NPSS Conferences Committee Chair’s Report NPSS AdCom Meeting William W. Moses Chair, NPSS Conferences Committee 2 March 2013

IEEE Global Conference Business In 2012 IEEE… –Sponsored 1394 conferences (76% in R7-10)  729 financially sponsored approved (63% in R7-10)  665 technically co-sponsored approved (92% in R7-10) –In 80 countries –Will partner with over 1000 non-IEEE entities  76% of all IEEE Conferences are co-sponsored.  89% of those are co-sponsored by a non-IEEE entity –Estimated to have over 410,000 attendees  250k financially sponsored conferences  159k technically sponsored conferences –Acquired 1255 conference proceedings 2

Total Number of IEEE Conferences IEEE Society/Council/Geographic Unit/Other – Sponsored/Co-Sponsored 3 5.5% Financially Sponsored Annual Growth Rate 15% Technically Co-Sponsored Annual Growth Rate 5.5% Financially Sponsored Annual Growth Rate 15% Technically Co-Sponsored Annual Growth Rate Increased TCS Scrutiny

Conference Quality Many Quality Issues in Last Two Years –Inadequate review process –Content outside of conference or IEEE technical scope –“Pay-to-Publish” behavior (e.g., mostly no-shows) Mostly Occurs In: –Rapidly developing portions of world –Technically Co-Sponsored conferences Evoked High-Level Response from IEEE –Content from 10% of IEEE conferences screened –Revised conference approval process –Increased communication and training 4 Dealing With Problems Effectively

What Can You Do? Run High Quality Conferences! Vet Conferences Carefully Before Granting TCS Don’t Grant TCS and Then Ignore Require and Maintain “Direct and Substantial Involvement” Pay Attention to Inquiries from Meetings & Conferences Pay Attention to Your Chapters Don’t Promise that Content will be in Xplore Report Suspicious Activity to 5

Upcoming Changes: Plagiarism Detection Tool CrossCheck supplied at no charge Free support also available Various interfaces available –Batch processing –APIs for incorporating into other tools Some restrictions apply… –Only content with IEEE copyright –Effort needed to analyze output Mandated by BoD — Will Be Coming! Available Now — Contact Bill Hagen Mandated by BoD — Will Be Coming! Available Now — Contact Bill Hagen 10/15/20156

Upcoming Changes: Conference Web Site Language Don’t say that conference publications “will be published in Xplore” Say that they: “will be considered for publication in Xplore” or “will be submitted to Xplore of inclusion” 10/15/20157

Upcoming Changes: Audit Requirement Threshold for required conference audit increased from $100k to $250k 10/15/20158

Upcoming Changes: Financial Tool / Conference Closing Changing to transaction based process –Enter transactions into NetSuite  Cloud-based Quicken-like tool –Upload supporting documentation –Closing becomes an saying “I’m done” Will Not Be Rolled Out Until It Really Works! 10/15/20159

Upcoming Changes: Personal MCE Contact for Each OU New Customer Relationship Team in place Contact Julie Amodeo 10/15/ Get To Know Your Contact Person!

Potential Change: Recovering Value from Technical Co-Sponsorship Grew Out of “Value for TCS” Investigation by IEEE Conferences in 2011 & 2012 Proposal Objectives: –Attach (Monetary) Value to IEEE Brand –Recover Existing Conference Processing & Quality Assurance Costs –Adapt to Rapid Growth of TCS Conference Would be Charged $1000 plus $15 per Conference Record Paper Ad Hoc Group Discussing in 2013

8th Annual Panel of Conference Organizers 2013 POCO covers every aspect of IEEE Conferences A Must-Attend for Both the Novice and Veteran Organizer Agenda Covers –Strategy session for volunteer leadership of sponsoring OUs –Basics Session for New Organizers –How-to Workshops –Conference Best Practices POCO 2013 Portland, OR July

The Conference Information Challenge 13 Technical Program Paper/ Peer Review Reviewers Authors Pubs Production Attendees Registra- tion Mktg & Promo Conf. Web Site Finance and Acctng. Banking Vendors Org. Comm Property Mgmt. Exhibitors Event Program Event Program Event Mgmt. Track Scheduling Attendee Info Budgeting Registration Transactions Payment Auth. Physical Payments Space Planning Room Block IEEE Membership Data Overload – Information Desert

Conf. Web Site Mktg & Promo Registra- tion Finance and Acctng. Banking Paper/ Peer Review Technical Program Event Program Event Program Event Program Event Program Property Mgmt. ICX – Bridging Information between the Conference, IEEE and Partners 14 Technical Program Paper/ Peer Review Registra- tion Mktg & Promo Conf. Web Site Finance and Acctng. Banking Event Program Event Program ICX Property Mgmt.

