INCOSE Orlando Chapter Officer Orientation

INCOSE Orlando Chapter Officer Orientation

Prepared by L. Britt Mar2010

Extract from:

Chapter Officer Orientation

The International Council on Systems Engineering

4 February 2010 (v.94)

Prepared by the Keys to Effective Chapters Committee operating under the INCOSE Member Board

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INCOSE Goals to Advance the Profession

• To provide a focal point for dissemination of systems engineering knowledge

• To promote international collaboration in systems engineering practice, education, and research

• To assure the establishment of competitive, scaleable professional standards in the practice of systems

• To improve the professional status of all persons engaged in the practice of systems engineering

• To encourage governmental and industrial support for research and educational programs that will improve the systems engineering process and its practice

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INCOSE Structure Provides Support for Key Areas of Operation

Started in August 1990 by 35 senior technical managers

Incorporated as nonprofit technical society in January 1992

Board of Directors Executive

CommitteeCorporate Advisory Board

Member BoardTechnical

Operations, including 30+ technical Working Groups

Administrative Committees

Central Office (Executive Management)

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International:Executive Committee & Board of Directors Provide Overall

DirectionInternational, not Chapter:• President• President-Elect• Secretary• Treasurer• Technical Director • Corporate Advisory Board Chair• Member Board Chair and Co-Chair• Director for Communications • Director for International Growth • Director for Commercial Outreach • Director for Leadership and Organization• Director for Strategy • Director for Academic Matters (non-voting)

Elected

Elected At-Large Directors

Appointed Directors

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INCOSE International Organizational Structure

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Board of Directors

Corporate Advisory Board

Industry Government Academia

Member Board

Individuals Chapters

Awards Committee Key to Effective

Chapters Committee

Certification Program Office

ASEP CSEP CSEP-Acq

Technical Operations

Technical Products

Working Groups

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Technical Operations Develops Key SE Technical Products

• Helps achieve the INCOSE mission by providing information that anticipates and responds to the technical needs of all INCOSE stakeholders via:– Technical events: symposia, workshops, other– Technical products: SE Handbook, Working Group

products– Technical interactions among stakeholders

• Working Group meetings• CAB Needs responses• Standards bodies participation• Initiatives for SE Vision 2020

– Technical information repositories

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Central Office Provides Support

• Universal Management Services, LLC7670 Opportunity Road, Suite 220San Diego, CA 92111Mobile +1 (858) [email protected] or [email protected]

• Provides executive management services• Serves as single point-of-contact• Manages membership• Publications sales

“Got a question? Contact the INCOSE Office”

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Quick ReferenceInformation Where Found

About INCOSE http://www.incose.org/about/index.aspx Also refer to the Introduction to INCOSE Presentation on Connect root

Articles of Incorporation http://www.incose.org/about/policies.aspx

Budget Obtained from central office

By-Laws http://www.incose.org/about/policies.aspx

CAB http://www.incose.org/cab.html

Chapter Information https://connect.incose.org/mb/chapters/default.aspx

Code fo Ethics http://www.incose.org/about/ethics. aspx

INCOSE Store http://www.incose.org/ProductsPubs/incosestore.aspx

Insight http://www.incose.org/ProductsPubs/periodicals/insight.aspx

Insurance Information Contact central office if needed

Journal http://www.interscience.wiley.com/jpages/1098-1241/

Leadership http://www.incose.org/about/leadershipdirectory.aspx#BOD

Mission/Vision/Goals http://www.incose.org/about/index.aspx

Operating Plan http://www.incose.org/about/aop.aspx

Policies http://www.incose.org/about/policies.aspx

Publications/Products http://www.incose.org/pubslist.html

Regions & Chapters http://www.incose.org/chap.html

Roles & Responsibilities http://www.incose.org/about/organization/officersdirectors.aspx

Strategic Initiatives http://www.incose.org/practice/strategiciniatives.aspx

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Mission of Chapters

• Local chapters play an essential role in the achievement of INCOSE’s goals and objectives:

– Organize a multitude of professional and social programs– Conduct membership recruitment and retention drives– Support technical activities striving to advance the state and art

of systems engineering– Market INCOSE as the international authoritative body on

systems engineering.

• The annual chapter awards program recognizes valuable contributions of individual INCOSE chapters:

– Enrich, educate, and enlighten the INCOSE membership– Improve recognition of INCOSE and the systems engineering

profession.

