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IEEE Central Texas Section
CTS PACECTS PACE
Professional Activities Committees for Engineers
01/25/2014Fawzi BehmannFawzi Behmann
[email protected]@ieee.org
2013 CTS PACE Projects Issues, Actions and Status 2014 PACE Guide
IEEE Central Texas Section
CTS PACE - CTS PACE - Professional Activities Committees for Engineers
R5 provides 50% coverage of PACE Events
Section/Chapter cover the other 50%
Objective: Bring value to the membership and community.
Examples:eWeekTechnical workshopClimate Change WorkshopCareer workshopLeadership workshopStudent Activities (e.g. Robotics)
GOLDLife Member & member Advancement
IEEE Central Texas Section
CTS PACE – 2013 ProjectsCTS PACE – 2013 Projects
1. eWeek Lunch & Learn Lecture Series
Feb. 17-23, 2013
$ 1.2K
2. CTS Asian American DS Series
Mar. 22, 2013
$ 1K
3. CTS Semi-annual Leadership Training Seminar
May 24, 2013
$ 0.4K
IEEE Central Texas Section
CTS PACE – Current StatusCTS PACE – Current Status
Project Tracking
Observation/Issues/Actions:Even with continuous tracking, completion of fund transfer from R5 to CTS was too long!This appears to be common among other sections.At IEEE-USA (August, 2013), R5 created small committee to improve PACE Process with recommendation by Oct. 12
IEEE Central Texas Section
PACE Project Life Cycle Process Improvement PACE Project Life Cycle Process Improvement Problem Statement: Develop a simplified process and timeline for the R5 PACE Project ‘s Plan Approval and Funding Authorization.
Objectives:. 1. Develop a new process and timeline that ensures PACE
project plan approval within 3 days of submittal. 2. Develop a single and combined PACE approval and
authorization form. Combine all necessary data in each of the 3 currently required forms into 1 PACE form.
Deliverables: 1. An Agile PACE authorization and tracking process.2. Action items and recommendation for process implementation
Considerations:R5 FocusPACE Life Cycle Web-based for project information entry, authorization, tracking, completion, transfer of fund and overall reporting
Constraints: L31 Reporting can not be excluded
Sponsor: IEEE Region 5 EXCOM
Team Leader: Fawzi Behmann Team Members:Fawzi Behmann (CTS)Jeffry Handal (Baton Rouge)Peter Adejokun (Fort Worth)
Champion: Jim JeffriesIEEE R5 Director
IEEE Central Texas Section
No need to submit request for approval multiple times Ensure every project go through submission process Escalation process is triggered if approval is not granted within specified
period Avoid preparing all types of forms Ability to track project status No loss of project information Repository of PACE idea/project data for sharing ideas and project
information within R5/Sections/Chapters Flexibility of access, entry, display via web or mobile app Overall data reliability and scalability Potential expansion to other regions
PACE Simplified PACE Project Process - Benefits
Ideas Project/Fund Request
Request Approval
Project Plan/Execution
Project Completion/Reporting
Approval/Transfer ofFund
Project Data Base/Tracking
1 2
3
4 5
6
7
Idea/Project Tracking
IEEE Central Texas Section
Application (web or mobile)1.All project information are electronically stored in project database
2.Project content represents all info for the 6 reports
3.Approval & electronic signature
4.Project tracking, and escalation process
5.Option for mobile app for mobile device access
6.Query based display/reporting
7.Explore capability to interface with vTools for registration and L31 reporting. Backup plan is for maul assist (query, display in a format of vTools and mutually insert)
8.IEEE password access of PACE program
PACE Web-based Program / Mobile App
IEEE Central Texas Section
PACE Automation Project - StatusPACE Automation Project - Status1. October 12, 2012
Report was presented to R5 and was well received PACE Project life cycle, issues, proposed solution and budgetary estimate.
