Transcript Successful Divisions and How They Function

Operations II
Divisions and Institutes
The “How To’s”
Bill Bees
[email protected]
Alfonso (Al) Ortega
[email protected]
2
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
3
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
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
5
Session Outline
During this session, we will discuss:
• Your place in the “ASME Universe”
• Metrics for success
• Planning and resources
• Exercises - practical applications
6
Where in the
“ASME Universe”
does my division fit?
7
8
9
ASME Organization – FY 10
Thomas Loughlin
Executive Director
Roy Arbeit
Marketing & Sales
Marketing
Warren Leonard
Governance
Institutes
David Wisler, SVP
Michael Ireland
John Delli Venneri
Legal
Michael Michaud
International Office
Amos
Holt
Robert
Simmons
President
President
Board
Governors
Board of
of Governors
June Ling
Associate Executive Director
Standards and Certification
Standards &
Certification
Bernie Hrubala, SVP
June Ling
Robert
VictoriaSimmons
Rockwell
President-Elect
President-Elect
Sector Management
Sector
Management
Committee
Committee
Phil Hamilton
Associate Executive Director
Strategy & Outreach
Strategic Management
Stacey Swisher
Harnetty, SVP
Phil Hamilton
Bill Cousins
Chair
VOLT Academy
Mike Weis
Deputy Executive Director
Operations & Tech Unit
Support
Laurel Raso
Human Resources
Phil DiVietro
Publishing and Unit
Support
Finance &
Accounting
Communications
International Gas
Turbine Institute
Codes & Standards
Technical
International
Petroleum
Technology Inst.
Conformity
Assessment
Member
Development
-
Government Relations
Breakthrough Innovation
Entrepreneurship
Environmental Scans
Contracts
Operations
Executive Leadership
Team (Staff)
Training &
Development
Market Research &
Data Analysis
- Global Communities
• Global Communities
-•Technical
Technical Communities
Communities
• Affinity Communities
-•Affinity
Communities
Programs
& Activities
-•Programs
& Activities
Financial Operations
- Financial Operations
Centers
Clark McCarrell, SVP
David Soukup
Portfolio
Management
Customer Sales &
Service
Knowledge &
Community
Rich Laudenat, SVP
Burt Dicht
Information
Technology
Operations &
Facilities
- Center for Education
- Center for Career and
Professional Advancement.
- Center for Public Awareness
- Center for Leadership & Diversity
Events
Management
Sector
(Volunteer/Staff)
Publishing
Staff Department
Legend
Technology &
Personnel
Certification
10
Amos Holt
President
d of Governors
ctor
on
Operations and
Technical Unit Support
Robert Simmons
President-Elect
Sector Management
Committee
Phil Hamilton
Associate Executive Director
Strategy & Outreach
Strategic Management
Stacey Swisher
Harnetty, SVP
Phil Hamilton
-
Government Relations
Breakthrough Innovation
Entrepreneurship
Environmental Scans
Bill Cousins
Chair
VOLT Academy
Mike Weis
Deputy Executive Director
Operations & Tech Unit
Support
Finance &
Accounting
Information
Technology
Contracts
Centers
Clark McCarrell, SVP
David Soukup
Operations &
Facilities
- Center for Education
- Center for Career and
Professional Advancement.
- Center for Public Awareness
- Center for Leadership & Diversity
Laurel Raso
Human Resources
Phil DiVietro
Publishing and Unit
Support
Knowledge &
Community
Rich Laudenat, SVP
Burt Dicht
- Global Communities
Global Communities
- •Technical
• Technical Communities
Communities
Affinity Communities
- •Affinity
Communities
Programs & &
Activities
- •Programs
Activities
Financial Operations
- •Financial
Operations
Events
Events
Management
Management
Phyllis Klasky
Publishing
Publishing
Philip DiVietro
11
Knowledge and Community (K&C)
ASME Staff Organization
Burt Dicht
Managing Director
Knowledge & Community
Elio Manes, Director
Leadership &
Communities
Deidra Hackley
Director
Unit Support
Marian Heller
Senior Program
Manager – Leadership
& Recruitment
Vince Dilworth
Senior Program
Manager –
Communities
Cristina Perakis
Coordinator – Web
Tools
Jessica Albert
Coordinator – District
Operations
Lee Hawkins
Senior Program
Manager –
Communities
Richard Ulvila
Program Manager –
Communities
Nicole Alston
Administrator
Abe Hassan
Administrator
Jacinata McComieCates
Administrator
Lashion Pettiford
Administrator
Open Position
Senior Program
Manager –
Communities
Noha El-Ghobashy
Director
Tech Prog. & Dev.