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Chapters Have Responsibilities• Operate in accordance with INCOSE bylaws CHP-100

– http://www.incose.org/about/docs/Policy_CHP-100.pdf • Financial reporting – a legal requirement• Create programs for “local” membership • Hold chapter elections annually, inform the central office

and webmaster– [email protected] & [email protected]

• Hold regular meetings of the Chapter officers/directors (at least quarterly) and document results with minutes

• Maintain membership > 20• Bylaws review – send revised bylaws to [email protected]

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Chapters Have Responsibilities (2)

• Maintain archives of activities and financial status

• Create communications internal to the chapter• Participate in communications with other

chapters• Communicate with the Member Board via

Regional Representatives and at IW and IS• Maintain awareness of INCOSE strategic

directions, policies and procedures, technical products

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Financial Responsibilities:By assume treasurer:

• Annual reporting supports tax filing

• All chapters must report by 31 Jan

• Non-USA also report on fiscal year basis

• Form maintained on chapters resource page

• Assets of chapter are not the reason for reporting

• Also submit bank account statements

• Simple accounting• Open account using

INCOSE Tax-ID (EIN) after chartering

• Use Prudent-Man principle:

- Don't speculate, ensure income and protect capital

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Outline

• What is INCOSE• Membership• Chapters• Chapter Officer Roles & Responsibilities• Chapter Continuous Improvement Program• Resources and Products• Events

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Chapter Officers / Leadership Team

• The following is required by the INCOSE Bylaws as a minimum organization

– President– President Elect (for the following year)/ Vice President – Secretary/Treasurer

• Other roles many chapters find helpful, sometimes combine

– Separate Treasurer– Programs (chapter meetings, events)– Development or Training (tutorials)– Membership (ambassadors, recruiting, retention)– Liaison with CAB and other companies– Board of Directors

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Outline

• What is INCOSE• Membership• Chapters• Chapter Officer Roles & Responsibilities• Keys to Effective Chapters Program• Resources and Products• Events

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Goal - Efficient and Effective ChaptersA new Keys to Effective Chapters program is available

(resources on a Connect website of the same name) to assist chapters in the following ways:

• Provides this Orientation for New Officers to help you get off to a smoother start

• Provides an Overview summarizing objectives and approaches to help chapters and officers

• Provides suggestions for planning and execution to help you achieve better results – Keys to Effective Chapters Including Procedures for Awards

and Recognition document• Provides Good/Best Practices with templates and examples• Provides recommendations to the Chapter Circle Awards

process to encourage planning and reduce ambiguity • Discussion Board available for chapter officers to ask

questions or share ideas

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Goal - Efficient and Effective Chapters

• Circle awards provide a means for INCOSE to recognize a chapter’s accomplishments in achieving INCOSE’s objectives and ideals

– Should not be a last minute effort to find activities that satisfies award criteria

– Rather they are metrics for a chapter to track their progress in serving members and promoting systems engineering

INCOSE Orlando Chapter - Specific

L. Britt Mar2010

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Board and Officer Resources

• INCOSE Orlando Board and Officer Position Descriptions: • This presentation• Orientation: 22Jan2010 email link • Roles & Responsibilities: ‘Chapter Officer Orientation’ 4 February 2010 (v.94)

(an update of above 22Jan link: see 23Feb email from Britt)• Orlando chapter (http://www.incose.org/orlando) /INCOSE CONNECT

/sharepoint site / Chapter’s bylaws • http://www.incose.org/about/organization/officersdirectors.aspx

• Increased effectiveness: • Keys to Effective Chapters: 22Jan2010 email link • Keys to Effective Chapters Program & Chapter Awards Overview’ 4Feb2009

(v.92) (22Jan link or see 23Feb email from Britt) • Chapter plan:This presentation• Chapter bylaws: • Orlando chapter /INCOSE CONNECT /sharepoint site / Chapter’s bylaws • http://www.incose.org/about/docs/Policy_CHP-100.pdf

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INCOSE Chapter Positions

• Board of Directors• Executive Board

• President• Vice President / President Elect• Secretary• Treasurer

• Directors at Large (Company reps)

• Officers • Executive Board

• Other Officers (chairs)• Communications • Membership • Programs

(Teal=Typical)

•

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INCOSE Orlando Chapter Positions• Board of Directors

• Executive Board• President• Vice President / President Elect• Secretary• Treasurer• Past President

• Directors at Large (Company reps)

• Officers • Executive Board

• Other Officers (chairs)• Communications (/ publications)• Web (IT)• Membership • Programs Committee• Tutorial Committee• Technical / Education Committee • Outreach /Partnership Committee• IASE (UCF Lab) Partnership

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INCOSE Orlando 2010• Board of Directors

• Executive Board• President: T. Herald• Vice President / President Elect: M. Goodman• Secretary: L. Britt• Treasurer: R. Matz• Past President: E. Smith

• Directors at Large (Company reps: Feliciano, Lazar, Porter, Theodoseau, Karwowski, Burres)

• Officers • Executive Board

• Other Officers (chairs)• Communications (/ publications): P. Beierschmitt• Web (IT): R. Mortimer• Membership : R. Biehl• Programs Committee C. Lazar• Tutorial / Education Committee: E. Smith• Technical Committee: J. Bryson • Outreach /Partnership Committee: A. Bucciero• IASE (UCF Lab) Partnership : W. Karwowski

