San Francisco Bay Area Council Officer Training vTools Events 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 The “v” in vTools is for volunteer. These are a set of applications developed for us, the volunteers of IEEE. You can see from this menu that there are quite a few vTools. We’ll only cover a few of them today. We go over Voting, Officer Reporting, Events Reporting, IEEE Events Finder, and SAMIEEE. January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 2 of 57

T Winship, 2017-18 SCV Section Secretary vTools Events Why Use It Who Uses It When to Use It What’s Changed in “Events” List of Key Changes Ex: Creating an Event Ex: Submit an L31 Report Ex: Report a Co-sponsored Event Ex: Search and “Manage” an Event Perspectives on Using “Events” Organizational Units (OUs) are required to report Chapter officers in vTools Officer Reporting, to inform IEEE who the current Chapter officers are. Why use it? - 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 November 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 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 3 of 57

Why Use vTools “Events” vTools “Events” includes: Creating Event records Reporting Event attendance Verifying reporting January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 4 of 57

Why Use vTools “Events” OU Activity Level Section rebates are given based on activity level in L31 Reports Two (2) qualifying meetings* minimum per calendar year, plus documentation (i.e., two L31 Reports with supporting data) * What meetings qualify: - Affinity Group => any kind - Non-Affinity Group (Societies and Councils) => “Technical” only January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 5 of 57

Who Uses vTools “Events” View Events => anyone (IEEE members and non-members) Create Events => usually OU ExCom member “Create” L31 Reports => usually OU Secretary Check on L31 Reports => suggest OU Treasurer Review & Verify L31 reporting => Section Treasurer January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 6 of 57

When to Use It – Create Events Create Events in vTools early! Event Finder provides FREE advertising Just add Actuals afterward (to combined record) All Sections whose reporting (financial, meeting, and officer) is submitted by the third Friday in February, will receive a 10% bonus of the total rebate not including activity bonuses. January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 7 of 57

When to Use It – “Create” L31s Don’t wait until the deadline => get to L31s right after event Reasons NOT to wait: It’s EASY! Busy time of year Data can get lost L31-Help needs to correct errors Section Bonuses Request Request Request Request Request Request Request L31-Help Section BONU$es All Sections whose reporting (financial, meeting, and officer) is submitted by the third Friday in February, will receive a 10% bonus of the total rebate not including activity bonuses. January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 8 of 57

T Winship, 2017-18 SCV Section Secretary When to Use It Best Practices: Get Events in EARLY for free advertising Get L31s in right after event Have Secretary report on L31s at ExCom meetings Have Treasurer review L31s in vTools periodically January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 9 of 57

Key Changes in “Events” Navigation Changes: Taskbar name change: Search Taskbar change: Event/Report Administration New nav menu and features: Administration Home New record administration options: Manage File Report Data/Architecture change: combined Event/L31 record Go to "Events" training ToC January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 10 of 57

vTools “Events” Key Changes First we’ll look at navigation changes Then we’ll explore the changes through task examples: Create an Event Submit an L31 Report Report a co-sponsored event Search and manage an event January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 11 of 57

“Events” Navigation Changes vTools “Events” Taskbar Change “SEARCH EVENTS” tab is now “SEARCH” Two tabs have been combined into one tab: OLD: “CREATE AN EVENT” + “EVENTS REPORTING” NEW: “EVENT/REPORT ADMINISTRATION” January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 12 of 57

T Winship, 2017-18 SCV Section Secretary “Events” Landing Page January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 13 of 57

“Events” Sign-in Window January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 14 of 57

Event/Report Administration Tab Old options “CREATE AN EVENT” and “EVENTS REPORTING” have been combined into one option called “EVENT/REPORTING ADMINISTRATION”. January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 15 of 57

Event/Report Administration Tab January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 16 of 57

vTools “Events” Key Changes Exploring the changes through task examples: Create an Event Submit an L31 Report Report a co-sponsored event Search and manage an event Go to "Events" training ToC January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 17 of 57

Example 1: Create an Event Create an Event function has multiple collapsible sections. We’ll look at some of them. - Details - Host - Location - Registration & Payment - Report and Attendance January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 18 of 57

Example 1: Create an Event “Details” segment includes: Title Category / Sub-category Date, Times, Time Zone Description Brief abstract Reg or website URL Keywords January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 19 of 57

Example 1: Create an Event January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 20 of 57

Example 1: Create an Event January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 21 of 57

Example 1: Create an Event Best Practices: Brief abstract in Description Include URL in Description Use short URL (e.g., xxxxYYMM => TEMS1802.eventbrite.com) Add keywords to get your event noticed! 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 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 22 of 57

vTools “Events” Key Changes Exploring the changes through task examples: Create an Event Submit an L31 Report Report a co-sponsored event Search and manage an event Go to "Events" training ToC January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 23 of 57

Example 2: Submit an L31 Report January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 24 of 57

Example 2: Submit an L31 Report We’ll follow this path . . . “event already in system” If you choose “My event is already in the system”, vTools will give you a list to select from. If you choose “My event is not yet in the system”, you’ll need to create a record. January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 25 of 57

Example 2: Submit an L31 Report Managing in a non-Flat World File Report January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 26 of 57

Example 2: Submit an L31 Report Input headcounts Input headcounts 21 12 8 January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 27 of 57

Example 2: Submit an L31 Report January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 28 of 57

vTools “Events” Key Changes Exploring the changes through task examples: Create an Event Submit an L31 Report Report a co-sponsored event Search and manage an event Go to "Events" training ToC January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 29 of 57

Example 3: Report Co-Sponsored Event January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 30 of 57

