions – lists of current OU volunteers including volunteer history. VI. Map – Geographic display of OU and counts

IEEE OU Analytics Members and Affiliates Dashboard ▸ Provides an overview of IEEE members, society affiliates, and SA members by their geographic organizational units. ▸ An overview count of members by Region, Council, Section and Subsection is available. ▸ There are multiple visualizations: - Table of Count by Grade Pie chart of Count by Gender Bar graph for Count by Technology Focus Area Bar graph for Count by Grade and Gender

IEEE OU Analytics Memberships, Subscriptions, and More… - Dashboard ▸ Provides information for memberships, subscriptions and participations by region, grade, gender, years of service, and renewal category. ▸ Society, Council, Community, Chapter and Affinity Group users access information for their specific group using filter options available. ▸ Filter by Product Type (memberships, councils, periodicals, etc. ), Product Name (selection viewed is based on product type chosen), Region, Grade, and Status.

IEEE OU Analytics Students - Dashboard ▸ Provides information regarding members (any grade) attending educational institutions. Information is grouped by Region, Section and School. ▸ Student Count by Section and School (bar chart table) – Displays total count of attending students (any member grade), by School’s Section and School Name. Click on the school name or the count of students to obtain specific list. - Sections may also view schools that are not a part of their OU. These schools contain attending students (any member grade) whose preferred address is in your Section view. ▸ Student Count by Grade (table) - Displays attending students (any member grade) by region, council and section. - Sections may also view other sections of attending students (any member grade) who are enrolled in a school in your section but whose preferred address is in another Section.

IEEE OU Analytics Volunteer Positions - Dashboard ▸ The Volunteers Dashboard has two tabs and one link available. ▸ Volunteer Positions – lists “all” current IEEE volunteer positions. ▸ Use filter options to select a specific OU type and OU Name. ▸ Example: select Section as Type and then select a Section Name. List contains all volunteer positions (including vacant) on the Section Level. Filter/search can also be used on Last Name field to find a specific volunteer.

IEEE Governing Documents http: //www. ieee. org/about/corporate/governance/index. html ▸ MGA Operations Manual http: //www. ieee. org/societies_communities/geo_activities/mga_operations_manual. html contains information related to MGA Board, its mandate, mission, vision, functions, composition and terms, nominations process, meetings and activities. Additionally includes specific responsibilities for key positions, membership and charters for its operating committee, MGA Assembly, subcommittees, and joint committees. Also includes overriding policy and procedures for the geo units including basic structure and formation procedures, responsibilities and activities.

Any Question? Contact: Ewell Tan < ewell. tan@ieee. org >