IEEE E-Tools Offering Mentor IMAT –IEEE Meeting Attendance Tool

What is Mentor What is Mentor? It’s a Flexible, web based tool for Working Groups Share information/document in the Group. Easy to use Roster Log in, using IEEE Web Account Private and/or Public access  Public = anyone can access specific info  Private = only open to the groupShare information with a group  Documents  Calendar   Blog  Polling

Mentor Feature Mentor Features Include Web-based tool that allows users the ability to share information through: Blog Calendar Documents If you want your documents to be public –this needs to be part of the feature set up. This option will make all documents public unless unchecked by the user who posts the document. Polling

Mentor Feature Continued Mail Mail View Options Only group members can see mail Anybody (even non-users) can see mail Administrators can set visibility on each message Mail Reply Options Only group members can send Only admin can send Any registered user can send Anybody even non-users can send Nobody (not even admin) can send s

Mentor Navigation Log into Mentor at and choose the option for Mentor off the drop box with your IEEE Web Account username and password. Once you log in you will have navigation that corresponds to your access rights. For example: Administrators will have EDIT and DELETE capabilities Authorized Group MEMBERS will have READ/WRITE capabilities Others will have READ only access or access to only PUBLIC areas

Mentor Naviation

Mentor Navigation

Mentor Navigation –whole screen shot

Mentor Navigation

Mentor Navigation –Administrator

Mentor Navigation

Mentor Roles and Access Rights Working Groups in Mentor  Working Group (WG)  Users are linked to myProject  Group is linked to a Standards WG  Roster is managed in myProject  Individual will need to enroll in myProject Roster  Chair will need to authorize access in myProject Roster

Mentor Roles and Access Rights Working Group Roster The roster for Mentor is managed in myProject Interested parties will log onto and enter their interest in the group through “Manage Activity Profile” Working Group Chair then goes into myProject “Manage Committees” and provides an Interest Level to each individual Access based on Interest Level Officer = admin type access Voting member = read/write access Other than Voting member = read only No Interest Level = no private access Only allowed public document access

Mentor Roles and Access Rights

Sample WG set up

Documents

IMAT – IEEE Meeting Attendance Tool Meeting Management & Attendee Instructions

Two Components IMAT consists of two components 1. Manager System (IMAT Manager) Web-based IEEE system which Sets up the Session and Meeting structure links to IMAT Attendee Retains all historical data on meetings and WGs Allows some data to be shared with myProject Can be used as a stand-alone system to upload meeting rosters URL access is 2. Attendee System (IMAT Attendee) Web-based IEEE system which URL for access is : Uses Session Meeting structure defined by IMAT Manager Gathers attendee data (from attendees) Provides management services (for WG Chairs) *NOTE: 802 Wireless Interim and Plenary sessions may use MURPHY

IMAT Manager This system is considered the management tool which can be used either : –before or during the session (to set up or change individual WG Meetings) or –after the event (to view the attendance results)

Before the Session Setting up Meetings for a Session Each screen has HELP available. If you need help, please click the link in the upper right hand corner for more information.

IMAT Manager: Event/Session Selection After logging, select Events you can: View details & Edit an event Add a new event

IMAT Manager: Add a New Event This is where you set up the event details like location, time zone, and session access code.

IMAT Manager: Set up Time Slots Timeslots regulate when meetings should be occurring during your event and prevent attendees from logging their attendance in multiple meetings

IMAT Manager: Add a Meeting The Meeting name (e.g. TG3c or TGN) The Meeting is associated with a PAR or the WG in myProject The Day of the Meeting The Start and Ending timeslots –Normally both will be the same thing for a regular 2-hour timeslot. The example shows this for AM0. –If your meeting does not align with the defined timeslots, you must select the overlapping timeslots to create the meeting, click OK/Done and then edit it. What credit value to assign to this meeting – normal, extra or zero. –If something else, then select other then OK/Done and edit the meeting The Facilitator is the person who will be chairing or otherwise responsible for this meeting – by default it is the WG Chair Fill out all fields and click OK/Done to return to the detail screen or OK/Add New to add another session

IMAT Manager: Enter/Edit Meeting Event/Session Timeslots for the week Add New Meeting Export or copy meeting Edit or delete previously added Meeting Note that you can only edit meetings that you ‘own’ and not common meetings belonging to the Sponsor

IMAT Manager: Designee Access The designee is given access to IMAT Managerto assist the Chair with managing the attendance tool. The designee being assigned must have an active IEEE Web Account to access IMAT Manager. Log onto IMAT Manager –Click “Setup” –Click “Assign Designees and Planners” –Enter the Web ID for the designee. Designees have full access to IMAT Manager.