Example 3: Report Co-Sponsored Event If you choose “My event is already in the system”, vTools will give you a list to select from. If you choose “My event is not yet in the system”, you’ll need to create a record. January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 31 of 57

Example 3: Report Co-Sponsored Event Where in the World Is My VOM Manage January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 32 of 57

Example 3: Report Co-Sponsored Event New: Manage function Administration Home menu New spot (but not new): View Edit Create from Existing January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 33 of 57

Example 3: Report Co-Sponsored Event January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 34 of 57

Example 3: Report Co-Sponsored Event DETAILS: Title, Category, and Description are already filled in DETAILS: fill in Start & End Date/Time DETAILS: need to fill in Start & End Date/Time January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 35 of 57

Example 3: Report Co-Sponsored Event Remember this is YOUR Event/L31 record HOST: put YOUR OU here HOST: put your co-sponsor(s) OU(s) here January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 36 of 57

Example 3: Report Co-Sponsored Event HOST: choose YOUR OU from list January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 37 of 57

Example 3: Report Co-Sponsored Event HOST: Nano42 was selected as OU HOST: and we added TEMS014 to Cosponsor field January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 38 of 57

Example 3: Report Co-Sponsored Event REPORT AND ATTENDANCE: we need to fill in Actual attendance #s Note: get #s from initiating co-sponsor January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 39 of 57

Example 3: Report Co-Sponsored Event When you click on “Save & Publish”, you’ll get your “Report filed!” message box January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 40 of 57

vTools “Events” Key Changes Exploring the changes through task examples: Create an Event Submit an L31 Report Report a co-sponsored event Search and manage an event Go to "Events" training ToC January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 41 of 57

Example 4: Search & Manage Event Visit the search page to find a specific event Visit the search page January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 42 of 57

Example 4: Search & Manage Event January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 43 of 57

Example 4: Search & Manage Event January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 44 of 57

Example 4: Search & Manage Event Another place to find “File Report” option File Report January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 45 of 57

Example 4: Search & Manage Event Another place to find “Manage” option Manage January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 46 of 57

Example 4: Search & Manage Event January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 47 of 57

vTools Events - Perspectives Why Use It – Perspective How to Use It – Perspective When to Use It – Perspective Organizational Units (OUs) are required to report Chapter officers in vTools Officer Reporting, to inform IEEE who the current Chapter officers are. Why use it? - 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 November 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. Go to "Events" training ToC January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 48 of 57

Why Use “Events” – Perspective L31 reports provide important information to IEEE . . . Use the L31 “card” to provide Quality Data to IEEE Think of the L31 report as your IEEE “club card”! Well, we have an IEEE “club card” too! SAFEWAY CLUB 987 6543 2109 Member TAYLOR WINSHIP No. Not your IEEE member card . . . January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 49 of 57

How to Use “Events” – Perspective Whose Club Card Is It? IEEE needs to know who gets credit for the L31 OU name in L31 tells IEEE: This Chapter is active The level of activity YOUR CHAPTER OU Organizational Unit Wrong OU on L31 Report, for example “(Section)” as HOST OU instead of the chapter OU (e.g., CES) Co-sponsor Name January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 50 of 57

How to Use “Events” – Perspective Do Less Work! When co-sponsor L31s don’t match, someone’s doing more work than necessary Don’t create your own L31 Create yours from the HOST co-sponsor L31 using “Create from Existing” feature If the data in co-sponsors‘ L31 Reports doesn’t match exactly -- someone’s doing more work than necessary! Instead of creating the L31 from scratch, use the “Create from Existing” feature, using the Host’s L31 as the “Existing”. January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 51 of 57

How to Use “Events” – Perspective IEEE is looking for accurate data in L31 Reports Accurate attendance #s are: Helpful to IEEE initiatives Fair to other Chapters Consistent w/IEEE Code of Conduct Not really useful are: Number who thought about attending (i.e., pre-registration headcounts) Guesses at # of members attending (i.e., estimated headcounts) IEEE is looking for quality data in L31 Reports Inaccurate attendance numbers are Not helpful to IEEE initiative to increase activity and membership Not fair to other Chapters Not consistent w/IEEE Code of Conduct: “Be respectful of others” and “Treat people fairly” January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 52 of 57

How to Use “Events” – Perspective Pick a method for keeping accurate attendance: Spreadsheet using Eventbrite data (see below) Eventbrite + smartphone check-in Even paper works . . . Then maintain this data as part of your OU vital records January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 53 of 57

vTools “Events” – Summary Best Practice: HOST (i.e., initiating) Co-sponsors complete L31 within a week of event Creating a co-sponsor L31 Report: Find HOST co-sponsor “Event” in vTools Events “Create from Existing” Go to "Events" training ToC January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 54 of 57

vTools “Events” – Summary Best Practices for creating Events: Keep abstract brief Include URL with abstract Use short URL (e.g., xxxYYMM => TEMS1802.eventbrite.com) Add keywords to get your event noticed! Go to "Events" training ToC January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 55 of 57

vTools “Events” – Summary Best Practices for L31 reporting: Pick any of a variety of methods to take attendance and then maintain those OU vital records Secretary Report on L31s at ExCom meetings Periodic review of L31s in vTools by Treasurer HOST co-sponsors complete L31 within a week of event Go to "Events" training ToC January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 56 of 57

vTools “Events” – Summary => get FREE adverti$ing Provide Quality Data Put Events in vTools Make it EASY Co-sponsor event: Non-co-sponsor event: => report ACTUALS on L31 reports EARLY => use vTools buttons to create L31s! “Create from Existing” from Host’s L31 “File Report” from your OU “Event” Go to "Events" training ToC January 26, 2018 T Winship, 2017-18 SCV Section Secretary Page 57 of 57