vTools Tools to support IEEE Volunteers

vTools Technology Support for Volunteer Leaders eNotice Meetings (Registration & L31 Reporting) Setup/Vote an Election Report Officer Changes Vitality Dashboard & SAMIEEE Website Hosting Support WebEx Setup a Survey What’s New (PPCT)

E-Notice Facilitates distribution Basic Process – Organizational unit submits the mail piece request. – Staff creates the list from the IEEE Business Management System. – Staff sends the mail piece using a high-volume message-delivery system. – Each message that is sent includes an unsubscribe link. – The eNotice submitter will be included in the mailing. – Submission approval is required.

E-Notice eNotice organizational unit submission form Your Name* * eNotice Subject*0 of 150 max characters Target Type*Society/Region/Council/Section/Subsection/Chapter/Affinity Group/Student Branch Target Name* (e.g., Chicago Section) Requested Mail-by Date* Content Type*Plain Text/HTML Mailing priority: Normal/High/Critical *** Please use the Critical mailing Priority sparingly. It is meant for eNotice cancellations, but can be used for others. We will do our best to accommodate your request during business hours. Would you like to schedule a reminder?*Yes/No Comments/Special Requests for eNotice admins eNotice Attachment #1 eNotice Attachment #2 To prevent SPAM please type in the following characters in the box below:

E-Notice Restrictions IEEE eNotice service restrictions: For critical eNotice requests (e.g., cancellations), please be certain to select, “Yes” for the “Is this request critical?” field below. We will do our best to accommodate your critical requests during normal business hours. IEEE organizational units using this service are strongly encouraged to limit mailings to one per week. Processing time can be up to 5 business days due to the volume of requests we receive daily. To use eNotice, you must be an officer of the organizational unit to which you want to send notices. If you are an officer of the organizational unit and your information does not appear in the online rosters, then please submit your officer information to If your officer position does not appear in the online rosters, then approval from the appropriate officers would be required.online rostershttp://officers.vtools.ieee.orgonline rosters

vTools – Meetings Used for Managing Section and Chapter Meetings no dependence on webmaster Officers can create meeting announcements with no dependence on webmaster availability and show them on your website. Members and the public may see and register for the upcoming meetings. vtools-meeting-tutorials Go to vtools-meeting-tutorials for: – Schedule a meeting – find, Edit, Cancel, and Delete an Existing Meeting – Using existing Meeting as a template in creating a new Meeting Notice – Registration functionality and Meeting Statistics – Creating Menu Tag and Name Tags – Creating and Searching L31 Reports – How to automatically fill in fields in similar L31 reports – Payment Functionality and Pricing Levels – Meeting Notice feeds and iCal Functionality – Finding a meeting in vTools and MyIEEE

vTools – Meeting System Welcome to the IEEE vTools Meeting System Please select from the following options: About the vTools Meeting System Find Meetings Schedule a Meeting View Feeds (RSS/HTML/XML/iCal) Create an L31 Meeting Report (for meeting not in system) Create an L31 Meeting Report (for meeting not in system) List Current L31 Meetings (in my Section) Search L31 Meeting Reports (across system) Log out

Elections – Setup & Voting Allows members to submit votes in their Section/Chapter/Affinity Group Officer Elections online (please note that this is different from the general IEEE elections). Offers – voter authentication via IEEE web accounts – intuitive user interface for creating election ballots – ability to create professionally looking ballots – ability to send voting reminders via – IEEE branded look and feel.

Elections Tutorials running an election (PPT) (PDF) Provides instructions for managing a ballot and running an election (PPT) (PDF) voter list (PPT) (PDF) Provides instructions for volunteers on getting a voter list (PPT) (PDF) (PPT) (PDF) Provides voter Instructions (PPT) (PDF)

Ballot Dashboard In order to create a ballot, you must select an organization that will hold the election. You have an option to create a ballot from a template that has pre-defined officer positions. Using a template is not required. The Ballot Dashboard shows all of the ballots that you have created including: Active, Saved (Drafts), and Past Ballots. 10

ELECTIONS – FAQ’s *Who can submit an electronic vote? Any eligible member within the corresponding geographical area can vote in Section/Chapter/Affinity Group election. Additionally you must have an IEEE web account. Please note that you can only vote once. If you submit your vote electronically, you can not vote again in the same election. *Who can create election ballots for electronic vote submission? Each Section, Chapter, Affinity Group assigns an election manager who can create electronic election ballots. *How do I get access to create election ballots? Please visit and log in with your IEEE Account. Not all officer positions have access to create ballots. If you do not have access to do so and you require it, please contact *How long is the ballot open? This is tailored to section needs. Election managers should follow Membership and Geographic Activities Board Operations Manual (see section 9.4).

