2. 2 Operations II Divisions and Institutes The “How To’s” Bill Bees Alfonso (Al) Ortega beesw@asme.org aortega@villanova.edu

3. 3 The presenters would like to acknowledge the contributions of Rick Marboe Muhammad Rahman Dan Segalman Phil Carpentier Ed Sieders Jack Whitehead Mindy Grinnan Burt Dicht Marian Heller Mike Molnar

4. Review of Previous Sessions Operations I “Purpose and Principles” –Our purpose within ASME –Who are our customers? –Where do we fit in the Society? –Primary duties of the Executive Committee Other ASME 101 sessions –Ethics of Volunteerism, Diversity, Communications, ASME Resources, 360 Survey and Reflective Practice for Leaders –Products & Services Processes, Increasing Volunteer Recruitment and Participation, Becoming a Leader 4

5. 5 Session Objectives Understand where Divisions/Institutes fit into the larger ASME organization Identify the characteristics of a successful technical division Provide guidance on being successful Identify resources to assist you Discuss application to “real world” situations

6. 6 Session Outline During this session, we will discuss: Your place in the “ASME Universe” Metrics for success Planning and resources Exercises - practical applications

7. 7 Where in the “ASME Universe” does my division fit?

8. 8

9. 9

10. 10 ASME Organization – FY 10 Global Communities Technical Communities Affinity Communities Programs & Activities Financial Operations Robert Simmons President Board of Governors Victoria Rockwell President-Elect Sector Management Committee

11. 11 Operations and Technical Unit Support Events Management Phyllis Klasky Publishing Philip DiVietro Global Communities Technical Communities Affinity Communities Programs & Activities Financial Operations

12. 12 Knowledge and Community (K&C) ASME Staff Organization

13. 13 Knowledge and Community (K&C) Volunteer Organization Thomas Libertiny, Sr. VP Burt Dicht, Managing Director

14. 14 Technical Communities Volunteer Organization

15. Each Division is Supported by a Technical Group Operating Board Basic Engineering Applied Mechanics Bioengineering Fluids Engineering Heat Transfer Materials Tribology Manufacturing Engineering Materials Handling Engineering Plant Engineering & Maintenance Process Industries Systems & Design Computers & Information Engineering Design Engineering Dynamic Systems & Control Electronic & Photonic Packaging Fluid Power Systems & Technology Information Storage & Processing Systems (ISPS) Microelectromechanical Systems (MEMS) Pressure Technology Pressure Vessels & Piping Nondestructive Evaluation Energy Conversion Advanced Energy Systems Internal Combustion Engine Nuclear Engineering Solar Energy Power Engineering & Technology Management Safety Engineering & Risk Analysis (SERAD) Technology & Society Management Environment & Transportation Environmental Engineering Noise Control & Acoustics Solid Waste Processing Rail Transportation Aerospace 15

16. 16 Metrics for Success

17. 17 An Effective, Healthy Division / Institute Has… Engaged and motivated members Financial sustainability Duties assigned to each officer & committee Accountability Leadership training Succession planning Opportunities for new volunteers

18. 18 An Effective, Healthy Division / Institute Has… Effective supervision and support of productive technical committees Support of administrative committees; communications, governance, honors and awards, advisory boards Recognition of volunteer contributions to the Division’s mission “Family” concept and fellowship An awareness of new technical trends and is responsive to new opportunities

19. 19 Maintain Fundamental Operations Support the technical & administrative committees Communicate with your technical group Maintain a system of apprenticeship and succession Build a large pool of experienced and capable volunteers Emphasize training Maintain a business plan

20. ASME Policy 12.1: Business Practices of Conferences and Events: ASME POLICY 12.1-REVISION July 2010 http://committees.asme.org/K&C/CPC/home.cfm Background Rewrite largely necessitated by dictates in new IRS Federal Tax Form 990 for not-for- profit organizations Requires increased focus on good governance, accountability and oversight practices No major revision to the Policy in more than 10 years K&C-led team, including a majority of experienced volunteer conference organizers, helped write the revised policy Intended Outcomes Fair, uniform open conference planning Forum for sharing best practices across all ASME Sectors A how-to procedure Sound business practices for sustainable conferences Conforming to IRS nonprofit requirements Flexibility planning in an open Society 20

