IEEE Central Texas Section CTS PACE Fawzi Behmann CTS PACE Professional Activities Committees for Engineers 09/07/2013 Fawzi Behmann l Current Status l Issues & Forward Looking

IEEE Central Texas Section CTS PACE – Current Status Projects To-date 1. eWeek Lunch & Learn Lecture Series Feb , CTS Asian American DS Series Mar. 22, CTS Semi-annual Leadership Training Seminar May 24, 2013

IEEE Central Texas Section CTS PACE – Current Status Project Tracking Challenges: l Completion of fund transfer from R5 to CTS is still pending! l This appears to be common among other sections l Creation of small committee to improve PACE Process with recommendation by Oct. 12

IEEE Central Texas Section PACE Current Project Reporting – 6 Reports! (1) (2) (3) (4) (5) (6) Extensive paper work, time consuming, discourage one to consider PACE Recommends: a)Simplification of the process with one integrated tool b)Electronic signature – form approval of fund to approval of expenses 1.Project Plan and Financial Request 2.Final Report 3.R5 Funding Request 4.Meeting Request 5.L31 Report 6.Expense Report

IEEE Central Texas Section PACE Project Life Cycle Process Improvement Problem Statement: Develop a simplified process and timeline for the R5 PACE Project ‘s Plan Approval and Funding Authorization. Objectives:. 1. Develop a new process and timeline that ensures PACE project plan approval within 3 days of submittal. 2. Develop a single and combined PACE approval and authorization form. Combine all necessary data in each of the 3 currently required forms into 1 PACE form. Deliverables: 1. An Agile PACE authorization and tracking process. 2. Action items and recommendation for process implementation Considerations: R5 Focus PACE Life Cycle Web-based for project information entry, authorization, tracking, completion, transfer of fund and overall reporting Constraints: L31 Reporting can not be excluded Sponsor: IEEE Region 5 EXCOM Team Leader: Fawzi Behmann Team Members: Fawzi Behmann (CTS) Jeffry Handal (Baton Rouge) Peter Adejokun (Fort Worth) Champion: Jim Jeffries IEEE R5 Director

IEEE Central Texas Section PACE Project Life Cycle Process Improvement Considerations & Requirements Ideas Project/Fund Request Approval Project Plan/ Execution Project Completion/ Reporting Approval/ Transfer of Fund Feedback/ Lessons Learned 1.Ideas: PACE projects start with ideas – need to capture a repository of ideas For sections R5 will be aggregate PACE web page for section and region is not available 2. Project/ Fund Request: Need to evolve ideas to Project. This will require having a project number for future reference,.. Current form can be simplified, streamed line with other steps in the PACE project life cycle 3. Request Approval: Routing approval and signature can be done electronically for efficiency Provide web feature for project approval status and potential escalation if approval/rejection is not provided within established time frame

IEEE Central Texas Section PACE Project Life Cycle Process Improvement Considerations & Requirements Cont’d Ideas Project/Fund Request Approval Project Plan/ Execution Project Completion/ Reporting Approval/ Transfer of Fund Feedback/ Lessons Learned 4. Project Plan/ Execution: Typically there is no visibility of project plan & execution (identified in the Project request – Fund approval! Milestones can be a check box (to be used automatically in project completion) 5. Project Completion: Several disjointed forms with many overlap and little usage of critical information supplied in the Request form. % forms are required in this step. Very time consuming 6. Project Completion Approval – Transfer of Fund: Routing approval and signature can be done electronically for efficiency Provide web feature for project approval status and potential escalation if approval/rejection is not provided within established time frame

IEEE Central Texas Section PACE Project Life Cycle Process Improvement Considerations & Requirements Cont’d Ideas Project/Fund Request Approval Project Plan/ Execution Project Completion/ Reporting Approval/ Transfer of Fund Feedback/ Lessons Learned 7. Feedback/Lessons Learned: This important segment does not exist in the process. It is very important to generate reports and statistics about PACE project for sharing and reporting Scope of Work: a. Need for clear and simple integrated Process & guideline tips b. Need for Automation – Integrated tools that is web based: c. Need for cost & time & implementation plan Please send your ideas and comments to by Sep. 20