Successful Divisions and How They Function

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Leadership Technology Conference2012

• Leading a Unit
• Divisions Institutes
• (Purpose and Principles)
• Bill Bees
• beesw_at_asme.org
• Artin Dermenjian
• Artin.a.dermenjian_at_sargentlundy.com

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• The presenters would like to acknowledge the
  contributions of
• Ty Booker
• Marian Heller
• Shane McGoldrick
• And others
• A heart felt Thank You.

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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

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Session Outline

• During this session, we will discuss the
  following
• Where in the ASME Universe does my
  division/institute fit?
• Our purpose and the ASME mission
• Who are our customers?
• Who do we serve?
• Where we exist?
• Division or Institute Executive Committee Primary
  Duties

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• Where in the
• ASME Universe
• does my division/institute fit?

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ASME Staff Organization Chart Effective January
1, 2012
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• Where do we fit within the
  ASME organization?

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We Fill A Key Role In ASME
Knowledge Community Sector
Institutes Sector
Centers Sector
Standards Certification Sector

• 32 Technical Divisions organized in Groups
• 10 Districts
• Affinity Communities

• IGTI (a large division)
• IPTI (a group containing 3 divisions)
• Other

• Education
• Training
• Diversity
• Prof. Ethics
• Other

Strategy Outreach Sector
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ASME Has a Number of Main
Activities

• Technical Units
• Technical Communities
• 2 Technical Institutes

• Membership
• Local sections
• Student sections
• Technical chapters

Codes and Standards
Education
Government Relations
Where are we in the ASME organizational structure?
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Groups Report to the Technical Communities
Operating Board (TCOB)

• Your Group Leader is your representative on the
  TCOB
• The Congress Steering, Publications and
  Conferences Committees are under the TCOB
• The TCOB has several committees that interact
  with Groups and Divisions
• Group infrastructure reflects TCOB structure
• Group Members-at-Large are resources for Divisions

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Technical Communities Operating Board
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Divisions and Institutes

• ASME is committed to deliver
• High Quality Products and Services
• Technical Divisions and Institutes Contribute to
  Accomplish this Goal by having Strong
  Organizations

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Divisions and Institutes

• Provide a forum for presentation and discussion
  of technical subjects at meetings and conferences
• Encourage and support the publication of
  technical information
• Promote the recognition of outstanding
  engineering achievement and significant
  individual contributions
• Encourage and support the continuing education
  and professional growth of mechanical engineers

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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 Pressure Vessels Piping Non-Destructive Examination 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 Engineering Technology Management Safety Engineering Risk Analysis (SERAD) Technology Society Management Environment Transportation Environmental Engineering Noise Control Acoustics Solid Waste Processing Rail Transportation Aerospace
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Your Division has a Dedicated ASME Staff Person
to Help You
Elio A. Manes, Director, KC, Leadership Communities (New York) Elio A. Manes, Director, KC, Leadership Communities (New York) Elio A. Manes, Director, KC, Leadership Communities (New York) Elio A. Manes, Director, KC, Leadership Communities (New York) Elio A. Manes, Director, KC, Leadership Communities (New York)
Lee Hawkins (Garland, TX) Vince Dilworth (San Ramon, CA) Rich Ulvila (New York, NY) Marian Heller (New York, NY)
Groups Divisions Basic Engineering Applied Mechanics Bioengineering Fluids Engineering Heat Transfer Materials Tribology Manufacturing Manufacturing Engineering Materials Handling Engineering Plant Engineering Maintenance Process Industries Pressure Vessels Piping NDE Engineering Energy Conversion Advanced Energy Systems Internal Combustion Engine Nuclear Engineering Power Solar Energy Systems Design Computers Info in Eng Design Engineering Dynamic Systems Control Elect Photonic Packaging Fluid Power Systems Info Storage Processing Systems (ISPS) Microelectromech (MEMS) Environment Transportation Aerospace Environmental Engineering Noise Control Acoustics Rail Transportation Materials Energy Recovery Engineering Technology Management Management Safety Engineering Risk Analysis (SERAD) Technology Society
Districts E Southwest F Southeast I Latin America D Pacific G Asia A Northeast B North Central C Midwest H Europe J Middle East
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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 [phone] Fax [phone] Email dilworthv_at_asme.org Richard Ulvila Program Manager Leadership Communities ASME Three Park Avenue New York, NY 10016-5990 Tel [phone] Fax [phone] Email ulvilar_at_asme.org
Lee A. Hawkins Senior Program Manager Global, Technical, Affinity Communities 1710 Audrey Drive Garland, TX 75040 U.S.A. Tel [phone] Fax 1.972.414-3268 Email HawkinsL_at_asme.org Marian Heller Senior Program Manager, Leadership Development and Recruitment ASME Three Park Avenue New York, NY 10016-5990 Tel [phone] Fax [phone] Email hellerm_at_asme.org
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Operations and Technical Unit Support

