![Page 1: BOMBAY SECTION IEEE Bombay Section Operations Processes & Requirements Draft – W.I.P](https://reader031.vdocuments.us/reader031/viewer/2022032106/56649e315503460f94b22864/html5/thumbnails/1.jpg)
BOMBAY SECTION
IEEE Bombay Section
Operations Processes & Requirements Draft – W.I.P.
![Page 2: BOMBAY SECTION IEEE Bombay Section Operations Processes & Requirements Draft – W.I.P](https://reader031.vdocuments.us/reader031/viewer/2022032106/56649e315503460f94b22864/html5/thumbnails/2.jpg)
BOMBAY SECTION
2
Introduction • It is intended to leverage the website for
processes related to section activities. • The Section activities fall under the four pillars
outlined in the vision for 2014+– Governance– Member Development– Relevance to Society– Thought Leadership
• 10 primary activities are outlined in slide 4• These activities would be led by section officers
according to their responsibilities
![Page 3: BOMBAY SECTION IEEE Bombay Section Operations Processes & Requirements Draft – W.I.P](https://reader031.vdocuments.us/reader031/viewer/2022032106/56649e315503460f94b22864/html5/thumbnails/3.jpg)
BOMBAY SECTION
3
Website/Portal Requirements
• The requirements will be developed based on the process flows for which, we wish to leverage the website/portal
• Enhancements to the website shall be planned based upon finalised requirements
![Page 4: BOMBAY SECTION IEEE Bombay Section Operations Processes & Requirements Draft – W.I.P](https://reader031.vdocuments.us/reader031/viewer/2022032106/56649e315503460f94b22864/html5/thumbnails/4.jpg)
BOMBAY SECTION
4
High-level Section Activities
• Formation of Executive Committee (G)• Assumption/Transition of Section/Chapter Offices (G)• Budgeting and Expense Management (G)• Infrastructure/Asset Management (G)• Publicity and Membership Development (M)• Member Engagement (M), (R)• Industry and peer-association Relations (M), (R), (T) • Event organization (M), (R), (T)• Officiating at events (G), (M)• Rewards and Recognition (G), (M)
![Page 5: BOMBAY SECTION IEEE Bombay Section Operations Processes & Requirements Draft – W.I.P](https://reader031.vdocuments.us/reader031/viewer/2022032106/56649e315503460f94b22864/html5/thumbnails/5.jpg)
BOMBAY SECTION
5
Primary Enabler - Operations
• Website/Portal– Common platform to facilitate
• External and internal interactions of the section• A single point of tracking section activities/ operations• Accurate Documentation
– Communicating section activity plans/ events (External)– Reaching out to members (External)– Reaching section officers (External)– Request for section support (External) – Approval Workflows (Internal)– Tracking section Operations (Internal)
• Gradually move processes to the portal for consistent operations
![Page 6: BOMBAY SECTION IEEE Bombay Section Operations Processes & Requirements Draft – W.I.P](https://reader031.vdocuments.us/reader031/viewer/2022032106/56649e315503460f94b22864/html5/thumbnails/6.jpg)
BOMBAY SECTION
6
Communications Enabler
• Website/Portal• Social Media, Blogs and Print Media– Thought leadership and Publicity
• Newsletter– Thought leadership, section activity information
and publicity • Events– Relevance to Society, publicity, member/
membership development
![Page 7: BOMBAY SECTION IEEE Bombay Section Operations Processes & Requirements Draft – W.I.P](https://reader031.vdocuments.us/reader031/viewer/2022032106/56649e315503460f94b22864/html5/thumbnails/7.jpg)
BOMBAY SECTION
7
Formation of Executive Committee
Process:• Form Nominations Committee by 30th June• Publish Slate of Proposed Section Officers by
30th November• Elect Execom members including Office-
bearers by 30th JanuaryApprovals Required:• Constitution of Nominations committee
![Page 8: BOMBAY SECTION IEEE Bombay Section Operations Processes & Requirements Draft – W.I.P](https://reader031.vdocuments.us/reader031/viewer/2022032106/56649e315503460f94b22864/html5/thumbnails/8.jpg)
