Making the most of IEEE vtools. Marguerite Gargiula / 30 January 2016

Transcription

1 Making the most of IEEE vtools Marguerite Gargiula / 30 January 2016

2 Agenda Overview vtools Main web site vtools enotice vtools Meetings - vtools Voting vtools Officer Reporting vtools WebInABox Section Vitality Dashboard Questions? Contact vtools@ieee.org

3 vtools Overview

4 vtools Overview vtools are simply Volunteer tools Conceived by MGA volunteers and sponsored by IEEE MGA Toolbox is intended to simplify administration by offering web-based applications to manage volunteer activities. Some are home grown (Meetings, Voting, Officer Reporting, enotice, WebInABox) Some are commercial (WebEx, Surveys) 4 2/1/2016

5 5 2/1/2016

6 6http://sites.ieee.org/vtools/tools/ 2/1/2016

7 Available as PDF PPT Blog posts 7 2/1/2016

8 Blog Release notes System upgrades FAQs 8 2/1/2016

9 vtools enotice

10 vtools enotice enotice web application supports Regions, Sections, Sub-sections, Councils and Chapters Provides a content management system to create, save, submit and send messages Automatic access granted for the following officers: Region Directors; Section Executive Committee Members, Newsletter Editors, Webmasters; Chapter Chairs and enotice Coordinators enotice express - a new feature that sends an enotice without staff intervention. 10 2/1/2016

11 11 2/1/2016

12 enotice Dashboard Status Filters 12 2/1/2016

13 Create enotice Filters and settings enotice content: 13 2/1/2016

14 Preview and Confirm enotice Click Confirm to have enotice delivered same day. 14 2/1/2016

15 Up-to-the minute mailing status and statistics 15 2/1/2016

16 enotice Express Self-service recipient list is automatically created in the background. Queued for delivery at an external service provider. Sent without staff intervention within two (2) hours. Exceptions - enotices with the following information will be processed by staff: Special requests Automatic reminders Attachments - post to a web page and the URL included in the enotice message. 16 2/1/2016

17 vtools enotice Feeds 17 2/1/2016

18 vtools Meetings

19 19 2/1/2016

20 Use Meetings for L31 (98% sections) Use Meetings to schedule an upcoming meeting Type of Meeting 20 2/1/2016

21 Meeting url: Speaker Info Maps 21 2/1/2016

22 vtools Meetings Automatic feeds into myieee, WebInABox, WordPress and Collabratec Short URL is provided to the meeting announcement to allow you add a link to your website or enotice 22 2/1/2016

23 vtools Meeting Feeds My IEEE WebInABox WordPress site 23 2/1/2016

24 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. 24 2/1/2016

25 L31 meeting report More categories to identify the type of meeting: Technical Professional Professional Development Continuing Education Industry Relations Administrative Volunteer training ExCOM meetings Non Technical Social Awards Pre University Activities 25 2/1/2016

26 Find Meetings 26 2/1/2016

27 Find Meetings: Distance Selection 27 2/1/2016

28 vtools Meetings Meetings registration with payment Supports sections, chapters and affinity group deposits to geo unit concentration banking account* * Requires set up of concentration banking account 28 2/1/2016

29 29 2/1/2016

30 vtools Voting

31 vtools Voting Enables online officer elections for Sections, Chapters and Affinity Groups Functionality also accommodates Technical Committees and Technical Councils Voter list created automatically option 31 2/1/2016

32 vtools Voting Admin page 32 2/1/2016

33 33 2/1/2016

34 Fill out ballot Candidate Bio: 34 2/1/2016 Auto-load voter list

35 Manage election process voters from ballot in vtools 35 2/1/2016

36 Online Officer Reporting

37 Officer Reporting View current officers and report changes to officer roster 37 2/1/2016

38 Add Officers Enter member number and term start date: Confirm Changes 38 2/1/2016

39 View Report Logs Officer Report submission 39 2/1/2016

40 WebInABox

41 vtools WebInABox WebInABox uses a wizard to generate simple section/chapter/affinity group websites that are automatically updated. Includes Officers Roster, Calendar of Meetings, Links 41 2/1/2016

42 42 2/1/2016

43 Section Vitality Dashboard

44 Section Vitality Dashboard 44 2/1/2016

45 The Vitality Dashboard Tabs contain reports. Click on tab to run reports. List of Contents within tab. Click on tab name to run reports. 45 2/1/2016

46 Completed reports Click on counts for detailed reports. 46 2/1/2016

47 Detailed Reports 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 47 2/1/2016 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 2/1/ Your turn for questions