• Knowledge Communities
• Rich Laudenate, SVP
• ASME Staff Support

• Global Communities
• Technical Communities
• Affinity Communities
• Programs Activities
• Financial Operations

Events Management Phyllis Klasky
Publishing Philip DiVietro
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• Our purpose with respect to the ASME
  mission

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The ASME Mission is Complex

• Promote the art, science, and practice of
  mechanical engineering
• Encourage original research
• Foster engineering education
• Advance engineering standards
• Promote information exchange
• Broaden usefulness of engineering
• Promote ethical practice
• How do you and your Division/Institute fit into
  the ASME
• Mission?

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Purpose of Operating Units

• Meet the needs of ASME
• Meet the needs of members
• Promote the technical society
• Infuse the ASME with new members
• Draw new members into the ASME
• Provide Professional Development for all members

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Purpose of Operating Units provide leadership
opportunities

• Leadership Activities include
• Recruiting new members to join the
  division/institute
• Getting the members engaged through development
  of technical sessions at conferences
• Recommending members for Certificates of
  Recognition and other Awards
• Sponsoring the deserving members of the division
  for ASME honors and awards

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Purpose of Operating Units provide leadership
opportunities

• Leadership Activities include
• Promoting members to assume higher levels of
  responsibility
• Appointing qualified members to fill responsible
  positions as appropriate
• Monitoring Unit activities and recommend
  replacement of any inactive members as necessary

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Purpose of Operating Units provide leadership
opportunities

• Leadership Activities include
• Continually being on the look-out for members
  with leadership potential to assume any of the
  division officers positions
• Studying and recognizing future officers' ability
  and commitment to organize, attend and conduct
  meetings
• Ensuring that they receive the proper coaching in
  order to transition into future leadership roles

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Purpose of Operating Units provide leadership
opportunities

• Leadership Activities include
• Prepare a succession plan for the division that
  can be executed at any time during his tenure as
  the chair
• Select possible successors for different
  leadership positions
• Determine the potential candidates willingness
  to serve
• Define the timeline to transfer the knowledge and
  allow the potential successor a chance to shadow

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Purpose of Operating Units provide leadership
opportunities

• Leadership Activities include
• Assure that the person leaving his or her
  position communicates what went well and what
  didn't and suggest what needs to be done
  differently
• Assure that smooth transition occurs
• Transfer the list of activities from one year to
  the next
• Turn over all records including the Committee
  Roster
• Make himself available to provide assistance
  related to the incoming Chair and division
  officers

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Purpose of Operating Units provide leadership
opportunities

• Leadership Activities include
• Obtain high-ranking industry leaders as speakers
  for the conference plenary sessions
• Support and help the Units journals and Serve as
  a technical source for preparing position papers
• Recommend new members to Executive Committee
• Work with the Executive Committee to initiate,
  review and recommend to the (ASME) Committee on
  Honors, nominations for Society honors and awards

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Purpose of Operating Units provide leadership
opportunities

• Leadership Activities include
• Actively seek out Unit Members deserving of being
  recommended for promotion to Fellow
• Organize and support special symposiums at the
  conference (i.e. Student Papers Competition,
  Panel sessions dealing with emerging Technologies
  etc)
• Initiate, review and recommend funding approval
  for scholarships for college students

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How Does Your Division/Institute Contribute to
the ASME Mission of Leadership Development?

• How/where do you/we fit in?
• What is your/our purpose?
• Who are your/our customers
• What are our plans?
• What is your role?
• What are the metrics for success?

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Plan For Success

• Have we set
• Goals?
• Developed a 5 to10 year strategic plan?
• Used best practices in Leadership training
  program?
• Employed other units best practices?
• Considered joint-conferences?
• Used ASME resources?

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• What defines success for your Division/Institute?
  

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How is Success Defined?