Concept – Organizer Workspace 15 IPR Office Conf Publishing / In Control CVent 3 rd Party

Concept – IEEE OU Workspace

NetSuite Phase 1 Completed Cvent Membership Tool Completed NetSuite Phase ICX Integrated Program Status Road Map FEB JAN MARAPR JUN MAY JAN DEC NOVOCTSEP AUG JUL FEB MARAPR MAY JUNJULAUG SEP OCTNOV DEC Cvent Membership Lookup OU Workspaces Publication Portal Peer Review Tools Membership Validation ICX/NetSuite Financial Mgt Society/Chapter Conference Notifications Peer Review Partners Vetted Conference Initation & MOU Management Completed Cvent RFP Tool Initiation & MOU Enhancements Completed Conference Publications Release 1 Completed Conference Publications Release 2 Target Informix Retirement

Ad Hocs Recently Created Deriving appropriate value from TCS Conference finances & finance tools –Budget creation & tracking tools –Non-profit status outside of US –International banking Conference branding –Attendee-based view of IEEE portfolio –Articulating why conferences matter –Targeting new conference audiences 18

10/15/ BACKUP

Recovering Appropriate Value From TCS 10/15/201520

Brief History Grew Out of “Value for TCS” Investigation by Conferences in 2011 & 2012 Proposal Objectives: –Attach (Monetary) Value to IEEE Brand –Recover Existing Conference Processing & Quality Assurance Costs –Adapt to Rapid Growth of TCS TAB & Conferences Briefed June & Nov Split Vote in Conferences in Nov Proposal Being Refined for 2013 –Briefing to / comments from TAB in Feb –Forming ad hoc working group

Feedback from Nov Meetings 2210/15/2015 Motivation was Unclear Concern About the Finances –Confusion about who received the TCS fees –Desire for exceptions –Want “somebody else” to pay MCE costs Concern About Longstanding Relationships –Offending organizers / losing partnerships –Lost publications income greater than TCS fee? (both for OU and for IEEE) Concerns Expressed

Projected Number of Conferences % Financially Sponsored Annual Growth Rate 15% Technically Co-Sponsored Annual Growth Rate 5.5% Financially Sponsored Annual Growth Rate 15% Technically Co-Sponsored Annual Growth Rate

Financially Sponsored Conferences 24 IEEE Meetings & Conferences $ Proposal Technically Co-Sponsored IEEE OU Conference Event Income $ $ Overhead

What are the Overhead Costs Associated with TCS? Before technical co-sponsorship is approved, Staff verifies that the conference is being organized by valid not-for-profit organizations. IEEE conferences partner with ~1000 organizations annually. Verification is very time consuming in some countries, and 91% of TCS conferences are held outside the US. Staff helps negotiate and generate MOUs for all conferences. Staff monitors all TCS web sites for appropriate IEEE brand usage, conference sponsorship representations on websites, call for papers and promotional materials and incorrect and misleading Xplore ® claims. Staff responds to an average of 2 new inquiries per day regarding TCS conferences. These must be investigated and resolved. We do in-depth quality checking on ~10% of the TCS conferences. We are developing education and training materials to be used by all conference organizers. 2510/15/2015 Real Costs, Rising as TCS Rises

Should All TCS Conferences Be Charged? 2610/15/2015

Who Should Decide Whether a Conference Is Charged? 2710/15/2015 The Conference Organizer IEEE Staff at HQ A Committee of High-Level IEEE Volunteers The OU that Grants Technical Co-Sponsorship

Who Should Get the Benefit from the Additional Revenue? 2810/15/2015 The Conference IEEE Staff at HQ A Committee of High-Level IEEE Volunteers The OUs that are Paying the MCE Overhead

Publication Income 29 IEEE OU Conferences Income from Xplore Access $ Growing Slowly Net Income / Paper Shrinking! Xplore Expenses # Growing Rapidly $ Periodicals Papers Institutions

Main Action for this BoD Series: Assemble Ad Hoc to Discuss & Develop Proposal 3010/15/2015 Both Pro and Con Representatives Work Issue Offline via Telecons Readout at June BoD Series Address Issues, Socialize