Section Management

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2017 IEEE REGION 10 Meeting Chiba, Japan

4 & 5 March 2017Ewell TanProject ManagerIEEE Asia-Pacific LimitedEmail: ewell.tan@ieee.org

Rose KimSenior AccountantIEEE Asia-Pacific LimitedEmail: r.leefang@ieee.org

Content

Geographic Unit Required Reporting

Succession Planning for Key Officers

Volunteer Tools & Resources - Section / Society Vitality Dashboard- Online Petition Process- WebEx- GoogleApps for OUs (G4O)- eNotice Express

IEEE Governing Documents

NetSuite Overview

Geographic Unit Required Reporting

(1) Officer ReportingRefer to Guidelines at: < http://www.ieee.org/societies_communities/geo_activities/required_reporting/officer_forms.html >Enquiry? Kindly email to: < scs-officer-report@ieee.org >

(2) Meeting / Event Activity ReportsRefer to Guidelines at: < http://www.ieee.org/societies_communities/geo_activities/required_reporting/meeting_form.html>Enquiry? Kindly email to: < sec-rebate@ieee.org >

(3) Financial Reporting via NetSuiteForms and instructions Guidelines at: http://www.ieee.org/societies_communities/geo_activities/required_reporting/financial_reporting.htmlEnquiry? Kindly email to: < finance-solutions@ieee.org >

Meeting Activity and Reporting Requirements

Organization Unit

No. of Meeting Required

No. of Members Required

SectionReport at least 5 meetings each year

Maintain a minimum of 25 members (other than Students)

SubsectionReport at least 5 meetings each year

Maintain a minimum of 15 members(other than Students)

ChapterReport at least 2 technical meetings each year

Maintain a minimum of 10 members (other than Students)

Affinity GroupReport at least 2 meetings per year

Maintain a minimum of 6 members (other than students)

2017 Section REBATE for 2016 ACTIVITIES

All sections in existence on 31 December 2016 and meeting minimum requirements shall receive a US$2,000 annual allowance, plus membership rebate:

US$4 for each Senior or Fellow Member US$3 for each Member, GSM, Student, or Associate grade member US$1.50 for each Affiliate US$500 for each active Subsection (meeting minimum requirement) US$200 for each active Chapter or Affinity Group (meeting minimum requirement)

For sections formed during 2016, these funds will be pro-rated from the date of establishment until 31 December.

Refer to: <http://www.ieee.org/societies_communities/geo_activities/required_reporting/rebate_schedule.html >

Activity Bonus

In an effort to encourage activities at the local level, activity bonuses may be awarded as follows:

– All Sections reporting 10 meetings or more, at least 5 of which must be of a technical nature, shall receive an additional US$ 200.

– All Subsections reporting 10 meetings or more, at least 5 of which must be of a technical nature, shall receive an additional US$ 100.

– All Chapters or Affinity Groups reporting 6 or more meetings of a technical nature shall receive an additional US$ 75.

• Activity bonus funds are excluded from the 10% bonus for timely reporting!

* All units must qualify for the timely reporting bonus in order to be eligible for an activity bonus.

Important Dates

All sections whose reporting (financial, meeting, and officer) is submitted by the third Friday in February 2017 (i.e. 17 February 2017) will receive a 10% bonus of the total rebate.

Deadline for submitting annual financial reports is the 28 February, and the deadline for annual officer and meeting reports is 15 March.

Succession Planning for Key Officers

Key Officers’ Roles & Responsibilities

Section / Subsection Key Officers

Roles & Responsibilities

Chair Manage operations of the Section / Subsection

Vice Chair Assist Chair in managing operations of the Section / Subsection

Secretary

• Submit Section meeting report – L31

• Check Sub-units (Subsections, Chapters, Affinity Groups) submit reports

• Submit Section/Chapter officer reporting within 20 days of election or changes online

Treasurer Submit Financial Reporting for Section and subunits (Subsections, Chapters, Affinity Groups) using NetSuite

Important Roles at your Section / Subsection :

Educational Activities Coordinator Industry Relations Coordinator Membership Development Coordinator Professional Activities Coordinator Chapter Coordinator Student Branch Coordinator

Volunteer Recruitment Toolkit:http://www.ieee.org/societies_communities/geo_activities/volunteer/volunteer_

recruitment_toolkit.html

Tips for recruiting and retaining volunteers:http://www.ieee.org/societies_communities/geo_activities/volunteer/recruit.ht

ml

Volunteer Tools & Resources

Section / Society Vitality Dashboard Online Petition Process WebEx GoogleApps for OUs (G4O) eNotice Express

Section / Society Vitality Dashboardhttp://www.ieee.org/about/volunteers/samieee/dashboard.html

Provides Section, Society and other organizational unit leaders a real-time, top-down status view of their vitality metrics.

