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Systems & Design Group 2012-13 Bi-Annual Division Reviews

Systems & Design Group 2012-13 Bi-Annual Division Reviews. David E. Lee Technical Group Leader 16 October 2012. Why S&DG is Reviewing Each Division. Move forward on implementing a review process that helps divisions within the group Get divisions engaged in the review process

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Systems & Design Group 2012-13 Bi-Annual Division Reviews

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  1. Systems & Design Group2012-13 Bi-Annual Division Reviews David E. Lee Technical Group Leader 16 October 2012

  2. Why S&DG is Reviewing Each Division • Move forward on implementing a review process that helps divisions within the group • Get divisions engaged in the review process • Have divisions across the group to see how each division operates and enable cross-exchanges • Provide feedback and recommendations to each division on how it is doing and what it might do better • Provide reviews to CDOT & Technical Communities Operating Board on how each division is doing • Have each division communicate with its membership at the end of the review on how their division is doing

  3. Policy 8.1 (Revised) Requirements

  4. Groups and Divisions from an ASME Perspective • From ASME Policy 8.1 (Formation and Review of Technical Divisions and Subdivisions), technical groups serve as the administrative home for technical divisions (and subdivisions) within ASME • Technical groups are to: • Review each division’s operations, level of activity and success of its technical program at two year intervals

  5. Some Critical Numbers(From Policy 8.1) • Members to maintain division status: ≥ 300 (primary) • “Active members” (Members participating in ExComm, TechComms, General Committees): ≥ 30 • Group Operating Board review period for a division: 2 years • Periodic reviews of every division: ≤ 2 years

  6. Division Oversight Requirements (Policy 8.1) • Section E. Divisional Oversight and Technical Groups • Divisions shall report to the Technical Communities through technical groups. A technical group shall serve as the administrative home for technical divisions within the Society and provide oversight reviews for each of its divisions. • The operating board of a technical group shall review and provide feedback to the Technical Communities Operating Board regarding divisional operations, level of activity, future plans, funding and scope and success of programs for each technical division reporting to the technical group at regular intervals of not more than two years.

  7. Division Oversight Requirements (Policy 8.1) • Section E. Divisional Oversight and Technical Groups • A divisional review shall include assessment of the division’s current fiscal year plan and analysis of past fiscal year reports’. Each divisional review shall be submitted to the Technical Communities Operating Board. The results of a divisional review shall focus on identifying “Best Practices” and candidate items for continual improvement specific to the division under review. This divisional review is distinct from the administrative review identified in C2 above.

  8. Review Process & TimeTable

  9. 2012-13 S&DG Division Review Calendar

  10. Assessment Areas & Evaluation Ratings Build off of CDOT’s Plan + Division Inputs

  11. Review Committee Structure & Process • 2 Members-at-Large/Reps + 2 Division Reviewers • 1 MAL/Rep will be Lead Reviewer • TGL to request 2 Division Reviewers from each division • Unless exceptional circumstance, no reviewer will review their own division • No division reviewer to be either of their board reps • Reviews to be no more than 4 meetings/telecons • kickoff w/division reps, evaluation assessment discussion, recommendations to S&DG Operating Board, report to TCOB & division membership • TGL to work with Lead Reviewer to prompt division for inputs (source documents, statistics, etc.) • TGL/Lead Reviewer will work through Division Reps on data interchanges, requests & meetings • MALs for specific areas (Division Operations, Administration & Finance, Strategic Planning, Honors & Awards, Conferences, Publications) can be engaged by a committee in their specific area/focus

  12. S&DG Division Review Leadership

  13. Additional Material

  14. Division Leadership Responsibilities (Policy 8.1) • Section D. Technical Division and Subdivision Chair Responsibilities The Chair of each Division and the Chair of each Subdivision shall: • Annually prepare a plan of division activities for the Society’s Fiscal Year for when they serve as chair and annually update their division’s/subdivision’s strategic plan covering the next five years. The prepared annual plan shall be submitted to their technical group leader a minimum of one month prior to the start of the applicable fiscal year.

  15. Division Leadership Responsibilities (Policy 8.1) • Section D. Technical Division and Subdivision Chair Responsibilities • Annually prepare a summary report of division activities for the Fiscal Year when they served as chair and submit this report to their technical group leader within 2 months of the end of their service year. • Ensure that By-Laws and Operation Guide for each division and Subdivision are maintained and submit an update or revalidation of all applicable documents to their technical group within a minimum of every 3 years.

  16. Mapping of 2012-13 Division Plan Sections

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