vTools Overview IEEE Region 8 Student & Young Professional - PowerPoint PPT Presentation

vTools Overview IEEE Region 8 Student & Young Professional Congress Regensburg, Germany August 2016 Essa Basaeed – United Arab Emirates Section 12-CRS-0106 REVISED 8 FEB 2013 MGA vTools Committee member

2 V olunteer Tools 12-CRS-0106 REVISED 8 FEB 2013

Web applications designed to assist volunteers in managing their activities member development & engagement 12-CRS-0106 REVISED 8 FEB 2013 3

Overview • Introduction • vTools website • Events • Officer Reporting • eNotice • Voting • Vitality Dashboard 12-CRS-0106 REVISED 8 FEB 2013 4

5 Introduction 12-CRS-0106 REVISED 8 FEB 2013

Introduction IEEE Board of Directors Member and Geographic Activities Board IT Coordination and Oversight Committee vTools Committee 12-CRS-0106 REVISED 8 FEB 2013 6

Introduction Volunteers Volunteer vTools conceived Developed Committee & vetted (beta ver.) Project Manager (staff) IEEE Developers IT Security Quality (staff) Assurance 12-CRS-0106 REVISED 8 FEB 2013 7

Introduction • Doodle scheduling assistant • WebEx web conferencing • GoogleApps@IEEE (Google Mail, Calendar, Contact, Drive) • FluidSurveys • IEEE Web Hosting • Listserv • vTools WebInABox • ReviewRoom 12-CRS-0106 REVISED 8 FEB 2013 • Functional alias 8

vTools Website http://vtools.ieee.org 12-CRS-0106 REVISED 8 FEB 2013 9

10 vTools Website 12-CRS-0106 REVISED 8 FEB 2013

vTools Website Then click on name of tool from the Quick Links menu Or click on name of tool to navigate to website . 12-CRS-0106 REVISED 8 FEB 2013 11

12 vTools Website 12-CRS-0106 REVISED 8 FEB 2013

13 vTools Website 12-CRS-0106 REVISED 8 FEB 2013

14 vTools Website 12-CRS-0106 REVISED 8 FEB 2013

15 Events (formerly Meetings) 12-CRS-0106 REVISED 8 FEB 2013

vTools Events Two main functionalities: 1. Schedule a future event - manage virtual and face-to-face events - automatically syncs data with other IEEE website - manage event registration and name tags 2. Report event activity - required for OU’s to get their rebate (a.k.a., 12-CRS-0106 REVISED 8 FEB 2013 L31 report) 16

17 vTools Events - main page 12-CRS-0106 REVISED 8 FEB 2013

vTools Events - search Select “ Search Events ” to show list of events for your organizational unit. 12-CRS-0106 REVISED 8 FEB 2013 Click on the “Search Events” icon. 18

vTools Events - search You can narrow the results of the events listed by selecting from the different filters shown on the page. Sort results by clicking on column headings. Click on “ Upcoming Events for my Section ” to find events for your organizational unit as shown. 12-CRS-0106 REVISED 8 FEB 2013 19

vTools Events - create To open a section on the form, click on the section. Only one section can be expanded at a time. Click on a section to expand and enter information To go to the next section, click on for the event. another section or Next. 12-CRS-0106 REVISED 8 FEB 2013 Form options are displayed at the 20 bottom of each section.

vTools Events - create Here is the completed event, as it will be viewed by members. 12-CRS-0106 REVISED 8 FEB 2013 21

vTools Events - report Click report 12-CRS-0106 REVISED 8 FEB 2013 22

vTools Events - report DETAILS – provides basic information regarding the event such as: title, description, starting and end dates/times, category and attendance numbers . 12-CRS-0106 REVISED 8 FEB 2013 Click on “ Save ” to create and submit the report(L31) . 23

vTools Events - report Note - you may edit the report up to 7 days after submission. 12-CRS-0106 REVISED 8 FEB 2013 If you need help, send email to l31-help@ieee.org for assistance. 24

25 Officer Reporting 12-CRS-0106 REVISED 8 FEB 2013

Officer Reporting • Automatic Validation – Lives in Section – Valid Member Grade • Instantaneous Data Update – if submitted by authorized volunteers – Otherwise, it is sent for review by IEEE staff 12-CRS-0106 REVISED 8 FEB 2013 26

