chapter officer orientation

Chapter Officer Orientation

The International Council on Systems Engineering

Interim Update25 February 2013 (v1.2)Prepared by the Keys to Effective Chapters, part of the Chapters Shared Services Committee of the INCOSE Sectors

*

Guidance from INCOSE MissionShare, promote and advance the best of systems engineering from across the globe for the benefit of humanity and the planet.

*

OutlineWhat is INCOSEMembershipChaptersChapter Officer Roles & ResponsibilitiesKeys to Effective Chapters ProgramResources and ProductsEvents

*

INCOSE Goals to Advance the ProfessionTo provide a focal point for dissemination of systems engineering knowledgeTo promote international collaboration in systems engineering practice, education, and researchTo assure the establishment of competitive, scaleable professional standards in the practice of systemsTo 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

*

INCOSE Structure Provides Support for Key Areas of OperationStarted in August 1990 by 35 senior technical managersIncorporated as nonprofit technical society in January 1992Board of Directors Executive CommitteeCorporate Advisory BoardSector DirectorsTechnical Operations, including over 40 technical Working GroupsCommitteesAdministrative Office (Executive Management)

*

Executive Committee & Board of Directors Provide Overall DirectionPresidentPresident-ElectSecretaryTreasurerTechnical Director

Director for Communications Director for International Growth Director for Commercial Outreach Director for Strategy Director for Academic MattersDirector for ITCorporate Advisory Board Chair (Elected by CAB Organizations)Sector Directors (Elected by Chapter Presidents)

Picture directory: http://www.incose.org/about/leaders.aspx?id=bod ElectedElected At-Large DirectorsAppointed Director

*

INCOSE Organizational StructureBoard of DirectorsCorporate Advisory Board / Academic Council

Industry Government AcademiaSector Directors Individuals ChaptersAwards CommitteeKeys to Effective Chapters CommitteeINCOSE ISEF Award Committee This is Academics NowCertification Program Office

ASEPCSEPESEP- Acq (US DoD extension)Technical Operations

Technical Products / DataWorking Groups

*

Corporate Advisory Board (CAB) Provides The Voice of the Corporate Customer for INCOSEProvides guidance on overall INCOSE direction, focus, and prioritiesActs as a conduit between INCOSE and sponsoring corporations for information exchange, key corporate systems engineering-related issues, and access to corporate executive managementProvides advice and direction for Technical Working GroupsProvides an priority needs list and assessment of how well INCOSE is meeting those needs based on status inputs from the BoD and the Technical BoardProvides additional resources for INCOSE

*

Sector Directors are the Voice of the Chapter and Members Within INCOSEElected representatives from each Sector I, II, IIIRepresents the chapters and their membersResource, support for local chaptersSector Directors focus:Promote INCOSE goals to external organizations within their Sector Conduit between the BoD, Chapters & Working GroupsOversee Chapter Shared Services Committee Oversee activities that support all members

*

Technical Operations Develops Key SE Technical ProductsHelps achieve the INCOSE mission by providing information that anticipates and responds to the technical needs of all INCOSE stakeholders via:Technical events: symposia, workshops, otherTechnical products: SE Handbook, Working Group productsTechnical interactions among stakeholdersWorking Group meetingsCAB Needs responsesStandards bodies participationInitiatives for SE Vision 2020Technical information repositories

*

Technical Operations Is Broad BasedThe heart of Technical Operations is its approximately 40 Working Groups, working on technical projects and products of value to INCOSE stakeholders:For the latest list from website http://www.incose.org,follow Home>Advancing the Practice>Technical Operations Net-centric Operations Object-Oriented SE Method Power & Energy Systems Process Improvement Reliability Engineering Requirements Resilient Systems Risk Management SE Effectiveness Space Systems Standards Initiative Systems Safety Integration Systems Security Engineering Systems Science Tools Database Tools Integration& Operability Training Transportation Verification & Validation Very Small and Micro Entities

Affordability Anti-terrorism International Architecture Autonomous System & Evaluation Biomedical Complex Systems Cost Engineering Decision Analysis Defense Systems Global Earth Observation System of Systems Human Systems Integration Infrastructure In-Service Systems Intelligent Enterprises Knowledge Management Lean Systems Engineering Life Cycle Management MBSE Initiative Measurement Motor Sports