21. ASME Policy 12.1 - Revision What are the Major Changes? 1.Open bidding process for event services 2.Use of Letter of Intent 3.Audit requirements P12.1 Key Provisions: 1.Classification of Events 2.Business Plans and Budgets 3.Events Management 4.Legal Procedures 5.Approval Criteria 6.Audit and Financial Reporting 7.Publications 21

22. Metrics to Measure Your Division / Institute’s Condition and Progress Increase in membership growth/retention Conference metrics: attendance, paper count, or financial surplus Increase in participation in Technical Committees Development of new activities and programs targeted at students and early-career engineers Creation of conference in new areas MOST IMPORTANT: HOW EFFECTIVE IS THE DIVISION IN MEETING THE NEEDS OF ITS MEMBERS? 22

23. Processes to Assess and Monitor Division Performance Planning tools to compare objectives and performance –Strategic plans, business plans, Strengths- Weaknesses-Opportunities-Threats (SWOT) analyses Division Annual Reports & Plans –Prepared by Division leaders (valuable exercise) Data gathering, self-assessment, planning, and training –Reviewed by your Technical Group Feedback provided from other Divisions Real-time discussion of best-practices and issues –Provides information to communicate within ASME 23

24. Division Annual Reports and Plans Committee on Division Operations and Training (CDOT) is currently re-vamping the Division Annual Reporting process Seeking Division input on what metrics are important to –Assess the success of the Division in meeting its members needs and expectations –Assess what the Division needs in order to meet that success Developing new reporting process that is on-line and that has auto-filling in of tedious Division data Developing new process for assessing Division Health, i.e. “Division Report Card” 24

25. How can you improve your Division’s effectiveness? 25

26. 26 Planning and Resources

27. Planning Improves Your Understanding of Your “Customers” Seek to understand expectations Improve your division’s operations: –Vision and Mission Statements –SWOT analysis –Strategic and Business Plans –Conduct Division planning retreats –“Advisory” board of past chairs –Self-assessment via preparation and review of your Division Annual Report and Plan 27

28. Planning Provides Accountability and Quantifies Progress Effective Division tactical plans should: Include a “work breakdown” structure: –Identifiable tasks assigned to specific people with well-understood expectations –A process for reviewing and tracking progress Include metrics for measuring success Include a time-line for evaluating progress Failing to Plan is Planning to Fail! 28

29. Volunteers are Essential to Your Division’s Success Future leaders of your Division and the Society are a result of the volunteer opportunities that you provide Implement a strategy of identifying, engaging, training, and growing a steady stream of volunteers Maintain an active recognition program 29

30. Recruiting, Developing, and Retaining Volunteers Strategies to solicit new volunteers into your Division’s activities Identify and recruit new volunteers Provide growth opportunities with increasing responsibility and impact Recognize their contributions! New members are the “seeds” from which our future leaders grow! 30

31. Recruiting, Developing, and Retaining Volunteers (cont) Strategies to keep experienced leaders involved in your Division and ASME Opportunities for Division advisory roles Recommend for higher ASME roles Recognize their contributions! We need to keep experienced volunteers engaged within ASME! 31

32. Potential Organizational Resources for Your Division Organizations beyond your Division may be resources for innovative partnerships Consider new opportunities for growth: Collaborations with other ASME Divisions and Sections: multi-disciplinary topics Collaborations with other Societies Interactions with universities & companies Support and resources within ASME 32

33. Understanding Your Financial Resources Financial resources enable you to take risks and accomplish goals: Conference, workshop, tutorial proceeds Journal revenue sharing Corporate donations and sponsorships Growth/loss of Custodial Accounts ASME initiative-based resources 33

34. Resources Available within the Volunteer Leadership Structure Your Technical Group Operating Board (TGOB) –Technical Group Leader (TGL) –Members-at-Large (MAL) Technical Communities Operating Board (TCOB) Committees --Publications --Conferences --Division Operations & Training (CDOT) --Honors & Awards --Strategic Planning --Administration & Finance Your Vice-President (Mindy Grinnan) 34

