Conference Business Process and Systems Project (PIF) Computer Society 2010 PIF 25 (40): 2-Part Approval; Requests for Full Service; Tiered Services; Improve CIMA Budgeting

Updated Objectives Reported to BOG, 26-May-2010 (1) Help conference organizers plan and execute successful conferences by improving sponsorship review and approval interface tools, especially for budget review and closing processes Help conference organizers and TCs start their publicity efforts earlier in order to attract the best authors by securing IEEE-CS conference sponsorship approval in two phases: first technical and second financial Support the implementation of tiered conference support levels, whose Goals include: 7/3/2018

Updated Objectives Reported to BOG, 26-May-2010 (2) Help experienced conference organizers to expedite established conferences with new tiered conference support levels Help inexperienced conference organizers to complete new conferences with new tiered conference support levels Help faltering conference organizers turn the corner with new tiered conference support levels 7/3/2018

Updated Objectives Reported to BOG, 26-May-2010 (3) Support conference organizers with 21st century tools and systems capable of adjusting to changing IEEE & CS conference business rules while supporting the migration to IEEE Service Oriented Architecture (SOA) systems from CIMA system 7/3/2018

Updated Objectives Reported to BOG, 26-May-2010 (4) Improve communications from conference organizers and CS staff to present and past conference attendees, authors, and sponsoring TC membership 7/3/2018

Updated Objectives Reported to BOG, 26-May-2010 (5) Insure successful integration or elimination of current CS conference databases (CIMA and TECA) with the recently funded IEEE Conference Exchange (ICX) during the next three years of ICX New Initiative development. 7/3/2018

Status Report for Jun 2010 BOG Meeting Volunteers identified (CD, AB, BP) CIMA improvements Successful test of CIMA reduced budget CS IT Staff applications and databases that will integrate with IBP and ICX Implemented tiered services by COG Implemented two part conference approval process 7/3/2018

One Page Summary - Conference Business Project PIF 25 (40) Two-part TMRF Approval Process Technical first (12 - 18 mo.) to get IEEE Conference Number and begin Publicity, CFP, etc. Budget later (9 - 12 mo.) to get Insurance, MOUs, COIs, Advances, CB Bank/Card(s) and Registration approval Simplified TMRF Budget – Option to enter only Expense and Revenue Subtotals Tiered Services with Budget By Appointment for all and Permanent assignment of COG Meeting Planner for Tier 4 conferences 40._Conference_Business_Processes_and_Systems-Walz100213.ppt

Competitive Analysis - ACM Conference Business Model (BP / Paul Beame) Organizers report ACM full service model is “better” than IEEE-CS http://dev.acm.org/sigs/volunteer_resources/conference_manual IEEE MCM offers similar services http://www.ieeemcm.org/index.php?option=com_content&view=frontpage&Itemid=66 IEEE and ACM are requiring stricter compliance to NY State and US Govt. laws

Conference Organizer’s Tools http://www.computer.org/portal/web/conferences/organizer-tools#reg http://www.computer.org/portal/web/tandc/library http://ieee.org/conferences_events/conferences/organizers/index.html http://newsmanager.commpartners.com/ieeemeet/issues/ http://ieee.org/conferences_events/conferences/organizers/poco/index.html http://ieee.org/documents/30012586.pdf http://ieee.org/societies_communities/index.html 7/3/2018

New Conference Approval Process 1) Technical Review and 2) Budget Review Technical Proposal First-time sponsorship requests Reviewed by TC leadership and subject matter experts Evaluate if the meeting fits within TC’s portfolio After approval, detailed budget review required Returning conferences use “Renewal” process IEEE Information Schedule form (Baseline) CS information update form (TBD) PowerPoint presentation for technical review Simplified budget review 7-9 June 2010

Tiered Support Levels Support levels are determined by total expenses and objective performance factors. Tier One: (Watch List) Conferences closing with deficits or marginal performance. Require detailed budgeting, review, and enhanced TC involvement. Tier Two: (Small Events) Minimal risk requiring minimal support, so minimal requirements for renewal. Tier Three: (Medium to Large Events) Moderate to good performance gains additional staff support and promotion. Tier Four: (Large Events) Events may also achieve this tier through excellence in performance. This level includes permanently assigned staff liaison(s) and scheduled CS promotion. 7-9 June 2010

Revised Budget Review Data Example 7-9 June 2010

Requests for Full Service Business Model Option http://www.ieeemcm.org/index.php?option=com_content&view=frontpage&Itemid=66 CS Staff investigating how to cost effectively increase services to conferences without duplicating existing IEEE services 7/3/2018