1. San Francisco Bay Area Council Officer Training vTools Officer Reporting
January 27, 2018
Taylor Winship
Santa Clara Valley Section Secretary

2. 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, SCV Section Secretary
Page 2 of 17

3. T Winship, 2017-18 SCV Section Secretary
Officer Reporting
Why Use It
Who Uses It
When to Use It
How to Use It
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, SCV Section Secretary
Page 3 of 17

4. T Winship, 2017-18 SCV Section Secretary
Why Use It
vTools Officer Reporting is:
The place for IEEE to find current OU officers
Source of data for Section LISTSERV lists
It’s only way to get current officer names in the system
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.
January 24, 2018
T Winship, SCV Section Secretary
Page 4 of 17

5. T Winship, 2017-18 SCV Section Secretary
Who Uses It
N/E Chair reports election results in Officer Reporting
IEEE uses data to find current OU officers
Each Section builds LISTSERV lists from the data
Who uses it?
The Nomination/Election Committee Chair can update the vTools Officer Reporting, or it can be one of the officers.
January 24, 2018
T Winship, SCV Section Secretary
Page 5 of 17

6. T Winship, 2017-18 SCV Section Secretary
When to Use It
Best Practices:
Updates should be made by the end of November
Set new officers’ start dates to December 1
Reason: get new officers in info flow (e.g., SFBAC OT)
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, SCV Section Secretary
Page 6 of 17

7. Officer Reporting Landing Page
Change OU website URL
January 24, 2018
T Winship, SCV Section Secretary
Page 7 of 17

8. T Winship, 2017-18 SCV Section Secretary
Officer Reporting
Put in SPO ID or GEO code
San Francisco
Before you get started, be sure to have the IEEE member number of each winning candidate.
Then, after putting SPO ID or Geocode in the selection field, you can pick your OU from the drop-down list.
January 24, 2018
T Winship, SCV Section Secretary
Page 8 of 17

9. T Winship, 2017-18 SCV Section Secretary
Officer Reporting
SCV for some Joint Section OUs
Santa Clara Valley
SCV (for joint section)
Santa Clara Valley
January 24, 2018
T Winship, SCV Section Secretary
Page 9 of 17

10. T Winship, 2017-18 SCV Section Secretary
Officer Reporting
January 24, 2018
T Winship, SCV Section Secretary
Page 10 of 17

11. Officer Reporting – Start & End Dates
Best Practice: overlap 3 months for smooth officer transition
Incoming officer start date: December 1
Outgoing officer end date: end of February
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, SCV Section Secretary
Page 11 of 17

12. T Winship, 2017-18 SCV Section Secretary
Officer Reporting
Member Number
Term Start Date
January 24, 2018
T Winship, SCV Section Secretary
Page 12 of 17

13. Officer Reporting – Officer Logs
January 24, 2018
T Winship, SCV Section Secretary
Page 13 of 17

14. Officer Reporting Landing Page
Change OU website URL
January 24, 2018
T Winship, SCV Section Secretary
Page 14 of 17

15. T Winship, 2017-18 SCV Section Secretary
Officer Reporting
You’ll need the same information you needed for setting up the ballot in vTools “Voting”, except for the bio. You need:
1. Your OU Code (e.g., CH06292). If you don’t know your OU Code, I can provide it to you.
2. The winning candidate’s name for each of the elected offices.
3. The IEEE member number of each winning candidate.
On the menu, select “Manage OU”. <THEN WHAT???>
January 24, 2018
T Winship, SCV Section Secretary
Page 15 of 17

16. T Winship, 2017-18 SCV Section Secretary
Officer Reporting
You’ll need the same information you needed for setting up the ballot in vTools “Voting”, except for the bio. You need:
1. Your OU Code (e.g., CH06292). If you don’t know your OU Code, I can provide it to you.
2. The winning candidate’s name for each of the elected offices.
3. The IEEE member number of each winning candidate.
On the menu, select “Manage OU”. <THEN WHAT???>
January 24, 2018
T Winship, SCV Section Secretary
Page 16 of 17

17. Officer Reporting – Summary
Manage Officers: N/E Chair makes updates from election results
Best Practices:
Officer Reporting should be complete by end of November
Overlap 3 months for smooth officer transition
Incoming officer start date: December 1
Outgoing officer end date: end of February
Manage URL: Verify current OU website URL periodically
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, SCV Section Secretary
Page 17 of 17