Committee Leaders Orientation

1. Committee Leaders Orientation IEEE Computer Society Technical & Conferences Activities Board (T & C)6-Dec-09

2. Expectations need Resources • Leadership Responsibilities matched to • Society Resources

3. Leadership Expectations • Desire to Serve • Position Statement, Election, Appointment • Officer Roles & Responsibilities, Conflicts of Interest • Planning, Alignment, New Initiatives • Forecasting, Accountability • Recruitment, Delegation, Teamwork • Consensus, Motions, Decisions, Executing • Communications • Budgeting resources • Results, Gaps • Recognition, Lessons Learn

4. Society Resources • Opportunities to Serve • Transparency in Elections, Appointments • Governance documents • Officer Roles & Responsibilities defined • Templates & examples for Planning and New Initiatives • Authority to Act from Volunteer leadership team and staff • Freedom to Act and to initiate projects • Agility for changes • Resources from Infrastructure, Tools, and approved budget • Communications Resources (phone, web) • Coaching from network of experienced volunteers and staff • Recognition and awards channels

5. Volunteer leadership team • CS Committee Leaders • CS Board Leaders • CS President • CS Board of Governors • IEEE TAB Leaders • IEEE TAB Vice-President • IEEE Board Leaders • IEEE President • IEEE Board of Directors

6. Technical & Conference Activities Committee Governance TCCharter Template TC Exec Committee TCChair Tech.Activities Operating TC Exec Committee T and C Board CSCCharter Template Conf. Steering Committee Conf. Advisory Conf. Steering Committee Conf. Organizing Committee Conf.Gen.Chair TMRequest Committee

7. Resources to Help You • Resources – People • CS VP Technical & Conference Activities (T & C) • CS T & C Board Executive Committee • CS T & C Treasurer • CS Technical Activities Operating Committee Chair • CS Volunteer Services Coordinator (VSC) • CS Finance Coordinator • Technical Committee Chairs • Conference Steering Chairs • Conference General Chairs • Your Committee Past-Chair(s) • Other Contact Staff & Volunteers

8. Resources to Help You • Resources - Primary Documents • CS Technical and Conference Handbook • CS Technical Meeting (Conference) Handbook • IEEE Conference Organizers' Manual • IEEE Conference Planning: Checklist & Timeline • CS Governance Documents • CS Strategic Plan (SP-6) • CS Policies and Procedures Manual • CS Bylaws • CS Constitution

9. Resources to Help You • Resources - Web Assets • TECA online Committee membership database • For login, contact Volunteer Services Coordinator (VSC) • Conference Information Management database • For login, contact Volunteer Services Coordinator (VSC) • Liferay Web Portal • This service allows volunteers to update their CS Web through a standard Web browser. • Login into your community and send your login name to CS IT Services

10. Helpful Suggestions • Executive Committee: Helps to share the work and gets more people involved • e.g. Vice Chair, Treasurer, Secretary, Conferences, Conferences Steering Chairs, Publications, Standards, Awards, External Liaisons (IFIP TC/WG, ACM) • Vice Chair succeeds to Chair: Promotes continuity, reduces learning curve • On-line Newsletters: Reduces printing and mailing costs; brings more visitors to web portal • Planning: Committee’s annual plan should include initiatives supported by the higher level Board, Society, and IEEE goals.

11. Frequently Asked Questions • FAQs – Election Process: • Committee Chair appoints Nomination Committee (NomCom) Chair who recruits members, • Nomination Committee works with VSC to send out call for nominations for bio and position statements • Nominations Committee will prepare the ballot of qualified candidates • Ballots are emailed to all Committee members (ballot text reminds all members that only CS members can vote). • Committee members return of the ballots (by the ballot deadline as per the ballot text). • Ballots results are given to the NomCom Chair within one week of DL. • Nominations Committee Chair announce the election results to TC membership and T & C ExCom * VSC: Volunteer Services Coordinator

12. Planning and Budget Calendar • September – TC chair & treasurer receive notice of next year planning & budget schedule and expense processing • October –TC chair & treasurer receive: • 2010 operating plan template • 2010 budget form, • 2009 YTD expenses, • 2008 conference information and allocations, • T & C financial guidelines including preferred and allowable expenses • November – TC budget requests due to T&C Treasurer; TC operating plan due to TAOC Chair • December – TC tentative budgets distributed to TC assuming no additional YE expenses booked • February – TC approved budgets distributed to TC • Quarterly – TC receive quarterly expense reports • November – TC receive invoice and expense report due dates • December – TC completes all invoices and expense reports

