view past committee reports to the mga board (pdf, 1 mb)

REPORT M38190- 1 of 4

R:\MGA ADMINISTRATION\0 - 2016.11 NOVEMBER BOARD MEETING\Agenda Items - 2016.11 November Agenda Items\00 Reports and Info - 2016.11

November\ITCO Report - 38190.doc

TO: IEEE Member and Geographic Activities Board – 19 November 2016

FROM: Francisco Martinez, MGA Vice Chair-Information Management, MGA IT Coordination and Oversight Committee Chair

SUBJECT: MGA IT Coordination and Oversight (ITCO) Committee Report

The MGA IT Coordination and Oversight Committee (ITCO) is responsible for collecting IT requirements for MGA and coordinating/advocating their design, development, deployment, training, and usage.

ITCO provides leadership on how to apply IT to best achieve MGA goals and,

among other roles, ITCO should be recommending and encouraging IT efforts at the IEEE level that will help our members and IEEE as a whole.

The committee also provides support and advice for the vTools committee which is an ITCO subcommittee.

2016 Committee Composition:

Francisco Martinez (R9) - Guadalajara, JAL, Mexico Pilar Molina Gaudo (R8) - Zaragoza, Spain

Linda Weaver (R7) - Dartmouth, NS, Canada Stefano Zanero (R8) - Milano, MI, Italy Michael Lamoureux (R7) - Halifax, NS, Canada

Adriaan van Wijngaarden (R1) - New Providence, NJ, USA Wole Akpose (R6) - Beaverton, OR

Vera Sharoff MGA Staff Eugene Khusid MGA Staff

Chair Comments

Being my last report after two years as ITCO Chair, I am highly satisfied, not only because we achieved many goals and tackled many challenges, but also because of the great team I had and supported the committee activities; this

team was composed of great volunteers and an outstanding staff. My recognition to Vera Sharoff, and Eugene Khusid who stand in the forefront

of MGA IT responsibilities, they have been fundamental to accomplish the goals we established for the ITCO committee, responding all questions and inquiries

from our members and providing fast and accurate solutions in a timely matter. The volunteers listed above were committed and dedicated volunteers who offered me their support during these years. My sincere appreciation and

friendship to the team. Following find the report in which Eugene was able to highlight the most

relevant activities.




Committee built upon the strong start of 2016 activities to fully achieve its goals for the 2016:

Complete and deliver two Sections Congress recommendations before

November, 2016

Continuously monitor ITCO road map/projects Ensure coordination and cooperation between ITCO and vTools.

Plan vTools connectivity current and new Ensure continuity on 2017 projects and ITCO membership Conduct research on new business and develop a thorough actions

Accomplishments

IEEE Sections Congress 2014 recommendation #4

IEEE Sections Congress 2014 recommendation #4 asked to “provide a tool to build, promote, record, host and broadcast technical events at the local level

and make them available to IEEE members.”.

In support of this recommendation ITCO Committee launched a site listing tools for meetings broadcasts, making online and offline recordings, recording hosting options, as well as tutorials and best practices for using the

tools. Site URL is http://sites.ieee.org/vtools/sc4-2/

Technical solutions feature WebEx, Hangouts, and INXPO as web based recording options and WebEx Offline recorder (Windows), QuickTime (MAC), and Techsmith’s Camtasia as the off line recording solutions. IEEEtv is used

for hosting the recordings.

As a result volunteers are now empowered to conduct and record technical meetings online and offline and upload video recording to a dedicated IEEE TV channel with the minimum staff assistance.

In addition, a plan was developed and work started to enhance IEEE.tv to

support advanced features in the R4/R6 recording project.

vTools and IEEE Sections Congress 2014 recommendation #5

IEEE Sections Congress 2014 recommendation #5 asked to “Enhance vTools

for better usability by volunteers and provide a training program to the Sections".

vTools team with oversight from ITCO Committee completed a number of items to achieve success on this recommendation:

http://sites.ieee.org/vtools/sc4-2/




eNotice Express was launched and enabled volunteers to send most eNotices on demand without staff intervention.

