1. IEEE vTools Voting Ram Sivaraman R6 Central Area Chair

2. 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

3. 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.

4. vTools Voting process

5. Ballot setup and voting process

6. Vtools homepage: vTools.ieee.org

7. Vtools Products

8. Vtools Voting – voting.vtools.ieee.org

9. Login to vTools voting website – use webaccount username and password

10. SETTING UP BALLOT 01/26/13

11. Setting up a ballot –step 1 – Select Manage your ballots

12. Ballot Dashboard – page displayed when you select “manage your ballots”

13. Setting up a ballot –step 2 – Select Org and template

14. Setting up a ballot –step 3 – fill in basic details of ballot Top part of page Bottom part of page

15. Setting up a ballot –step 4- candidate information Enter member #

16. 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)

17. Setting up a ballot –step 6 – adding voter list

19. 01/26/13 Choose and load file Setting up a ballot –step 7 – adding voter list and Activating ballot

20. 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 emails (>72 hours between each email).

21. 01/26/13 Logout after setting up ballot.

22. ACTIVATED BALLOT 01/26/13

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

24. 01/26/13 Voting – step 1 After you receive the email from election manager: Log into vtools voting (link will be in the email or it is voting.vtools.ieee.org.)

25. 01/26/13 Voting status – shows you have not voted yet – Select “Vote”

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

27. 01/26/13 Select Candidates (or enter name of write-in candidate) and when done click on “Vote”

28. 01/26/13 List of choices that the voter made – if you are not going to make any changes, them click on “Complete Ballot”

29. 01/26/13 Voting completed – no more edits can be made

30. 01/26/13 Voting status – shows you have completed voting

31. 01/26/13 Logout out of vTools after you have completed voting

32. PAST BALLOTS – REPORT RESULTS 01/26/13

33. Information on Past Ballots – once election is over. Manage ballot:

34. 01/26/13 Report Results – step 1- click on report results in relevant past ballot to get to this page

35. 01/26/13 Report Results – step 2 – select organizational unit

36. 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

37. 01/26/13 Logout out of vTools after you have updated officer information

38. Contact info Ram Sivaraman – ramsivaraman@ieee.org http://vtools.ieee.org – contains project status, blog, contact information, FAQ, and training information vtools@ieee.org – contact e-mail for any questions related to the project