Making the most of IEEE vTools

Vera Lee Sharoff4 August 2014

Agenda

vTools OverviewNew eNotice applicationvTools meetings: enabling meeting registration for chaptersvTools VotingSection Vitality Dashboard and how it can be used for ChaptersQ/A

vTools Overview

vTools Overview

vTools are simply Volunteer toolsConceived by MGA volunteers and sponsored by IEEE MGA and IEEE IT– Toolbox is intended to simplify

administration by offering web based applications to manage volunteer activities.

– Some are “home grown” (Meetings, Voting, Officer Reporting, WebInABox)

– Some are commercial (WebEx, Surveys)

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http://vtools.ieee.org

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http

://si

tes.

ieee

.org

/vto

ols/

prod

ucts

/

vTools eNotice

New: eNotice Web Application

eNotice Web application will replace existing form for most eNotice submissions*Provides a content management system to create, save and submit requestsPilot link has been added to the existing eNotice web pageChapter Chairs have automatic access. Others can be easily added as “eNotice Coordinators”– Send an email request to vtools@ieee.org

* Conferences coming in a later phase

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vTools eNotice

The eNotice is processed by staff using the IEEE Campaign toolOnce the emailing is complete, the status will change to “Sent”

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vTools Meetings

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vTools Meetings

Use Meetings for L31 (98% Sections)

Use Meetings to schedule an upcoming meeting

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vTools Meetings

Automatic feeds into myIEEE, WebInABox, WordPress (coming by end of September) and the upcoming Professional Collaboration project

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vTools WebInABoxMeetings feed

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vTools Meetings

If you use vTools Meetings to schedule an upcoming meeting, then almost all of the work is complete for the L31.Simply add attendance numbers and you’re done.

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vTools Meeting CategoriesWe have also added more categories to identify the type of meeting:

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TechnicalProfessional Non TechnicalAdministrative

TechnicalProfessional

Professional DevelopmentContinuing EducationIndustry Relations

AdministrativeVolunteer TrainingEXCOM meetings

Non TechnicalSocialAwardsPre University Activities

Find Meetings

Actively working to promote the use of the “Find Meetings” feature in vTools.Meetings

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Find Meetings: Distance Selection

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vTools Meetings

Meetings for registration?– now supports chapters deposit to

chapter concentration banking account*– New Short URL is provided to the

meeting description to allow you add a link to your website or eNotice

https://meetings.vtools.ieee.org/m/27547

* Requires chapter concentration banking account

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vTools Voting

vTools Voting

Enables online officer elections for Sections, Chapters and Affinity Groups– Functionality recently expanded to

accommodate Technical Committees and Technical Councils

– As of the end of August, the voter list will be created automatically

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vTools Voting

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Section Vitality Dashboard

The Section Vitality Dashboard

http://www.ieee.org/vitalitydb Uses SAMIEEE (OBIEE)Dashboard reports are automatically generatedDesigned for Sections, but Chapter version is coming by December 2014Very good reception from Section leaders

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Section Vitality Dashboard

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Vitality Dashboard TABs

Members and AffiliatesStudent MembersActive OfficersOfficer HistoryAffinity Group Members– Women in Engineering– Consultants Network– Young Professionals (formerly GOLD)

– Standards Association

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Your turn for questions

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Contact InformationSAMIEEEHelen Shiminskyh.shiminsky@ieee.orgsamieee@ieee.org

eNotice, EWHKhanh Luuk.n.luu@ieee.org

vToolsMarguerite Gargiulam.gargiula@ieee.orgvtools@ieee.org

Membership Requirements ManagerEugene Khuside.khusid@ieee.org

Vera Lee SharoffDirector, MGA Information Managementv.sharoff@ieee.org

THANK YOU!

Appendix

MGA Information Management at Sections Congress

vTools exhibit table18 Learning Labs dedicated to vTools and MGA Electronic Products– vTools Meetings 3– vTools Officer Reporting 2– vTools Voting 3– Intro to Web Hosting 1– vTools Surveys 1– vTools eNotice 3– Section Vitality Dashboard 3– Using WebEx Effectively 2

2 Ignite Sections (5 minute scripted timed sessions)