BOMBAY SECTION
8
Election of Section OfficersExecom to fill following positions by 28th February• Industry Relations Chair (IRC)• Membership Development Chair
(MDC)• Student Activities Chair (SAC)• Technical & Professional Activities
Chair (TPAC)• Life Member Affinity Group Chair
(LMAGC)• Women in Engineering Chair
(WIEC)• Young Professionals Chair (YPC)• SIGHT Chair
Society Chapter Chairs• Antennas &
Propagation/Electron Devices• Communication• Computer• Instrumentation & Measurement• Microwave Theory & Techniques• Power and Energy/ Industry
Applications• Signal Processing • System Man and Cybernetics• Technology Management Council
![Page 9: BOMBAY SECTION IEEE Bombay Section Operations Processes & Requirements Draft – W.I.P](https://reader031.vdocuments.us/reader031/viewer/2022032106/56649e315503460f94b22864/html5/thumbnails/9.jpg)
BOMBAY SECTION
9
Assumption/Transition of Office
Process• Handover of responsibilities by predecessor
– Documents– Assets– Plans– Expenditure status
• Takeover of responsibilities by successor– Documents– Assets– Plans– Expenditure status
Approvals Required:
![Page 10: BOMBAY SECTION IEEE Bombay Section Operations Processes & Requirements Draft – W.I.P](https://reader031.vdocuments.us/reader031/viewer/2022032106/56649e315503460f94b22864/html5/thumbnails/10.jpg)
BOMBAY SECTION
10
Budgeting & Expense Management
Process• All Chairs to provide budget up to 31st March of the
following year by 15th March of the current year• Consolidate all budgets along with section budget by 31st
March of the current year• Publish norms for expenses (travel, boarding and lodging)Approvals Required• Activity/Affinity Group/Chapter budget by respective
Chair• Total budget by Execom
![Page 11: BOMBAY SECTION IEEE Bombay Section Operations Processes & Requirements Draft – W.I.P](https://reader031.vdocuments.us/reader031/viewer/2022032106/56649e315503460f94b22864/html5/thumbnails/11.jpg)
BOMBAY SECTION
11
Infrastructure/Asset Management
Process • Office rental payment• Office Secretary/Assistant salary payment• Section utilities payment• Office Equipment use and maintenance– Laptop– Printer– Projector
![Page 12: BOMBAY SECTION IEEE Bombay Section Operations Processes & Requirements Draft – W.I.P](https://reader031.vdocuments.us/reader031/viewer/2022032106/56649e315503460f94b22864/html5/thumbnails/12.jpg)
BOMBAY SECTION
12
Infrastructure/Asset Management
Process• Social Media• Publicity material management
– Standees– Banners– Pads, Kits– Mementos – Pen drives, pens, bags etc.
Approvals Required • Payment release after section Treasurer and Chair
approves• Publicity material use with approval of MDC
![Page 13: BOMBAY SECTION IEEE Bombay Section Operations Processes & Requirements Draft – W.I.P](https://reader031.vdocuments.us/reader031/viewer/2022032106/56649e315503460f94b22864/html5/thumbnails/13.jpg)
BOMBAY SECTION
13
Publicity & Membership Development
• Engage IEEE PR Consultants Ruder Finn• Plan more benefits for members– Promote Group Insurance Scheme– Tie-up with stores for discounted merchandise– Limited-free and unlimited-discounted entry to
section conferences– Other incentives
• Wide Communications
![Page 14: BOMBAY SECTION IEEE Bombay Section Operations Processes & Requirements Draft – W.I.P](https://reader031.vdocuments.us/reader031/viewer/2022032106/56649e315503460f94b22864/html5/thumbnails/14.jpg)
BOMBAY SECTION
14
Member Engagement
Process• Virtual meeting facilities– Video– Voice
• Feedback mechanism• E-voting• Survey portal
Approvals Required • From webmaster for use of facilities
![Page 15: BOMBAY SECTION IEEE Bombay Section Operations Processes & Requirements Draft – W.I.P](https://reader031.vdocuments.us/reader031/viewer/2022032106/56649e315503460f94b22864/html5/thumbnails/15.jpg)
BOMBAY SECTION
15