27 Officer Reporting - view 12-CRS-0106 REVISED 8 FEB 2013

Officer Reporting - add 2 1 3 Enter member number and term start date: 4 5 6 12-CRS-0106 REVISED 8 FEB 2013 Confirm 7 Changes 28 8/10/2016

29 eNotice 12-CRS-0106 REVISED 8 FEB 2013

eNotice • An electronic messaging service • The mailing list gets automatically populated from the IEEE database • Two types: – Express: sent automatically in two hours – Normal: handled by IEEE staff (used for special requests, attachments, reminders, etc.) 12-CRS-0106 REVISED 8 FEB 2013 30

eNotice - create Filters and settings Express Eligibility message eNotice 12-CRS-0106 REVISED 8 FEB 2013 message: 31 8/10/2016

eNotice - create Once an eNotice is sent, the content may be included in public feeds automatically. Select checkbox if you do not want your eNotice included in public feeds. 12-CRS-0106 REVISED 8 FEB 2013

eNotice - preview Click ‘ Confirm ’ to send eNotice express . 12-CRS-0106 REVISED 8 FEB 2013 33 8/10/2016

eNotice - list For Express eNotices , a tool tip will include mailing statistics (queued, recipients loaded, delivery date/time stamp) in Type when “ Express ” is listed. When an express eNotice status is “Submitted”, the Express tool tip will indicate the status for the express steps for example: 12-CRS-0106 REVISED 8 FEB 2013 Express eNotices will be delivered within two (2) hours. 34

35 eNotice - list 12-CRS-0106 REVISED 8 FEB 2013

36 Voting 12-CRS-0106 REVISED 8 FEB 2013

vTools Voting • Online elections for Sections / Chapters / Affinity groups • Allows creation of multiple positions with multiple candidate • Automatically loads the voter list • Supports up to three (3) email notices to voters • Members sign in using their IEEE Account for secure access to ballot 12-CRS-0106 REVISED 8 FEB 2013 • Please note this is different from the general IEEE elections. 37 URL : http://voting.vtools.ieee.org

vTools Voting - create Admin page 12-CRS-0106 REVISED 8 FEB 2013 38 8/10/2016

39 8/10/2016 12-CRS-0106 REVISED 8 FEB 2013

vTools Voting - create Candidate Bio: Preview of ballot : 12-CRS-0106 REVISED 8 FEB 2013 Auto-load voter list 40 8/10/2016

vTools Voting - manage Email voters from ballot in vTools Election manager must compose email (it is not automatic): 12-CRS-0106 REVISED 8 FEB 2013 41 8/10/2016

vTools Voting - results Important: You must report Election results using Online Officer Reporting. Results are not automatically reported. More information on required reporting can be found on IEEE.org. Vote distribution: 12-CRS-0106 REVISED 8 FEB 2013 42

vTools Voting - reporting 12-CRS-0106 REVISED 8 FEB 2013 43 3/11/2016

44 Section Vitality Dashboard 12-CRS-0106 REVISED 8 FEB 2013

Section Vitality Dashboard • Real-time statistics of vitality metrics and key activities • Includes: – Members by grade – Society Memberships – Affinity Group Memberships – Students in Section – Current Officers – Members is Arrears / Pre Arrears 12-CRS-0106 REVISED 8 FEB 2013 45

Section Vitality Dashboard List of Click on Contents tab to run within reports tab. Click on tab name to run 12-CRS-0106 REVISED 8 FEB 2013 reports. 46

Section Vitality Dashboard Click on counts for detailed reports . 12-CRS-0106 REVISED 8 FEB 2013 47 8/10/2016

Section Vitality Dashboard Officers tab will produce Inactive/Arrears tab will produce a report to give several reports based on you all inactive or arrears current officer positions and all volunteer positions contact information for your ever held . members Export – Print option Additional Member Lists includes various reports plus 12-CRS-0106 REVISED 8 FEB 2013 links to other dashboards for: list of Active Members, Member Activity Update Dashboard and All Geographic Member Statistics Dashboard (monthly membership stats) 48 8/10/2016

49 Questions vtools@ieee.org 12-CRS-0106 REVISED 8 FEB 2013