Use your IEEE member username and password to access

Volunteer Positions with Automatic Access https://www.ieee.org/about/volunteers/samieee/samieee_positions.html(i.e. Chair, Vice Chair, Secretary, Treasurer, MD Chair, Student Activities Chair,

Chapter Chair, YP Chair)

Data restriction by organizational unit

Section Vitality Dashboard includes:• Active IEEE members and students• Society and special interest memberships (WIE, CN, SA, YP)• Current officer and officer history• Member recruitment and retention• Member loyalty years• IEEE Life members• Meeting activity• IEEE Conferences Dashboard (new)

Society Vitality Dashboard includes:• Active members• New/reinstated members• Non-renewals/arrears• Years of service• Officers• Doublet (where you can choose more than one society)

What can I find from the Section / Society Vitality Dashboard?

Results:

IEEE Geo Unit FormationNew Online Petition Process

Petitions for Student Branches, Student Branch Chapters, Student Affinity Groups, Technical Chapters, Joint Chapters, and Affinity Groups can now be submitted online.

Key features:– Automatically validates eligibility of Organizer & Endorsers– Sends emails to all eligible Petitioners for electronic signature– Once all Endorsements and Signatures are complete,

automatically routes to Approvers

http://www.ieee.org/societies_communities/geo_activities/forms_petitions/forms_petitions_index.html

How to Submit a Petition Online ?I. IEEE Geographic Unit Formation Policies and Petitions

I. Scroll down the page and click “Access Petition Form”II. Log in with your IEEE Account (username and password)

II. When the page loads, click on “Create New Petition” to start the process

III. If you are the Organizer, choose “Yes”, and click next.IV. If not, choose “No” and provide the IEEE Member Number of the

Organizer in the space provided, then click “Next”• To submit a Student Branch, Student Branch Chapter, or

Student Branch Affinity Group, the Organizer must be an active IEEE Student or Graduate Student Member

• To submit a Chapter, Joint Chapter, or Affinity Group, the Organizer must be an active IEEE Graduate Student Member or higher

V. The system will email all eligible petitioners to electronically “sign” the petition. Review each tab to ensure all requirements are complete before clicking “Submit”.

A web conferencing tool designed for real time online meetings, webinars, training, demos, and presentations. It is only available to MGA Board members, MGA Board Committees, Region, Council, Section, Chapter and Affinity Group EXCOM Officers.

WebEx works well for online meeting with small to large number of participants when recording option and audio via Internet and/or phone are desired.

Request a WebEx session at http://sites.ieee.org/vtools/tools-ok/webex/webex-registration/ . WebEx information will be sent to you within 5 business days.

Question? Contact: mga-im@ieee.org.

WebEx

http://sites.ieee.org/vtools/tools-ok/webex/webex-registration/

Allows section volunteers to create, store, and share files with other volunteers, section members or general public. G4O also provides ability to share a calendar with your section. *currently available to Section only.

Section volunteers can restrict file and calendar access to section volunteers only, section volunteers and members, or the general public. Different files and calendars can have different access restrictions.

Key Features:– File and calendar access can be restricted to Section ExCom, section

members, or the general public;– Volunteers holding elected positions of Section Chair, Vice-Chair,

Secretary, Treasurer as well as appointed vTools Coordinators have automatic access to manage “GoogleApps for OUs” (G4O);

“GoogleApps at IEEE” account with a corresponding ieee.org e-mail address are required to access G4O.

Contact mga-im@ieee.org to request a G4O site enabled for your section

GoogleApps for OUs (G4O)

How can I login to view files in member only area of GoogleApps for OUs?

Ensure that you have "GoogleApps at IEEE" account with a corresponding ieee.org e-mail address. If you do not have "GoogleApps at IEEE" account, you can sign up for one as part of your IEEE member benefits.

