Leadership Technology Conference Operations I Divisions & Institutes “Purpose and Principles” Bill Bees Al Ortega

3 The presenters would like to acknowledge the contributions of: Ty Booker Vince Dillworth Bobby Grimes Mindy Grinnan Mike Ireland Jack Whitehead A heart felt Thank You.

4 Session Objectives Explain the purpose of technical divisions and institutes within the mission of the ASME Identify the “customers” and how we add value to them Convey the organization and position of technical divisions and institutes within ASME Explain the responsibilities of the Executive Committees

5 Session Outline During this session, we will discuss the following Our purpose and the ASME mission Who are our “customers?” Who do we serve? Where we exist? Division or Institute Executive Committee Primary Duties

6 Our purpose with respect to the ASME mission

7 The ASME Mission is “Complex” … Promote the art, science, and practice of mechanical engineering Encourage original research Foster engineering education Advance engineering standards Promote information exchange Broaden usefulness of engineering Promote ethical practice How do you and your Division/Institute fit into the ASME Mission?

8 Purpose of Operating Units Meet the needs of ASME Meet the needs of members Promote the technical society Infuse the ASME with new members Draw new members into the ASME Provide Professional Development for all members

How Does Your Division/Institute Contribute to the ASME Mission? How/where do you fit in? What is “your” purpose? Who are your “customers” What is your plan? What is your role? What are your metrics for success? 9

10 Plan For Success Have you set: Goals? Developed a 5 to10 year strategic plan? Used best practices in Leadership training program? Employed other unit’s best practices? Considered joint-conferences? Used ASME resources?

How is Success Defined? Increase in Primary & Secondary members Conferences Honors and Awards Newsletters Knowledge Development Knowledge Transfer Leadership Development Engagement of Members 11

12 What defines success for your Division/Institute?

13 Who are our “customers?”

Serving the Interests of Our Members Technical knowledge Enthusiastic volunteers Information exchange thru - technical communities - journals - conferences - publications 14

15 Technical Divisions Are ASME’s Knowledge Base … We maintain this base by: Sponsorship/Organization of Technical Conferences Participation in Congress of Divisions Sponsorship of Technical Journals Participation in Cross-Divisional Activities. Provide opportunities for Continuing Education Participation in Codes & Standards Provide Tutorials at Conferences or Meetings

Operations …: LTC Technical Divisions Provide For Disemination of Technical Knowledge … Global Communities and Student sections Papers and Journals Honors and Awards New products and services Developments in new technologies Codes & Standards Make Better Engineers and Employees Out of ASME Members

17 Where do we fit within the ASME organization?

18 ASME Has a Number of Main Activities … Technical Units Technical Communities 2 Technical Institutes Membership Local sections Student sections Technical chapters Codes and Standards Education Government Relations Where are we in the ASME organizational structure?

19 We Fill A Key Role In ASME … Knowledge & Community Sector 33 Technical Divisions organized in Groups 10 Districts Affinity Communities Institutes Sector IGTI (a large division) IPTI (a group containing 3 divisions) Other Centers Sector Education Training Diversity Prof. Ethics Other Standards & Certification Sector Strategy & Outreach Sector

20 Technical Groups Divisions are organized into Groups –Groups support divisions thru guidance / support: Publications Conferences Honors & Awards etc. –Divisions have one or two representatives on the Group Operating Board (TCOB), in addition to two members at large. The Technical Group Leader is your means of communicating with the ASME organization as a whole. The Technical Group Leader and the Group Operating Board communicate ASME policies and practices to you –Reviews division performance –Approves division bylaws and leadership appointments

21 Technical Communities Operating Board –TGL Basic Engineering –TGL Energy Conversion –TGL Engineering & Technology Management –TGL Environment and Transportation –TGL Manufacturing –TGL Pressure Technology –TGL Systems and Design TCOB Structure

