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IMS Spring 2017 AdCom Meeting Report

The Administrative Committee (AdCom) of the IEEE Instrumentation and Measurement Society met in May, immediately after the I2MTC, to advance our mission to

·          Provide the most comprehensive and high-quality services to our members and related professionals.

·          Serve as the professional incubator for the growth of all (particularly younger) members.

·          Be in the forefront of future I&M fundamental, technological, and application advances.

·          Provide education in the field of instrumentation and measurement.

Each of the AdCom committees conducted a meeting, and the full AdCom reviewed each committee’s recommendations and decided on actions for the future.  The following reports are organized by committee.

 

Membership Development Committee - Sergio Rapuano

We experienced excellent growth in the past few years in both the number of new chapters formed and participation in our annual Chapter Chair Summit at I2MTC. The consistent attendance at the Summit has led to stronger and more engaged Chapters. A report from this year’s successful Chapter Chair Summit will be published separately in the I&M Magazine. In particular, we are experiencing a significant growth in the Student Branch Chapters from R10.

A new Africa initiative was implemented in collaboration with the Finance Committee with the aims of improving the services to our members from that continent and forming new chapters there.

The Chapter Development Program is now fully operational, and because of the number of funding requests received, the AdCom allocated additional funds to this program.

The Chapter Outreach Program is now nurturing five new chapters that were formed between 2014 and 2016. This program helps new chapters get started by designating a mentor for the chapter who attends a kick-off meeting, stays in regular contact with the Chapter Chair, and may periodically visit the chapter.

Changes were made to the Student Paper Award and the conference Travel Grant programs to more specifically tie them into our membership, allowing the Society to focus more resources on IMS student members.

Several parallel events were organized during I2MTC 2017 for our affinity groups. These included a Women in Engineering panel, a Young Professional panel and meet-up event, and a Graduate Student meeting, all of which were well attended.

 

Publications Committee - Zheng Liu

In 2017, the Publication Committee members have continued to work with the EICs to provide high-quality publications that serve our members and the wider I&M community. Together with the Society Management Committee, the Publications Committee successfully finished the IEEE five-year Publication Review as well as provided input for the publication section of the five-year Society Review. The Transactions’ website implemented the Open Researcher and Contributor ID (ORCID) as part of the paper submission process in compliance with IEEE's policy. The advertising revenue of the Magazine has increased 9.5% from the previous year. According to the recently released Journal Citation Report, the Transactions on Instrumentation and Measurement is ranked in Quarter 1 (Q1) of the Instruments & Instrumentation (I&I) category, and it is the only journal in Q1 of both the I&I and the Essential Science Indicators (ESI). The Transactions' Impact Factor has increased from 1.808 to 2.456, and the Impact Factor of the Magazine has increased from 0.759 to 1.438. The committee will further enhance the connection with the society members through the society’s publications in the coming year.

 

Conferences Committee - Chi Hung Hwang

We wish to thank Sergio Rapuano and Ruqiang Yan for organizing the Chapter Chair Summit and the Technical Committee Chair meeting during I2MTC 2017.  These were two great opportunities to meet with those who serve as either Chapter Chairs or Technical Committee Chairs and share with them the conference sponsorship policies and the Society Conferences Management Guidelines.  The Conferences Management Guidelines provide details about the procedures for requesting a conference sponsorship from the Society.  These Guidelines include best practices for developing an organizing committee and managing a conference, and they help ensure that each conference is of the highest possible quality.   In addition, the meetings included information on how the Conferences Committee serves our IMS members.  We also were pleased to learn that chapters and TCs are initiating new technical events that cross several technical areas of interest and disciplines.

