The session as titled Workshop on IEEE vTools was organized by IEEE Computer Society Bangladesh Chapter and hosted by University of Liberal Arts Bangladesh Student Branch. The aims of the training session was to train up the executive volunteers of several student branch and cs student chapter ExCom as that they can involve themselves with the IEEE Volunteer tools and utilize the IEEE resources.

1. PRESENTS
Workshop on vTools:
Getting Involve with IEEE
Volunteer Tools
Md Saidur Rahman Kohinoor
HAC Chair, IEEE Computer Society Bangladesh Chapter
Asia-Pacific Regional Ambassador, IEEE Computer Society
E-mail: srkohinoor@computer.org
ConductedBy
Hosted By
@MSRK Session on ULAB | 27th April 2019

2. Table of Contents
Introductory overview of vToools
vTools.OfficerReporting
vTools.Events
vTools.Voting
vTools.WebInABox
Using WebEx
vTools.eNotice
Section Vitality Dashboard
MD Kits

3. Introductory overview of vToools
@MSRK Session on ULAB | 27th April 2019

4. Getting started with vTools
Navigate to http://sites.ieee.org/vtools/
4

5. Getting stated with vTools – cont’d.
5

6. Getting stated with vTools – cont’d.
6

7. Getting stated with vTools – cont’d.
7

8. Getting stated with vTools – cont’d.
8

9. Getting stated with vTools – cont’d.
9

10. Getting stated with vTools – cont’d.
10

11. Signing in to vTools
Navigate to http://events.vtools.ieee.org
Click on the Sign In
link
11

12. Use your IEEE account credentials to sign in. If
you do not recall your account information, or
aren’t sure you have one, you may go to:
http://www.ieee.org/web/accounts to recover
your password, or establish a new account.
An IEEE Account provides easy access to a
variety of online services. IEEE Accounts are
available to IEEE members and IEEE
Society members, customers, and visitors.
Access to services varies based on membership
and subscription status.
After entering your credentials, hit the “Log In”
button.
Signing in vTools
All new members and Society members that join online choose an IEEE Account as part of the process. If you have
recently applied for membership by postal mail or fax, then you will be able to obtain an IEEE Account once you receive
your IEEE member number by mail.
Need immediate access? Contact the IEEE Support Center.
Please note that only volunteers who are listed on the section roster will have access to the creating and editing events.
This ensures that only authorized IEEE members can edit event data. Use the reporting form located at
ht1tp2://officers.vtools.ieee.org/ to report new volunteers.

13. After signing in, you can add new, and edit existing event notices and
create reports (L31).
If you do not see “CREATE AN EVENT” link, please ensure that you are
listed on the section volunteer roster. Remember that only volunteers
can edit section’s event data. Use the reporting form located at
https://officers.vtools.ieee.org/ to report new volunteers.
13
Signing in vTools

14. vTools.OfficerReporting
@MSRK Session on ULAB | 27th April 2019

15. Sign in
You must
be signed
in to report
officers or
manage a
URL.
Select “Manage Officers”
to view and report officers
of an organizational unit.
Select “Manage URL” to
15
view and manage an
organizational unit’s URL.

16. Select OU to manage – cont’d
Click on name in list to
select organizational unit
to retrieve officer roster
and URL.
16

18. Manage Officers -
Organizational Unit roster
MANAGE OFFICERS
– Allows you to view officers, add a new officer and end term
of an individual officers for a selected position in the
organizational unit selected.
Select Position and click on “Add Officer” to
add a new officer to selected position.
18

19. Add Officer number and term date
Enter member number and
Term Start Date.
Click on “Submit”
to validate.
Confirmation.
The system will retrieve member data
and validate that (s)he is eligible to serve
in the position based on IEEE rules.
19

20. Manage Officers -
Pending changes for a position
Select “View and Confirm Pending Changes” to review
and submit changes.
Note multiple changes can be made before clicking on "View
and Confirm Pending Changes".
Officer name is now highlighted to show
changes are pending.
Note – tooltip includes details of change.
20