*

INCOSE Administrative OfficeProvides SupportUniversal Management Services, LLC7670 Opportunity Road, Suite 220San Diego, CA [email protected] executive management servicesServes as single point-of-contact for inquiriesManages membership databasePublication and Product salesCertification administration Got a question? Contact the INCOSE Office

*

Quick Reference

Information

Where Found

About INCOSE

http://www.incose.org/about/index.aspx

Articles of Incorporation

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

Budget

Obtained from central office

By-Laws


CAB (Corporate Advisory Board)

http://www.incose.org/about/organization/cab.aspx

Chapter Information

Chapter drop-down menu on www.incose.org

https://connect.incose.org/mb/chapters/effective

Code of Ethics

http://www.incose.org/about/ethics.aspx

INCOSE Store

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

INSIGHT

https://connect.incose.org/INSIGHT%20Library/Forms/AllItems.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


Publications/Products

Products & Publications drop-down menu on www.incose.org

Regions & Chapters

Chapter drop-down menu on www.incose.org

Roles & Responsibilities

http://www.incose.org/about/organization/officersdirectors.aspx

Strategic Initiatives

http://www.incose.org/practice/strategicinitiatives.aspx

*


*

Benefits of MembershipNetwork with 8000+ multi-national systems engineering professionals, individually, in a local chapter and in Working GroupsQuality presentations on SE topics of interest in chapter meetings, regional meetings, international workshops and symposia, webinarsReceive INSIGHT, quarterly publication published digitallyReceive Systems Engineering, the Journal of INCOSE, online accessExclusive access to INCOSE Connect, the collaborative space for INCOSEContribute to product creation through INCOSE working groupsCollaborate with experts and practitioners Download INCOSE products and resources free from web Lowest prices on INCOSE publications, e.g. SE Handbook and JET

*


*

Mission of ChaptersLocal chapters play an essential role in the achievement of INCOSEs goals and objectives: Organize professional and social programs that facilitate continuous professional development and networkingConduct membership recruitment and retention initiativesSupport technical activities to advance the state and art of systems engineering practice, education and research Market INCOSE as the international authoritative body on systems engineering.Increase the visibility of INCOSE and the systems engineering profession.

*

Why Chapters?Facilitate professional networking and information exchangeSource of local activitiesMeetings (many are monthly) Tutorials, workshops, mini-conferences and vendor fairsContributions to working groups and projectsDisseminate announcements and newsDevelop local initiatives such asTutorials and handbooksSE certificate programsActivities with other professional organizations

*

Chapters Have ResponsibilitiesOperate in accordance with INCOSE bylaws CHP-100http://www.incose.org/about/docs/Policy_CHP-100.pdfFinancial reporting a legal requirementCreate programs for local membership Hold chapter elections annually, update officer information on Connect https://www.incose.org/membersOnly/search/chapterRosterAccess.cfmand inform the central office [email protected] and webmaster [email protected] Hold regular meetings of the Chapter officers/directors (at least quarterly) and document results with minutesCreate/maintain bylaws and other governance documents send revised bylaws to [email protected]

*

Chapters Have Responsibilities (2)Maintain archives of activities and financial statusCreate communications internal to the chapterParticipate in communications with other chaptersCommunicate with the Sector Directors via Regional Representatives/Sector Director Assistants at IW and ISMaintain awareness of INCOSE strategic directions, policies and procedures, technical products

*

What About Financial Responsibilities?Annual reporting supports tax filingAll chapters must report by 28 FebNon-USA also report on fiscal year basisForms maintained on chapters resource pageAlso submit bank account statements

Assets of chapter are not the reason for reportingSimple accountingOpen account using INCOSE Tax-ID (EIN) after chartering (INCOSE name only, not Chapter name)Use Prudent-Man principle: Don't speculate, ensure income and protect capital

Treasurer role has responsibility for these activitiesChapters responsible for any local tax requirements, e.g. related to Income from events, or non-USA national obligations

*

INCOSE Chapters Around the World

*

OutlineWhat is INCOSEMembershipChaptersChapter Officer Roles & ResponsibilitiesChapter Continuous Improvement ProgramResources and ProductsEvents

*

Chapter Officers/Leadership TeamThe following is required by the INCOSE Bylaws as a minimum organizationPresidentPresident Elect (for the following year)/ Vice President Secretary/TreasurerOther roles many chapters find helpful, (sometimes combined)Separate TreasurerPrograms (chapter meetings, events)Development or Training (tutorials)Membership (ambassadors, recruiting, retention)Communications (newsletter, website)Ad hoc committees, e.g. for elections and governance updatesLiaison with CAB and other companiesAdditional Directors

