IEEE vTools Voting Ram Sivaraman SCV Membership Development Chair 02/26/10 IEEE vTools Voting Ram Sivaraman SCV Membership Development Chair

Voting Electronic Election for sections, chapters, and affinity groups 02/26/10 Voting Electronic Election for sections, chapters, and affinity groups Piloted in 2007 & 2008 using a vendor software In parallel, started internal development to provide customized tool and be cost effective IEEE Product Piloted in 2009 and went into Production Spring of 2010 Now supports all units for elections 2

Voting Simple ballot creation Wizard-like interface 02/26/10 Voting Simple ballot creation Wizard-like interface Available on demand vTools.Voting is a Software As A Service accessible via browser. No installation is required. No webmaster involvement needed Secure, Stable. 3

02/26/10 vTools Voting process 4

Ballot setup and voting process

Vtools homepage: vTools.ieee.org

Vtools Products

Vtools Voting – voting.vtools.ieee.org

Login to vTools voting website – use webaccount username and password

Setting up Ballot

Setting up a ballot –step 1 – Select Manage your ballots

Ballot Dashboard – page displayed when you select “manage your ballots”

Setting up a ballot –step 2 – Select Org and template

Setting up a ballot –step 3 – fill in basic details of ballot Top part of page Bottom part of page

Setting up a ballot –step 4- candidate information Enter member #

Setting up a ballot –step 5 – candidate information Add information on other candidates. Add photograph (GIF, JPEG or PNG – 50KB max) Add new position – example PACE Chair Check the box for “Allow write-in candidate for each position)

Setting up a ballot –step 6 – adding voter list

Setting up a ballot –step 6 – adding voter list

Setting up a ballot –step 7 – adding voter list and Activating ballot Choose and load file

Information on Saved and Active Ballots. Saved Ballots: Can be previewed, edited or deleted. Are not active until the start time of the election. Active Ballots: Are valid for the election period. Cannot be deleted. Can send 3 emails (>72 hours between each email).

Logout after setting up ballot.

Activated Ballot

Send Election information to voters Active Ballots: Are valid for the election period. Cannot be deleted. Can send 3 emails (>72 hours between each email).

Voting – step 1 After you receive the email from election manager: Log into vtools voting (link will be in the email or it is voting.vtools.ieee.org.)

Voting status – shows you have not voted yet – Select “Vote” 01/26/13

Ballot Information Click on candidate name to see information on candidate (Information opens in a new window) 01/26/13

Select Candidates (or enter name of write-in candidate) and when done click on “Vote” 01/26/13

List of choices that the voter made – if you are not going to make any changes, them click on “Complete Ballot” 01/26/13

Voting completed – no more edits can be made 01/26/13

Voting status – shows you have completed voting 01/26/13

Logout out of vTools after you have completed voting 01/26/13

Past Ballots – Report Results

Information on Past Ballots – once election is over. Manage ballot: 01/26/13

Report Results – step 1- click on report results in relevant past ballot to get to this page 01/26/13

Report Results – step 2 – select organizational unit 01/26/13

Report Results – step 3- Update new officer information Select the position you are going to update Enter new candidate information Confirm changes 01/26/13

Logout out of vTools after you have updated officer information 01/26/13

Contact info Ram Sivaraman – ramsivaraman@ieee.org http://vtools.ieee.org – contains project status, blog, contact information, FAQ, and training information vtools@ieee.org – contact e-mail for any questions related to the project

02/26/10 39