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myBallot ™ “The new way to process IEEE Sponsor Ballots”

Discover myBallot™, the improved IEEE balloting system that streamlines processes, reduces hand-offs, and puts control in the hands of sponsors, chairs, and voters. Join ballot groups, update your contact information, and view ballot results conveniently.

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myBallot ™ “The new way to process IEEE Sponsor Ballots”

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  1. myBallot™“The new way to process IEEE Sponsor Ballots” Education, Mentoring, and Support (EMS) IEEE 802 Plenary 15-November-2004 Andrew Ickowicz Christina Sahr

  2. If you’ve heard about myBallot™, you may be asking yourself: What is myBallot? Why change the system? So what’s the difference? How is my voting experience going to change? Is it more work for me?

  3. What is myBallot? The new and improved IEEE balloting system that represents a paradigm shift in your balloting experience. • Join balloting groups yourself. • Update your contact information. • Enroll in invitation pools. • View ballot results at your convenience.

  4. Why change the system? • Streamline processes • Reduce hand-offs • Eliminate unnecessary approvals • Put control in the hands of the sponsor, chair, and voter • One log-in to remember, using IEEE Web Account

  5. So what’s the difference? • The system will provide you with a more hands-on experience with: • Joining invitation pools • Joining a ballot group • Starting a ballot • Voting & commenting • Comment resolution process

  6. Joining Invitation Pools

  7. Current Process (1-2 days) Fill out the web form. Email is sent to Balloting Center (BC) BC locates the record in the IEEE-SA database. BC updates the record or adds new record to database. myBallot Process (Immediate) Fill out the form – check or uncheck pools. Verify your email address. Joining Invitation Pools

  8. How is this better? • Immediate change to invitation pool data. • The web form allows users to manage their own account data. • Direct links to committee web pages (if available). • Join new pool – auto email alert to invitations in process.

  9. Invitation Process

  10. Current Process (3-5 days) Fill out the web form SA-Staff reviews and forwards to Balloting Center (BC). BC reviews and creates a sample invitation. Sample invitation is sent to chair for review & approval Chair approves or modifies and returns to BC. BC sends the invitation via email to those in the pool and/or list. myBallot Process (1-2 days) Chair fills out web form Staff reviews and approves the invitation. Upon approval an email is sent to the invitation pool and/or list. Invitation Process – Sponsors/Chairs

  11. How is this better? • Less steps = reduction in processing time • The web form allows the chair to: • choose their own interest categories – no restrictions! • view the list of individuals who will receive the invitation! • view invitation text and approve it all in the same screen!

  12. Current Process Receive an email notification of the ballot group formation. Log onto a unique (different for each ballot) web form. Type in your contact information and submit. Wait until the ballot opens to determine if you were accepted into the ballot group. myBallot Process Receive an email notification of the ballot group formation. Log onto myBallot and fill in a checkbox. Invitation Process - Voter

  13. How is this better? • Fewer steps • Participation is determined immediately! • Return to myBallot as often as you like to review the ballot groups you have enrolled in

  14. How is my voting experience going to change? • One log-on for all ballots • View comments and votes at your convenience • Add and sort your comments

  15. Balloting Process

  16. Current Process Fill out the web form for ballot request. Go to another web form and upload documents for ballot. Staff reviews documents and request form and forwards request form to Balloting Center (BC). Has the approval of balance been received? BC reviews and creates a ballot. BC sends ballot data via email to those in the ballot group. myBallot Process Chair uploads documents for ballot and enters a ballot closing date. The system checks voter balance Staff reviews and approves the ballot. Upon approval an email “ballot opening” announcement is sent to the ballot group. Ballot Process – Sponsors/Chairs

  17. How is this better? • Approval of balance is no longer required, the system does it for you! • Chair can choose the open and close dates. • Staff reviews ballot documents to ensure accuracy.

  18. Current Process Receive an email notification of the ballot opening. Log onto a unique (different for each ballot) web form. Type in your contact information and submit your vote. Go to a different web form and submit your comments. myBallot Process Receive an email notification of the ballot opening. Log onto myBallot where you can vote and comment. Ballot Process - Voter

  19. How is this better? • Vote and comments submitted can be can be reviewed and sorted. • Multiple comment submission options. • See comment resolution when it is posted by the committee.

  20. Comment Resolution

  21. Current Process Receive an email notification of the ballot close from BC. During ballot, chair receives an email for every vote and every comment submitted. Chair tracks votes and comments manually. Chair prepares comments for resolution committee. Chair prepares responses for recirculation. myBallot Process Receive an email notification of the ballot close. Download comment file and provide to resolution committee. Once resolution is provided, chair uploads responses into myBallot and continues with recirculation. Comment Resolution – Sponsor/Chair

  22. How is this better? • Chair no longer receives separate email for each and every vote and comment. • Convenient access to vote and comment files. • Fast & easy upload of responses from resolution committee.

  23. Additional Features

  24. Additional Features – Sponsor/Chair • View Invitation Summary • Extend invitation • Manage Sponsor Ballot Activity • Extend ballot • Manage Invitations Pools • Send Email • Access to the Voter Role • Standards Development Online

  25. Additional Features - Voter • View Open Ballot Invitations • Manage My Ballot Activity • View Invitation & Ballot History • Send Email • Standards Development Online

  26. myBallot Timeline (to date) • Conceptualized – 2002 • Programming and testing - 2003 • Alpha Test - Summer 2004 • Beta Test – Oct. 2004 • IEEE P802.3am • IEEE Std 1482.1 – 1999 (Reaffirmation) • Phased Rollout - 2005

  27. View Power Point presentations with screen shots of myBallot at: http://standards.ieee.org/sa/ballotnews.html Get your IEEE Web Account at: http://www.ieee.org/webaccount

  28. Questions or comments: • Andrew Ickowicz – Program Manager, Technical Programs, IEEE Standards Activities (a.ickowicz@ieee.org) • Christina Sahr – Manager, Balloting, IEEE Standards Activities (c.sahr@ieee.org)

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