IMAT Manager: Meeting Planner Access The meeting planner must have an active IEEE Web Account to access IMAT Manager reports. Log onto IMAT Manager –Click “Setup” –Click “Assign Designees and Planners” –Enter the Web ID for the meeting planner. Meeting Planners have limited access to reports only.

IMAT Manager: After the Event Attendance Management Tools –Viewing and managing attendance records –Downloading reports

IMAT Manager: View Attendance Accessed from Sessions  View Details  View Attendance These functions are only available from the main maintenance screen after the Session is complete and all of the data has been uploaded. Attendance can be viewed historically or on a by-meeting basis for a specific Session

IMAT Manager: View Attendance Accessed from Sessions  View Details  View Attendance Click on the View Attendance link for a specific breakout. All attendees will be shown for that breakout along with the date/time they signed in, their and their affiliation To add attendee (if missing) you will need the individual username and affiliation

IMAT Manager: Change Attendee Data Accessed from Home  Attendance Summary From the Home page, click on Attendance Summary link

IMAT Manager: Change Attendee Data Accessed from Home  Attendance Summary To change involvement level you must do so in myProject Rosters Click on meeting percentage to override %

IMAT Manager: Daily Report Accessed from Home  Event Reports  Daily Attendance This screen displays the Meeting attendance detail All meetings and the credit accrued for the person will be displayed Export daily attendance data is available

IMAT Attendee Tools Use your IEEE Web Account credentials to log in. When the chair logs onto this site he has privileges to help manage attendee data.

IMAT Attendee: Attendance Screen After logging in, you will be taken to your personal individual attendance registration page just as all other attendees – don’t forget to log your attendance To enter management mode, click the manage link

IMAT Attendee : Management Screen In this management screen you can: Reset User Password Export User List Export Attendee List Export Attendance Records Missing Web ID Report Attendance will allow you to download a.csv file to your local machine for your own records To return to your Individual page, click Home

IMAT Attendee: Manage Attendees Chairs can manage attendee meeting attendance on this screen. This page is exactly like the normal registration page except that all days and timeslots are active – be careful!!

IMAT Attendee : Attendee Instructions

Intro There are three steps to using this system, only one of which is recurring – the first three are onetime. Prior to or during the meeting 1.(one time) Get a free Web Account if you don’t already have one. Keep your contact data in this area up to date. During the Meeting 3.Log onto IMAT (the chair will provide you with the URL to access this system) 4.(Each Meeting Breakout) Register your attendance and affiliation

Step 1: Get a free Web Account If you already have an IEEE Web Account you can skip to the next step Otherwise log onto and click on the link to get a Web Account Note that you must have an IEEE Web Account in order to get credit for any breakouts you attend.

Step 2: Log onto IMAT Attendee Make sure you have an IEEE Web Account per Step 1 Log into IMAT using your IEEE Web Account username and password. The chair for the meeting will advise the URL to log into for this meeting.

Step 3: Register your attendance by Selecting the Breakout Select the Day and Breakout you are attending and update the screen –Note that you will only be able to click a single button in the active timeslot column for the current day –Once updated, the column will turn green and your selection will be locked in. –Selections may not be changed once the timeslot closes Repeat Step 3 for each distinct breakout you attend

Step 3a: Supply your Affiliation You must provide an in order to receive credit for your attendance. You will be asked your affiliation once for the WG and once again for each unique TG or SG you attend. Start typing your affiliation/company name and either choose from the dropdown list or continue typing to add.

Summary Prior to the meeting –Get a free IEEE Web Account if you do not already have one During the meeting –Use IMAT to record attendance, your WG Chair will supply the URL –Login to IMAT and register your attendance at each breakout you attend

Mentor Malia Zaman IEEE-SA Program Manager IMAT Christina Boyce IEEE-SA Standards Solution Services Manager