*

Planning Responsibilities - President Lead strategic planning by the Leadership Team in the first quarter, then typically annual review/updateNeeds to be a team effort (consider inviting non-board members from the general membership)Maintain alignment with INCOSE Vision, Mission, Goals and Strategic InitiativesConsider a Strengths, Weaknesses, Opportunities, Threats assessment (SWOT) as a first step; conduct a gap analysisTypical components include Vision, Mission, Goals, Strategy, Initiatives, Metrics (consider Circle Awards criteria for metrics)Once a Strategic Plan is developed, review annually; updates are normally minorConfer with Sector Director; report quarterly

*

Planning Responsibilities (2) - President Lead development of operational plans by the Leadership Team in the first quarter with periodic reviews and updatesNeeds to be a team effortGuided by, aligned with chapters Strategic PlanInclude plans to accomplish Objectives/Initiatives from Strategic Plan such as goals for technical papers, attendance at IW and IS, work with other chapters or non-INCOSE entities, etc. (see Circle Awards criteria for ideas) Include key plans/subplans as part of the effortMembership Plan (recruiting and retention)Communications Plan including website and publicityAmbassador/Promoter Plan (companies, academia, other societies)Leadership succession planning

*

Other Typical Responsibilities - President Provide leadership to the profession, the Board and the membership. Plan and chair Board and chapter meetings. Manage all aspects of the chapter, whether internal, within INCOSE or external. Represent the chapter to INCOSE, and work with other chapter officers to ensure the interests of the chapter and INCOSE are properly represented. Use Circle Awards criteria as metrics to evaluate progressIdentify, encourage, and mentor prospective chapter leadersConduct elections for the following year and ensure new list of officers is updated in Connect and submitted by January 31.Mentor elected officers by setting expectations and offering guidance with issues that arise.Vice President(s), Secretary, and Treasurer report to the President.

*

Presidents Check List January (this year)1/31 Send out Treasurer's Report1/31 Set up Chapter Budget1/31 Set up proposed meeting dates1/31 Officer Orientation presentation & discussion1/31 Set up Board Meeting dates1/31 Meet w/Board & discuss plans1/31 Ensure Evidence uploaded for Circle AwardApril4/15 Complete Strategic Plan4/15 Complete Operations Plan4/15 Complete Communications Plan4/15 Complete Member Retention Plan4/15 Complete Ambassador Plan4/15 Ensure Evidence uploaded for Circle AwardJuly7/31 Develop List of Officer Candidates7/31 Review Member Recruitment Plan

July7/31 Review Operations Plan7/31 Review Communications Plan7/31 Review Ambassador Plan7/31 Ensure Evidence uploaded for Circle AwardsSeptember9/30 Publish Officer Candidate Bios9/30 Develop Chapter SurveyOctober10/31 Hold Elections10/31 Transmit Member Survey10/31 Ensure Evidence uploaded for Circle AwardsNovember11/30 Transmit Election results to INCOSE11/30 Analyze Member Survey11/30 Publish Member Survey results/analysisDecember12/15 Recognize Board and Chapter Members12/15 Ensure Evidence uploaded for Circle AwardsJanuary (next year)1/5 Ensure All Evidence uploaded for Circle Awards1/5 Certify and Send in Circle Awards Spreadsheet

*

Past President Suggested TasksChair a chapter awards committee for Board/Member recognitionAssist President in leadership succession planningNOT recommended to oversee the chapters Circle Awards this should be done by the President Elect in preparation for role as President Volunteer to be considered as a reviewer for the Circle Awards CommitteeVolunteer to assist with the Keys to Effective Chapters Committee

*

Typical Responsibilities President-Elect Stand in when the President is not presentOversee the Chapter Circle Award on-going evaluation, data collection and submittalUpload Circle Award evidence throughout the year to the Circle Award website (e.g. plans, newsletters, Board meeting minutes, activity announcements, etc.)Use to evaluate chapters progress in serving members, supporting INCOSE goals and promoting System Engineering In smaller chapters may take on other responsibilities such as programs or membership.Identify, encourage, and mentor prospective chapter leadersHelp mentor members of the leadership team by setting expectations and offering guidance with issues that arise

