1. IEEE Central Texas Section CTS PACE Fawzi Behmann f.behmann@ieee.org CTS PACE Professional Activities Committees for Engineers 01/25/2014 Fawzi Behmann f.behmann@ieee.org l 2013 CTS PACE Projects l Issues, Actions and Status l 2014 PACE Guide

2. IEEE Central Texas Section CTS PACE - CTS PACE - Professional Activities Committees for Engineers R5 provides 50% coverage of PACE Events Section/Chapter cover the other 50% Objective: Bring value to the membership and community. Examples: l eWeek l Technical workshop l Climate Change Workshop l Career workshop l Leadership workshop l Student Activities (e.g. Robotics) l GOLD l Life Member & member Advancement

3. IEEE Central Texas Section CTS PACE – 2013 Projects 1. eWeek Lunch & Learn Lecture Series Feb. 17-23, 2013 $ 1.2K 2. CTS Asian American DS Series Mar. 22, 2013 $ 1K 3. CTS Semi-annual Leadership Training Seminar May 24, 2013 $ 0.4K

4. IEEE Central Texas Section CTS PACE – Current Status Project Tracking Observation/Issues/Actions: l Even with continuous tracking, completion of fund transfer from R5 to CTS was too long! l This appears to be common among other sections. l At IEEE-USA (August, 2013), R5 created small committee to improve PACE Process with recommendation by Oct. 12

5. IEEE Central Texas Section PACE Project Life Cycle Process Improvement Problem Statement: Develop a simplified process and timeline for the R5 PACE Project ‘s Plan Approval and Funding Authorization. Objectives:. 1. Develop a new process and timeline that ensures PACE project plan approval within 3 days of submittal. 2. Develop a single and combined PACE approval and authorization form. Combine all necessary data in each of the 3 currently required forms into 1 PACE form. Deliverables: 1. An Agile PACE authorization and tracking process. 2. Action items and recommendation for process implementation Considerations: R5 Focus PACE Life Cycle Web-based for project information entry, authorization, tracking, completion, transfer of fund and overall reporting Constraints: L31 Reporting can not be excluded Sponsor: IEEE Region 5 EXCOM Team Leader: Fawzi Behmann Team Members: Fawzi Behmann (CTS) Jeffry Handal (Baton Rouge) Peter Adejokun (Fort Worth) Champion: Jim Jeffries IEEE R5 Director

6. IEEE Central Texas Section l No need to submit request for approval multiple times l Ensure every project go through submission process l Escalation process is triggered if approval is not granted within specified period l Avoid preparing all types of forms l Ability to track project status l No loss of project information l Repository of PACE idea/project data for sharing ideas and project information within R5/Sections/Chapters l Flexibility of access, entry, display via web or mobile app l Overall data reliability and scalability l Potential expansion to other regions PACE Simplified PACE Project Process - Benefits Ideas Project/Fund Request Approval Project Plan/ Execution Project Completion/ Reporting Approval/ Transfer of Fund Project Data Base/Tracki ng 12 3 4 5 6 7 Idea/Project Tracking

7. IEEE Central Texas Section Application (web or mobile) 1.All project information are electronically stored in project database 2.Project content represents all info for the 6 reports 3.Approval & electronic signature 4.Project tracking, and escalation process 5.Option for mobile app for mobile device access 6.Query based display/reporting 7.Explore capability to interface with vTools for registration and L31 reporting. Backup plan is for maul assist (query, display in a format of vTools and mutually insert) 8.IEEE password access of PACE program PACE Web-based Program / Mobile App

8. IEEE Central Texas Section PACE Automation Project - Status 1. October 12, 2012 Report was presented to R5 and was well received l PACE Project life cycle, issues, proposed solution and budgetary estimate. Recommendation: l R5 Director to share the findings with IEEE PACE for support l Need to prepare formal proposal, cost and implementation plan and forward to IEEE PACE 2. December 6, 2013 Emailed Proposal, requirements, Quote, slides to IEEE PACE Committee 3. January, 2014 PACE Automation project was discussed at the IEEE-USA retreat in December and received support New chair for IEEE-USA PACE Committee – Doug Askegard l Need to enlarge the project to IEEE-USA l Call for a meeting (TBD)

9. IEEE Central Texas Section Guide to 2014 PACE Projects Submit a Project Plan, and Financing Request form 1.Project Title 2.R5 and Sponsoring Section 3. & 4. Contact info: Treasurer & Project Manager 5. Statement of Objectives 6. Plans for Achieving Objectives 7. How Achievement will be Measured 8. How many Members will Benefit from this Project? 9. List activities and dates required 10. Funding Required Expense typeAmount 11. Project Funding Sources 12. Disbursement 13. Approval

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11. IEEE Central Texas Section PACE Current Project Reporting – 6 Reports! (1) (2) (3) (4) (5) (6) Extensive paper work, time consuming, discourage one to consider PACE Recommends: a)Simplification of the process with one integrated tool b)Electronic signature – form approval of fund to approval of expenses 1.Project Plan and Financial Request 2.Final Report 3.R5 Funding Request 4.Meeting Request 5.L31 Report 6.Expense Report

12. IEEE Central Texas Section PACE Project Life Cycle Process Improvement Considerations & Requirements Ideas Project/Fund Request Approval Project Plan/ Execution Project Completion/ Reporting Approval/ Transfer of Fund Feedback/ Lessons Learned 1.Ideas: PACE projects start with ideas – need to capture a repository of ideas For sections R5 will be aggregate PACE web page for section and region is not available 2. Project/ Fund Request: Need to evolve ideas to Project. This will require having a project number for future reference,.. Current form can be simplified, streamed line with other steps in the PACE project life cycle 3. Request Approval: Routing approval and signature can be done electronically for efficiency Provide web feature for project approval status and potential escalation if approval/rejection is not provided within established time frame 12 3 4 5 6 7

13. IEEE Central Texas Section PACE Project Life Cycle Process Improvement Considerations & Requirements Cont’d Ideas Project/Fund Request Approval Project Plan/ Execution Project Completion/ Reporting Approval/ Transfer of Fund Feedback/ Lessons Learned 4. Project Plan/ Execution: Typically there is no visibility of project plan & execution (identified in the Project request – Fund approval! Milestones can be a check box (to be used automatically in project completion) 5. Project Completion: Several disjointed forms with many overlap and little usage of critical information supplied in the Request form. % forms are required in this step. Very time consuming 6. Project Completion Approval – Transfer of Fund: Routing approval and signature can be done electronically for efficiency Provide web feature for project approval status and potential escalation if approval/rejection is not provided within established time frame 12 3 4 5 6 7

14. IEEE Central Texas Section PACE Project Life Cycle Process Improvement Considerations & Requirements Cont’d Ideas Project/Fund Request Approval Project Plan/ Execution Project Completion/ Reporting Approval/ Transfer of Fund Feedback/ Lessons Learned 7. Feedback/Lessons Learned: This important segment does not exist in the process. It is very important to generate reports and statistics about PACE project for sharing and reporting Scope of Work: a. Need for clear and simple integrated Process & guideline tips b. Need for Automation – Integrated tools that is web based: c. Need for cost & time & implementation plan 12 3 4 5 6 7 Please send your ideas and comments to f.behmann@ieee.org by Sep. 20