To: Region 3 ExCom Fr: Roy Harris, Special Review Committee Chair Sb: SPC Review Dt: 30 October 2003 The SPC Review is complete with SPC response and both are transmitted herein with this E-Mail. I submit these for acceptance by the Excom. Roy Harris Special Review Committee Chair The Review was conducted by David Green and Charles Hickman. To: Roy Harris, Special Review Committee Chair From: David G. Green and Charles E. Hickman Date: 1 July 2003 Subject: Requested Review of the Region 3 Strategic Planning Committee (SPC) This review is submitted upon request of the Region 3 Special Review Committee, Roy Harris, Chair. The reviewers relied on the Region 3 SPC Web Site https://www.ewh.ieee.org/reg/3/spc/ as well as information derived from observing the committee over the last several years. The equivalent of a charter for this committee is at https://www.ewh.ieee.org/reg/3/opsman/strategic.htm. Points to commend * Administratively, the committee performance is exemplary: o Submit meeting notices in a timely manner o Schedule periodic face-to-face meetings o Participate in e-conferences and newsgroups o Achieve deadlines as specified in Operations Manual o Publish agendas o Publish minutes (at least through 2002) o Distribute draft work products for review * Committee members are strong advocates of Region 3 o Share Region 3 successes effectively o Assist in funding Region 3 initiatives * Express strong desire to serve Region 3 to make it better for the members o Several past directors participate in activities o Assign mentors to committees * Impressive sustained membership/interest exhibited by former directors providing a great resource to the present Director and the Region * Atlanta ad hoc planning meeting in 2003 was an innovative effort to supplement the planning process and seems to have had some benefit. * Interact with ExCom * Developed good web site Points to consider for improvement * Involvement in Strategic Planning by non-directors is limited * Should seek to involve Region Committee in Strategic Planning * A disconnect between the R3 Strategic Planning effort and the R3 execution of the plan seems to exist * Tracking of performance of Region Goals and Objectives does not seem to occur consistently * Mentor program appears to need to become more effective Recommended Actions * Review membership in SPC to see how non-director participation might improve strategic planning process either through change in membership or through strategic planning events with broader participation (and buy-in) * Encourage SPC to complete their review of current Region 3 structure and recommend new structure and/or committees including combining or eliminating committees where appropriate. o Review committee types to correct usage of the term "Ad Hoc" * Serve as the collection and archival agent for Region 3 performance against Goals and Objectives (or recommend where/how this should be done Subj: R3 Strategic Planning Committee (SPC) response to Special Review Committee recommendations The SPC appreciates the thoughtful and constructive SRC comments. Our responses to specific recommended action items are as follows: ---------------------------------------------------------------------- Recommended Actions and [SPC Response] 1* Review membership in SPC to see how non-director participation might improve strategic planning process either through change in membership or through strategic planning events with broader participation (and buy-in). [The Reg 3 Operations Manual specifies: "Membership shall include past Region 3 Delegate/Directors and/or senior past officers of the Institute who are willing to serve." This was the original intent of Region 3: Staff the SPC with volunteers who have served at the Institute level and thus have extensive experience in the workings and planning processes of IEEE. The current membership thus adequately serves the purposes of the SPC as defined in the Operations Manual. Corresponding members have, however, participated where special interest has been expressed. In addition, SPC meetings are normally open, and typically several visitors attend our meetings. Such visitors are always welcome to participate in SPC discussions.] 2* Encourage SPC to complete their review of current Region 3 structure and recommend new structure and/or committees including combining or eliminating committees where appropriate. [We concur. The SPC has periodically been called upon to look at various Reg. 3 committees and their role. This is a useful and valuable activity for experienced past directors. SPC only has an advisory role, however, as the director is the final instigator of structure changes through the ExCom.] 3* Review committee types to correct usage of the term ÒAd HocÓ. [We agree there is a need for clarification of Reg. 3 committees and their functions. This has been a continuing activity and the subject of SPC attention in 2003. As each new director assumes office, however, each "ad hoc" committee should be considered a candidate for deletion unless continuation is deemed appropriate.] 4* Serve as the collection and archival agent for Region 3 performance against Goals and Objectives (or recommend where/how this should be done) [Per the Reg 3 Operations Manual, the SPC assigns mentors to several key Region 3 standing committees, thereby assisting these committees in the preparation and review of their respective Goals & Objectives. It is a challenge to collect and archive the various Committee G&Os -- and the respective performance. As the Secretary normally compiles the various committee reports, it is recommended that the Secretary be the formal collector/archival agent for such committee reports.] 5* Ensure that minutes are posted in a timely manner [Traditionally, draft SPC minutes have always been e-mailed to membership within a week of the meeting. This recommendation may refer to posting the approved minutes on the SPC website www.ewh.ieee.org/reg/3/spc/ . This is normally done once the draft minutes are approved. Accordingly, the draft minutes of the last formal SPC meeting (4/4/03 in Jamaica) were added to the SPC website]. Bob Robert S. (Bob) Duggan, Jr. r.duggan@ieee.org