*

Typical Responsibilities Vice President There may be one or more Vice Presidents, depending on chapter size and plansAssigned responsibilities may be for one or more areasChapter Development speakers for chapter meetings, tutorialsMembership recruiting, retention/renewalAmbassador/Promoters, CABCommunications (where not assigned to Secretary) event promotions, newsletters, websiteIdentify, encourage, and mentor prospective chapter leaders

*

Typical Responsibilities Secretary/TreasurerMay be separate offices for larger chaptersRecord minutes of chapter and Leadership Team/ Board meetingsOversee the communications such as website and newslettersHelp mentor members to develop in the chapter and encourage participation on the Leadership TeamEnsure chapter is responsible in all fiscal mattersPrepare an annual budgetAdminister chapter income and payments with appropriate approval Report income and expenses regularly at Board meetingsEnsure the chapter annual financial report is submitted to INCOSE main office by January 31

*


*

Goal - Efficient and Effective ChaptersA new Keys to Effective Chapters program (resources on a wiki website http://keys-to-effective-ch.wikispaces.com ) is available to assist chapters in the following ways:Orientation for New Officers for a smoother startOverview summarizes objectives and approaches to help chapters and officersProvides suggestions for planning and execution to help you achieve better results Procedures for Awards and Recognition documentProvides Good/Best Practices with templates and examplesProvides recommendations to the Chapter Circle Awards process to encourage planning and reduce ambiguity Veteran officers available for chapter officers to ask questions or share ideas via [email protected]

*

Goal - Efficient and Effective ChaptersAn effective chapter actively involves its membership, and plans for the current year with sustainability into future years, e.g.:Strategic planningPresident-ElectLeadership succession planningExperience indicates that a lack of effective planning and communications puts a chapter on a downward spiral Chapter activities are an opportunity to find potential new chapter leaders to ensure continuous leadership succession. Look for:Active contributions with consistent, dependable involvementIntersections of individual interests and chapter needs

*

Goal - Efficient and Effective ChaptersSector Directors and their assistants are first line of supportAdditional personal assistance/mentoring available from experienced chapter officersCircle awards provide a means for INCOSE to recognize a chapters accomplishments in achieving INCOSEs objectives and idealsCircle Awards criteria provide proactive metrics for a chapter to track their progress in serving members and promoting systems engineeringSubmittal preparation should not be a last minute effort to find activities that satisfy award criteria

*


*

Chapter Resource Links Available on Connect & INCOSE Home Page(Connect Major Update in 2013)A wealth of information is available to assist chapters. Keys to Effective Chapters Wiki - Chapter Leader Orientation, best practices, and more. Access to Veteran Officers - Ask questions and share information with officers all over the world - [email protected] Use your INCOSE Connect account to access the links below. INCOSE home page/Chapters/Chapter Resources (drop down) includes the following resources:Asynchronous Presentations - A selection of presentations available to chapters with slides and audio (under INCOSE home page/Chapters/Chapter Resources drop down)Promotional Items for Chapter Membership Recruitment - Attractive brochures and small INCOSE items to give away to prospective members.

*

Publications & Products Promote Systems Engineering with Members and CompaniesINSIGHT, quarterly publicationSystems Engineering The Journal of INCOSEJournal of Enterprise TransformationAnnual Proceedings i-Pub (from the symposia, regional events)Products from Working GroupsFree to the public on the Web (www.incose.org) Tools Database (under review)Technical resource centerFrom the Members Area (log-on and password assigned automatically upon joining or use Member Resources Link: https://connect.incose.org/products/default.aspx)REGAL: Requirements Engineering Guide for AllSystems Engineering HandbookSystems Engineering Technical Vision 2020Some are also available for purchase in print form through INCOSE

*

INSIGHT, the Newsletter of INCOSEPublished four times per year60+ pagesSpecial theme in each issue. 2012 themes include:INCOSE AuthorsSystems of the Third Kind2012 International Symposium Coverage: Rome, ItalyHealth Care

*

Systems EngineeringDr. Olivier de Weck (MIT), Editor-in-ChiefRefereed journalPublished quarterly by John Wiley & SonsAccess the Journal on lineCurrent and past issuesFull text in PDFRegistration Key obtained by following instructions in the Members Area of the webInstructions for authors found in INSIGHT and the INCOSE website