21. Manage Officers -
Confirm Officer Changes
If you are an officer of the organizational unit in which this report is for, your changes will be made immediately.
Otherwise, changes will be reviewed by staff before taking effect.
Click “Save” to confirm all changes.
A list of changes will
be shown.
Click “Undo All Changes” to discard
all pending changes.
21

22. Manage Officers -
Confirmation of report
22

23. View Organizational Unit Roster
Manage Officers displays the roster for the organizational unit selected.
If the position you are reporting is not in the list, fill outa
request form by clicking on thislink.
Email will be sent to: scs-officer-report@ieee.org
2
3

24. Select another Organizational Unit
5
Complete the “Contact Staff” formto
request a new officer position.
Email will be sent to: scs-officer-report@ieee.org

25. Select another Organizational Unit
Click on “Select another OU to manage” to retrieve roster
for another organization unit.
2
5

26. vTools.Events
@MSRK Session on ULAB | 27th April 2019

28. Search Events
Select “Search Events” to show
list of events for your
organizational unit.
Click on the “Search Events” icon.
You mustbe
signed in in
order to
access
volunteer
functionality
2
8

29. Search Events – cont’d.
Click on “Upcoming Events for
my Section” to find events for
your organizational unit as shown.
2
9

30. View an Event
Click on “View” to display the event
announcement details (description,
date and time, location, registration
information).
Click Manage this Event to access volunteer options
such as Edit, Create an eNotice, manage Registration
details(Attendance) and file a report.
3
0

31. Event/Report Administration –
Schedule a New Event
4
Click on “Schedule a New Event” to
open event form.

32. CREATE A NEW EVENT
To open a section on the form,click
on the section.
Only one section can be expanded at
a time.
To go to the next section, clickon
another section or Next.
Click on a section to expand and enter information
for the event.
Fo5rmoptions are displayed at the
bottom of each section.
Click “Save as Draft” or “Save & Publish” to save your
new event.

33. CREATE A NEW EVENT – DETAILS
6
For additional help, hover cursor over
question mark (‘?’) for hints.
Note: Fields marked with an asterisk (*) are required.
DETAILS – provides basic information
regarding the event such as: title, description,
starting and end dates/times, category,agenda.
You can upload a picture to be displayed with
the event.

34. CREATE A NEW EVENT – HOST
HOST - Region will be preselected based on your
volunteer role.
The list of organizations that can be assigned as the
HOST will be displayed. Click on name to select.
Click on ‘Child OUs’ to view a list of organizations:
•The list includes: sections, sub-sections, chapters,
affinity groups, student branches, student branch
chapters, student branch affinity groups (e.g. WIE) and
ETA Kappa Nu (IEEE-HKN).
34

35. CREATE A NEW EVENT – LOCATION
You can enter a URL to link to
an additional map (e.g. map of
college campus).
You may manually override the automatically
generated map by entering latitude/longitude
values. Click here for more information.
LOCATION - the address entered will generate a map and will be shown
on the published announcement page of the event.
35

36. CREATE A NEW EVENT–
REGISTRATION & PAYMENT
Note: In order to access the Payment options, you
must have already provided the required HOST and
REGISTRATION dates.
REGISTRATION & PAYMENT - establishes registration dates for your event and
where you may set up payments options.
Registration is turned on “Standard” by default.
Selection of “None” or an external link will turn off registration.
36

37. CREATE A NEW EVENT– REPORT
And ATTENDANCE
NOTE: Attendance numbers will not be saved if this event is in the future.
37

38. Here is the completed event, as it will
be viewed by members.
View the new event
38

39. Events – eNotice Integration
Create an eNotice using the event/meeting
information entered in vTools.Events
–Option Create eNotice from Event
Event/meeting is copied into a new eNotice
eNotice automatically assigns the recipients based
on the organization (HOST) for the event/meeting
Send Express rules will continue to be enforced
This option is available for every event/meeting and
every organization in vTools.Events.
3
9