35. ASME K&C Staff are Resources Available to Help You 35

36. Your ASME Staff are Resources Phyllis Klasky; Manager, Events Department Philip DiVietro; Manager, Publications Department Burt Dicht; Managing Director, Knowledge & Community –Elio Manes; Director, Leadership & Communities –Noha El-Ghobashy; Director, Technical Programming & Development –Deidra Hackley; Manager, Unit Support 36

37. Your Division has a Dedicated ASME Staff Person to Help You Elio A. Manes, Director, K&C, Leadership & Communities (New York) Lee Hawkins (Garland, TX) Vince Dilworth (San Ramon, CA) Rich Ulvila (New York, NY) Marian Heller (New York, NY) Groups Divisions Basic Engineering Applied Mechanics Bioengineering Fluids Engineering Heat Transfer Materials Tribology Manufacturing Engineering Materials Handling Engineering Plant Engineering & Maintenance Process Industries Energy Conversion Advanced Energy Systems Internal Combustion Engine Nuclear Engineering Power Solar Energy Pressure Technology Pressure Vessels & Piping NDE Engineering Systems & Design Computers & Info in Eng Design Engineering Dynamic Systems & Control Elect & Photonic Packaging Fluid Power Systems Info Storage & Processing Systems (ISPS) Microelectromech (MEMS) Environment & Transportation Aerospace Environmental Engineering Noise Control & Acoustics Rail Transportation Materials & Energy Recovery Engineering & Technology Management Management Safety Engineering & Risk Analysis (SERAD) Technology & Society DistrictsE – Southwest F – Southeast I – Latin America D – Pacific G – Asia A – Northeast B – North Central C– Midwest H – Europe J – Middle East 37

38. ASME Staff are Resources to Help Your Division Vince Dilworth, P.E. Senior Program Manager Leadership & Communities 30 Rainbow Bridge Ct. San Ramon, CA 94582-4534 U.S.A. Tel: 1.925.244.1360 Fax: 1.925.244.1359 Email: dilworthv@asme.orgdilworthv@asme.org Richard Ulvila Program Manager Leadership & Communities ASME Three Park Avenue New York, NY 10016-5990 Tel: 1.212.591.7863 Fax: 1.212.591.7671 Email: ulvilar@asme.orgulvilar@asme.org Lee A. Hawkins Senior Program Manager Global, Technical, & Affinity Communities 1710 Audrey Drive Garland, TX 75040 U.S.A. Tel: 1.972.414.3260 Fax: 1.972.414-3268 Email: HawkinsL@asme.orgHawkinsL@asme.org Marian Heller Senior Program Manager, Leadership Development and Recruitment ASME Three Park Avenue New York, NY 10016-5990 Tel: (212) 591-7079 Fax: (212) 591-7856 Email: hellerm@asme.orghellerm@asme.org 38

39. Importance of Effective Communications with Members “Downward and Outward” communications to your Division membership Division Newsletters –Important value for many members who don’t participate directly in the Divisions –Templates are available Division web pages –Request assistance via the Volunteer E-Request Tool (VERT) Emails to Division lists –Specific events or communications –Contact your ASME Staff person 39

40. Importance of Effective Communications within ASME “Upward” communications within the ASME to volunteer leadership and staff We are accountable for using our ASME resources (financial) effectively Communicating your Division’s successes and innovative activities allows your volunteer leadership to better represent you Many other volunteers and staff may not be aware and appreciate your activities! Help your leaders to better represent you! 40

41. 41 Exercises – Practical Applications

42. Group Exercises Given: A description of an issue or a challenge that you or your Division is facing (handout) Your Task: At your table, brainstorm several potential plans to improve the situation Consider the pros/cons of your options Select a plan to implement Prepare to discuss your plan with the group 42

43. Summary of Operations Sessions the goals and mission of your Division your “customers” and members needs where you fit into ASME where to seek assistance when needed your primary duties as an Executive Committee Member metrics for success planning concepts and resources 43

44. That’s All Great, But What Now? What are the major opportunities for you to improve your Division? What goals will you set for yourself and the Division to realize these opportunities? How will you know if you’ve succeeded? After your tenure as a Division leader is completed, what will be your legacy? Make a difference and make it count! 44

45. 45 Thank You! Questions?