BOMBAY SECTION IEEE Bombay Section Operations Processes & Requirements Draft – W.I.P.

BOMBAY SECTION Introduction It is intended to leverage the website for processes related to section activities. The Section activities fall under the four pillars outlined in the vision for – Governance – Member Development – Relevance to Society – Thought Leadership 10 primary activities are outlined in slide 4 These activities would be led by section officers according to their responsibilities 2

BOMBAY SECTION Website/Portal Requirements The requirements will be developed based on the process flows for which, we wish to leverage the website/portal Enhancements to the website shall be planned based upon finalised requirements 3

BOMBAY SECTION High-level Section Activities Formation of Executive Committee (G) Assumption/Transition of Section/Chapter Offices (G) Budgeting and Expense Management (G) Infrastructure/Asset Management (G) Publicity and Membership Development (M) Member Engagement (M), (R) Industry and peer-association Relations (M), (R), (T) Event organization (M), (R), (T) Officiating at events (G), (M) Rewards and Recognition (G), (M) 4

BOMBAY SECTION Primary Enabler - Operations Website/Portal – Common platform to facilitate External and internal interactions of the section A single point of tracking section activities/ operations Accurate Documentation – Communicating section activity plans/ events (External) – Reaching out to members (External) – Reaching section officers (External) – Request for section support (External) – Approval Workflows (Internal) – Tracking section Operations (Internal) Gradually move processes to the portal for consistent operations 5

BOMBAY SECTION Communications Enabler Website/Portal Social Media, Blogs and Print Media – Thought leadership and Publicity Newsletter – Thought leadership, section activity information and publicity Events – Relevance to Society, publicity, member/ membership development 6

BOMBAY SECTION Formation of Executive Committee Process: Form Nominations Committee by 30 th June Publish Slate of Proposed Section Officers by 30 th November Elect Execom members including Office- bearers by 30 th January Approvals Required: Constitution of Nominations committee 7

BOMBAY SECTION Election of Section Officers Execom to fill following positions by 28 th February Industry Relations Chair (IRC) Membership Development Chair (MDC) Student Activities Chair (SAC) Technical & Professional Activities Chair (TPAC) Life Member Affinity Group Chair (LMAGC) Women in Engineering Chair (WIEC) Young Professionals Chair (YPC) SIGHT Chair Society Chapter Chairs Antennas & Propagation/Electron Devices Communication Computer Instrumentation & Measurement Microwave Theory & Techniques Power and Energy/ Industry Applications Signal Processing System Man and Cybernetics Technology Management Council 8

BOMBAY SECTION Assumption/Transition of Office Process Handover of responsibilities by predecessor – Documents – Assets – Plans – Expenditure status Takeover of responsibilities by successor – Documents – Assets – Plans – Expenditure status Approvals Required: 9

BOMBAY SECTION Budgeting & Expense Management Process All Chairs to provide budget up to 31 st March of the following year by 15 th March of the current year Consolidate all budgets along with section budget by 31 st March of the current year Publish norms for expenses (travel, boarding and lodging) Approvals Required Activity/Affinity Group/Chapter budget by respective Chair Total budget by Execom 10

BOMBAY SECTION Infrastructure/Asset Management Process Office rental payment Office Secretary/Assistant salary payment Section utilities payment Office Equipment use and maintenance – Laptop – Printer – Projector 11

BOMBAY SECTION Infrastructure/Asset Management Process Social Media Publicity material management – Standees – Banners – Pads, Kits – Mementos – Pen drives, pens, bags etc. Approvals Required Payment release after section Treasurer and Chair approves Publicity material use with approval of MDC 12

BOMBAY SECTION Publicity & Membership Development Engage IEEE PR Consultants Ruder Finn Plan more benefits for members – Promote Group Insurance Scheme – Tie-up with stores for discounted merchandise – Limited-free and unlimited-discounted entry to section conferences – Other incentives Wide Communications 13

BOMBAY SECTION Member Engagement Process Virtual meeting facilities – Video – Voice Feedback mechanism E-voting Survey portal Approvals Required From webmaster for use of facilities 14

BOMBAY SECTION Industry & Peer-Association Relations Forge partnership with not-for-profit Industry Chambers Partner with peer-associations for joint events Facilitate bridging of the gap with academia 15

BOMBAY SECTION Event Organization Professional Member Events Student Member Events Common Events Approvals Required As per event norms Officiating Expenditure 16

BOMBAY SECTION Professional Member Events Meetings Industry Connect Member Engagement Conferences Networking events SKEP Faculty Upgrade Programs Professional Certification Programs 17

BOMBAY SECTION Student Member Events Meetings Conferences Contests Festivals Networking events 18

BOMBAY SECTION Common Events Job Fairs Mentoring Program Talks and Colloquia Networking events 19

BOMBAY SECTION Officiating at Events The section will send nominated members Communicate the IEEE message and market the benefits of membership 20

BOMBAY SECTION Rewards and Recognition Process Publish Norms and timelines Invite nominations Establish selection committee Approval Requirements As per norms 21

BOMBAY SECTION Website Management Process Section Officers and access rights – Enable relevant modules Mapping of common IDs – Map to approved officers Event publicity Approvals Required Chair to approve access rights, ID mapping Chair of event organizing/sponsoring OU to recommend event publicity and approved by section chair 22

BOMBAY SECTION Social Media, Blogs, Newsletter Process Publishing plan and approvals Continuity plan People Editorial team Content team Approvals Required As above 23

BOMBAY SECTION External Interactions Contact ID – – Map to Office Bearers Request for Sponsorship – College event – map to SAC and Treasurer – Other event - map to TPAC and Treasurer Request for Speakers – Map to TPAC and Secretary Turnaround time (TAT) for all of above – 3 days – Auto-reminder – In case of 2 & 3 above, escalation to Chair and Vice-Chair 24

BOMBAY SECTION SUGGESTIONS REQUESTED 25