1. 2017 GUOS Committee Geographic Operations Support Committee
Report to Region 6 NE Area
10 March 2017

2. 2017 GUOS Committee Costas Martin Lorena Elias Susan Elisa Doug Daniel
Francis
Satish
11/21/2018

3. Committee Directory Costas Stasopoulos (R8) Chair costas@ieee.org
Martin Bastiaans
(R8) Past Chair
Lorena García
(R9) Region Representative
Elias Nassar
(R8) Section Representative
Susan (Kathy) Land
(R3) Society Representative, TA appointed
Elisa Barney Smith
(R6) Chapter Representative
Daniel Pasquet
(R8) Affinity Group Representative
Douglas Zuckerman
(R1) Chapter Representative, TA appointed
Francis Grosz
(R5) Student Representative
Satish Babu
(R10) Transnational Representative
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4. Geographic Unit Operations Support Committee Charter – MGA Operations Manual 4.5
Scope
The committee is responsible for design, development, and implementation of the support model for the Geographic Units. It shall also recommend policy for effective operation of the Geographic Units.
Functions
Oversight of Geographic Unit operations and the support structures, develop parameters to be included in the funding model for supporting the Geographic Units (for MGA Finance Committee to use in allocating resources)
Monitor and promote Geographic Unit activities related to MGA objectives (Member Engagement, Professional Development, Public Imperatives, etc.)

5. Overview of Section Vitality Program
Need -
In 2011, the Geographic Unit Operation Support Committee (GUOS) addressed the concern that many sections were struggling to engage their members and required support.
Solution -
GUOS initiated a new Section Vitality Program to identify issues sections were facing and provide support as needed.
In order to facilitate this program, GUOS created a volunteer position responsible for assessing section needs, identify potential solutions and coach section officers to implement change.
Over the years the program has continued to evolve to provide tools, education, mentoring and encourage collaboration on key issues.
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6. Section Vitality Provides Focus on a Positive Member Experience at the Local Level
Welcomed
Known to others
Recognized
As a Member of
my section I am...
Informed
Consulted
Listened to
Able to Learn & Grow Professionally

7. 2014 Vitality Survey results identified Top 10 areas of importance for Members
Percentage
Involvement with local industry 39
Participate in Conferences 38
Supporting student branch activity 37
Professional development and networking within Section 28
Participating in an IEEE continuing education program
Participating in a career related program
Welcoming notes to new members inviting them to events 27
Section web page is maintained and kept current 26
Conducting an outreach or hold an event to help members advance in grade
Conduct joint events with other professional societies or organizations
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8. Region Vitality Coordinators
Region Vitality Coordinator was a new position created to assess section needs, identify solutions and coach section officers to implement change. The Section Vitality Program has been positively received by the regions and sections.
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9. RVC Program Overview Previously presented to RVC and RD’s
10 Region Vitality Coordinators established in 2011
Members of Region Committee
Develop plan for increasing section (member) vitality within the region
Establish frequent coordination with section leaders
Promote programs/activities benefiting members
Identify & report vitality issues
Feedback to GUOS Committee
These goals have not changed
Region 6 = Dan Christianson - Utah

10. RVC examples (Region 2 and 8)
Strong Region leadership support
Engaged with Area Chairs to implement plan
Work individually to implement plan and engage with Sections
Monthly meetings to follow up
Ongoing communication with Sections
Use the Section Vitality Self Assessment to as a key guide to develop a plan
Use operational factors such as use of vTools for elections, reporting and meetings to develop plan
Representation at the Region meeting

11. Previous RVC Program Activities
New Tools
Region Vitality Checklist - This checklist suggests specific actions and activities to the RVCs to perform at different times of the year. This way, new RVCs can quickly get an overview of the responsibilities of their role and a clear activity guideline directly from the start of the year.
Section Election Calendar Tool - This tool allows easy timeline exploration for section elections and helps the RVCs to monitor and support the elections in their respective region.
Section Election Status Sheet – This sheet allows you to tract election information for the Sections in your region
Google Drive Repository - Central place for documents / webinar materials Webinar presentations available for review as well as links to the recordings of the webinars on WebEx
Set up an RVC liaison to GUOS committee
Aleksandar Szabo Region 8 RVC
Collaborate with Region level Volunteers to create a consistent plan throughout the Region.
Region Directors
Martin approached the Directors at Board Meeting to encourage Regions to take vitality issues more seriously / appoint more experienced volunteers as RVCs / provide more support to RVCs