22 Groups Report to the Technical Communities Operating Board (TCOB) Your Group Leader is your representative on the TCOB The Congress Steering, Publications and Conferences Committees are under the TCOB The TCOB has several committees that interact with Groups and Divisions Group infrastructure reflects TCOB structure Group Members-at-Large are resources for Divisions

Knowledge and Communities Sector Board of Directors (SVP, Chair) Tom Libertiny 23 Steven Unikewicz Energy Committee Steven Unikewicz Energy Committee

24 Primary Duties of the Executive Committees

25 The Executive Committee - Three Main Responsibilities 1.Maintain the health of the technical committees 2.Develop a large pool of trained volunteers 3.Run a financially sound divisions/institutes

What are your responsibilities as an Executive Committee Member? 26

Division / Institute Leader Serves membership and constituents Operates in a fiscally sound manner Recruits new leaders Reports to membership and ASME Recruits and Develops New Leaders 27

Divisions Serve Membership and Broader Technical Community All Divisions are not homogeneous, but nearly all have some common aspects Organized around a technical topic Provide dissemination of technical info –Conferences, Journals, Workshops, Tutorials Serve membership and colleagues –Information - Division Newsletters –Recognize membership - Honors and Awards 28

29 Logistical aspects of conferences: Conference approval forms, business plans and budgets, locations, dates, coordination with stakeholders, report results Logistical aspects of journals: budget, appointment of editors, approval of associate editors Maintain By-Laws and Operating Guides Manage Custodial Accounts Administer honors and awards Support Government Relations Support new initiatives Business Elements to Address …

30 How to Maintain Healthy Technical Committees … Monitor activities, leadership, and activities Train Leadership and maintain officer succession Provide resources Recruit Executive Committee leadership from technical committees Initiate new technical committees and “sunset” others as appropriate Encourage collaboration with other technical communities

31 Elements to Build a Pool of Trained Volunteers … Apprenticeships Assignments for exposure and growth Maintain Operating Guides Scheduled training Business planning retreats Frequent communications Peer review participation

32 The Most Important Element of Training is Apprenticeship and Succession Potential Succession of Executive Committee Member Administrative Committees Technical Committees

33 PVP Organization POSITION Senate President PresStep 3Yr 8 Senate Historian VC&HStep 4Yr 7 Division Chair CStep 3Yr 6 Division Vice- Chair VCStep 2Yr 5 Honors Chair 4 year Training Period Communication Chair Newly Elected EC Step 1Yr 1 Programs Chair Years Professional Dev. Chair Membership Chair International Chair The Most Important Element of Training is Apprenticeship and Succession

34 Shadowing – Apprenticing – Training Copy on all relevant correspondence Invite to participate in teleconferences Invite to attend meetings –Social, business, planning Serve as Officers on Technical Committees Serve on Administrative Committees

35 Apply Good Practices Methods: Training and workshops at conferences Recognize efforts of supporters Develop Technical Chapters (as applicable) Requires personnel in an area Provide training for EC at retreats Promote the family concept at all levels

Leader’s “Stay-out-of-Jail” Advice Operate within Society processes & guidelines Conference organization requires approval via CA-1 or CA-2 forms ALWAYS seek ASME guidance for contracts and financial commitments NEVER sign contracts or make financial commitments Complete Division Annual Report and Plan 36

Summary of Key Points We should have an understanding of: The goals and mission of your Division and ASME Your “customers” and member’s needs Where we fit into ASME Your primary duties as an Executive Committee Member 37

More Opportunities for You at LTC 1:30-2:20 and 2:25-3:15 today –Ethics –Communications –ASME Resources –101 Leadership Path 3:30-5:30 today –Products & Services Basics –Finances (Divisions/Institutes) 8:00-10:00 tomorrow –Operations II “How To’s” 38

39 Thank You! Remember: The technical divisions and institutes provide great opportunities for YOU to make a difference to ASME and its members. Questions?