The vtools.ieee.org web site has been redesigned to match the new “look

and feel” and provide better support for the vTools web applications

vTools Meetings was redesigned and rebranded to VTools Events to

modernize the “look and feel”, make the tool mobile friendly and more intuitive. Further enhancements are planned through the remainder of 2016 and 2017.

Many new vTools Audio Visual tutorials have been created. vTools training

was provided at most of the Region meetings throughout the year and via vTools Training Summits.

For more details please refer to the vTools Chair Wole Akpose’s report.

ITCO road map/projects In addition to the close involvement on the two Sections Congress

recommendations work, ITCO committee used bi-monthly meetings to review road map and inventory of MGA technical products and services.

Link to the updated project list:

https://docs.google.com/spreadsheets/d/180K8fakTtWuFRwEyxHNEt_Toy8W6mmSSo-UEHQu_JRs/edit?usp=sharing

Coordination and cooperation between ITCO and vTools. ITCO and vTools committees started 2016 with a first joint face-to-face

meeting in March 2016 allowing members of both committees meet each other and learn about ITCO, vTools, and MGA IT responsibilities.

Strong team work brought forward new ideas and discussions for products and services to better serve our members. This was carried through the 2017 by having vTools and ITCO committee chairs

participate in both committees’ meetings and continuing strong cooperation and coordination of the efforts.

vTools connectivity current and new Six vTools working committees were identified and provided guidance for

the committee for the coming year and future project list items. Recommendation was made for additional resources (staff and funding).

In support of this recommendation, a business plan was developed and approved by the MGA Board at the June Board Series.

Continuity on 2017 projects and ITCO membership Continuity of the 2017 projects will start with continuity on the 2017

ITCO team membership. It’ll be ensured by nominations, face-to-face meetings, and sustained collaboration with vTools Committee.






Additionally, ITCO Committee is committed to: Fostering micro-volunteering teams’ involvement by developing

tasks; Continuing resources allocation for MGA IM needs; Accelerating vTools development;

Making project and product road map clear and easy to track

Research on new business and develop a thorough actions Recent changes to Google's major services - Hangouts on Air and

Google+ were reviewed and communicated through MGA News

newsletter as well posted on IEEE.org and Support Center knowledge base.

The present state and future direction of the GoogleApps for OUs (G4O) were reviewed. After looking at adding more Google services to the above set, a conclusion was made that there are complex technical challenges

and uncertainty with where Google will take Groups and Sites long term (especially in light of recent changes to Google's major services -

Hangouts on Air and Google+). Based on that and somewhat low usage of G4O to date, recommendation was made to stay committed to

supporting the existing feature set without adding new functionality. Collabratec platform will be examined as a future vehicle to deliver an enhanced version of G4O.

Respectfully submitted

Francisco Martinez

http://www.ieee.org/societies_communities/geo_activities/mga_news.html#sect5





R:\MGA ADMINISTRATION\0 - 2016.06 JUNE BOARD MEETING\Agenda Items - 2016.06 June Agenda Items\00 Reports and Info - 2016.06 June\ITCO

Report - 35437.doc

TO: IEEE Member and Geographic Activities Board – 15 June 2016




ITCO provides leadership on how to apply IT to best achieve MGA goals and, among

other roles, ITCO should be recommending and encouraging IT efforts at the IEEE level that will help our members and IEEE as a whole.