12. Review Region Sections Self Assessment data
2016 RVC Activities plans
Review Region Sections Self Assessment data
Identify 3-5 Sections that you would like to focus on
Review or identify Sections key issues or concerns, plan how to assist
Utilize RVC Checklist
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13. MoSCoW final outcome - Vitality Program MUST HAVES and SHOULD HAVES
RVC should be an official member of the Region Committee
Region to dedicate time for RVC to interact with section chairs at Region Meeting
RVC Present report at Region meeting on section vitality
Process to identify new RVC in November
Develop performance indicators for the Section
Identify a baseline index/metric to capture vitality
Communication to section chairs to introduce them to program, be aware and engage with the RVC
Provide access to RVC (section officers) (to do election reminders, etc.)
Training - onboarding new RVC's (requirements tbd, e.g. how to use vitality dashboard) prior to January d
RVC Handbook for reference (what to do, when, how)
RVC collect Best Practices from sections as exemplars (including small and medium section case studies, election practices, MGA awards) and store in repository for reference
RVC will coordinate and collaborate with the Region Membership Development Chair
RVC will coordinate and collaborate with Region Educational Chair
RVC will coordinate and collaborate with Region Chapter Coordinator
Ongoing collaboration between RVC's (e.g. Collabratec)
To incorporate section vitality in criteria for best Section awards
RVC access to membership data stats within each section
Region Vitality
Coordinator training
Region Ownership
Managing Vitality
to a performance
measurement
Collaboration with other Region Support positions
Awareness
Tools
Awareness

14. 2016 Section Vitality Self Assessment Summary
11/21/2018

15. 2016 Section Vitality Self Assessment
Section Vitality Checklist sent to all officers to confirm their activities and planning items executed in current year.
Objectives:
Gain insight into section focus and operations affecting vitality.
Request any additional comments or concerns
Rate key area level of Importance
Aided the RVC in development of a planning strategy for execution during the year.
Methodology:
Ran 4 weeks
16 December – 16 January
Target All officers in Regions 1-10
Response rate ~ 84% (282 Sections)
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16. Vitality Surveys
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17. 2015 Section Vitality Self Assessment – 61% response rate
Region
# of Sections in Region
# of Sections Responded
Percentage 1 22 14
64% 2 20 8
40% 3 41 18
44% 4 23
87% 5 26 15
58% 6 35 29
83% 7 21 10
48% 56 37
66% 9 33
70% 57
46%

18. 2016 Section Vitality Self Assessment – 84% response rate
Region
# of Sections in Region
# of Sections Responded
Percentage 1 22 21
95% 2 20 14
70% 3 41 33
80% 4 23
87% 5 26 19
73% 6 35 30
86% 7 8 57 51
89% 9 25
75% 10 49