The Conferences Committee also made changes to the scope, plans, and metrics for its portion of the Society Strategic Plan.  In alignment with the core values of the Society, the Conferences Committee will be taking a more proactive approach as part of its plans.  It will work closely with the Technical and Standards Activities Committee and the Education Committee to identify emerging topics in instrumentation and measurement and to sponsor new events on these topics.  The committee also agreed to invite all authors of TIM-published papers during 2017 to present their work at I2MTC 2018, as part of a pilot project.  If the pilot project is successful, it will be implemented as part of future Society conferences.  In addition, the steering committee of SAS has proposed an SAS Handbook, which has been approved.  This handbook will serve as an example for other Society conferences to use and implement as part of the future management for their conferences.  The handbook provides best practices learned from previous SAS offerings, and will serve as guidelines for future events. The Conferences Committee members are continuing to work together to improve the quality of each of our conferences.  Please feel free to contact any members of the Conferences Committee to share your ideas.

 

I2MTC Board of Directors - Reza Zoughi

The IEEE International Instrumentation and Measurement Technology Conference (I2MTC) Board of Directors met at the conclusion of the I2MTC 2017 to receive updates from organizers of future conferences, as well as to select the venue for the 2020 conference. Updates were received by the general or general co-chairs of I2MTC 2017 (Turin, Italy), 2018 (Houston, TX, USA) and 2019 (Auckland, New Zealand). I2MTC 2017 in Turin was considered quite successful given the short- preparation time associated with this meeting. Organization of I2MTC 2018 is on track. This will mark the first time since 2013 that this conference will be held in the USA. Several new initiatives are being considered for implementation at this conference to enhance the value and quality of the meeting, and to provide an expanded experience for the attendees (stay tuned, as the conference web site will go online soon). The organization of I2MTC 2019 is also on track. The organizing committee is expeditiously conducting all the necessary tasks to ensure another successful conference in Region 10. After a successful bidding process for I2MTC 2020, and down-selection of potential sites to Washington, D.C., USA, and Dubrovnik, Croatia, Dubrovnik was selected by the Board. As we look ahead towards these future meetings, we encourage our IMS members to consider attending these I2MTC meetings as well as encouraging their colleagues (particularly those who would be new to I2MTC) to attend.

 

Education Committee - Salvatore Baglio

The Education Committee modified its mission to broaden the targets for educational services.  The new mission begins with the following: “Provide the most comprehensive and high-quality educational services to the society, to IEEE and IMS members and to related professionals.”  The current goals and activities were divided into several categories: initiatives that are stable and simply need to be continued, those that have been started and need to be stabilized, and those that need to be started.  The “need to be continued” category includes the successful Distinguished Lecturers program, the Tutorials program and the Education awards (Graduate Fellowship and Faculty Course Development Awards).

The Video Tutorials program is off to a great start but needs to be stabilized to assure it continues to provide value on new topics.  New opportunities to record tutorials will be provided at the IMS major conferences.  Likewise, the “Meet the Instrumentation and Measurement Society” One-Day Workshops have had a strong beginning with events in Mexico and Taiwan, but new locations and corporate partnerships need to be established to assure these workshops reach new audiences.  Stabilization will involve rigorous use of established metrics to evaluate the impact of each program on our members.

In the “need to be started” category, the Education Committee is working with the IEEE Sensors Council to organize two sessions of a student Sensors and Measurement System design contest that will encourage work in our fields of expertise.  Students will be provided with a development-board kit and challenged to create a unique application that will be judged at one of two conferences. Awards will be provided to the winners of the contest at each conference.  Please check the Education section of the IMS website for details.

The Education Committee focused its discussions on the continuation of “stable”, consolidated initiatives and on critically evaluating the status of recently started initiatives.

One new initiative is a joint initiative between the I&M Society and the IEEE Sensor Council that aims to involve our student members through the participation in an international contest on “sensors and measurement”.

Awards will be given at the International Student Contest on Sensors and Measurement Systems award ceremony in Seoul, Korea (during IEEE SAS   2018) and in Houston, Texas (during IEEE I2MTC 2018).

Regarding consolidated EduCom initiatives, two major actions are our Awards (FCDA and FCA) and our Distinguished Lecturer program. Some relevant metrics about these two initiatives have been discussed and it looks like these are very well implemented and highly accepted by our members.