Michael Tinkleman
Director – Research
Raj Manchanda
Director – Emerging
Technologies
Norma Johnston
Manager – Research
Brandes Smith
Manager
Jovita Frederick
Administrator
12
Iana Aranda
Program Manager
Tech Prog. & Dev.
Knowledge and Community (K&C)
Volunteer Organization
Thomas Libertiny, Sr. VP
Burt Dicht, Managing Director
Senior Vice President
Vice President
Global
Communities
Vice President
Affinity
Communities
District A Leader
District B Leader
District C Leader
District D Leader
District E Leader
District F Leader
District G Leader
District H Leader
District I Leader
District J Leader
Chair,
Student Sections
Committee
Vice President
Technical
Communities
Vice President
Financial
Operations
Chair,
Representation &
Governance
Chair,
Information &
Communications
Vice President
Programs &
Activities
Chair,
Women in
Engineering AG
Group Leader
Basic Engineering
Group Leader
Energy Conversion
Technical
Communities
Representative
Chair,
Business
Development
Chair,
Young Engineers
Correspondents AG
Group Leader
Environment &
Transportation
Group Leader
Engineering &
Tech. Management
Global
Communities
Representative
Chair,
Local Programs
Chair,
Entrepreneur’s
Network AG
Group Leader
Manufacturing
Group Leader
Pressure
Technology
Affinity
Communities
Representative
Chair,
Member Value
Group Leader
Systems & Design
Chair, Board on
Research & Tech.
Development
Programs &
Activities
Representative
Technical
Communities
Representative
Chair, International
Outreach AG
Chair,
ECLIPSE Interns
AG
Affinity
Communities
Representative
Chair,
Grad Students
AG
Chair,
History & Heritage
AG
Chair,
Engineers Without
Borders AG
13
Chair,
Unit Best Practices
Chair, Student &
Early Career Focus
Chair, Grand
Energy Challenge
Global
Communities
Representative
Member at Large
Technical Communities
Volunteer Organization
Mindy Grinnan
Vice President
Krishna Gupta
Nominating Committee
Russ Skocypec, Chair –
Board on Technical
Knowledge
Dissemination
Steven Unikewicz,
Chair
Energy Committee
Chinh Bui, Chair –
Committee on
Strategic Planning
Hamid Hamidzadeh,
Chair, Committee on
Conference Planning
Bahram Ravani, Chair
Committee on Pubs
and Communications
Urmila Ghia, Chair
Congress Steering
Committee
Hornsen Tzou, Chair
Interdisciplinary
Councils
Vikas Prakash,
Chair
Nanotechnology
Council
Open
Committee on InterUnit Service
Mike Molnar, Chair Board on Division
Support
Krishna Gupta
Secretary
Alfonso Ortega, Chair
Committee on Division
Ops & Training
Krish Gupta, Chair
Committee on Honors
Henry Scarton, Chair
Calvin Rice Committee
Jian Cao, Chair
Committee on Admin
and Finance
Technical Groups
Russ Skocypec,
Leader Basic
Engineering Group
S. Somasundaram
Leader - Energy
Conversion Group
Pete Prassinos,
Leader Engr & Tech
Management Group
Alan Moghissi, Leader
Environment &
Transportation Group
Mike Molnar, Leader
Manufacturing Group
Artin Dermenjian,
Leader - Pressure
Technology Group
Dick Jacobsen, Chair Board on Research &
Technology
Development
Center for Research &
Technology
Development
Joe Beaman, Chair
Technology Policy
Committee
Joe Beaman, Chair
Emerging Technology
Committee
Technology & Policy
Task Forces
Joe Beaman, Leader
Systems & Design
Group
14
Each Division is Supported by a
Technical Group Operating Board
Basic Engineering
• Applied Mechanics
• Bioengineering
• Fluids Engineering
• Heat Transfer
• Materials
• Tribology
Manufacturing
• 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)
Energy Conversion
• Advanced Energy Systems
• Internal Combustion Engine
• Nuclear Engineering
• Solar Energy
• Power
Pressure Technology
• Pressure Vessels & Piping
• Nondestructive Evaluation
Environment & Transportation
• Environmental Engineering
• Noise Control & Acoustics
• Solid Waste Processing
• Rail Transportation
• Aerospace
Engineering & Technology
Management
• Safety Engineering & Risk
Analysis (SERAD)
• Technology & Society
• Management
15
Metrics for Success
16
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
17
•
•
•
•
•
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
18
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
19
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-forprofit 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
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
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
Processes to Assess and Monitor
Division Performance
• Planning tools to compare objectives and
performance
– Strategic plans, business plans, StrengthsWeaknesses-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
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
How can you improve your
Division’s effectiveness?