19. 2016 Assessment Results: Yes No NA Recruit new volunteers. 94% 5% 1%
Yes No NA
Recruit new volunteers.
94% 5% 1%
Report all Section Officers, Affinity Group, Chapter, and Student Branch Chairs.
88% 6%
Plan and budget for Section, Chapter, and Affinity Group activities for the year. 7% 4%
Complete and submit all IEEE mandated documentation (e.g. Meeting Reports, Financials (NetSuite/ L50) to close the previous year.
87% 8%
Communicate with the Section membership and announce new officers.
86%
11%
Engage with Regional Leadership and activities, e.g. attend annual regional meeting.
85% 45
Conduct Professional Development Activities, e.g. workshop/seminar.
82%
17% 2%
Encourage members to renew.
14%
Hold Officer Elections.
13%
Review meeting reporting on vTools for all local units and bring it up to date.
81%
15%
Review Affinity Group and Chapter activities to ensure continuity.
80%
Solicit nominations for leadership roles for the upcoming year and develop the slate for elections.
Update section website.
79%
16%
Conduct joint meeting with student branches, e.g. technical presentation, Student Professional Activities Conference (S-PAC).
78%
Use Section Vitality Dashboard, vTools to understand your Section.
18%
Support an affinity group function in conjunction with the section.
74%
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20. 2016 Assessment Results: Yes No NA
Yes No NA
Conduct joint meeting with student branches, e.g. student training, STEP event.
72%
23% 5%
Establish partnership with industry, e.g. joint technical presentation/training.
71%
26% 4%
Communicate with section members on IEEE activities, such as webinars.
70%
Establish a plan for engaging with members in industry.
65%
30%
Conduct an event to support involvement with local industry.
21%
Conduct a Membership Development activity, e.g. membership recruitment or elevation meeting. Half-year dues cycle starts in March. Contact deactivated members and ask them to renew.
64%
31%
Promote a pre-university activity in your area, e.g. TISP, science fair judging.
63% 6%
Conduct a Membership recruitment event, e.g. social event.
33% 3%
Solicit nominations for awards, e.g. regional or MGA or Technical Activities (TA).
61%
32%
19%
Organize an Annual Dinner with Section Awards.
Conduct a Continuing Education activity.
60%
35%
Submit nominations for awards, e.g. MGA, TA, and Region. Solicit nominations for Section Awards.
55%
39%
Update local operating procedures.
54%
14%
Reach out to non-renewing members before the deactivation date (end of February).
52%
41% 7%
Section election was carried out using vTools?
48%
44% 9%
Conduct humanitarian/community engagement projects.
45%
46%
Organize a workshop for Chapter and Affinity Group Chairs.
Train new officers through the Center for Leadership Excellence.
38%
17%
If there are no affinity groups or chapters in the Section, use SAMIEEE and Dashboard to determine members’ interests.
50%
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21. Performance indicators identified by 2016 Sub-Committee
Code
Performance indicators 1
Recognition 2
Section Operations 3
Volunteer Recruitment 4
Outreach 5
Chapter Activities/Affinity Group 6
Professional Development
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22. Performance indicators
Actions/Activities 1
Solicit nominations for awards, e.g. regional or MGA or Technical Activities (TA).
Submit nominations for awards, e.g. MGA, TA, and Region. Solicit nominations for Section Awards.
Organize an Annual Dinner with Section Awards. 2
Complete and submit all IEEE mandated documentation (e.g. Meeting Reports, Financials (NetSuite/ L50) to close the previous year.
Report all Section Officers, Affinity Group, Chapter, and Student Branch Chairs.
Update section website.
Update local operating procedures.
Use Section Vitality Dashboard, vTools to understand your Section.
Engage with Regional Leadership and activities, e.g. attend annual regional meeting.
Section election was carried out using vTools?
Hold Officer Elections.
Review meeting reporting on vTools for all local units and bring it up to date.
Communicate with the Section membership and announce new officers. 3
Recruit new volunteers.
Solicit nominations for leadership roles for the upcoming year and develop the slate for elections. 4
Reach out to non-renewing members before the deactivation date (end of February).
Conduct a Membership Development activity, e.g. membership recruitment or elevation meeting. Half-year dues cycle starts in March. Contact deactivated members and ask them to renew.
Establish a plan for engaging with members in industry.
Communicate with section members on IEEE activities, such as webinars.
If there are no affinity groups or chapters in the Section, use SAMIEEE and Dashboard to determine members’ interests.
Promote a pre-university activity in your area, e.g. TISP, science fair judging.
Establish partnership with industry, e.g. joint technical presentation/training.
Encourage members to renew.
Conduct an event to support involvement with local industry.
Conduct humanitarian/community engagement projects.
Conduct a Membership recruitment event, e.g. social event. 5
Plan and budget for Section, Chapter, and Affinity Group activities for the year.
Organize a workshop for Chapter and Affinity Group Chairs.
Review Affinity Group and Chapter activities to ensure continuity.
Conduct joint meeting with student branches, e.g. student training, STEP event.
Support an affinity group function in conjunction with the section.
Conduct joint meeting with student branches, e.g. technical presentation, Student Professional Activities Conference (S-PAC). 6
Train new officers through the Center for Leadership Excellence.
Conduct Professional Development Activities, e.g. workshop/seminar.
Conduct a Continuing Education activity.
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23. Performance indicators identified by 2016 Sub-Committee
Code
Performance indicators 1
Section Operations 2
Volunteer Recruitment 3
Professional Development 4
Outreach 5
Recognition 6
Chapter Activities/Affinity Group
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24. Performance indicators identified by 2016 Sub-Committee
Code
Performance indicators 1
Section Operations 2
Volunteer Recruitment 3
Professional Development 4
Outreach 5
Recognition 6
Chapter Activities/Affinity Group
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29. All Responses
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30. Region 6
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31. NE Area
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32. Geographic Unit Operations Support Committee face to face meeting
Sections Congress 2017 role in support of Vitality Effort
24-26 February 2017
Manchester UK,

33. Sections Congress 2017 role in support of Vitality Effort
Develop a Pre and Post Process at Region and Section level
11/21/2018

34. Sections Congress 2017 role in support of Vitality Effort
Label sessions at SC by vitality category
End of event closing activity to move learning to take- home action.
Slide deck for attendees to take home and build on to present to sections.
Follow-up post SC on take-home activities
11/21/2018