Successful Divisions and How They Function

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Leadership Technology Conference2011

• Operations I
• Divisions Institutes
• Purpose and Principles
• Bill Bees Al Ortega
  beesw_at_asme.org
  aortega_at_villanova.edu

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• The presenters would like to acknowledge the
  contributions of
• Ty Booker
• Vince Dillworth
• Bobby Grimes
• Mindy Grinnan
• Mike Ireland
• Jack Whitehead
• A heart felt Thank You.

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Session Objectives

• Explain the purpose of technical divisions and
  institutes within the mission of the ASME
• Identify the customers and how we add value to
  them
• Convey the organization and position of technical
  divisions and institutes within ASME
• Explain the responsibilities of the Executive
  Committees

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Session Outline

• During this session, we will discuss the
  following
• 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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• 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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How Does Your Division/Institute Contribute to
the ASME Mission?

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

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Plan For Success

• Have you 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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How is Success Defined?

• Increase in Primary Secondary members
• Conferences
• Honors and Awards
• Newsletters
• Knowledge Development
• Knowledge Transfer
• Leadership Development
• Engagement of Members

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• What defines success for your Division/Institute?
  

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Who are our customers?
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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 Disemination 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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• Where do we fit within the
  ASME organization?

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

• 33 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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Technical Groups

• Divisions are organized into Groups
• Groups support divisions thru guidance / support
• Publications
• Conferences
• Honors Awards etc.
• Divisions have one or two representatives on the
  Group Operating Board (TCOB), in addition to two
  members at large.
• The Technical Group Leader is your means of
  communicating with the ASME organization as a
  whole.
• The Technical Group Leader and the Group
  Operating Board communicate ASME policies and
  practices to you
• Reviews division performance
• Approves division bylaws and leadership
  appointments

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TCOB Structure

• Technical Communities Operating Board
• TGL Basic Engineering
• TGL Energy Conversion
• TGL Engineering Technology Management
• TGL Environment and Transportation
• TGL Manufacturing
• TGL Pressure Technology
• TGL Systems and Design

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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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Knowledge and CommunitiesSector Board of
Directors(SVP, Chair) Tom Libertiny
Steven Unikewicz Energy Committee
Steven Unikewicz Energy Committee
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• Primary Duties of the
• Executive Committees

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The Executive Committee - Three 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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Division / Institute Leader

• Serves membership and constituents
• Operates in a fiscally sound manner
• Recruits new leaders
• Reports to membership and ASME
• Recruits and Develops New Leaders

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Divisions Serve Membership and Broader Technical
Community

• All Divisions 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 Practices

• Methods
• 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

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Leaders Stay-out-of-Jail Advice

• Operate within Society processes guidelines
• Conference organization requires approval via
  CA-1 or CA-2 forms
• 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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Summary of Key Points

• We should have an understanding of
• The goals and mission of your Division and ASME
• Your customers and members needs
• Where we fit into ASME
• Your primary duties as an Executive Committee
  Member

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More Opportunities for You at LTC

• 130-220 and 225-315 today
• Ethics
• Communications
• ASME Resources
• 101 Leadership Path
• 330-530 today
• Products Services Basics
• Finances (Divisions/Institutes)
• 800-1000 tomorrow
• Operations II How Tos

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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?