Process Flow Chart for EPAT Phase 1 (Event Suggestion ... - ASME
Process Flow Chart for EPAT Phase 1 (Event Suggestion ... - ASME
Process Flow Chart for EPAT Phase 1 (Event Suggestion ... - ASME
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<strong>Process</strong> <strong>Flow</strong> <strong>Chart</strong> <strong>for</strong> <strong>EPAT</strong> <strong>Phase</strong> 1 (<strong>Event</strong> <strong>Suggestion</strong> & Approval)<br />
Initial concept <strong>for</strong> New or Existing event: <strong>Event</strong> Organizer has in<strong>for</strong>mal discussion<br />
with <strong>ASME</strong> unit, staff manager and/or potential co‐sponsor (if applicable) about<br />
proposed event.<br />
<strong>Event</strong> Organizer completes the initial portion of the <strong>EPAT</strong> to <strong>for</strong>mally suggest<br />
(propose) the event. A staff Manager is assigned and evaluates proposal against<br />
P‐12.1<br />
No<br />
Questions/ suggested<br />
revisions addressed with<br />
<strong>Event</strong> Organizer to take<br />
corrective action<br />
Is event suggestion<br />
authentic & meet<br />
requirements?<br />
Yes<br />
1)Proposed event is released to <strong>ASME</strong> Calendar<br />
(Pending EC Approval), 2) Notice is sent to EC and<br />
Sector <strong>Process</strong>, and 3) <strong>Event</strong> organizer notified to<br />
proceed with detail in<strong>for</strong>mation. Follow <strong>EPAT</strong><br />
instructions and posted templates.<br />
Conference Business Plan Template: Conference<br />
Organizer develops (<strong>for</strong> new event) or updates<br />
required sections (<strong>for</strong> existing event). Draft may be<br />
downloaded and circulated offline among interested<br />
parties.<br />
Letter of Intent Template: Conference Organizer<br />
downloads (if applicable) and circulates among co‐<br />
sponsors <strong>for</strong> input (to be used by staff to draft the<br />
Agreement).<br />
Follow <strong>EPAT</strong> instructions and posted templates<br />
(Budget, etc.)<br />
Go to Page 2: Review,<br />
endorsement & approval steps
Sector<br />
procedures<br />
apply<br />
<strong>Event</strong> Organizer<br />
notified with the<br />
rationale <strong>for</strong> the<br />
denied decision<br />
with specific<br />
reference to P‐<br />
12.1<br />
Denied<br />
Sector <strong>Process</strong><br />
Timing of process per<br />
Sector Guidelines<br />
Denied<br />
Endorsed<br />
From Page 1<br />
A staff manager evaluates<br />
complete proposal against P‐12.1<br />
and releases to Sector <strong>Process</strong>.<br />
TBD Timing of <strong>ASME</strong> evaluation<br />
(<strong>Suggestion</strong> 10 business days)<br />
Yes<br />
<strong>Event</strong> Committee<br />
review process: EC<br />
Operation Guide; 30<br />
day review period<br />
Approved<br />
Placed on <strong>ASME</strong><br />
Calendar and <strong>Event</strong><br />
planning continues<br />
per conference<br />
guidelines and<br />
planning calendar<br />
Internal Sector<br />
<strong>Process</strong><br />
Required?<br />
No<br />
Sector leader<br />
review and<br />
endorse in <strong>EPAT</strong><br />
Endorsed<br />
Concerns<br />
expressed<br />
Discuss with<br />
<strong>Event</strong><br />
Organizer,<br />
copy Sector<br />
leadership <strong>for</strong><br />
further<br />
action.<br />
Discussion<br />
between EC<br />
and <strong>Event</strong><br />
Organizer<br />
may occur to<br />
resolve the<br />
issues. Once<br />
resolved,<br />
provide to<br />
staff manager<br />
to update in<br />
<strong>EPAT</strong>
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