Francisco Martinez (R9) - Guadalajara, JAL, Mexico Pilar Molina Gaudo (R8) - Zaragoza, Spain

Linda Weaver (R7) - Dartmouth, NS, Canada Stefano Zanero (R8) - Milano, MI, Italy Michael Lamoureux (R7) - Halifax, NS, Canada

Adriaan van Wijngaarden (R1) - New Providence, NJ, USA Wole Akpose (R6) - Beaverton, OR

Vera Sharoff MGA Staff Eugene Khusid MGA Staff

Chair Comments

2016 is my second year as ITCO Committee Chair and I am sure we continue achieving more and more results thanks to the great performance of volunteers and

staff. I would like to highlight again, that the staff’s support, expertise and savvy has been fundamental for the accomplishments of the committee, even devoting

extra time during weekends to reach our goals. Committee started 2016 by welcoming new members and conducting a first of its kind joint meeting with vTools Committee that proved to be very productive. At the

same time ITCO continued its key work on two Sections Congress Recommendations and is on track to complete and deliver them by November:

a. “Provide a tool to build, promote, record, host and broadcast technical events at the local level and make them available to IEEE members”.



Report - 35437.doc

b. “Enhance vTools for better usability by volunteers and provide a training program to the Sections".

2016 Goals and Projects

In 2016 ITCO is focused on the following:

Two Sections Congress recommendations totally complete and delivered before November

ITCO road map/projects

vTools connectivity current and new Continuity on 2017 projects and ITCO membership

Coordination and cooperation between ITCO and vTools. Research on new business and develop a thorough actions

2016 accomplishments

Joint meeting with ITCO and vTools Committees

ITCO and vTools committees conducted a first joint face-to-face meeting in March 2016 allowing members of both committees meet each other and learn about ITCO, vTools, and MGA IT responsibilities.

ITCO strategy, goals for the 2016, and vTools existing products and future

roadmap were reviewed. Strong team work brought forward new ideas and discussions for products and services to better serve our members.

Committees developed a list of projects for 2016/2017 and ensured strong cooperation and support between ITCO and vTools going forward.

IEEE Sections Congress 2014 recommendation #4

IEEE Sections Congress 2014 recommendation #4 asked to “provide a tool to build, promote, record, host and broadcast technical events at the local level

and make them available to IEEE members.” In support of this recommendation ITCO Committee will soon launch a site listing tools for meetings broadcasts, making online and offline recordings, recording hosting

options, as well as tutorials and best practices for using the tools.

Technical solutions will feature WebEx, Hangouts, and INXPO as web based recording options and WebEx Offline recorder (Windows), QuickTime (MAC), and Techsmith’s Camtasia as the off line recording solutions. IEEEtv will be

used for hosting the recordings.

A communication campaign to sections and regions announcing site availability will follow the site launch. Volunteer feedback will be captured



Report - 35437.doc

and used to make necessary changes to the site. In addition, a plan will be developed to enhance IEEE.tv to support advanced features in the R4/R6

recording project.

vTools and IEEE Sections Congress 2014 recommendation #5

IEEE Sections Congress 2014 recommendation #4 asked to “Enhance vTools for better usability by volunteers and provide a training program to the Sections". In support of this recommendation vTools team with oversight

from ITCO Committee made the following progress in 2016: o Released eNotice Express that allows volunteers to send email to their

members without staff intervention; o Redesigned vTools.Meeting to greatly enhance tool usability

(scheduled to be released in the Summer of 2016);

o Continued work on creating better integration between tools in the portfolio;

o Started a series of well-organized and professionally conducted training sessions for volunteers on using vTools effectively. Each

session was conducted in person with an option to connect remotely.

For detailed activities, please refer to Wole Akpose’s report, vTools Chair

2016.


Francisco Martinez


R:\MGA ADMINISTRATION\0 - 2016.02 FEBRUARY BOARD MEETING\Agenda Items - 2016.02 February Agenda Items\00 Reports and Info - 2016.02

February\ITCO Report - 33132.doc

TO: IEEE Member and Geographic Activities Board – 13 February 2016




ITCO provides leadership on how to apply IT to best achieve MGA goals and, among

other roles, ITCO should be recommending and encouraging IT efforts at the IEEE level that will help our members and IEEE as a whole.



