vtools Overview IEEE Region 8 Student & Young Professional Congress Regensburg, Germany August 2016

Transcription

1 vtools Overview IEEE Region 8 Student & Young Professional Congress Regensburg, Germany August 2016 Essa Basaeed United Arab Emirates Section MGA vtools Committee member

2 Volunteer Tools 2

3 Web applications designed to assist in managing volunteers their activities member development & engagement 3

4 Overview 4 Introduction vtools website Events Officer Reporting enotice Voting Vitality Dashboard

5 Introduction 5

6 Introduction IEEE Board of Directors Member and Geographic Activities Board IT Coordination and Oversight Committee vtools Committee 6

7 Introduction Volunteers conceived & vetted Volunteer Developed (beta ver.) vtools Committee Project Manager (staff) IT Security 7 IEEE Quality Assurance Developers (staff)

8 Introduction Doodle scheduling assistant WebEx web conferencing (Google Mail, Calendar, Contact, Drive) FluidSurveys IEEE Web Hosting Listserv vtools WebInABox ReviewRoom Functional alias 8

9 vtools Website 9

10 vtools Website 10

11 vtools Website Then click on name of tool from the Quick Links menu Or click on name of tool to navigate to website. 11

12 vtools Website 12

13 vtools Website 13

14 vtools Website 14

15 Events 15 (formerly Meetings)

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

17 vtools Events - main page 17

18 vtools Events - search Select Search Events to show list of events for your organizational unit. Click on the Search Events icon. 18

19 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. 19

20 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 for the event. Form options are displayed at the 20 bottom of each section. To go to the next section, click on another section or Next.

21 vtools Events - create Here is the completed event, as it will be viewed by members. 21

22 vtools Events - report Click report 22

23 vtools Events - report DETAILS provides basic information regarding the event such as: title, description, starting and end dates/times, category and attendance numbers. Click on Save to create and submit the report(l31). 23

24 vtools Events - report Note - you may edit the report up to 7 days after submission. If you need help, send to l31-help@ieee.org for assistance. 24

25 Officer Reporting 25

26 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 26

27 Officer Reporting - view 27

28 Officer Reporting - add Enter member number and term start date: 6 Confirm Changes /10/

29 enotice 29

30 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.) 30

31 enotice - create Filters and settings Express Eligibility message enotice message: 31 8/10/2016

32 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.

33 enotice - preview Click Confirm to send enotice express. 33 8/10/2016

34 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: Express enotices will be delivered within two (2) hours. 34

35 enotice - list 35

36 Voting 36

37 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) notices to voters Members sign in using their IEEE Account for secure access to ballot Please note this is different from the general IEEE 37 elections.

38 vtools Voting - create Admin page 38 8/10/2016

39 39 8/10/2016

40 vtools Voting - create Preview of ballot: 40 Auto-load voter list 8/10/2016 Candidate Bio:

41 vtools Voting - manage voters from ballot in vtools Election manager must compose (it is not automatic): 41 8/10/2016

42 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: 42

43 vtools Voting - reporting 43 3/11/2016

44 Section Vitality Dashboard 44

45 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 45

46 Section Vitality Dashboard Click on tab to run reports List of Contents within tab. Click on tab name to run reports. 46

47 Section Vitality Dashboard Click on counts for detailed reports 47 8/10/2016.

48 Section Vitality Dashboard Officers tab will produce several reports based on current officer positions and all volunteer positions ever held. Inactive/Arrears tab will produce a report to give you all inactive or arrears contact information for your members Export Print option Additional Member Lists includes various reports plus 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 49