Report Officer Changes Enables authorized volunteers to submit officer change reports Automatic validation Updates the central IEEE database Volunteers can view/add/remove/update officers.

Vitality Dashboard Provides Section and other organizational unit leaders a monitoring tool that provides real-time, top-down status view of their section vitality metrics. Access for Unit Leaders only (SAMIEEE access)SAMIEEE access Annual IEEE and Unit Statics – Student Membership – Society Publications – Gender by Grade Unit Leadership – Current and History Members – Active, Arrears, Inactive, No , etc. Actual Recorded Unit Meeting Activity

IEEE Website Hosting WebInaBox WebInaBox ( – Simple Fill-in-the-Blanks Website generation WordPress WordPress Website Generation – Contact Khanh Luu – Several IEEE Themes and Configurations – Widgets – Plugins – Menus – E.G. See: Free Free – IEEE Hosted at: http//sites.ieee.org

Volunteer Remote Conferencing (WebEx) EXCOM officers IEEE MGA sponsors web conferencing services for geographic organizational units to conduct online meetings, webinars, training, demos and presentations. The service is available to MGA Board members and MGA Board Committees as well as region and section EXCOM officers. Training Information: – Scheduling A Meeting (PDF) – Running a Meeting (PDF) – Participant Management (PDF) – Event Center User’s Guide (PDF) Register to use WebEX – ( To use the service Regularly – Contact Eugene Khusid

Setup a Survey This is a survey tool for regions/sections/chapters/affinity groups. The tool can be used to quickly create online surveys using intuitive interface and distribute them via , web link, etc. Select a Template (lots from which to choose) Or, Import a Survey Select Questions (depend on Template) Numerous Expected Answer Formats – Yes/No, Multiple Guess, Free flow, etc. Response Analysis in numerous forms.

Professional Productivity and Collaboration Tools (PPCT) IEEE's professional networking / collaboration platform Integrated suite of features and productivity tools that facilitate online communication, collaboration, and networking

PPCT Objective Strengthen connections with the global community of technology professionals Facilitate professional development and networking Remotely collaborate in a seamless way Access and manage the information they need in their profession in a very efficient way Accelerate research and publication with improved tools

PPCT Development Progress Release A (Apr) – Programmatic community management – Collaboration features Release B (Jun) – Professional networking features – Document management Release C (Aug) – User profile & settings – Research library management Release D (Nov – Final phase 1) – Research tools – Authoring – Management tools

FEATURES Networking ALLMEMBERSVOLUNTEERS Professional Profiles Privacy settings Peer-to-peer connecting Activity stream Communities Notifications Integration w/ 3rd- party networks Member grade badging Enhanced privacy settings Exclusive communities Volunteer badging Vtools integration

FEATURES Career Development ALLMEMBERSVOLUNTEERS Profile management / career history Communities Preferential placement in recruiter search results Exclusive communities N/A

FEATURES RESEARCH Content discovery, library management; importing citations and documents from multiple services Private collaboration groups Communities Cloud-storage IEEEXplore Google Scholar Microsoft Academic AUTHORING Collaborative document development Profile management / published works Bibliography generation Communities Cloud-storage For example… Requirements or design specifications, Application notes, Consulting proposals

FAQs 1 Q. What is PPCT? A. PPCT is IEEE's professional networking and collaboration platform, offering an integrated suite of productivity tools that facilitate online networking, research and collaborative authoring. Available to members and non-members, PPCT will feature IEEE activities, events, and opportunities according to the users’ relationship with IEEE, and their self-defined interests. Q. When will PPCT launch? A. PPCT is scheduled to launch in late Q August 2014 PPCT Product Sheet || Sections Congress Preview Professional Productivity & Collaboration Tool (PPCT) Q. Can I preview PPCT? A. The first opportunity to see PPCT will be to participate in the Pilot scheduled for later this year. Members can sign up to participate in the Pilot by visiting the PPCT booth at Sections Congress.

FAQs 2 How do I get started? A. Volunteers, members, researchers and authors will receive communications in 2015 regarding the launch of PPCT. Members can preview PPCT later this year by agreeing to participate in a Pilot. Visit the PPCT Booth at Sections Congress to sign up and learn more. Q. How can my Section leverage PPCT? A. PPCT will offer a targeted outlet for volunteers to promote local opportunities and events, extend local services and engage non-members with the opportunity to convert them to members. Q. Is Google required to participate? A. No, Google is not required to participate with PPCT. There are a number of tasks to perform without the use of a Google account such as: networking, viewing activity feeds, setting up profile and privacy settings, global searches, alerts and notification PPCT community features to name a few.

Future Opportunities for PPCT Conference attendees experience Standards development integrations Continuing Education offerings Professional identity development through certifications or “badges” in addition to member status Apps for IEEE disciplines