• Increase in Primary Secondary members
• Develop Conferences-Technical Seminars
• Active Honors and Awards Peogram
• Regular Newsletters
• Knowledge Development
• Knowledge Transfer
• Leadership Development
• Engagement of Members

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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

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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
  Units mission
• Family concept and fellowship
• An awareness of new technical trends and is
  responsive to new opportunities

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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

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Processes to Assess and Monitor Division
Performance

• Planning tools to compare objectives and
  performance
• Strategic plans, business plans,
  Strengths-Weaknesses-Opportunities-Threats (SWOT)
  analyses
• Unit Annual Reports Plans
• Prepared by Unit 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

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Division Annual Reports and Plans

• Committee on Division Operations and Training
  (CDOT) is currently re-vamping the Division
  Annual Reporting process
• Seeking input on what metrics are important to
• Assess the success of the Unit in meeting its
  members needs and expectations
• Assess what the Unit needs in order to meet that
  success
• Developing new reporting process that is on-line
  and that has auto-filling in of tedious Unit data
• Developing new process for assessing Unit Health,
  i.e. Division/Institute Report Card

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Who are our customers? What do we do?
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Planning Improves Your Understanding of Your
Customers

• Seek to understand expectations
• Improve your units operations
• Vision and Mission Statements
• SWOT analysis
• Strategic and Business Plans
• Conduct Unit planning retreats
• Advisory board of past chairs
• Self-assessment via preparation and review of
  your Units Annual Report and Plan

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Planning Provides Accountability and Quantifies
Progress

• Effective 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!

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• Planning and Resources

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Volunteers are Essential to Your Divisions
Success

• Future leaders of your Unit 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

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Recruiting, Developing, and Retaining Volunteers

• Strategies to solicit new volunteers into your
  Units 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!

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Recruiting, Developing, and Retaining Volunteers
(cont.)

• Strategies to keep experienced leaders involved
  in your Unit and ASME
• Opportunities for advisory roles
• Recommend for higher ASME roles
• Recognize their contributions!
• We need to keep experienced volunteers engaged
  within ASME!

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Potential Organizational Resources for Your
Division

• Organizations beyond your Unit may be resources
  for innovative partnerships
• Consider new opportunities for growth
• Collaborations with other ASME Units and
  Sections multi-disciplinary topics
• Collaborations with other Societies
• Interactions with universities companies
• Support and resources within ASME

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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

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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 (Luc Geraets)

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References
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Serving the Interests of Our Members

• Technical knowledge
• Enthusiastic volunteers
• Information exchange thru
• Technical communities
• Journals
• Conferences
• Publications

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Technical Divisions Are ASMEs Knowledge Base

• We maintain this base by
• Sponsorship/Organization of Technical Conferences
• Participation in Congress of Divisions
• Sponsorship of Technical Journals
• Participation in Cross-Divisional Activities.
• Provide opportunities for Continuing Education
• Participation in Codes Standards
• Provide Tutorials at Conferences or Meetings

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Technical Divisions Provide For Dissemination of
Technical Knowledge

• Global Communities and Student sections
• Papers and Journals
• Honors and Awards
• New products and services
• Developments in new technologies
• Codes Standards
• Make Better Engineers and Employees Out of ASME
  Members

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• Primary Duties of the
• Executive Committees

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The Executive CommitteesThree Main
Responsibilities

• Maintain the health of the technical committees
• Develop a large pool of trained volunteers
• Run a financially sound divisions/institutes

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What are your responsibilities as an Executive
Committee Member?
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You are aDivision / Institute Leaderto ensure
that Divisions / Institutes

• Serve membership and constituents
• Operate in a fiscally sound manner
• Recruit new leaders
• Report to membership and ASME
• Recruit and Develop New Leaders

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Units Serve Membership and Broader Technical
Community

• All Units are not homogeneous, but nearly all
  have some common aspects
• Organized around a technical topic
• Provide dissemination of technical info
• Conferences, Journals, Workshops, Tutorials
• Serve membership and colleagues
• Information - Division Newsletters
• Recognize membership - Honors and Awards

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Business Elements to Address

• Logistical aspects of conferences
• Conference approval forms, Business plans and
  budgets, locations, dates, Coordination with
  stakeholders, Report results
• Logistical aspects of journals
• Budget, Appointment of editors, Approval of
  associate editors
• Maintain By-Laws and Operating Guides
• Manage Custodial Accounts
• Administer honors and awards
• Support Government Relations
• Support new initiatives

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How to MaintainHealthy Technical Committees