*

Journal of Enterprise TransformationPublished in collaboration with IIERicardo Valerdi is INCOSE co-editorPublished by Taylor & FrancisFirst issue March 2011 quarterly thereafterDeeply discounted subscriptions available to members gives both online access and hard copy journal

*

http://www.incose.orgWorld Wide Web resources include:News of interest (INCOSE and SE)Calendar of upcoming eventsSE PrimerLinks to Working Groups informationSE Certification informationSE Tools databaseTechnical Resource Center documentsINCOSE organization descriptions and leadership directoryTechnical Operations overviewLong range plans, policies and by-laws

*

https:/connect.incose.org Changing in 2013Members Area (member name and password protected)Technical Products are in the Product Area on Connect (https://connect.incose.org/products). Some examples:SE Measurement PrimerTech Measurement GuideSystems Engineering HandbookSystems Engineering Technical VisionSE Capability Assessment ModelWebinarsLatest issue of INSIGHT Access to the Journalsi-Pub publications databaseSE WikiMember directoryChapter membership records (access limited to chapter officers)

*

CertificationIn 2003 INCOSE initiated the certification program for Systems Engineering Professionals; CSEP (2004),ASEP and CSEP-ACQ (2008), ESEP (2010)Certification is open to everyone interested in being recognized formally for their systems engineering capabilities this includes non-member CSEPsParticipation is voluntaryINCOSE members receive reduced rates for initial certification and renewalFor members achieving certification there are points awarded as part of the Chapter Circle Awards criteria1076 active SEPs as of December 2011

*

Certification Options

*

Resources for Leadership TeamYour Sector Director and their assistantsKeys to Effective Chapters Wiki siteChapter Circle Awards Connect siteChapter real-time membership roster databaseMicrosoft Live web meeting capability provided by INCOSEChapter public website hosting by INCOSEConnect chapter website with document storage, discussion board, etc.; separate pages for leadership teamChapter presentations from Working Groups and Committees a great, untapped resource

*


*

Activities Are Key to Involved Chapters and MembersRegular meetings of local chapters Annual International Symposium in summerAnnual International Workshop at the end of January/first of FebruaryTechnical Working Groups member participation; chapter presentationsRegional conferencesExtensive professional networkingCollaboration with other SocietiesInvolvement in the local community

*

Previous International Workshops2013 International Workshop in Jacksonville, FL, USA2012 International Workshop in Jacksonville, FL, USA2011 International Workshop in Phoenix AZ, USA2010 International Workshop in Mesa AZ, USA2009 International Workshop in San Francisco CA, USA2008 International Workshop in Albuquerque NM, USA2007 International Workshop in Albuquerque NM, USA

*

2014 International WorkshopAnnual report to the membership on results and plans for the coming yearWorking sessions for Working Groups, technical and administrative committees2014 International Workshop planned for Torrance, CA (near Los Angeles)25 - 28 January, 2014Installation of the INCOSE officers

*

Previous International Symposia2012 International Symposia in Rome2011 International Symposia in Denver CO, USA2010 International Symposia in Chicago IL, USA2009 International Symposia in Singapore2008 International Symposia in The Netherlands2007 International Symposia in San Diego, CA, USA

*

2013 International Symposia2013 International Symposium in Philadelphia, PAJune 24-27, 2013Technical papers, panels, tutorials, exhibits, plus many opportunities to collaborate with experts and practitioners from diverse domainsChapter leadership meetings, new member orientation, some working group meetings

*

2014 International Symposia2014 International Symposium in Seoul KoreaJuly 21-25, 2014 (Tentative)Technical papers, panels, tutorials, exhibits, plus many opportunities to collaborate with experts and practitioners from diverse domainsChapter leadership meetings, new member orientation, some working group meetings

*

Regional Conferences Are More Up-Close and Personal CSER Conference on Systems Engineering Research, Atlanta, March 19-22, 2013KSEE Kongsberg SE Event, Norway, June 13-14, 2013APCOSEC 2013: the 7th annual Asia Pacific Conference on Systems Engineering, Sept 9-11, 2013Check the INCOSE events calendar and your Region for upcoming conferences http://www.incose.org/newsevents/events/index.aspx

*

Your ExpectationsWhat do you want from INCOSE?How can INCOSE best serve you in your new role?

**********************************

chapter officer orientation

Documents

incose goals

systems engineering

incose structure

incose sectors

incose missionshare

systems engineering

best of systems engineering

overall incose direction