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Chapter Position Descriptions

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Chapter Position Descriptions• Board of Directors

• Executive Board• Vice President / President Elect

• Stand in when the President is not present• Oversee the Chapter Circle Award on-going evaluation, data collection

and submittal• In smaller chapters may take on other responsibilities such as

programs or membership.• There may be one or more Vice Presidents depending on chapter size

and plans• Assigned responsibilities may be for one or more areas

• Chapter Development – speakers for chapter meetings, tutorials• Membership – recruiting, retention/renewal, Ambassadors, CAB• Communications (where not assigned to Secretary) – event

promotions, newsletters, website

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Chapter Position Descriptions• Board of Directors

• Executive Board

• Secretary

• Stand in when the President and Vice President are not present

• Record minutes of chapter and Leadership Team/ Board meetings

• Oversee the communications such as website and newsletters

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Chapter Position Descriptions• Board of Directors

• Executive Board

• Treasurer

• Stand in when the President, Vice President, and Secretary are not present

• Ensure chapter is responsible in all fiscal matters

• Prepare an annual budget

• Write checks with appropriate approval

• Report income and expenses regularly at Board meetings

• Ensure the chapter annual financial report is submitted to INCOSE main office by January 31

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Orlando Chapter Position Descriptions

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Orlando Chapter Position Descriptions• Board of Directors

• Executive Board• Vice President / President Elect

• Stand in when the President is not present• Participate in the Chapter Circle Award on-going evaluation, data

collection and submittal• Be an active member of the membership committee• There may be one or more Vice Presidents depending on chapter size

and plans• Approve speakers for chapter meetings, tutorials. Be an active

member of the programs and tutorials committees in recruiting presentations

• Assigned responsibilities• Organize and chair tutorials• Assist with 2010 Mark of Excellence achievement

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Orlando Chapter Position Descriptions• Board of Directors

• Executive Board

• Secretary

• Stand in when the President and Vice President are not present

• Plan and announce board and officer meetings. Facilitate meetings, record minutes, distribute.

• Record action items of meetings and non-meeting events; distribute to cognizant parties, solicit responses, maintain items database

• Amend by-laws; distribute and collect items identified by president for vote by executive board.

• Participate in communications such as website and newsletters, including related action items

• Participate in the Chapter Circle Award on-going evaluation; collect data and submit year-end report(s)

• Approve speakers for chapter meetings, tutorials

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Orlando Chapter Position Descriptions• Board of Directors

• Executive Board

• Treasurer

• Stand in when the President, Vice President, and Secretary are not present

• Ensure chapter is responsible in all fiscal matters

• Be responsible for collection, safekeeping, and distribution of chapter funds

• Prepare an annual budget

• Maintain report of financial position (income and expenses ) wrt budget as directed by president. Keep an exact account of receipts, expenditures for INCOSE international/central.

• Write/sign checks with appropriate approval and as authorized by president

• Ensure the chapter annual financial report is submitted to INCOSE main office by January 31

• Approve speakers for chapter meetings, tutorials

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Orlando Position Descriptions• Board of Directors

• Executive Board

• Past President

• Assist to incoming president

• Approve speakers for chapter meetings, tutorials

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Orlando Position Descriptions (cont’d)• Board of Directors

• Executive Board• Directors at Large (Company reps)

• Involve company perspective

• Provide resources for chapter activities

• Serve a two year term

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Orlando Position Descriptions (cont’d)

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Orlando Position Descriptions (cont’d)• Other Officers (chairs) (continued)

• Programs Committee• Presentations Plan (chapter meetings’ topics, presenters, and schedule)• Recruit new speakers appropriate to broad SE topics• Act as primary contact for speakers, coordinate arrival and delivery (IT)• Solicit, review, and edit material to be presented for its technical content, appropriateness to audience, and

length• Tutorial Committee

• Tutorials plan (minimum of 4 per year), select preferred topics• Recruit speakers for topics selected, • Act as primary contact for speakers, coordinate arrival and delivery (IT)• Solicit, review, and edit classroom presentations for technical content, appropriateness to audience, and length• Coordinate facilities/amenities/costs with treasurer and vice president

• Technical / Education Committee • Technical programs, papers, activities/projects; circle awards activities• Post graduate and certification (CSEP ) advisor: info gathering and distribution, coaching• Student chapter involvement• Assigned responsibilities:

• ‘State of SE in Orlando area’ paper/report with Outreach committee• Outreach / Partnership Committee

• Outreach Plan (companies, academia, other societies) • Liaison to industry• Assigned responsibilities:

• Organize a ‘Corporate Advisory Board for Orlando Area’• ‘State of SE in Orlando area’ paper/report with Technical / Education committee

• IASE (UCF Lab) Partnership • IASE plan: accessibility to INCOSE, migration of technical goals and capabilities• Facilitate INCOSE member use of lab: provide access schedule, codes, etc.