At I2MTC2017 in Turin, we recorded five new Video Tutorials that will be posted soon on both the IEEE TV and the IMS Website

The Education Committee will continue to review all its initiatives based on quantitative metrics. The 2017 Fall meeting of the Education Committee will be largely devoted to metrics evaluation and critical review of the education activities over the past two years.

 

 

Technical and Standards Activities Committee - Ruqiang Yan

The Technical Committee (TC) Chairs meeting was held at I2MTC 2017, with eight TC Chairs in attendance. There was a discussion regarding how TCs can work together with the Conference Committee to promote various conferences. Fostering links with industry also was discussed. The TSAC actively encouraged TCs to propose special sessions for I2MTC 2017, and three special sessions were accepted. To recognize the contributions to the I&M Society from the TCs, IEEE certificates were sent out electronically to each of the TC members. We were especially pleased to recognize TC-39 as the recipient of the first Outstanding TC Award. Six TCs have active Project Authorization Requests (PARs), which are the means by which standards projects are started within the IEEE-SA. PARs define the scope, purpose, and contact points for the new project.

The TSAC continuously monitors TC activity, and currently, there are 19 active TCs within the society. A new TC (TC-42 Photonic Technology in Instrumentation and Measurement) was approved upon submission of the proper documentation per our guidelines. This new TC provided a detailed plan on its future activities.  Plans include advertising TC activities to all IMS members in the magazine and newsletter.  A Standards webpage attached to the IMS webpage, and a specific set of instructions will be developed to assist TCs who wish to start a conference.  The I&M Society has an active and productive family of TCs!

 

Finance - Dario Petri

The I&M Society mission is to promote the advancement of science, technology, and applications in the I&M and related fields. This mission is implemented through a diverse set of technical activities performed by the volunteer members and “business” activities such as organizing meetings and conferences, publishing periodicals, developing technical standards, and providing membership and educational support services.

The Finance Committee’s mission is to provide the Society’s Administrative Committee (AdCom) with fiscally sound annual budgets to enable it to make effective decisions and optimize the quantity and quality of products and services provided to the members and the broader instrumentation-and-measurement community. Many of the Society’s activities are not revenue-producing, and thus must be subsidized by the revenue generated by publication subscriptions, conference fees, and membership dues.

In 2017, the total IMS revenue is expected to be approximately $2.1M, with a year-ending balance close to zero, thus achieving the desired balance between revenue and expenses expected by a non-profit organization like the I&M Society. Society Publication income and expenses are expected to be approximately $760K and $620K, respectively. Income from membership fees is approximately $90K. Conferences and workshops income and expenses are approximately $1.06M and $620K, respectively. The IEEE infrastructure dues are close to $300K. AdCom expenses for volunteer support and investments in memberships, awards, chapter support, educational activities, and technical activities are approximately $410K.  The current reserves that ensure the Society against budget loss are close to $2M.

 

Society Management Committee - Max Cortner

The Society Management Committee is charged with coordinating all operational matters within the AdCom. One of those important tasks is reviewing and updating our governing documents.  A number of changes to the Constitution and Bylaws were presented and voted on by the AdCom so that the quorum, election and officer-replacement sections were aligned with IEEE guidelines.  The AdCom also voted to approve co-sponsorship of the IEEE Journal on Miniaturization for Air & Space Systems (J-MASS) once it receives final approval by IEEE TAB.  In view of one of the recommendations from the IEEE Five-Year Publications Review to develop a publicity campaign for our publications, a motion was approved at the Spring AdCom meeting to allocate 50%-rule funds for this purpose.  If the previous year’s net operating balance is positive, 50% of that positive balance is made available in the next year to be spent on additional activities not already included in the budget.  Thus, this additional funding amount is called the 50%-rule funds. Since in 2016 we did have a positive balance, 50%-rule funds were available to support this additional activity.

In view of the lengthy travel required of AdCom members for some meetings, a motion was passed to allow those on flights of 8 hours or more to be reimbursed for “economy comfort”, “economy plus” or “premier seating” fees, which provide seats with extra legroom.  This does not change the policy for business class or first-class seating, which requires special approval per IEEE rules.