Francisco Martinez (R9) - Guadalajara, JAL, Mexico

Pilar Molina Gaudo (R8) - Zaragoza, Spain Linda Weaver (R7) - Dartmouth, NS, Canada Stefano Zanero (R8) - Milano, MI, Italy

Michael Lamoureux (R7) - Halifax, NS, Canada Adriaan van Wijngaarden (R1) - New Providence, NJ, USA

Wole Akpose (R6) - Beaverton, OR, USA Vera Sharoff MGA Staff Eugene Khusid MGA Staff

Chair Comments

This has been a very busy and productive year for the Information Technology Coordination and Oversight Committee (ITCO), the vTools Committee, and MGA IM staff. ITCO discussed strategy and plans for 2015 at the face to face meeting in

March, 2015 and conducted 7 web conferences throughout the year to move forward the committee work. These meetings have proven to be very successful in

making significant progress on the projects. In addition, to ensure tangible achievements in 2015, ITCO formed an ad-hoc sub-committee to work on the Sections Congress 2014 recommendation to “Provide a tool to build, promote,

record, host and broadcast technical events at the local level and make them available to IEEE members.”




2015 Goals and Projects

In 2015 ITCO focused on the following:

1. Two Sections Congress Recommendations assigned to ITCO committee.


During this MGA meeting I will present a proposal with a complete solution to this recommendation.

b. “Enhance vTools for better usability by volunteers and provide a

training program to the Sections". A summary of the most significant enhancements are described in the vTools Committee report

2. Strengthening volunteer capabilities and enhancing experience 3. Road maps and inventory of products and services (see

https://tawapps.ieee.org/mpt/Uploads/3/Agenda.aspx?eid=3203)

4. Activities and enhancements of MGA Information Management (IM) products and services

5. vTools portfolio

2015 accomplishments ITCO formed an ad-hoc sub-committee to work on the Sections Congress 2014

recommendation to ““Provide a tool to build, promote, record, host and broadcast technical events at the local level and make them available to IEEE members.“

Broadcasting and event management needs of all 10 IEEE regions were collected using a survey. Sub-committee evaluated several Web conferencing programs already used by IEEE volunteers, such as Google Hangouts and WebEx. It is also

examined a number of open-source and commercial software that record audio, video, and slide show presentations without an Internet connection. A plan to

provide a database of meeting recordings was developed. Final recommendations were presented to the Board in November, 2015

vTools formed two teams, lead by the vTools Chair Wole Akpose. These teams concentrated on volunteers experienced in using vTools and enhance available

training and awareness. Plans for redesigning vTools portal were developed and design work started. vTools also started work on how-to infographics and help videos. Training sessions were given during the monthly IEEE Membership

Development webcasts and the MGA monthly online newsletter now includes a regular column describing vTools features. In addition, vTools started work on

better integration of the tools within the vTools product portfolio with the goal of entering common information once and automatically propagating throughout all of the relevant systems.

Volunteer capabilities and experience were enriched through vTools enhancements

and introduction of new tools such as GoogleApps for OUs (G4O). Additionally, micro-volunteering has been growing within the vTools Committee and produced

https://tawapps.ieee.org/mpt/Uploads/3/Agenda.aspx?eid=3203




concrete accomplishments such as innovative vTools infographics and support materials for vTools users.

ITCO committee together with staff reviewed and updated the road maps and inventory of MGA products and services that have technology components. See

https://tawapps.ieee.org/mpt/Uploads/3/Agenda.aspx?eid=3203.

ITCO oversaw and supported additional projects within MGA: Entity Web Hosting (EWH 2) enhancements aimed at improving sclability and

performance

Creation of Annual Statistics of the IEEE (see http://www.ieee.org/stats Processing of over 3,000 eNotices that resulted in over 15 million emails sent

to members on behalf of volunteers. Collabratec

o data feed between vTools and Collbratec

o work with the MGA Careers staff on business requirements and story writing for the new Career Portal and its integration within Collabratec.

