1. NPSS/IEEE-MCM Partnership Update & Conference Financial Programs Review Sherry Russ Sills Director, IEEE Meeting & Conference Management Thomas Lynch Staff Director, IEEE Financial Services 2 March 2012 NPSS AdCom Santa Fe, NM

2. Discussion Items Refresher on Organizer Challenges Partnership Goals Partnership successes to date New model of approach with PSAC PPC 2011 Recap and discussion Conference Financial Programs Credit Card Processing Automation Project (New for 2012) Next steps for consideration 8/21/20152

3. What You Told Us Increasingly difficult for a group of new volunteers to run a conference –Requirements of the role not clearly defined as well as length of time committed (<1 year) –Time constraints against ‘real’ jobs –Lack of available resources/expertise/tools –IEEE compliance requirements/paperwork Historical documentation capture and handoff Consistency in how the event is managed Management of the financial process (budget tracking, payments, reporting) 8/21/20153 Pool of willing and competent volunteers is small

4. Partnership Goal for MCM Become the NPSS conference expert Demonstrate the value-add a professional conference organizer can bring –Expertise –Consistent tools –Cost-reduction/risk management –Time savings for organizers Leverage IEEE supplier networks for increased savings Provide historical documentation and new organizer orientation 8/21/20154

5. Conference Partnerships to Date Full Event Management –2009, 2011 PPC –2009, 2011 ICOPS/SOFE –2010, 2014 ICOPS 2013 PPPS Site Selection & Contract Negotiation –SOFE 2013 –PPC 2015 General guidance and/or contract review –2009-2013 NSS/MIC contract review –2012 ICOPS contract review and guidance –2015 ICOPS –NPSS AdCom 8/21/20155

6. Partnership ROI Realized Since Inception ConferenceValue AddROI 2009 ICOPS/SOFE Venue contract negotiations post signature-concessions & rate adjustments $20K 2010 ICOPSVenue contract negotiations post signature-concessions & rate adjustments, discounts $50K 2011 ICOPS/SOFE & PPC Venue contract negotiations post signature-concessions, rate adjustments, discounts $75K 2013 PPPSVenue contract negotiations, concessions, discounts, & rebates $203K YTD 2014 ICOPSVenue contract negotiations, concessions, discounts, & rebates $56K YTD 8/21/20156 $404K Return on Investment

7. Building a New Model – PSAC MSA Jointly developed and delivered a master service agreement for PSAC sponsored conferences –All inclusive pre-event/onsite mgmt. flat-fee structure for ICOPS stand-alone and ICOPS/SOFE  Optional payment scenario; 10% Hotel commission as payment for flat fee offering  MCM rate lock for duration of MSA –Significantly reduced cost for registration services when selected for full event management –Maintain historical repository of conference year over year and provide orientation to new organizers –Coordinate all IEEE compliance requirements –Attendance at one PSAC ExCom annually at no cost 8/21/20157

8. Building a New Model-PSAC MSA Highlights of Service Offering Inclusions Location and venue(s) search, summation, negotiations, and contracting Coordination of IEEE compliance requirements Timeline management Pre-event management (planning & logistics) Vendor management Exhibit management Financial management Onsite management (exclusive of Travel &Living expenses) Vendor invoice reconciliation/payment Post conference reporting 8/21/20158

9. PPC 2011 Discussion Conference final financials not yet realized due to –Reconciliation of expenses Conference Organizer position is that MCM owes conference US$23K due to loss of deposit from locally hired supplier for social events –Supplier went out of business prior to conference and filed for bankruptcy after twelve years in operation Two vendors yet to be paid in full –Network Shop approx. US$12K –MCM remaining mgmt. fee US$28K Conference concentration bank account has insufficient funds to make payment 8/21/20159

10. 2011 PPC Financial Summation Conference Financial Records indicate an overall deficit of approx. $69k from operations 8/21/201510 Current bank account balance$6,465 Outstanding Loan from NPSS($30,000) Balance Due Network Shop($12,000) Balance Due IEEE MCM($27,866) Overdrawn – Registration Suspense Account ($10,843) Projected Conference Net($74,244)

11. Next Steps for Consideration Transparency of strategy for the conference long term to help direct –Guidance on future direction/vision Location and budget should be set prior to Conference Chair selection Establish clear job description with criteria for appointment to help guide selection process Chairs need some parameters to work within (do’s and don’ts) to drive behavior Establish approval hierarchy to spend money or change the conference structure at the ExCom level Require quarterly forecasting submission to AdCom with clear transparency of variations 8/21/201511

12. CONFERENCE FINANCIAL PROGRAMS 8/21/201512

13. Conference Financial Programs Concentration Banking Program –Business checking account with the following features:  Online statements – check images, Excel download.  CB Card for payments – accepted wherever Master Card is accepted.  Accounts available for USD and CAD activity. –Auto Posting project implementation will allow interface with IEEE Merchant accounts for daily deposits of credit card receipts. –Visibility to activity will enable Conference Finance and Audit to assist in conference closing and audit process. 8/21/201513

14. Credit Card Transaction Auto-Posting Project (US Currency) Project Goal: Automate posting of credit card transactions daily in a lump sum to the conference concentration banking account –Project should alleviate concerns/issues raised regarding timing delays of funds and difficulty in reconciling activity Project milestones –QA testing completed January 2012 –Launch of pilot 12 March 2012 –Institute-wide launch targeted for June 2012 Canadian currency merchant lending program under development (Targeted Q3-4 2012) 8/21/201514

15. Credit Card Processing (Future State) Any IEEE conference who wishes to process in US currency must utilize the ML and CB Program jointly to automate transfer of credit card transactions daily Daily posting of revenue received to CB account should make reconciliation of the registration payments easier Unless conference utilizes MCM for registration, reconciliation is still the responsibility of the organizer and/or hired management company –IEEE staff do not have access to the registration detail to provide assistance with reconciliation –IEEE staff will be available to address questions and/or provide guidance as SMEs Clear and easy to follow instructions will be provided Service will be transparent and processes/coordination behind the scenes will be seamless 8/21/201515

16. Credit Card Processing Limitations (Future State) Automation only available to conferences who open a concentration banking account and use IEEE merchant account (restricted to US & Canada only) Manual transfer process for all others who wish to use IEEE merchant account without CB account –Existing known issues will remain Frustration levels surrounding reconciliation may still exist –Person assigned to perform reconciliation may not have access to CB account –Registration tool may not provide robust reporting to reconcile with ease 8/21/201516

17. WRAP UP AND QUESTIONS? 8/21/201517