40. v
Search for Event
http://events.vtools.ieee.org
1
Manage
event
4
0

41. Create eNotice from Event
A.Volunteer
2
Click ‘Create eNotice from Event’
4
1

42. Send eNotice Express
3
Click ‘Send Express’
NOTE Your message can be
modified.
Customize your message
content (i.e.add
personalization tags )
Message will include
• Title
• Brief Description
• Date/Time with calendar options
• Location
• Contact in
• Registration link – if applicable
• Speaker info – if available
4
2

43. What is Send eNotice to
Registrants?
This feature utilizes the registrant list (saved for a single event) to load the
email addresses to a custom recipient list in eNotice.
In compliance with GDPR, every email address included in the custom
recipient list will be validated to confirm the registrant has provided
explicit consent to send emails to them from the local geo units and
IEEE. Only those who have provided explicit consent will be included in the
custom recipient list and may receive eNotices. Every eNotice includes a
link to manage their consent preferences in the footer – for both IEEE
members and those recipients on a custom recipient list as defined
above.Mobile/tablet friendly
This feature is only for a list of registrants that have been saved to a single
event..
NOTE: If consent has not been provided, the email address will be
removed from the custom recipient list in eNotice.
NOTE: eNotice and Events does not support the manual upload of an email
list at this time.
3

44. Manage Event dashboard
4
Select “Manage” to access volunteer options:
• Send eNotice to Registrants

45. Send eNotice to Registrants
5
Click the applicable option:
•Generate eNotice Content
•Start from Blank Content

46. eNotice – New form
6
RECIPIENTS
- Custom recipients are loaded to
eNotice
To send express,
select SEND
EXPRESS

47. Manage eNotice
RECIPIENTS
- Custom recipients loaded to eNotice
NOTE: To be GDPR compliant, all custom
recipient lists will be verified for explicit consent.
Every eNotice provides the recipient an
opportunity to opt-out.
For more information on GDPR, pleaseclick
here.
7

48. eNotice Listing
RECIPIENTS – “Custom”
- View tooltip for more information.
NOTE: To be GDPR compliant, all custom recipient
lists will be verified for explicit consent.
Every eNotice provides the recipient the opportunity
to opt-out.
For 8moreinformation on GDPR, please clickhere.

49. vTools.Voting
@MSRK Session on ULAB | 27th April 2019

50. Getting started with vTools
Navigate to http://sites.ieee.org/vtools/
50

51. Ballot Dashboard
Click ‘Ballot Dashboard” to view Active,
Saved and Past ballots, create new
ballots and manage elections.
5
1

52. Ballot Dashboard
5
The Ballot Dashboard shows all of the ballots created including:
Active, Saved (Drafts), and Past Ballots.
As the Election Manager,
you have access to only
those ballots you have
created. This is to maintain
the integrity of the election
process
Active Ball.ots– Preview online ballot, compose voter email, view email log
and manage active election – update election end date.
Past – Once election has ended, view online
election results under Manage option – update
results based on paper ballots.
New Ballot - Click Create toopen
new ballot
Saved (draft) Ballots – Edit, activate election, load
voter list, preview or print online ballot or delete a
draft ballot.

53. Create New Ballot
7
Click on organization
name and Create.
In order to create a ballot, you must select anorganization
that will hold the election.
You have an option to create a
ballot from a template that has
pre-defined officerpositions.
Using a template is not required.

54. Fill out a new ballot
8
Organization assigned to newballot
Voter Instructions - Pre-populated
text has been provided and you may
edited it, if desired.
NOTE - Copy/Paste from Microsoft
Word may unintentionally increase
your character count due to hidden
tags. There is a 4000 characterlimit.
Provide a single email address your voters can use to ask
questions regarding the election.
This email will appear as a link on the voter’s Ballot Dashboard
under Contact Election Manager.
Select open and close dates and time zone.