Multiple enhancements to the Section Vitality Dashboard Redesign of the IEEE Roster (see http://www.ieee.org/roster)

IEEEday IEEEXtreme competition Auto Renewal of Memberships and Subscriptions that included over 36,000

members and affiliates and resulted in over USD 7.5 million dues collected in one week

vTools committee focused on better usability through:

Meetings Redesign (Q1 2016)

eNotice Automation (launched in January 2016) Enhanced training

Update of the vTools portal vTools Training Summit

For detailed activities, please refer to Wole Akpose’s report, vTools Chair 2016.

2016 Goals and Projects In 2016 ITCO will focus on the following:

1. Review of ITCO strategy and goals for the 2016 at a joint face to face

meeting with the vTools Committee in March 2016. 2. To hold every two months conference calls. 3. ITCO Orientation conference call at early February.

4. Completing the work on the two Sections Congress Recommendations assigned to ITCO committee.



http://www.ieee.org/stats

http://www.ieee.org/roster




During this MGA meeting I will present a proposal with a complete solution to this recommendation.

b. “Enhance vTools for better usability by volunteers and provide a training program to the Sections". A summary of the most significant enhancements are described in the vTools Committee report

5. Continue to strengthen volunteer capabilities and enhance experience 6. Review and update road maps and inventory of products and services

7. vTools portfolio


Francisco Martinez



November\ITCO Report - 29827.docx

TO: IEEE Member and Geographic Activities Board – 21 November 2015



The MGA IT Coordination and Oversight Committee (ITCO) is responsible for collecting IT requirements for MGA and coordinating/advocating their design,

development, deployment, training, and usage. ITCO provides leadership on how to apply IT to best achieve MGA goals and, among other roles, ITCO should be recommending and encouraging IT efforts at the IEEE level that will help our

members and IEEE as a whole. The committee also provides support and advice for the vTools committee, which is an ITCO subcommittee.

Chair comments. I have been coordinating monthly ITCO conference calls and I have participated in

most of the vTools conference calls. I have had several conference calls with MGA staff and vTools Chair, to coordinate our activities and look for better

communication and interaction. Regarding vTools, I am impressed with the volume of activities and results, not only

in the products but also in the training and developing of manuals and marketing of all products available to our volunteers. Wole Akpose, vTools Committee Chair, and

Marguerite Gargiula, staff Information Management Project Manager, have been key elements to the great achievements, which can be reviewed on the Wole’s vTools Committee report.

2015 Committee Goals / Projects:

ITCO is focusing on these main action items: 1. Sections Congress (SC) recommendations 2. Strengthening volunteer capabilities and enhancing experience

3. Road maps and inventory of products and services (see https://tawapps.ieee.org/mpt/Uploads/3/Agenda.aspx?eid=3203)

4. Activities and enhancements of MGA Information Management (IM) products and services

5. vTools portfolio Sections Congress Recommendations

Two Sections Congress Recommendations were assigned to ITCO committee. 1. “Provide a tool to build, promote, record, host and broadcast technical events at

the local level and make them available to IEEE members”. During this MGA meeting I will present a proposal with a complete solution to this recommendation.

