1. vTools Meetings March 10, 2012 Jennifer Schelly jennifer.schelly@baesystems.com

2. Agenda Creating a Meeting Adding vTools.Meeting to your site Entering an L31 Advanced features – Feed manipulation – Meeting Statistics

3. Training: Information and Training Modules located at http://vtools.ieee.orghttp://vtools.ieee.org

4. vTools Meetings Different from just the L31 reporting tool that you are used to 3 main aspects L31 Meeting reporting Meeting Scheduling Feeds meeting information into your web site (including Webinabox) and myIEEE If you use Meeting Scheduling you only need to add attendance numbers for L31 On-line meeting attendee registration

5. Access to vTools Access to L31 and other vTools is automatically enabled for any volunteer who appears on the section roster. To verify who is listed visit this page: http://www.ieee.org/web/volunteers/rosters/index_regions.html http://www.ieee.org/web/volunteers/rosters/index_regions.html Per vTools request, IEEE now records more positions for Chapter and Affinity Group officers: Chair, Vice Chair, Secretary, Treasurer. Sections can also report a vTools Coordinator position. New officers can be reported online: –http://www.ieee.org/societies_communities/geo_activities/re quired_reporting/officer_forms.htmlhttp://www.ieee.org/societies_communities/geo_activities/re quired_reporting/officer_forms.html –Takes a few business days for a change to be reflected. –vTools team has a project on its slate for automating officer reporting, to speed up the process.

6. On-line Meeting Registration Includes badge printing and meal tickets Offers credit card processing Deposits to Concentration Banking account Available for Sections only

7. Schedule / Create a meeting

8. Log in with IEEE Web Account

9. Enter Meetings Details

10. Options for Text Fields Text Textile – simplified HTML-type formatting, e.g.: –Bold: *text* - text –Headers: h1. Header text – Header text –Italic: _italicized text_ - italicized text –URL: Ref:http://url.com/ HTML

11. Select Start Time and End Time Select Registration Starts and Registration Deadline Leave Registration Starts and Registration Deadline to the default to skip registration

12. Location Fields

13. Enter Speaker Information

14. Speaker Info Fields

15. More Speaker Fields

16. Enter Other Meeting Details Address of meeting URL for map URL for other registration system Not necessary if using vTools for registration. URL for Survey Header and Footer for web page Meeting contact name and email address Enter speaker information

17. More Meeting Fields

18. Three Payment Options No Admission Charge Admission Charge

19. Menu and Publishing options

20. Publish only when ready Notice Cancel meeting flag Simple Menu Selection (if no fee involved)

21. Meeting page is created with Registration option

22. View Meetings

23. Past Meetings

24. Example of completed notice

25. Example

28. Integration with your Website

29. Options below are shown only to the meeting administrator Select Create from Existing to duplicate meeting and change only pertinent information (such as date) Select Edit to change form or registration options Select View Meetings Statistics Create/Edit L31 Report

30. Other Options

31. L-31 The L31 process is changing for all 2010 meetings. –Previous L 31 tool has been archived. The Meetings L31 tool will now be standard. –http://meetings.vtools.ieee.orghttp://meetings.vtools.ieee.org –Select create a new meeting report NOTE: New security model restricts access to volunteers listed in the Geographic Activities Roster While you are there, please use the Meetings tool to get your meetings on the calendar.

32. L31

33. L31 Report

34. L31 Report - new

35. L31 Search

36. View Meeting Statistics

37. Email Meeting Statistics

38. Meeting Statistics

39. Email Sent looks like this

40. Options to View Feeds

41. Feed Types RSS – L31 and Meetings XML – L31 and Meetings HTML – Meetings Table iCalendar (iCal) – Meetings

42. Using Feeds RSS L31s R1: http://meetings.vtools.ieee.org/reports/rss/1/http://meetings.vtools.ieee.org/reports/rss/1/ BOSTON: http://meetings.vtools.ieee.org/reports/rss/1/BOSTON http://meetings.vtools.ieee.org/reports/rss/1/BOSTON Meetings RSS R1: http://meetings.vtools.ieee.org/meetings/rss2/1http://meetings.vtools.ieee.org/meetings/rss2/1 RSS BOSTON: http://meetings.vtools.ieee.org/meetings/rss2/1/BOSTON http://meetings.vtools.ieee.org/meetings/rss2/1/BOSTON NH: http://meetings.vtools.ieee.org/meetings/rss2/1/NEW%20 HAMPSHIRE http://meetings.vtools.ieee.org/meetings/rss2/1/NEW%20 HAMPSHIRE

43. iCal Export Download iCalendar format.ics file Example: iCal for R1: http://meetings.vtools.ieee.org/meetings/ical/0/90/ asc/1 http://meetings.vtools.ieee.org/meetings/ical/0/90/ asc/1 Web calendar import: –E.g. Google calendar: http://www.google.com/support/calendar/bin/answer. py?hl=en&answer=37118 http://www.google.com/support/calendar/bin/answer. py?hl=en&answer=37118

44. Training: Information and Training Modules located at http://vtools.ieee.orghttp://vtools.ieee.org

45. Reference info 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 jennifer.schelly@baesystems.comjennifer.schelly@baesystems.com - Info. Mgmt. Coor. For R1