13. Frequently Asked Questions • FAQs - TC Budgets • What if my plans change and I need more money? You can request at any time an addendum to your budget. The request will be review based on your TC allocation and the detailed explanation of why additional funds are required • How do I get a status on my TC’s financial conditions? You or your treasurer have the best view of financial commitments • What happens if some of my budget is not spent?This is quite common and expected. Unspent funds are used on unexpected high priority projects so there is no carry over unless explicitly negotiated into the approved budget • Will my invoice or expense report always be reimbursed?Most likely unless: • Your budget is exceeded, • Expense is exceeds reasonable limits, • Expense is outside TC scope

14. Frequently Asked Questions • FAQs - How does a conference get started? • TC sponsor Conferences, often through a Conference Steering Committee (CSC), considers technical market, quality, and investments. • CSC selects Conference theme / scope, location, season, and appoints General Chair and Finance Chair • Conference Chair or Finance Chair submits a Technical Meeting Request Form (TMRF) with draft budget to be reviewed by • CS staff tmrf@computer.org • Technical Meeting Request Committee (TMRC) • TC Chair • TMRF approval is same as Conference approval • Revised budget is also approved by TC Chair • Approved Conferences can use IEEE logo on Call for Papers, website, publicity, attended registration, and conference proceedings

15. For More Information • For More Information…. • Volunteer Services Coordinator

16. Conference Budget Process Back

17. Computer Society IP Markets Academics &Researchers Graduate students and tenure-track faculty to demonstrate that they have produced original work of sufficient quality to be accepted by a “regularly indexed” publication Technical Industry Practitioners Users of Technology to solve new problems inEngineering domains Technology Transfer Start-up Companies applyingresearch to solve problemsand submit patents Industry Practitioners Users of Technology to solve new problems innon-Engineering domains

18. Intellectual Property (IP) production • Podcasts • Video shorts • Webinars / IEEE Now! • Conference / Workshop papers • Journal Articles • Awards • Books

19. Interest Newsletter download Membership free & paid Publication subscription Product downloads Publication Articles Conference Papers Standards Networking at Chapters TM Attendance IEEE Service Volunteer Volunteer Leader Elected Volunteer Leader IEEE Contributor Podcast Video short Webinar News article Paper / article / standard published e-book / ReadyNotes Book IEEE Recognition Service awards: Cert of Appreciation, Outstanding Contribution, Exemplary Contribution Technical awards Named awards Author recognition Best paper author Highest citations Patent citations Best seller book Member Engagement

20. IEEE IP Technology Transfer in the Virtuous Circle Gather Membersw/ Common Technical Domain Non-membersin same Technical Domain Build Roadmap IP that meets / exceeds IEEE Brand Create/MaintainTechnical DomainRoadmap IEEE Revenues on sale of IP Plan & Budgetfor growth in Technical Domain Back

21. Defining Quality Are the BestPapers published at the Best technical meetings, whose review & selection isdone by academics from the Best Universities? Best How can we measure Best? • No impact factor for conferences • No dominant “stat” differences What is Best for Academics? What is Best forindustry participants? Good Back Audience CPS Presentation for IEEE President John Vig 12 May 09 21

22. TC Finances and Vitality Measures Guidance, Resources, Marketing TC involvementwith TM TM Organizers w/ TC assistance Improved Members’ engagement Better Quality & Relevance Value, Benefits TC Members TM IP Back Investments  Budget Allocation  Surplus

23. Technical Meetings / Conferences Sponsorship Migration TC Executive Committee Emerging Technology or Market Non.Spon. Tech Co-Spon Partial FinancialCo-Spon 100% Financial Sponsor TC Management of Technical Meetings Sponsorship Back CPS Presentation for IEEE President John Vig 12 May 09 23

24. IEEE Governance Members • Committee Volunteer Leaders • T & C Board Volunteer Leaders • CS Volunteer Leaders and Staff • IEEE Volunteer Leaders & Staff Back

25. Board of Executive Exec Director Directors Committee & Staff Publication Educational Regional Standards Technical IEEE-USA Activities Activities Activities Association Activities MEMBERS IEEE Governance Orange Cty Game Tech.Std Cmte. Game Tech. Task Force Game Tech.Conferences CS StdBoard CS T & CBoard CS Chapters NesCom,RevCom, etc Regions Standards Board Societies Back

26. Technical Committeesassociations Financial Sponsored Conferences Technical Co-Sponsored Conferences Members IEEE Technical Interest Profile (TIP), e.g. Software Engineering 3216 CS Publications, e.g.IEEE Computer Graphics and Applications IFIP TC Working Group, e.g. WG 2.10 Software Architecture CS Standards Committees, e.g. Test Technologies Sister Societies, e.g. Assoc of IT Professionals (AITP) CS Awards, e.g. Software Process Achievement Award Non-profit Associations, e.g. Intl Assoc. for Pattern Recognition CS website Topic Areas, e.g.Software Engineering ACM SIG, e.g.SIGGRAPH IEEE-USA Committees, e.g. CCP high-performance computing Back