55. Positions and Candidates
9
Click on Add new position and enter title of position.
Example “Chair”
Add new candidates for each position by clicking
on the “Add new candidate…” link.
See next slide for Candidate Details.
Check here to allow write-in candidates.
This is very useful for learning about members that
would be good candidates for a volunteer position.
Select the number of candidatesa
voter can select for a position.
Published view of the ballot will display
the value selected.
Add new candidates for each position by clicking
on the “Add new candidate…” link.
See next slide for Candidate Details.
Click on Add new position and enter title of position.
Example “Chair”
Each position and candidate
includes options to
edit/delete.

56. Candidate Details
Once you click on the “Add new candidate…” link,
you will see this window open.
Enter candidate’s member number and click Verify.
System will verify member’s eligibility.
Enter the candidate’s information,
including first name, last name and
short biography informationhere.
Click Save when all candidate’s details have been
entered..
56

57. Load Candidate image
Once you click on the “Add new candidate…” link,
you will see this window open.
Click Manage Picture to upload an image.
Once file has been choosen, click
Load to display the image below (as
preview)..
Click Close to save
image and return to
editing the ballot.
57

58. Add a Voter List
Important - When the voter list is loaded to the ballot, the system will also create a voter emaillist.
The Email option is available on Ballot Dashboard – Active Ballots.
See1E2mail Voters tutorial for more details on communicating with the voters usingvTools.Voting.
Number of eligible voters loaded to the
ballot will be displayed.
Click Browse
to select a
voter list file to
upload to the
ballot.
Click Load to
upload voter
list to ballot.
For help, send email to
mga-im@ieee.org
You may save the
ballot as Draft or
Save and activate
Auto Load voter list -click Load to upload voter list
to ballot.

59. Save as Draft, Save and Activate
Click Save as Draft or Save and activate to save the ballot and activate
the online election.
59

60. Active and Saved Ballots
Once the ballot has been saved, the Ballot Dashboard will be updated to include the
ballot:
•Draft ballots are found under Saved Ballots,
•Activated ballots are found under Active Ballots.
60
.

61. Preview online ballot
15
Preview of online ballot.
Click on Candidate Name to
view candidate details.
Active and Saved ballots
include Preview option to
view online ballot.

62. Past Ballots Dashboard
5
The Past Ballots Dashboard includes ballots once the election has ended.
Note: Only the Election Manager will have access to the election results. This is to maintain the
integrity of the election process
.
Once the election has ended , you canview
the election results by clicking on the
Manage option.

63. Manage Ballot - View Election
Results
6
Note: Election results are not automatically reported to IEEE headquarters.
Click on View Results
Note: Election results are not automatically reported to IEEE
headquarters.
The election results must be reported using anothervTools
application: vTools.OfficerReporting (
http://officers.vtools.ieee.org) .
For more information, click here.

64. View Election Results Online
7
.
Note: Election results are not automatically reported to
IEEE headquarters.
The election results must be reported usinganother
vTools application: vTools.OfficerReporting (
http://officers.vtools.ieee.org) .
For more information, click here.

65. Export Election Results
8
Note: Election results are not automatically reported to IEEE headquarters.
Click on Export results (CSV) to download
results

66. vTools.eNotice
@MSRK Session on ULAB | 27th April 2019

67. Volunteer eNotice Home
Select “Manage eNotices” to
access volunteer only features
- eNotice dashboard and
Create eNotices.
Access information –
a list of officer roleswho
are authorized to send
eNotices.
Your name

68. eNotice Dashboard
Click “Create eNotice” to
open blank eNotice form.
Click “Manage” to
access and view
details about the
saved eNotice.
For eNotice Express, a
tool tip will include
mailing statistics
(recipients loaded,
delivery time stamp).
NOTE: eNotices with type of ‘Express’ will be sent within two (2) hours.

