IEEE vTools Voting

1. IEEE vTools Voting Ram Sivaraman SCV Membership Development Chair

2. Voting • Electronic Election for sections, chapters, and affinity groups • Piloted in 2007 & 2008 using a vendor software • In parallel, started internal development to provide customized tool and be cost effective • IEEE Product Piloted in 2009 and went into Production Spring of 2010 • Now supports all units for elections

3. Voting • Simple ballot creation • Wizard-like interface • Available on demand • vTools.Voting is a Software As A Service accessible via browser. No installation is required. • No webmaster involvement needed • Secure, Stable.

4. vTools Voting process

5. Ballot setup and voting process

6. Vtools homepage: vTools.ieee.org

7. VtoolsProducts

8. VtoolsVoting – voting.vtools.ieee.org

9. Login to vTools voting website – use webaccount username and password

10. Setting up Ballot

11. Setting up a ballot –step 1 – Select Manage your ballots

12. Ballot Dashboard – page displayed when you select “manage your ballots”

13. Setting up a ballot –step 2 – Select Org and template

14. Setting up a ballot –step 3 – fill in basic details of ballot Top part of page Bottom part of page

15. Setting up a ballot –step 4- candidate information Enter member #

16. Setting up a ballot –step 5 – candidate information Add information on other candidates. Add photograph (GIF, JPEG or PNG – 50KB max) Add new position – example PACE Chair Check the box for “Allow write-in candidate for each position)

17. Setting up a ballot –step 6 – adding voter list

18. Setting up a ballot –step 6 – adding voter list

19. Setting up a ballot –step 7 – adding voter list and Activating ballot Choose and load file

20. Information on Saved and Active Ballots. • Saved Ballots: • Can be previewed, edited or deleted. • Are not active until the start time of the election. • Active Ballots: • Are valid for the election period. • Cannot be deleted. • Can send 3 emails (>72 hours between each email).

21. Logout after setting up ballot.

22. Activated Ballot

23. Active Ballots: • Are valid for the election period. • Cannot be deleted. • Can send 3 emails (>72 hours between each email). Send Election information to voters

24. Voting – step 1 After you receive the email from election manager: Log into vtools voting (link will be in the email or it is voting.vtools.ieee.org.)

25. Voting status – shows you have not voted yet – Select “Vote”

26. Ballot Information Click on candidate name to see information on candidate (Information opens in a new window)

27. Select Candidates (or enter name of write-in candidate) and when done click on “Vote”

28. List of choices that the voter made – if you are not going to make any changes, them click on “Complete Ballot”

29. Voting completed – no more edits can be made

30. Voting status – shows you have completed voting

31. Logout out of vTools after you have completed voting

32. Past Ballots – Report Results

33. Information on Past Ballots – once election is over. Manage ballot:

34. Report Results – step 1- click on report results in relevant past ballot to get to this page

35. Report Results – step 2 – select organizational unit

36. Report Results – step 3- Update new officer information • Select the position you are going to update • Enter new candidate information • Confirm changes

37. Logout out of vTools after you have updated officer information

38. Contact info Ram Sivaraman – ramsivaraman@ieee.org 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