SPONSORSHIP APPROVAL PROCESS (TMRF)

1. SPONSORSHIP APPROVAL PROCESS (TMRF) Lynne Harris Manager, Event Management Services Brookes Little Meeting Planner T&C Workshop 1 June 2009 Savannah, Georgia USA

2. SPONSORSHIP APPROVAL PROCESS (TMRF) TMRF Technical Meeting Request Form CIMA Conference Information Management Application TECA Technical Committee Archives Recent sponsorship approval process updates Increased demand for staff support due to current economic situation IEEE compliance policies and requirements (COIs and MOUs)

3. COIs and MOUs Conflict of Interest (COI) COI forms are required from general chairs and finance chairs Sponsorship approval process cannot be completed without receipt of COIs Memorandum of Understanding (MOU) IEEE is enforcing the MOU requirement for all conferences Sponsorship approval may be granted prior to receipt of an MOU, but the conference cannot complete the closing process without the MOU Types of MOUs Fiscal – Required if the conference is not using IEEE banking IEEE Sponsorship – Required if one of the cosponsors is another IEEE entity Non-IEEE Sponsorship – Required if one of the cosponsors is an outside entity (i.e., an academic institution, another society or association, etc.)

4. SPONSORSHIP APPROVAL (TMRF)WORKFLOW PHASES IN CIMA Initial Setup (V,S) Budget and data submission (V) Technical Committee endorsement (V) Budget and data review (S) Budget and data update (V) CT review (V) VSM (S) V = Volunteer-driven phase S = Staff-driven phase

5. INITIAL SETUP IN CIMA (V,S) Conference organizer submits a request to tmrf@computer.organd the staff sets up a new conference record in CIMA TMRF is now ready for the organizers to enter conference data TMRF is moved forward to Budget & Data Submission V = Volunteer-driven phase S = Staff-driven phase

6. BUDGET & DATA SUBMISSION (V) • Organizers submit logistical and budget information in CIMA • Budget must validate based on a set of required data points • After validation, the TMRF moves forward to the TC Endorsement phase V = Volunteer-driven phase

7. TC ENDORSEMENT (V) TC chair(s) receive automated emails to review and approve TMRFs If the TC chair endorses the TMRF, it moves forward to the Budget & Data Review phase If the TC chair does not endorse the TMRF: TMRF is referred back to the organizers; and/or TMRF is withdrawn V = Volunteer-driven phase

8. BUDGET & DATA REVIEW (S) • Budget is thoroughly reviewed by staff (“budget scrub”) • Staff submit questions and comments directly into the CIMA budgeting sheet • Budget is moved forward to Budget & Data Update phase S = Staff-driven phase

9. BUDGET & DATA UPDATE (V) • Organizers receive automated email prompts to review staff comments and questions in CIMA • Organizers submit their responses and/or make budget revisions as needed • Staff reviews organizer comments and/or revised budget • TMRF moves to CT Review phase, if applicable (if CT review is not required, TMRF moves to VSM phase) V = Volunteer-driven phase

10. CT REVIEW (V) • CT review criteria: • New conference (IEEE CS has never sponsored) • Budgeted expenses exceed $100k • Conference had a loss in the previous year • If CT review is approved, TMRF moves to VSM • If CT review is not approved, the TMRF is sent back to the organizers for further review and revisions, as needed V = Volunteer-driven phase

11. VSM REVIEW (S) • Final review is performed by staff management • If the sponsorship process is approved, staff proceed with notifications • If sponsorship is not approved, the TMRF submission is withdrawn S = Staff-driven phase

12. Technical Cosponsorship (TCS)(formerly “In Cooperation”) The conference organizer obtains TC endorsement, then submits a TCS application to tmrf@computer.org TCS application is reviewed by staff manager, then forwarded to the T&C VP for review and approval Approval notifications are sent to the conference organizer and the conference is entered in the IEEE and CS conference calendars If the TCS is not approved, appropriate notification is sent to the organizers

13. CHANGES IN SPONSORSHIP Requests for reduced changes to sponsors or sponsorship percentages must be submitted to the Assessment & Planning Committee (APC) for review and approval Sponsorship changes are handled by APC on a case-by-case basis