Section Management 2015 REGION 10 Meeting Dhaka, Bangladesh 7 & 8 March 2015 Ewell Tan Project / Administrative Executive IEEE Asia-Pacific Limited

Topics  Required Reporting -Officer Reporting -Meeting Activity (L31) -Financial Reporting via NetSuite * Section Rebates  Succession Planning for Key Officers  Volunteer Tools & Resources -IEEE Center for Leadership Excellence -SAMIEEE -Section Vitality Dashboard  IEEE Governing Documents

Required Reporting for Operational Effectiveness

1. Geographic Unit Officer Reporting IEEE officers shall…  Be elected by Section members of Graduate Student Member, Member, Senior Member and Fellow Grade.  Term of office may be one or two years.  Shall not serve in any one position, in any single organizational unit, more than six years in total. * Exceptions to this rule require approval by the Region Director who will annually report such exceptions to the MGA Board.  Newly elected officers must be reported in within 20 days following the election.  Only ONE person submit the Officer Reporting Form from your geographic unit.  Section/Subsection Officers - Report all officers  Chapter/Affinity Group Officers - Need to report only Chair and Treasurer

Should be submitted to IEEE MGA after each meeting is held. Report all meetings, including social events and administrative meetings. 2. Meeting Report (L31)

Activity and Reporting Requirements Organization UnitRequirements Section Report at least 5 meetings each year Maintain a min. 25 members other than Students Subsection Report at least 5 meetings each year Maintain a min. 15 members other than Students Chapter Report at least 2 technical meetings each year Maintain a min. 10 members other than Students Affinity Group Report at least 2 meetings per year or maintain a level of activity acceptable to the regional director. Maintain a min. 6 members other than students

 The financial reporting tool, NetSuite, allows geographic unit Treasurers to log in, record, track, and submit financial data to IEEE headquarters.  IEEE geographic units must annually report their financial status (using the financial online reporting tool, NetSuite), covering the period of 1 January–31 December.  A NetSuite user ID and password are required. Geographic unit Treasurers should have received an from IEEE Finance staff with this information.  NetSuite training guides is available at:- uired_reporting/financial_reporting.html 3. Financial Reporting via NetSuite

2015 SECTION REBATE FOR 2014 ACTIVITIES  All sections in existence on 31 December 2014 and meeting minimum requirements shall receive a US$2,000 annual allowance, plus membership rebate:  US$4 for each Senior or Fellow Member  US$3 for each Member, GSM, Student, or Associate grade member  US$1.50 for each Affiliate  US$500 for each active Subsection*  US$200 for each active Chapter or Affinity Group* * Based on 31 December 2014 membership statistics. For sections formed during 2014, these funds will be pro-rated from the date of establishment until 31 December. Refer: e_schedule.html

Activity Bonus In an effort to encourage activities at the local level, activity bonuses may be awarded as follows: –All sections reporting ten meetings or more, at least five of which must be of a technical nature, shall receive an additional US$200. –All subsections reporting ten meetings or more, at least five of which must be of a technical nature, shall receive an additional US$100. –All chapters or affinity groups reporting six or more meetings of a technical nature shall receive an additional US$75. Activity bonus funds are excluded from the 10% bonus for timely reporting. * All units must qualify for the timely reporting bonus in order to be eligible for an activity bonus.

Timely electronic reporting of 1. Geographic Unit Officer Reporting: - vTools.OfficerReporting Any Questions? Please contact: 2. Meeting Reporting: - vTools.Meeting (L31) Any Questions? Please contact: 3. Financial Reporting via NetSuite Need Help? Please contact: * Submitted by 20 February 2015, will receive a 10% Bonus of the total rebate! * Final Due Date: 31 March 2015, to receive rebate for 2014 activities. * Section rebate will be paid by 30 April 2015, for on-time reporting by 20 February 2015 and subsequently approved.

Succession Planning for Key Officers

Key Officers’ Roles & Responsibilities Other EXCOM members depending on your Section / Subsection activities: Membership Development Coordinator Industry Relations Coordinator Chapter Coordinator Educational Activities Coordinator Student Branch Coordinator Section / Subsection Key Officers Roles & Responsibilities Chair Manage operations of the Section / Subsection Vice Chair Assist Chair in managing operations of the Section / Subsection Secretary Submit Section meeting report – L31 Check Sub-units (Subsections, Chapters, Affinity Groups) submit reports Submit Section/Chapter officer reporting within 20 days of election or changes online TreasurerSubmit Financial Reporting for Section and subunits (Subsections, Chapters, Affinity Groups) using NetSuite

Volunteer Tools & Resources  IEEE Centre for Leadership Excellence (CLE)  SAMIEEE for Volunteers  Section Vitality Dashboard

IEEE Centre for Leadership Excellence (CLE)  A learning resource for self-improvement needs of professionals  Focus on: IEEE Volunteers Training: training modules for 25 IEEE Volunteer positions. Professional Development Training: training modules on professional development, soft skills i.e. leadership, communications and management skills.  Quick start modules: Roles & Responsibilities Timeline for key dates Recommended training modules. Website:

 Provides volunteers access to member data.  Volunteer Position with automatic access to SAMIEEE can be found at: i.e. Section/ Council / Subsection Chair/ Vice Chair / Secretary / Treasurer / MD Chair  All users must have an IEEE Web Account.IEEE Web Account  Data restriction by organizational unit. *IEEE member data is released for use only by IEEE members, officers and committee members. Member information may not be furnished, with or without, compensation, to outside entities, or be used by IEEE members for any other than approved IEEE business. Website: SAMIEEE for volunteers

Use SAMIEEE Pre-defined Query  Readily prepared data that are available for officers to download.  May modify the query accordingly to your needs. Where can I locate the Pre-defined Query? Log in to SAMIEEE  Catalog (at top right hand corner)  SAMIeee folder  Geographic Pre-defined Query

Learn SAMIEEE at your own pace Online Training Modules SAMIEEE-OBIEE Training Presentation View the recorded WebEx "what's new" training session Reference Materials: Any questions, please contact:

Section Vitality Dashboard

 Provides Section and other organizational unit leaders a monitoring tool that provides real-time, top-down status view of their section vitality metrics.  Use your IEEE member username and password to access Link:-

The Dashboard Tabs

Results:

IEEE Governing Documents

 IEEE Governing Documents  MGA Operations Manual  Section 9: Geographic Organizational Units Any questions? Please contact: Where can I find the IEEE Governing Documents?

Thank You for Your Attention

IEEE & NETSUITE 9/23/ For IEEE to maintain Tax Exempt Non Profit Organization status –IEEE needs to be diligent regarding its compliance to current federal, state, and local regulations. –Appropriate supporting documents need to be readily accessible to facilitate the review of IEEE’s financial statements by our internal and external auditors The IEEE Audit Committee identified the implementation of a single financial reporting tool as a way to improve the organization’s ability to comply with these demands NetSuite was selected as the system to be used across the IEEE Enterprise (MGA, Standards & Conferences)

Advantages 9/23/ Online / Cloud Base – Anytime, Anywhere Real time reporting availability for both Geo Units and HQ with details –Recording of revenue through deposits. –Recording of Expenses through payments or posting to GL Accounts –Direct journal entry input & recording of financial activity into standard system through a separate set of books and records in Oracle. Visibility : Region or Section to be able to view it’s units within their structure. Financial reports can be easily generated Historical data

Compliance Reporting 9/23/ All compliance documents can be found at: The following compliance forms should be completed by all Geo Units: –Grants and Award reporting –General Information form –COI for 2015 Treasurer and Chair –Additional Information form Along with all compliance forms mentioned above, Geo Units that have bank accounts held outside the IEEE Concentration Banking program must also complete: –Bank Account Disclosure form (Bank account name must be IEEE, not individual) –Authorized Signers documentation –Balance Confirmation (required if selected for audit) –Per IEEE Policy, IEEE Staff Director of Financial Services have signature authority on the Unit’s bank account(s). If not possible, will need to fill in Bank Account exemption form.

Timely electronic reporting of 1. Geographic Unit Officer Reporting: - vTools.OfficerReporting Any Questions? Please contact: 2. Meeting Reporting: - vTools.Meeting (L31) Any Questions? Please contact: 3. Financial Reporting via NetSuite Need Help? Please contact: * Submitted by 20 February 2015, will receive a 10% Bonus of the total rebate! * Final Due Date: 31 March 2015, to receive rebate for 2014 activities.

Training materials 9/23/ Bi-weekly webex training usually between December to March

Updated R10 Netsuite reporting status 9/23/201533

2015 Section Rebate 9/23/  All sections in existence on 31 December 2014 and meeting minimum requirements shall receive a US$2,000 annual allowance, plus membership rebate:  US$4 for each Senior or Fellow Member  US$3 for each Member, GSM, Student, or Associate grade member  US$1.50 for each Affiliate  US$500 for each active Subsection*  US$200 for each active Chapter or Affinity Group* * Based on 31 December 2014 membership statistics. For sections formed during 2014, these funds will be pro-rated from the date of establishment until 31 December. Refer: e_schedule.html

Activity Bonus 9/23/ In an effort to encourage activities at the local level, activity bonuses may be awarded as follows: –All sections reporting ten meetings or more, at least five of which must be of a technical nature, shall receive an additional US$200. –All subsections reporting ten meetings or more, at least five of which must be of a technical nature, shall receive an additional US$100. –Joint meetings may be counted toward only one unit’s bonus. For example, joint meetings of different chapters and/or affinity groups may not be counted as a meeting for both units. –All chapters or affinity groups reporting six or more meetings of a technical nature shall receive an additional US$75. * Activity bonus funds are excluded from the 10% bonus for timely reporting. * All units must qualify for the timely reporting bonus in order to be eligible for an activity bonus.

Training materials 9/23/ Thank You Wan Chin TEH Senior Accountant