San Francisco Bay Area Council Officer Training SAMIEEE January 27, 2018 Taylor Winship 2017-18 Santa Clara Valley Section Secretary taylor_winship@att.net

T Winship, 2017-18 SCV Section Secretary IEEE vTools vTools Overiew vTools Voting vTools Officer Reporting IEEE Event Finder vTools Events (Meetings) SAMIEEE January 24, 2018 T Winship, 2017-18 SCV Section Secretary Page 2 of 16

T Winship, 2017-18 SCV Section Secretary SAMIEEE Why Use It Who Uses It When to Use It How to Use It SAMIEEE (Section/Society Access to Membership Information) is an online query tool that allows you to run queries to obtain your organizational unit membership information. As an organizational unit officer you might alreay have access to that tool. For example, Chapter Chairs, Section Chairs, Section Vice Chairs, Section Treasurers, Section Secretaries, and Section MD Chairs have automatic access to SAMIEEE. Full list of access rights and data restrictions is available here: http://ieee.org/organizations/vols/samieee/positions.html. To check your reported position please refer to the Officer Roster available here: www.ieee.org/roster. If, based on your position, you do not have access to SAMIEEE, please work with an organizational unit officer who does in order to retrieve the voter list. (http://www.ieee.org/samieee) January 24, 2018 T Winship, 2017-18 SCV Section Secretary Page 3 of 16

T Winship, 2017-18 SCV Section Secretary SAMIEEE – Why Use It OU annual reporting to Section January 24, 2018 T Winship, 2017-18 SCV Section Secretary Page 4 of 16

T Winship, 2017-18 SCV Section Secretary SAMIEEE – Who Uses It To protect IEEE member data, there are criteria that must be met to access SAMIEEE: Active IEEE member Active member of: IEEE Society or Society sponsoring Technology Council or Affinity Group Resident or Contiguous Section flag set to Section Chair of Organization (in vTools) To access SAMIEEE, you need: To be a documented: Active member of: IEEE (“active” => means paid up for year of your term) Active member of: IEEE Society or sponsoring Society of Technology Council, or your Affinity Group Chair of Organization whose data you want to access (in vTools) OR a SAMIEEE Recipient of the organization NOTE: notifying the Section that you are an elected officer does NOT grant you any access privileges Have your IEEE login credentials (i.e., ID and PW) January 24, 2018 T Winship, 2017-18 SCV Section Secretary Page 5 of 16

T Winship, 2017-18 SCV Section Secretary SAMIEEE – When to Use It It’s time for annual reporting to the Section . . . You need OU member counts. The good news is – there’s an App for that! We get our OU IEEE member counts from SAMIEEE. January 24, 2018 T Winship, 2017-18 SCV Section Secretary Page 6 of 16

T Winship, 2017-18 SCV Section Secretary SAMIEEE – When to Use It Best Practices: For true comparison, export data at the same time each year Don’t export right after the annual purge in March When to use it? Updates should be made by the end of Nov, w/Term-start Date set to Dec 1, to ensure the new officers are on the LISTSERV lists so they get notices (e.g., SFBAC Officer Training). January 24, 2018 T Winship, 2017-18 SCV Section Secretary Page 7 of 16

T Winship, 2017-18 SCV Section Secretary SAMIEEE – How to Use It There’s more good news. Someone has already provided all SFBAC organizational units with their own custom SAMIEEE query! January 24, 2018 T Winship, 2017-18 SCV Section Secretary Page 8 of 16

2. Read & Follow Use Statement 3. Click on “Access SAMIEEE” 1. Go to SAMIEEE access (http://www.ieee.org/samieee) 2. Read & Follow Use Statement 3. Click on “Access SAMIEEE” Access SAMIEEE January 24, 2018 T Winship, 2017-18 SCV Section Secretary Page 9 of 16

T Winship, 2017-18 SCV Section Secretary SAMIEEE Log into SAMIEEE with your IEEE ID and PW January 24, 2018 T Winship, 2017-18 SCV Section Secretary Page 10 of 16

T Winship, 2017-18 SCV Section Secretary SAMIEEE Queries Go into SAMIEEE query catalog Catalog January 24, 2018 T Winship, 2017-18 SCV Section Secretary Page 11 of 16

T Winship, 2017-18 SCV Section Secretary SAMIEEE Queries Select => Shared Folders Select => IEEE Volunteer Queries Select => SFBAC 1 2 Shared Folders IEEE Volunteer Queries (OEB)-R60367-C016-2015-01 3 SFBAC (OEB)-R60367-LIFE-AG-2015-01 January 24, 2018 T Winship, 2017-18 SCV Section Secretary Page 12 of 16

T Winship, 2017-18 SCV Section Secretary SAMIEEE Queries Scroll to query named for your OU Click on Open Open January 24, 2018 T Winship, 2017-18 SCV Section Secretary Page 13 of 16

T Winship, 2017-18 SCV Section Secretary SAMIEEE Queries Scroll to bottom of query results: Select => “Export” option Select => “Data” file option Select => CSV format Export January 24, 2018 T Winship, 2017-18 SCV Section Secretary Page 14 of 16

T Winship, 2017-18 SCV Section Secretary SAMIEEE – How to Use It Include OU member numbers in annual report Sort query results by Member Type Add totals to OU Annual Report by Member Type January 24, 2018 T Winship, 2017-18 SCV Section Secretary Page 15 of 16

T Winship, 2017-18 SCV Section Secretary SAMIEEE – Summary SAMIEEE is repository of IEEE member data Use pre-defined queries when member data is needed IEEE member data is sensitive and so access is restricted Best Practices: For true comparison, export data at the same time each year Don’t export right after the annual purge in March Why use it? - Organizational Units (OUs) are required to report Chapter officers in vTools Officer Reporting, to inform IEEE who the current Chapter officers are. - Need to get officers into vTools because that’s where the data comes from for our LISTSERV lists. Who uses it? The Nomination/Election Committee Chair can update the vTools Officer Reporting, or it can be one of the officers. When to use it? Updates should be made by the end of Nov, w/Term-start Date set to Dec 1, to ensure the new officers are on the LISTSERV lists so they get notices (e.g., SFBAC Officer Training). How to use it? Let’s look at that using screen images. January 24, 2018 T Winship, 2017-18 SCV Section Secretary Page 16 of 16