Industry & Peer-Association Relations
• Forge partnership with not-for-profit Industry Chambers
• Partner with peer-associations for joint events• Facilitate bridging of the gap with academia
![Page 16: BOMBAY SECTION IEEE Bombay Section Operations Processes & Requirements Draft – W.I.P](https://reader031.vdocuments.us/reader031/viewer/2022032106/56649e315503460f94b22864/html5/thumbnails/16.jpg)
BOMBAY SECTION
16
Event Organization
• Professional Member Events• Student Member Events• Common Events
Approvals Required• As per event norms• Officiating• Expenditure
![Page 17: BOMBAY SECTION IEEE Bombay Section Operations Processes & Requirements Draft – W.I.P](https://reader031.vdocuments.us/reader031/viewer/2022032106/56649e315503460f94b22864/html5/thumbnails/17.jpg)
BOMBAY SECTION
17
Professional Member Events
• Meetings• Industry Connect• Member Engagement
• Conferences• Networking events• SKEP• Faculty Upgrade Programs• Professional Certification Programs
![Page 18: BOMBAY SECTION IEEE Bombay Section Operations Processes & Requirements Draft – W.I.P](https://reader031.vdocuments.us/reader031/viewer/2022032106/56649e315503460f94b22864/html5/thumbnails/18.jpg)
BOMBAY SECTION
18
Student Member Events
• Meetings• Conferences• Contests• Festivals• Networking events
![Page 19: BOMBAY SECTION IEEE Bombay Section Operations Processes & Requirements Draft – W.I.P](https://reader031.vdocuments.us/reader031/viewer/2022032106/56649e315503460f94b22864/html5/thumbnails/19.jpg)
BOMBAY SECTION
19
Common Events
• Job Fairs• Mentoring Program• Talks and Colloquia• Networking events
![Page 20: BOMBAY SECTION IEEE Bombay Section Operations Processes & Requirements Draft – W.I.P](https://reader031.vdocuments.us/reader031/viewer/2022032106/56649e315503460f94b22864/html5/thumbnails/20.jpg)
BOMBAY SECTION
20
Officiating at Events
• The section will send nominated members• Communicate the IEEE message and market
the benefits of membership
![Page 21: BOMBAY SECTION IEEE Bombay Section Operations Processes & Requirements Draft – W.I.P](https://reader031.vdocuments.us/reader031/viewer/2022032106/56649e315503460f94b22864/html5/thumbnails/21.jpg)
BOMBAY SECTION
21
Rewards and Recognition
Process• Publish Norms and timelines• Invite nominations• Establish selection committee
Approval Requirements• As per norms
![Page 22: BOMBAY SECTION IEEE Bombay Section Operations Processes & Requirements Draft – W.I.P](https://reader031.vdocuments.us/reader031/viewer/2022032106/56649e315503460f94b22864/html5/thumbnails/22.jpg)
BOMBAY SECTION
22
Website Management
Process• Section Officers and access rights
– Enable relevant modules• Mapping of common IDs
– Map to approved officers• Event publicityApprovals Required• Chair to approve access rights, ID mapping• Chair of event organizing/sponsoring OU to recommend
event publicity and approved by section chair
![Page 23: BOMBAY SECTION IEEE Bombay Section Operations Processes & Requirements Draft – W.I.P](https://reader031.vdocuments.us/reader031/viewer/2022032106/56649e315503460f94b22864/html5/thumbnails/23.jpg)
BOMBAY SECTION
23
Social Media, Blogs, Newsletter
Process• Publishing plan and approvals• Continuity planPeople• Editorial team• Content teamApprovals Required• As above
![Page 24: BOMBAY SECTION IEEE Bombay Section Operations Processes & Requirements Draft – W.I.P](https://reader031.vdocuments.us/reader031/viewer/2022032106/56649e315503460f94b22864/html5/thumbnails/24.jpg)
BOMBAY SECTION
24
External Interactions
• Contact ID – [email protected]– Map to Office Bearers
• Request for Sponsorship– College event – map to SAC and Treasurer
[email protected]– Other event - map to TPAC and Treasurer o
[email protected]• Request for Speakers
– Map to TPAC and Secretary [email protected]• Turnaround time (TAT) for all of above – 3 days
– Auto-reminder – In case of 2 & 3 above, escalation to Chair and Vice-Chair