• Monitor activities, leadership, and activities
• Train Leadership and maintain officer succession
• Provide resources
• Recruit Executive Committee leadership from
  technical committees
• Initiate new technical committees and sunset
  others as appropriate
• Encourage collaboration with other technical
  communities

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Elements to Build a Pool ofTrained Volunteers

• Apprenticeships
• Assignments for exposure and growth
• Maintain Operating Guides
• Scheduled training
• Business planning retreats
• Frequent communications
• Peer review participation

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The Most Important Element of Training is
Apprenticeship and Succession

• Potential Succession of Executive Committee Member

Administrative Committees
Technical Committees
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The Most Important Element of Training is
Apprenticeship and Succession
PVP Organization                            
POSITION 04-05 05-06 06-07 07-08 08-09 09-10 10-11 11-12 12-13 13-14 14-15 15-16 16-17 17-18
Senate President Pres Step 3 Yr 8
Senate Historian VCH Step 4 Yr 7
Division Chair C Step 3 Yr 6
Division Vice-Chair VC Step 2 Yr 5
Honors Chair 4 year Training Period 4 year Training Period 4 year Training Period 4 year Training Period
Communication Chair Newly Elected EC Step 1 Newly Elected EC Step 1 Newly Elected EC Step 1 Newly Elected EC Step 1 Yr 1
Programs Chair Years 2-3-4 Years 2-3-4 Years 2-3-4
Professional Dev. Chair
Membership Chair
International Chair
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Shadowing Apprenticing Training

• Copy on all relevant correspondence
• Invite to participate in teleconferences
• Invite to attend meetings
• Social, business, planning
• Serve as Officers on Technical Committees
• Serve on Administrative Committees

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Apply Good Leadership Practices

• Training and workshops at conferences
• Recognize efforts of supporters
• Develop Technical Chapters (as applicable)
• Requires personnel in an area
• Provide training for EC at retreats
• Promote the family concept at all levels
• Communicate Communicate - Communicate

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Importance of Effective Communications with
Members

• Downward and Outward communications to your
  Units membership
• Newsletters
• Important value for many members who dont
  participate directly in the Divisions
• Templates are available
• Division/institute web pages
• Request assistance via the Volunteer E-Request
  Tool (VERT)
• Emails to Units lists
• Specific events or communications
• Contact your ASME Staff person

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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 Units 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!

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Leaders Stay-out-of-Jail Advice

• Operate within Society processes guidelines
• Conference organization requires approval via
  Conference Planning Tool
• ALWAYS seek ASME guidance for contracts and
  financial commitments
• NEVER sign contracts or make financial
  commitments
• Complete Division Annual Report and Plan

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ASME Policy 12.1 Business Practices of
Conferences and Events

• ASME POLICY 12.1-REVISION June 12, 2011
• http//committees.asme.org/KC/CPC/home.cfm
• Background
• Rewrite largely necessitated by dictates in new
  IRS Federal Tax Form 990 for not-for-profit
  organizations
• Requires increased focus on good governance,
  accountability and oversight practices
• No major revision to the Policy in more than 10
  years
• KC-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

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ASME Policy 12.1 - Revision

• What are the Major Changes?
• Open bidding process for event services
• Use of Letter of Intent
• Audit requirements
• P12.1 Key Provisions
• Classification of Events
• Business Plans and Budgets
• Events Management
• Legal Procedures
• Approval Criteria
• Audit and Financial Reporting
• Publications

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• Exercises
• Practical Applications

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Group Exercises

• Given
• A description of an issue or a challenge that you
  or your Division/institute 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

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Summary of Operations Sessions

• We should now have an understanding of
• The goals and mission of your Unit
• 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

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Thats All Great, But What Now?

• What are the major opportunities for you to
  improve your Unit?
• What goals will you set for yourself and the Unit
  to realize these opportunities?
• How will you know if youve succeeded?
• After your tenure as a Unit leader is completed,
  what will be your legacy?
• Make a difference and make it count!

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More Opportunities for You at LTC

• Get your schedules out and attend the sessions
  that were generated for you
• If there are several of you here, split up and
  attend different sessions then discuss what you
  have learned
• Enjoy the fellowship and camaraderie of your
  fellow volunteer leaders

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• Thank You!
• Remember
• The technical divisions and institutes
• Provide great opportunities for
• YOU
• to make a difference to
• ASME
• and its members
• Questions?

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Leading a Unit Divisions/Institutes