69. Dashboard up-to-the minute status
NOTE: eNotices with type of ‘Express’ will be sent within two (2) hours.

70. eNotice Dashboard
Click “Create eNotice” to
open blank eNotice form.
Click “Manage” to
access and view
details about the
eNotice
For eNotice Express, a
tool tip will include
mailing statistics
(recipients loaded,
delivery time stamp).
NOTE: eNotices with type of ‘Express’ will be sent within two (2) hours.

71. eNotice form
Click on a section
name to expand
and enter
information for the
eNotice.
To open a section on the
form, click on the
section name.
Only one section can be
expanded at a time.
To go to the next
section, click on another
section name or Next.

72. Basic Info – Subject, Send By
Form options are displayed at the bottom of
each section.
“Save” to save eNotice content as draft
“Submit” – Requires staff processing
“Send Express” – same day delivery; does
not require staff processing

73. Recipients
5
Place cursor in text box to show
organizational unit(s).
Or type name or code (e.g.
R70023)
Click to clear
list.
Click on name
to select Target
OU.
Select
membership
status
Select
Membership
Grade

74. FROM and REPLY TO
Example of customized “From “ and “Reply to”
Thomas Edison
Default “FROM” and
“Reply to” Reply to (name) default is the name of the
volunteer signed in

75. CONTENTS – Message, Attachments
If you provide notes in
"Special Requests", your
eNotice will require staff
processing.
Add
attachments
(pdf, xls, xlxs,
doc, docx, ppt,
pptx, jpg,
jpeg,gif, png,
txt)
Compose your eNotice message here.
This editor will allow you to modify (ie.e delete,add) to your
message.
Enabled if
eligible for
express
If ineligible, Send
Express will be disabled.
View tool tip for details.

76. Preview and confirm eNotice content
Once confirmed, recipient list is created and eNotice is scheduled for delivery.
Click “Confirm“ to
send express the
same day.
Click “Cancel” to
continue editing.

77. Dashboard up-to-the minute status
NOTE: eNotices with type of ‘Express’ will be sent within two (2) hours.

78. Section Vitality Dashboard
@MSRK Session on ULAB | 27th April 2019

79. View the Dashboard Homepage
Click on the link to
enter the Vitality
Dashboard
This is the
Vitality
Dashboard
Homepage.
79 6/4/2014
Here you will
find various
tools to assist
you with the
view of your
members.
- - - - -
To enter the
links, you must
have prior
access to that
tool. You will
need to sign in
using your IEEE
member
username and
password.
http://www.ieee.org/vitalitydb

80. View the Dashboard Homepage
Many links will bring
you directly to other
useful IEEE tools
80 6/4/2014

81. Enter the Dashboard
To enter the Dashboard use
your IEEE Member Username
and Password
81 6/4/2014

82. The Dashboard Tabs
Members tab: View member information. Counts break out by grade and section, society membership and affinity groups counts by grade.
Click on individual grade or grand total in the “Active Member Counts” table and you will open and view a contact list of those members.
Active Student Members tab: View active Student and Graduate Student Members. Breakout is viewed by Section and then totals for
individuals schools within the section. Clicking on the school counts will produce a contact list of student and graduate students for that
school. Clicking on the section total will produce a list of all student and graduate students for that section.
Officers tab: Selection of tables that list currently reported officers. If no data meets the requirements of the table, it will show “No Results”.
Volunteer History for active members produces a list showing all volunteer positions a member has held (current and past) that have been
recorded on the IEEE data base.
Members in Arrears/Inactive tab: Choose to view a list of Arrears or Inactive Members for your Section.
Pre-Arrears tab: This report is for members who fall under the renewal year grace period every year which runs from January 1st through end
February of each year. This report will populate with data after January 1st of each year.
Additional Member Lists tab: Select a link to view your “Active Member List” and dashboards for “New Member List” and “All Geographic
Member Statistics”. View the “Member Loyalty” table to see which members in your section meet criteria for years of service awards. Contact
information for Active Members without email. Contact lists of Affinity Group Members, etc.
Meeting Activity tab: Click on a link to view selected meeting activity for your Section. Links open a new window directly to vTools Meetings
table.
82 6/4/2014

