IEEE vTools Voting Ram Sivaraman R6 Central Area Chair

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

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.

vTools Voting process

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 01/26/13

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

01/26/13 Choose and load file Setting up a ballot –step 7 – adding voter list and Activating ballot

01/26/13 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 s (>72 hours between each ).

01/26/13 Logout after setting up ballot.

ACTIVATED BALLOT 01/26/13

SEND ELECTION INFORMATION TO VOTERS 01/26/13 Active Ballots: Are valid for the election period. Cannot be deleted. Can send 3 s (>72 hours between each ).

01/26/13 Voting – step 1 After you receive the from election manager: Log into vtools voting (link will be in the or it is voting.vtools.ieee.org.)

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

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

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

PAST BALLOTS – REPORT RESULTS 01/26/13

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

Contact info Ram Sivaraman – – contains project status, blog, contact information, FAQ, and training information – contact for any questions related to the project