To navigate to your section's site in G4O:1.Navigate to http://email.ieee.org2.Sign-in with your IEEE account3.Open Google Sites using GoogleApps Launcher or a direct link4.Select "Browse Sites" from left side menu and then select "G4O"

from under the site categories menu5.Select your section site from the list of sections6.Click on the "Members" folder from the left navigation menu to

access files restricted to section members

eNotice Express• Available for Regions, Sections, Subsections, Councils and Chapters.

• Sent without staff intervention within two (2) hours.

• Click Send to preview and Confirm eNotice express.

• The recipient list is automatically created.

• eNotice dashboard provides up-to-the minute status and mailing statistics.

• Exceptions –eNotice with the following information will be processed by staff:

Special requests Automatic reminders Attachments

Creating an eNotice Express

IEEE Governing Documents http://www.ieee.org/about/corporate/governance/index.html

MGA Operations Manualhttp://www.ieee.org/societies_communities/geo_activities/mga_operation

s_manual.html

IEEE Governing Documents

Any Question? Contact: Ewell Tan < ewell.tan@ieee.org >

What is NETSUITE?

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NETSUITE is a cloud-based financial software which allow Geographic Units’ treasurers to:

Record and keep track of all revenue and expense items

Document all financial transactions

Ensure that processes are streamlined and that audit requirements are met when audits are performed

Run income statement and balance sheet reports at any time

Year 2016 Netsuite Reporting Deadlines

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4‐Jan‐17 Submission of Grants and Awards Reporting in NetSuite

31‐Jan‐17 Submission of Compliance Documents via MGA Compliance Reporting web page Additional Information Authorized Signers Bank Account Disclosure General Information IEEE Bank Account Signature Exemption Form

17‐Feb‐17 10% Rebate Bonus Deadline

28‐Feb‐17 Financial Reporting Final Deadline

2016 Reporting Status

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Sections/ Chapters not yet reported as at 1 Mar 2017GEO UNIT

BANGALORE : COM19BANGALORE : PHO36BANGALORE : TM14BANGALORE :SP01BANGLADESHBOMBAYGUJARATGUJARAT : AP03/MTT17INDIA COUNCILINDIA COUNCIL : C16INDIA COUNCIL : CAS04INDIA COUNCIL : CAS04INDIA COUNCIL : ED15/MTT17INDIA COUNCIL : SSC37INDIA COUNCIL : TM14/IA34INDIA COUNCIL AES10/COM19/PHO36ISLAMABADLAHORETOKYO : IM-09 JOINTTOKYO : PEL-35 JOINT

Compliance Reporting

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The following compliance forms should be completed by all Geo Units:

– Grants and Award reporting

– General Information form

– Additional Information form

Geo Units that have local bank accounts must also complete:

– Bank Account Disclosure form (Bank account name must be IEEE, not individual)

– Authorized Signers documentation

– Balance Confirmation (required if selected for audit)

– Per IEEE Policy, IEEE Staff Director of Financial Services have signature authority on the Unit’s bank account(s). If not possible, will need to fill in Bank Account exemption form.

IEEE & NETSUITE - WHY

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For IEEE to maintain Tax Exempt Non Profit Organization status– IEEE needs to be diligently comply with current federal, state, and

local regulations. – Appropriate supporting documents need to be readily accessible to

facilitate the review of IEEE’s financial statements by our internal and external auditors

The IEEE Audit Committee identified the implementation of a single financial reporting tool as a way to improve the organization’s ability to comply with these requirements

NetSuite was selected as the system to be used across the IEEE Enterprise (MGA, Standards & Conferences)

Training Materials

MGA Finance Team conduct weekly webex training during December to January

IEEE Website on NetSuite Financial Reporting

http://www.ieee.org/societies_communities/geo_activities/required_reporting/financial_reporting.html

This page contains details about the IEEE Geographic Unit NetSuite financial reporting process, deadlines, instructions and training guides eLearning files.

Contact Details

Questions about NetSuite financial reporting process and system usability

(1) R10 (Exclude India) (2) IndiaRose Kim (IEEE Singapore) Teresa Sacks (IEEE Headquarter)Email: r.leefang@ieee.org Email: t.sacks@ieee.org

Questions other than the above

IEEE MGA Financial Solutions (IEEE Headquarter)Email: finance-solutions@ieee.org