SESSION V: PROGRAM MANAGEMENT FOR SUCCESS

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SESSION V PROGRAM MANAGEMENT FOR SUCCESS
Sam Zamrik Member, Board of Governors Philip L.
Carpentier Chair, Conferences Events Directorate
2005 TEC / Pittsburgh / 5 March 2005
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Success!!

• 17th Annual ASME/UH Cajun Crawfish Boil
• May 1, 2005 - 100 - 500 p.m.
• On the campus of the University of Houston
• Individual Tickets 30 (35 at the door)

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Success!!

• Offshore Technology Conference
• 25 May 2005
• Reliant Center, Houston, Texas
• 50, 921 attendance in 2004
• 2,124 companies exhibited

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Not so Successful

• Honors Program at 2004 Congress
• ASME Net
• Satellite Programs
• ETCE

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South Texas Section

• 4,200 members
• 5 Subsections, 1 Group
• 8 Technical Chapters
• 7 - 9 meetings each month
• 7 Student Sections
• Texas AM, University of Houston, Rice
  University, Prairie View AM, Texas AM -
  Galveston

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South Texas Section

• 24 Scholarships Grants annually
• Over 15,000 per year
• 5 High School Science Engineering Fair Awards
• 2 - 3 Professional Development Seminars
• PEM Trade Show

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PROFESSIONAL DEVELOPMENT SEMINARS EVENING
SEMINARS PRESSURE VESSEL ENGINEERING September 8
to October 20, 2004 7 Wednesday Evenings TIMES
600 p.m. 900 p.m.LOCATION COOPER CAMERON,
4646 West Sam Houston Parkway North (Beltway 8)
at Clay RoadCOSTS 650.00 ASME members 725.00
Non-membersPIPING DESIGN AND PIPE STRESS
ANALYSIS September 28 to November 23, 2004 9
Tuesday Evenings TIMES 600 p.m. 900
p.m.LOCATION COOPER CAMERON, 4646 West Sam
Houston Parkway North (Beltway 8) at Clay
RoadCOSTS 650.00 ASME members 725.00
Non-membersDAYTIME SEMINARS PIPING DESIGN AND
PIPE STRESS ANALYSIS October 19 to October 22,
2004 Tuesday through Friday noonTIMES 800
a.m. 500 p.m.LOCATION REFINERY TECHNOLOGY,
14425 Torrey Chase Blvd.COSTS 1,050.00 ASME
members 1,125.00 Non-members
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8 Technical Chapters

• 6 are Active
• Petroleum, Plant Engineering Maintenance, Gas
  Turbine, Materials Handling, OMAE, Pressure
  Vessel
• 2 are Inactive
• Applied Mechanics, Computers

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6 Subsections, 1 Group

• 4 are Active
• Northwest Houston, Apollo, Coastal Bend
• Texas Gulf Coast Group
• 3 are Inactive
• Memorial, Westpark, Brazos Valley

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South Texas Section
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Program Management for Success

• Strategies and Practices that enable successful
  programs activities
• Business Plans
• Resource Management
• Budgeting and Finance
• Focused technology
• Performance Metrics

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1. Business Plan

• Business Plans Can be done at all levels
  (Divisions Business Plan each event)
• Suggest as 1-2 page document
• Answers the questions
• What do you want to do?
• Who will lead? Who will do the work?
• When? Where? Why?
• How? Format Conference, Workshop, PD Training
  Course, Seminar, Meeting, Lunch, etc. Venue
  Logistics

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2. Resource Management

• Committee Members
• Volunteers
• Hotel Staff
• ASME Staff
• Experts / speakers / authors / keynote / local
  officials / government authorities / college
  faculty
• Students
• Local Section
• Sponsors / Exhibitors
• Partners other societies, other ASME units

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2. Resource Management

• Cherish your resources
• Thanks and recognition
• Publish their names
• Include company/university/employer affiliation
• Remembrances
• Dinner invitations for sponsors

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2. Resource Management

• Additional Considerations
• If you do it, will it mean not doing something
  else?
• Prioritization Control limited resources
• Not physically possible or reasonable to do
  everything that would be good to do.
• Not aligned with mission dont do it!
• Seek new volunteers to do new things
• Current volunteers are already busy!
• If you dont have volunteers who want to do it
  and if it is not required . . . Then dont do
  it!!

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3. Budgeting and Finance

• Expenses
• Revenue
• Attendance
• Sources of Revenue
• Registration Fees Sponsorships Exhibitors
  Donations 501(c)(3) Any others?
• Expenses
• Food, Meeting Room / Hotel A/V Publicity
  Publications / Proceedings ASME Staff (?)

Iterative
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Fundraising

• Why?
• Discretionary Activities
• Dedicated e.g., Scholarships
• Overhead Staff Volunteer Expenses
• Defray / offset fees
• Invest for the future Growth
• Stability during off years

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4. Focused technology

• Sizing, Selection, Design Considerations,
  Materials, Reliability

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5. Performance Metrics

• Budget vs. Actual
• Attendance
• Satisfaction Survey
• If youre seeking feedback, be prepared to use
  it.
• Lookback
• What went well?
• Improvement opportunities?

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How to define success . . .

• Made money
• Didnt lose money?
• Volunteers want to do it again
• Attendees volunteer to help next time
• Sponsors are happy
• Exhibitors are happy
• Positive Experience
• New ASME Members

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How to define success . . .

• How do you define success for a
  Division-sponsored event?

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Keys to success . . .

• Plan
• Budget
• Do
• Measure Results
• Improve

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Working with Sections . . .

• We need for the Divisions to start working with
  the Sections
• What does that mean to you?

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Working with Sections

• Every member of your Division is a member of a
  local Section
• 33 Technical Chapters
• Local Units of your Division
• Mixed results Inactive ? Very Active
• A resource available to you
• Congress Local Section as Host
• Local Section Chair Signs CA-1 or CA-2
• Distinguished Lecturer Program
• Petroleum Division / South Texas Section

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Working with Sections

• You are invited to come to our Section, work with
  our Section, and offer programs of value to our
  members
• Needs to be win-win / sharing of effort and
  sharing of surplus
• Section must agree to the dates, format, and
  venue
• Feel free to work directly with a Technical
  Chapter, if one exists

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Division Programs for Sections

• Focused on members and prospective members
• Industry and/or Early Career Engineers
• How to programs
• Can include local Universities, Faculty and
  Students

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Division Programs for Sections

• Rotating Equipment
• Stationary Equipment
• Best Practices for Maintenance Operations
• NDE
• Risk-Based Inspection
• Fit-for-purpose analytical tools
• Safety Systems
• Emergency Response

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Division Programs for Sections (contd)

• Turnarounds
• Project Management
• Product Quality Lean Manufacturing, Six Sigma,
  ISO
• Contracting and Procurement
• Cost Estimating
• New Technologies e.g., Fuel Cells,
  Nanotechnology what does it mean for us?

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Summary

• Keys to success include planning, budgeting,
  doing, measuring results and improving
• Prepare a business plan
• Prioritize your opportunities
• Use opportunities to work with Sections to your
  advantage engage new volunteers, attract new
  members, and grow

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Discussion?