ieee project management

Project Management

Project management

1. Establish the role of the chair2. Form the working group3. Establish the calendar—target dates,

meetings, etc.4. Delegate necessary functions5. Set goals and deadlines6. Manage your meetings7. Avoid copyright, trademark, and patent

obstructions

Project management

Establish the role of the working group chair Appointed by Sponsor Term and succession planning

Is there life after publication? interpretations revisions reaffirmations

Project managementEstablish the role of the chair cont’d.

Facilitator Offers steering, management, leadership, and guidance

to working group Keeps group focused on goal—a finished standard Appoints other officers of working group Delegates assignments Plans and continually reviews work and meeting

schedules Does not bias discussion

Project management Establish the role of the chair cont’d.

Ensures that all members have equal opportunity to voice their opinions

Functions as communicator both within and outside the working group

Follows up on all details through publication of approved standard

Ensures that group follows rules in IEEE-SA Standards Board Operations Manual

Project management

Form the working group Members and non-members of IEEE-SA may

participate Strive for broad representation of all interested parties Encourage worldwide membership

Project managementForm the working group, cont’d.

Seek out active, expert participants If possible, balance of producers, users,

and general interest members Make active participation requirements

public

Project management

Establish calendar Schedule for maximum attendance

Select location and dates in combination with related standards groups or technical meetings

Notify affected IEEE Section Allow meetings to last at least one day Give sufficient notification (at least 30 days) via formal

meeting notice Large groups should plan dates one year in advance

Project managementEstablish calendar cont’d.

Coordinate with other major groups

Avoid date conflicts Promote widely to encourage broad participation

Set up your own mailing list

Get listed in specific newsletters or publications

Project management

Delegate necessary functions Vice-Chair Secretary Technical Editor(s) Treasurer Meeting Planner Key people interact with staff

Project managementDelegate necessary functions cont’d.

Vice-Chair Substitutes for chair when necessary Runs meeting when chair rescues self Accepts special assignments


Secretary Records and circulates minutes Maintains record of minutes Circulates drafts for committee review Maintains roster Prepares and ensures distribution of agendas


Technical Editor(s) Brings together all aspects of the emerging draft Functions as liaison with IEEE Standards Project Editor


Treasurer Establishes registration fees Collects fees and issues payments Gives regular financial reports to committee Operations should be break even (non-profit)


Meeting Planner Estimates attendance Negotiates site contracts

IEEE facilities are free Arranges for materials and equipment Ensures distribution of meeting notice

Project management

Set goals and deadlines Projects are authorized for four years via PAR Establish milestones

Draft 1 deadline PARs, submittals must reach the IEEE Standards

Department five weeks before the next IEEE-SA Standards Board meeting

Schedule appropriate time for balloting and ballot resolution

Project management

Manage your meetings Meeting announcement

Gives public notice Essential to ensure due process and openness Make available to all known materially affected parties Provide adequate advance notice

(> 30 days; 1 year preferred)

Project managementManage your meetings cont’d.

Agenda A list of the objectives for the meeting Distribute with all available handouts before the meeting Allocate approximate time for each item on agenda Identify speaker for each item


Participation IEEE meetings can operate according to Robert’s Rules

of Order A quorum is needed before business can be conducted All IEEE Standards working group meetings are open


Meeting management techniques Start and end the meeting on time Review and modify agenda first Everyone is entitled to speak once on a topic If time and topic permit, participants may

speak again on the same topic Minutes must be written, approved, and

distributed


Meeting management techniques Chair must be objective Chair cannot make motions Chair can entertain motions Chair cannot bias discussions Ask for volunteers or assign ad hoc committees


Meeting management techniques Assign tasks evenly Establish deadlines for tasks Follow up to ensure deadlines are met Summarize action items—add to minutes Group evaluation of its own performance at end of

meeting


Managing conflict Anticipate areas of concern and plan how to deal

with them Allow all sides to speak Announce and stick to time limit Identify areas of agreement and isolate areas of

disagreement


Managing conflict Poll the group when all parties have had an

opportunity to express their views Schedule additional sessions if necessary

Project management

Avoid Copyright, Trademark, and Patent Obstructions

Before incorporating outside material into your draft Get permission letters to use previously copyrighted

figures, charts, and/or text Obtain patent permission letter of assurance Identify and footnote trademarked terms Chair shall periodically ask if there are any

Intellectual Property Rights (IPR) issues

Project managementAvoid copyright, trademark, and patent obstructions cont’d.

Start early These steps take time Must have permissions before draft is balloted IEEE cannot publish without permission letters

Project management

Summary 1. Establish the role of the chair 2. Form the working group 3. Establish the calendar—target dates, meetings,

etc, 4. Delegate necessary functions 5. Set goals and deadlines 6. Manage your meetings 7. Avoid copyright, trademark, and

patent obstructions

ieee project management

Business