Recommendation: R5 Director to share the findings with IEEE PACE for support Need to prepare formal proposal, cost and implementation plan and forward to IEEE PACE
2. December 6, 2013
Emailed Proposal, requirements, Quote, slides to IEEE
PACE Committee
3. January, 2014
PACE Automation project was discussed at the IEEE-USA
retreat in December and received support
New chair for IEEE-USA PACE Committee – Doug Askegard Need to enlarge the project to IEEE-USA Call for a meeting (TBD)
IEEE Central Texas Section
Guide to 2014 PACE ProjectsGuide to 2014 PACE ProjectsSubmit a Project Plan, and Financing Request form
1.Project Title
2.R5 and Sponsoring Section
3. & 4. Contact info: Treasurer & Project Manager
5. Statement of Objectives
6. Plans for Achieving Objectives
7. How Achievement will be Measured
8. How many Members will Benefit from this Project?
9. List activities and dates required
10. Funding Required
Expense type Amount
11. Project Funding Sources
12. Disbursement
13. Approval
IEEE Central Texas Section
Backup
IEEE Central Texas Section
PACE Current Project Reporting – 6 Reports!PACE Current Project Reporting – 6 Reports!
(1) (2)(3)
(4) (5) (6)
Extensive paper work, ti
me consuming, discourage one
to consider PACE
Recommends:
a)Simplifi
cation of th
e process with one in
tegrated tool
b)Electronic signature – fo
rm approval o
f fund to
approval of
expenses
1.Project Plan and Financial Request2.Final Report3.R5 Funding Request4.Meeting Request5.L31 Report6.Expense Report
IEEE Central Texas Section
PACE Project Life Cycle Process Improvement PACE Project Life Cycle Process Improvement Considerations & RequirementsConsiderations & Requirements
Ideas Project/Fund Request
Request Approval
Project Plan/Execution
Project Completion/Reporting
Approval/Transfer ofFund
Feedback/LessonsLearned
1. Ideas:
PACE projects start with ideas – need to capture a repository of ideas• For sections• R5 will be aggregate • PACE web page for section and region is not available
2. Project/ Fund Request:• Need to evolve ideas to Project. This will require having a project number for
future reference, ..• Current form can be simplified, streamed line with other steps in the PACE
project life cycle
3. Request Approval:• Routing approval and signature can be done electronically for efficiency• Provide web feature for project approval status and potential escalation if
approval/rejection is not provided within established time frame
1 2 3 4 5 6 7
IEEE Central Texas Section
PACE Project Life Cycle Process Improvement PACE Project Life Cycle Process Improvement Considerations & Requirements Cont’dConsiderations & Requirements Cont’d
Ideas Project/Fund Request
Request Approval
Project Plan/Execution
Project Completion/Reporting
Approval/Transfer ofFund
Feedback/LessonsLearned
4. Project Plan/ Execution:• Typically there is no visibility of project plan & execution (identified in the
Project request – Fund approval!• Milestones can be a check box (to be used automatically in project
completion)
5. Project Completion:• Several disjointed forms with many overlap and little usage of critical
information supplied in the Request form. % forms are required in this step. Very time consuming
6. Project Completion Approval – Transfer of Fund:• Routing approval and signature can be done electronically for efficiency• Provide web feature for project approval status and potential escalation if
approval/rejection is not provided within established time frame
1 2 3 4 5 6 7
IEEE Central Texas Section
PACE Project Life Cycle Process Improvement PACE Project Life Cycle Process Improvement Considerations & Requirements Cont’dConsiderations & Requirements Cont’d
Ideas Project/Fund Request
Request Approval
Project Plan/Execution
Project Completion/Reporting
Approval/Transfer ofFund
Feedback/LessonsLearned
7. Feedback/Lessons Learned:•This important segment does not exist in the process.•It is very important to generate reports and statistics about PACE project for sharing and reporting
Scope of Work:a. Need for clear and simple integrated Process & guideline tipsb. Need for Automation – Integrated tools that is web based:c. Need for cost & time & implementation plan
1 2 3 4 5 6 7
Please send your ideas and comments to [email protected] by Sep. 20