25
Planning and Resources
26
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
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
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
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
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
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
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
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
ASME K&C Staff are Resources
Available to Help You
Burt Dicht
Managing Director
Knowledge & Community
Elio Manes, Director
Leadership &
Communities
Deidra Hackley
Director
Unit Support
Marian Heller
Senior Program
Manager – Leadership
& Recruitment
Vince Dilworth
Senior Program
Manager –
Communities
Cristina Perakis
Coordinator – Web
Tools
Jessica Albert
Coordinator – District
Operations
Lee Hawkins
Senior Program
Manager –
Communities
Richard Ulvila
Program Manager –
Communities
Nicole Alston
Administrator
Abe Hassan
Administrator
Jacinata McComieCates
Administrator
Lashion Pettiford
Administrator
Open Position
Senior Program
Manager –
Communities
Noha El-Ghobashy
Director
Tech Prog. & Dev.
Michael Tinkleman
Director – Research
Raj Manchanda
Director – Emerging
Technologies
Norma Johnston
Manager – Research
Brandes Smith
Manager
Jovita Frederick
Administrator
35
Iana Aranda
Program Manager
Tech Prog. & Dev.
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
Your Division has a Dedicated
ASME Staff Person to Help You
Elio A. Manes, Director, K&C, Leadership & Communities (New York)
Groups
Divisions
Districts
Lee Hawkins
Vince Dilworth
Rich Ulvila
Marian Heller
(Garland, TX)
(San Ramon, CA)
(New York, NY)
(New York, NY)
Basic Engineering
• Applied Mechanics
• Bioengineering
• Fluids Engineering
• Heat Transfer
• Materials
• Tribology
Energy Conversion
• Advanced Energy Systems
• Internal Combustion
Engine
• Nuclear Engineering
• Power
• Solar Energy
Manufacturing
• Manufacturing
Engineering
• Materials Handling
Engineering
• Plant Engineering &
Maintenance
• Process Industries
Pressure Technology
• Pressure Vessels & Piping
• NDE Engineering
E – Southwest
F – Southeast
I – Latin America
D – Pacific
G – Asia
Systems & Design
• Computers & Info in Eng
• Design Engineering
• Dynamic Systems & Control
• Elect & Photonic Packaging
• Fluid Power Systems
• Info Storage & Processing
Systems (ISPS)
• Microelectromech (MEMS)
Engineering &
Technology Management
• Management
• Safety Engineering &
Risk Analysis (SERAD)
• Technology & Society
Environment &
Transportation
• Aerospace
• Environmental Engineering
• Noise Control & Acoustics
• Rail Transportation
• Materials & Energy Recovery
A – Northeast
B – North Central
C– Midwest
H – Europe
J – Middle East
37
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: [email protected]
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: [email protected]
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: [email protected]
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: [email protected]
38
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
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
Exercises –
Practical Applications
41
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
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
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
Thank You!
Questions?
45