Staff Report Conference Support Services

1. Staff ReportConference Support Services Lynne Harris, CMP Sr. Manager, Conference Support Services l.harris@computer.org May 2011

2. Staff Overview • Carrie C. WalshSr. Program Specialist • Technical Activities • ccwalsh@computer.org • Hazel KoskyConference Admin • hkosky@computer.org • Conference Emails: • tmrf@computer.org • tcsrequest@computer.org • tmrfclosing@computer.org • www.computer.org/portal/web/tandc/TC_MP-Assignments • Carmen Saliba, CMPSr. Meeting Planner csaliba@computer.org • Brookes Little, CMPMeeting Planner eblittle@computer.org • Alkenia WinstonMeeting Planner awinston@computer.org • Sarah PromMeeting Planner sprom@computer.org

3. 2010 Overview • Rolled out policy change for new & renewing conferences and simplified budgeting. • Transitioned to TC-based meeting planner assignments. • Increased efforts to reduce late closings, which reduced IEEE penalties. Outstanding closings are at record lows. • Conference closing support moved from CS staff to IEEE Conference Finance staff, although collection of final reports and funds will continue to reside with CS staff. • Launched Conference Connection newsletter, focusing on promoting CS conferences and TC activities. • Developed the Technical Meeting System (TMS) to replace CIMA.

4. Overview of 2011 Goals/Areas of Focus • Conference promotion support will be expanded considerably in 2011, including the greater use of social media, web postings and IEEE communications opportunities. Tom Baldwin will lead this effort, to include attending sponsored conferences to collect personal feedback on how we can offer better support and socialize new conference policies, systems and procedures. • Conference Connection newsletter will go from a quarterly to monthly distribution due to its success. • Provide analysis and business modeling to T&C for a new admin fee structure. • Staff-generated closing reports to standardize reporting for all CS conferences. Provide an objective overview based on financials, attendance, etc. to assist TCs in evaluating their portfolios. Will be distributed to Conference Chairs, Steering Committee Chairs, TC Chairs, T&C ExCom.

5. 2011 T&C Projects • Complete the migration of the sponsorship approval process workflow into the TMS, and plan on further expansion of this new system’s functionality, including TC management modules (TECA replacement). • “Conferences 101” initiative focusing on developing instructional materials for educating volunteers about their roles and responsibilities related to conferences. • Update of web presence for conferences, T&C board and TC Websites.

6. Technical Meeting System (TMS) • Intended to serve as a stop gap tool to replace CIMA while IEEE completes development of a new integrated conference management system. • Lotus Notes based system built on the existing Technical Meeting Database (TMD). • Login using IEEE web account (no separate TECA and CIMA accounts). • Conference chairs will have access to all instances of that conference. • TC chairs will have access to all instances of all conferences in the TC’s portfolio. www.computer.org/TMS

7. TMS Login Page

8. TMS Front Page

9. Questions?