IEEE vTools Introduction

MGA Information Management Responsible for collecting IT requirements for MGA as well as Regions, Sections, Chapters, Student Branches etc… Coordinating/advocating their solution - design, development and deployment. 10/12/20152

3 Information Management Region 1 Rep.Region 2 Rep.Region 3 Rep.Region 10 Rep. Transform ECCs. IEEE Enterprise Solutions Development (vTools) IM Communications (IMC) IBPIEEE.tvmyIEEEIEEE memberNetEWHvTools Meetings w/ CCWebinaBoxSurveyseNoticeVoting Web Conferencing SAMIEEE Coordinate with Geo Units Student Branch Reporting

vTools Mission: providing tools to the volunteers and staff who support our members. vTools are developed and made possible by IEEE volunteers. The toolbox simplifies administration by offering web based software, reduces time spent managing activities, and assists in member development. vTools project portfolio is sponsored by IEEE Membership and Geographic Activities (MGA). MGA serves the needs of IEEE members by supporting IEEE Sections, Chapters, and Branches and is responsible for IEEE membership, and member development. vTools toolkit contains tools in various phases of development, from production, to pilots, to active development

vTools Team Volunteers Marc Apter Dave Green Ron Jensen Charles Lord Howard Michel Bill Ratcliff Bob Parro Gene Ressler Contractors Small number of part time developers Staff Cecelia Jankowski Eugene Khusid Khanh Luu Vera Sharoff Cheryl Sinauskas Tom Smith

vTools projects Meetings and L31 – Available for use now! WebInABox – Available for use now! Voting – Available for use now! Finance – Working to find a solution for Treasurers Student Branch Reporting – Beta started in May, 2010

vTools.Meetings Meetings Posting – Collection of meeting data – Credit card handling  available in a pilot mode to a limited number of R1-R7 sections with CB accounts at the beginning of Q3,  Full release after the pilot phase.  R8-R10 support planned for phase 2 – Complements family of products from Conference Services for larger events (Internet Conferencing, Meetings and Conferences Management, Teleconferencing)

vTools.Meetings Form for entering meeting info: (who/what/when/where/registration) Displays meeting list online (anywhere) Integrated with myIEEE Handles registrations (start, end, limit) Provides registration list Provides nametags file Supports L31 report filing Credit Card registration payment coming soon

vTools.Meetings Features –Form for entering meeting info –On-line registration –L31 Meeting report (only need to add attendee information) –RSS, iCal, and other feeds of meetings and L31s –Calendar support –Badge printing, meal tickets –Notice of meeting for display on a web site without webmaster involvement –Feeds meeting information to myIEEE –Credit card support coming in 2Q 2010

02/26/10

L-31 The L31 process is changing for all 2010 meetings. –Previous L 31 tool to be archived. The Meetings L31 tool will now be standard. – –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.

02/26/10

WebInABox Basic Section web site “WebInABox” – Wizard-like interface for creation – In Production – Data driven – Enable a common look and feel – Calendar for all units  pulls from meetings tool – Pulls volunteer data from IEEE databases – No webmaster involvement required

vTools.WebInABox Supports Sections, Chapters, and Affinity groups. vTools.WebInABox is designed to be installed on the IEEE (EWH) server. Is not meant to compete with or replace complex content management systems.

vTools.WebInABox Generated section websites provide: –Home Page – welcome message, announcement, and a picture –Calendar Page - lists section events from vTools.Meetings (vTools.WebInABox seamlessly integrates with the vTools.Meetings) –Officer Information Page - lists section officer information* (Volunteers can specify what officers' information (s)he wants to show: name, position, , phone, etc.) –Other Units Page - information on chapters, affiliate groups, student branches* –Blog Page – pulls information from your blog on EWH or elsewhere –Links Page - a number of IEEE links plus custom links specified by the volunteer * Data pulled from central IEEE data source as reported to IEEE.

Voting Electronic Election for local units – Piloted in 2007 & 2008 using a vendor –learned much – In parallel, started internal development – IEEE Product Piloted in 2009 – In Production Spring of 2010 – Will support all units for 2010 elections

02/26/10

Dim Dim – free web conference tool MGA has an Enterprise DimDim license –Multiple meetings at the same time via virtual meeting rooms –50 participants per meeting –One virtual room is reserved per Region –2 extra meeting rooms for use by all regions

Web Conferencing Commercial solution provided by DimDim Uses: Online meetings, webinars, training sessions, demos and presentations. Available to Regions and Sections, MGA Board and MGA Board Committees Allows 20 simultaneous teleconferences with up to 50 attendees each More details available at

Web Conferencing with DimDim Land line number is not toll free Experience dropped Connections Created FAQ and Etiquette Blog that goes over: Easy Start and Rules of the Road Ways of making toll free calls using Skype, Google Voice, and DimDim built- in VoIP Where to get help on DimDim

Future vTools projects Automated Officer Reporting E-Notice replacement Finance – L50, financial management Prospective Members with IEEE Business Platform support Further integration with myIEEE Off-line join More opportunities ?? – Section Dashboard – Integration with collaboration tools – Membership Development – Member Development – Volunteer Reporting, more than officers- Voting – Communicate – Agendas – Awards

vTools Program Summary Volunteer driven, going strong Developing methodology and framework Building on vTools infrastructure Visit to see the roadmap for existing and future projects, ways to contribute to the project, and provide feedback

Training: Information and Training Modules located at 10/12/201536

vTools Team Contacts Ron Jensen – vTools Chair Dave Green – Meetings Howard Michel – WebInABox Marc Apter – Voting Charles Lord - Training Eugene Khusid – Staff Bob Parro – Vice Chair Information Management

Reference info – contains project status, blog, contact information, FAQ, and training information – contact for any questions related to the project