83. Selecting Region and Section
When you first
enter the
dashboard, no
results will
display. You will
need to choose
and apply a
Region and
Section Name
before the
tables begin to
run.
Depending on
your access, you
could have more
than one choice
in the Region
and Section
dropdown.
The dashboard
will “default”
to your Region
and Section.
83 6/4/2014

84. Selecting Region and Section (cont’d)
Click and select a Region
from the dropdown list
(deselecting the original if
required)
Click and select a Section
Name from the dropdown
list (deselecting the
original if required)
84 6/4/2014

85. Completed Results
Once selections
are applied, all
reports will
automatically
run. Results will
appear as they
complete.
If no data is
found meeting
the query
criteria – No
Results will be
displayed
85 6/4/2014

86. How to View Member Contact Lists
On the “Active Member Counts” table, under the
Count of Members, click on a grade count or
section total, to view a member contact list for
that selection.
86 6/4/2014

87. Return to Previous Dashboard Tab
A report with the contact list for that count
selection will appear.
Users can print or download any table.
To get back to the Members Tab, scroll down to
bottom of screen. On left side, current and previous
screen names show. “Active Member List” is currently
in view. Click on “Vitality Dashboard: Members” to
return to previous tab screen.
87 6/4/2014

88. Return to Previous Dashboard Tab (cont’d)
Click on tabs to view the various tables available. You may refer to page 6 for a list of what is included on each.
Some tables may run once you select the tab. Wait for results to appear. Other tables may require you to make a selection
before giving you required results.
You have now returned to the Members Tab in the Dashboard.
88 6/4/2014

89. Additional Member Lists tab
Select this link to view
a contact list of your
Active members.
Select this link to view
your new members
(last 30 days)
Select this link to
view monthly
Membership
Statistics
Open
dropdown to
select a
specific year
of service or
click on
each to
select all
89 6/4/2014

90. Geographic Membership Statistics Dashboard
Selecting
“All
Geographic
Member
Statistics”
link brings
you to the
“Geographic
Membership
“Statistics
Dashboard”
Change IEEE Month to the month-end date you wish to view
(ex: 201405 means: year 2014 and month May)
Change Geo Code Level to IEEE, Region, Section, etc.
Change Geo Code Desc to match which Geo Code Level you
have chosen. For example: if Level is Section, choose the
Section Name in Geo Code Desc.
To return to
Additional
Members List
Tab in Vitality
Dashboard, click
here.
90 6/4/2014

91. View Meeting Activity (vTools)
Links on the
Meeting Activity Tab
will open a new
window and bring
you directly into
vTools Meetings
displaying the type
of meeting activity
you have chosen.
Meeting activity will
be limited to your
access level. You
will only view
meetings for your
Organizational Unit.
When you close the
vTools window, you
will again be on the
“Meeting Activity”
tab.
Vitality
Dashboard vTools Meetings
91 6/4/2014

92. Leaving Vitality Dashboard
When you are
completed using the
Vitality Dashboard,
you have the option of
logging out or you can
proceed with
additional queries
using the Analytics are
of the SAMIEEE tool.
To continue SAMIEEE,
click on the Home or
Catalog link on the
Quick Access Menu
bar.
Sign
Out
Click on
Home or Click on
Catalog
92 6/4/2014

93. vTools.WebInABox
@MSRK Session on ULAB | 27th April 2019

95. Using WebEx
@MSRK Session on ULAB | 27th April 2019

97. Membership Development Kits
@MSRK Session on ULAB | 27th April 2019

98. Membership Development Kit

99. Questions ?
@MSRK Session on ULAB | 27th April 2019

100. Thank you!
mdsaidur.r.kohinoor@ieee.org
Cell: 01732-477046
Facebook: srkohinoor
100
@MSRK Session on ULAB | 27th April 2019