1. San Francisco Bay Area Council Officer Training vTools Events
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
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, SCV Section Secretary
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3. 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, SCV Section Secretary
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4. Why Use vTools “Events”
vTools “Events” includes:
Creating Event records
Reporting Event attendance
Verifying reporting
January 26, 2018
T Winship, SCV Section Secretary
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5. 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, SCV Section Secretary
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6. 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, SCV Section Secretary
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7. 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, SCV Section Secretary
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8. 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, SCV Section Secretary
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9. 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, SCV Section Secretary
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10. 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, SCV Section Secretary
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11. 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, SCV Section Secretary
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12. “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, SCV Section Secretary
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13. T Winship, 2017-18 SCV Section Secretary
“Events” Landing Page
January 26, 2018
T Winship, SCV Section Secretary
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14. “Events” Sign-in Window
January 26, 2018
T Winship, SCV Section Secretary
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15. 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, SCV Section Secretary
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16. Event/Report Administration Tab
January 26, 2018
T Winship, SCV Section Secretary
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17. 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, SCV Section Secretary
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18. 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, SCV Section Secretary
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19. 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, SCV Section Secretary
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20. Example 1: Create an Event
January 26, 2018
T Winship, SCV Section Secretary
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21. Example 1: Create an Event
January 26, 2018
T Winship, SCV Section Secretary
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22. 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, SCV Section Secretary
Page 22 of 54

23. 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, SCV Section Secretary
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24. Example 2: Submit an L31 Report
January 26, 2018
T Winship, SCV Section Secretary
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25. 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, SCV Section Secretary
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26. Example 2: Submit an L31 Report
Managing in a non-Flat World
File Report
January 26, 2018
T Winship, SCV Section Secretary
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27. Example 2: Submit an L31 Report
Input headcounts
Input headcounts 21 12 8
January 26, 2018
T Winship, SCV Section Secretary
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28. Example 2: Submit an L31 Report
January 26, 2018
T Winship, SCV Section Secretary
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29. 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, SCV Section Secretary
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30. Example 3: Report Co-Sponsored Event
Where in the World Is My VOM
Manage
January 26, 2018
T Winship, SCV Section Secretary
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31. 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, SCV Section Secretary
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32. Example 3: Report Co-Sponsored Event
January 26, 2018
T Winship, SCV Section Secretary
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33. 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, SCV Section Secretary
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34. Example 3: Report Co-Sponsored Event
Remember this is YOUR Event/L31 record
Put YOUR OU here
Put your co-sponsor(s) OU(s) here
January 26, 2018
T Winship, SCV Section Secretary
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35. Example 3: Report Co-Sponsored Event
HOST: choose YOUR OU from list
January 26, 2018
T Winship, SCV Section Secretary
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36. Example 3: Report Co-Sponsored Event
Nano42 was selected as OU
Then TEMS014 goes to the Cosponsor field
January 26, 2018
T Winship, SCV Section Secretary
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37. 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, SCV Section Secretary
Page 37 of 54

38. 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, SCV Section Secretary
Page 38 of 54

39. Example 4: Search & Manage Event
Visit the search page to find a specific event
Visit the search page
January 26, 2018
T Winship, SCV Section Secretary
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40. Example 4: Search & Manage Event
January 26, 2018
T Winship, SCV Section Secretary
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41. Example 4: Search & Manage Event
January 26, 2018
T Winship, SCV Section Secretary
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42. Example 4: Search & Manage Event
Another place to find “File Report” option
File Report
January 26, 2018
T Winship, SCV Section Secretary
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43. Example 4: Search & Manage Event
Another place to find “Manage” option
Manage
January 26, 2018
T Winship, SCV Section Secretary
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44. Example 4: Search & Manage Event
January 26, 2018
T Winship, SCV Section Secretary
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45. 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, SCV Section Secretary
Page 45 of 54

46. 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
Member
TAYLOR WINSHIP
No. Not your IEEE member card . . .
January 26, 2018
T Winship, SCV Section Secretary
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47. 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, SCV Section Secretary
Page 47 of 54

48. How to Use “Events” – Perspective
Do Less Work!
When co-sponsor L31s don’t match, someone’s doing more work than necessary
Don’t type your own
Create yours from the initiating co-sponsor record 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, SCV Section Secretary
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49. 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, SCV Section Secretary
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50. 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, SCV Section Secretary
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51. vTools “Events” – Summary
Best Practice: initiating Co-sponsor completes L31 within a week of event
Creating a co-sponsor L31 Report:
Find initiating co-sponsor “Event” in vTools Events
“Create from Existing”
Go to "Events" training ToC
January 26, 2018
T Winship, SCV Section Secretary
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52. 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, SCV Section Secretary
Page 52 of 54

53. 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
Initiating co-sponsors complete L31 within a week of event
Go to "Events" training ToC
January 26, 2018
T Winship, SCV Section Secretary
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54. 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 records!
“Create from Existing” from initator L31
“File Report” from your OU “Event”
Go to "Events" training ToC
January 26, 2018
T Winship, SCV Section Secretary
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