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No More Sign-In Sheets! How VSCPA Automated Their Group Live CPE Process

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No More Sign-In Sheets! How VSCPA Automated Their Group Live CPE Process

  1. 1. No More Sign-In Sheets! How VSCPA Has Automated CPE Attendance Tracking
  2. 2. Ask a Question Up-Vote a Question Respond to Polls when they appear WEBINAR.CNF.IO
  3. 3. Agenda ‣ Intro ‣ Conferences i/o ‣ Overview & Background Story ‣ Attendance Tracking Functionality ‣ AM.Net Integration ‣ VSCPA Case Study ‣ Q&A
  4. 4. Presenters Dave Mulder Conferences i/o John Pytel Conferences i/o Zané Mullins VSCPA
  5. 5. Conferences i/o empowers attendees to participate in real- time, keeping them engaged with the content and resulting in more effective Learning
  6. 6. Used at Thousands of Group Live CPE Programs Each Year
  7. 7. Including Many State Societies
  8. 8. How Attendees Participate Conferences i/o The homepage will show a schedule of the sessions using the app & attendees can click on the session they want to join Attendees simply navigate to a unique URL using any internet enabled device Nothing to Download or Install Built in Schedule We make it easy to integrate Conferences i/o into other Event apps so that navigation is streamlined Event App Integration
  9. 9. Social Q&A
  10. 10. Polling
  11. 11. Session Evaluations
  12. 12. 6 Team Battle Game
  13. 13. CPE Attendance Tracking
  14. 14. Key Use Cases Courses / Seminars / Trainings Conferences (Single FOS) Conferences (Multi FOS)
  15. 15. Key Use Cases … And the way attendance is tracked typically varies depending on the use case Courses / Seminars / Trainings Conferences (Single FOS) Conferences (Multi FOS)
  16. 16. Poll: How do you currently track attendance at courses / seminars? A) Paper Sign-in Sheets B) Scanners C) Conferences i/o D) Survey Tool (SurveyMonkey, etc.) E) Other
  17. 17. Poll: How do you currently track attendance at conferences? A) Paper Sign-in Sheets B) Self Reporting Paper Form C) Badge Scanners D) Mobile App E) Conferences i/o F) Survey Tool (SurveyMonkey, etc.) G) Other
  18. 18. Key Use Cases Sign in / out sheets If Single Field of Study If Multiple FOS Post Event CPE Form
  19. 19. Guidelines For Developing Our Solution 1) If we’re going to tackle this problem, let’s build a single solution for all Group Live use cases. 2) There isn’t one ideal way to track attendance for all use cases. Our solution would need to be flexible. 3) Ease of use for attendees is CRUCIAL. Let’s digitally replicate the processes that are already in place, that attendees are used to. 4) Integration with LMS / AMS / Compliance tools increases the value exponentially in terms of time saved
  20. 20. Session Kiosk ‣ Designed for courses / seminars ‣ Replacement of sign-in sheet ‣ Organization provides “Kiosk” device(s) in the room ‣ All or multiple attendees use Kiosk to check in / out
  21. 21. Session Kiosk
  22. 22. Self Reporting Mode ‣ Designed for conferences ‣ Replacement of CPE Form ‣ Attendees use their own device to self report sessions they attended ‣ Ability to adjust for missed time
  23. 23. Attendee Self Check-in ‣ Can work for conferences & courses / seminars ‣ Attendees use their own device ‣ Check in & out per session or course ‣ Great fit if other features are being used
  24. 24. 100% Compliant With The NASBA Attendance Monitoring Standards
  25. 25. ‣ S7-01: Required element of engagement ‣ S7-02: Real-time Q&A interaction with instructor ‣ S14: Program / session evaluations ‣ S16-02: Attendance Monitoring NASBA Requirements Compliance
  26. 26. AM.Net Integration
  27. 27. Session Creation Automation
  28. 28. Registered Attendees
  29. 29. One Click Attendance Data Sync
  30. 30. VSCPA Case Study
  31. 31. VSCPA Group Live Program Types In-house Seminars Conferences
  32. 32. In-House Programs Previous Process ‣ Paper sign-in sheets ‣ Manual attendee registration ‣ CPE certificates could take up to a week ‣ Time consuming
  33. 33. In-House Programs ‣ Electronic check in ‣ Real time reporting ‣ CPE certificates the same or next day ‣ Time savings Current Process
  34. 34. Seminars Previous Process ‣ Paper or electronic sign-in sheets ‣ Manual attendance reconciliation ‣ CPE certificates up to 3 business days ‣ Time consuming
  35. 35. Seminars Current Process ‣ Digital check-ins ‣ Automatic attendance reconciliation ‣ CPE certificates the same day ‣ Time savings
  36. 36. Conferences Previous Process ‣ Paper attendance forms or Survey Monkey ‣ Manual session attendance and reconciliation ‣ CPE certificates 2 or more weeks ‣ VERY time consuming
  37. 37. Conferences Current Process ‣ Self-reporting or real time code based attendance tracking ‣ Quick session and attendee import process ‣ Attendees receive confirmation email with reported check-ins ‣ Click of a button session attendance reporting back to AMnet ‣ CPE certificates take 2-3 business days ‣ Time and recourse savings are unbelievable
  38. 38. Poll: How many hours do you estimate you currently spend reconciling Group Live CPE attendance each year? A) Less than 25 Hours B) 25-50 Hours C) 50 – 100 Hours D) 100– 200 Hours E) 200+ Hours
  39. 39. Time Savings (Hours per year) 0 20 40 60 80 100 120 0 10 20 30 40 50 60 70 0 20 40 60 80 100 120 140 160 180Before Now Before Now Before Now In-House 100 events Seminars 120 events Conferences 10 events
  40. 40. Total Time Savings Hours (Before) 320 Hours (Now) 55
  41. 41. Member Feedback ‣ Very positive feedback from members after implementation ‣ General positive perception of going digital ‣ Initially some hesitation in terms of “was my attendance recorded?”
  42. 42. Member Feedback Changed email receipt button label from “Send Now” to “Submit” for psychological perception
  43. 43. Increased Accountability & Compliance ‣ Less attendees trying to sneak out early ‣ Accuracy of timestamps, etc. ‣ Electronic Record Keeping (not saving paper forms) ‣ NASBA Compliance
  44. 44. Learner Engagement ‣ Integrated in our event app ‣ Q&A for each session ‣ Helps engage online attendees ‣ Members can ask anonymously ‣ Speakers tend to cover more questions ‣ Polls are easy to set up and well received
  45. 45. Future Improvements
  46. 46. ‣ Missed time & multiple check-ins / outs for Kiosk and Self Check-in ‣ Registered attendees for Self-Reporting and Self Check-in ‣ Forgot to check-out reminders ‣ Further AMnet integration improvements towards full automation Future Improvements
  47. 47. Q&A Access Recap With Answers Here
  48. 48. Contact Us Dave Mulder Conferences i/o Dave@conferences.io John Pytel Conferences i/o John@conferences.io Zané Mullins VSCPA zurtane@vscpa.org

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