2. “Enhance vTools for better usability by volunteers and provide a training program to the Sections". A summary of the most significant enhancements

are described in the vTools Committee report





An article on these two items was published recently at the institute: http://theinstitute.ieee.org/briefings/business/improvements-to-vtools-make-

volunteers-tasks-even-easier

Strengthening volunteer capabilities and enhance experience There have been numerous activities and work within the committee. Most of the work that happens in MGA IM is done to support staff and volunteer projects. MGA

IM staff has done a great job responding quickly to all inquiries and issues that happen in any organization supported by any IM/IT department. These activities

are done behind the scenes on a daily basis by staff. Some are in conjunction with ITCO and vTools volunteers, and I am happy to see that there are volunteers in the committee working by themselves in micro volunteering activities, and achieving

great results. The following products are major examples of committee’s work: ● Redesign vTools Meetings

● Automate vTools eNotice ● vTools enhancements, standardization and communication ● Google Apps for OUs (completed with gradual roll out by year end to all

interested sections)

Activities and enhancements of MGA IM products and services ● The first quarter was focused on internal activities. Databases were created

to support, calculate and process the annual Section Rebate and Student Branch Allotments.

● EWH 2 was re-sized to handle additional traffic and load. EWH 2 uses WordPress Multiuser (a web site creation tool) and hosts over 1100 IEEE OU

web sites. EWH 2 is in Amazon Cloud.

● MGA IM led the effort to coordinate and produce the Annual Statistics of the IEEE which is approximately 80 pages of IEEE year end statistics. This can

be found at http://www.ieee.org/stats or from the Section Vitality Dashboard.

● Approximately 3,000 eNotices have been processed to date resulting in over

15 million emails sent to members on behalf of volunteers.

● A data feed has been created so that Section, Subsection, Chapter and Affinity Group Meetings entered into the vTools.Meetings are shown in Collabratec.

● Many enhancements have been made to the Section Vitality Dashboard including adding a home page and a Conference Activities Dashboard.

● MGA IM led the effort to redesign the IEEE Roster. You can view it at: http://www.ieee.org/roster

● For members, MGA IM staff was directly involved in Collabratec story writing

and related activities. IM staff is also currently working with the Careers staff on business requirements and story writing. This includes a new Career

Portal and its integration with Collabratec.

http://theinstitute.ieee.org/briefings/business/improvements-to-vtools-make-volunteers-tasks-even-easier

http://theinstitute.ieee.org/briefings/business/improvements-to-vtools-make-volunteers-tasks-even-easier

http://www.ieee.org/stats

http://www.ieee.org/roster




● MGA IM staff worked extensively with membership and IT staff for IEEEday. This includes the web server, the web site and integration with a photo and

video contest application and social media.

● The IEEEXtreme competition uses an outside vendor, but the registration process for teams and proctors is a vTools application. This year “sign in”

was changed to Ping Federation and minor updates were made to support staff requirements.

● The Checkout Process in IBP (member join and renew) including the mini cart

and My Account have been redesigned.

● Auto Renewal was successfully completed in October. This included over 36,000 members and affiliates and resulted in over USD 7.5 million dues collected in one week.

Projects in progress Another phase toward completion of this recommendation is eNotice Automation. This is scheduled to deploy at the end of November and will enable

volunteers to send most meeting notices and newsletters to members without staff intervention.

The training piece of this recommendation is also multi-faceted. It includes some completed activities and many still in progress. The first vTools Training Summit was held yesterday, 20 November. Based on results, more will be planned for 2016.

The vTools web site is in the midst of a redesign. Many changes have been made and many more are planned for Q4.

● A regular vTools training segment has been incorporated into the monthly MD webinar.

● There is typically an article vTools in the MGA News (SCOOP)

● Volunteers are working on short training videos and infographics (see Wole

Akpose’s vTools Committee Report).

vTools: Among many things, vTools committee is focused on:

Better Usability ● Meetings Redesign (Q1 2016)

● eNotice Automation (Q4 2015)

Training ● Updated the vTools web site (in progress)

● Incorporated vTools training in monthly MD webinar ● Recurring vTools articles in MGA News

● vTools Training Summits for 2016

● Volunteers working on videos and infographics

For detailed activities, please refer to Wole Akpose’s report, vTools Chair 2015.

https://www.ieee.org/profile/myprofile/myprofile.html




Closing remarks After serving almost a year as MGA IM Vice Chair, I am proud to see that the

results achieved by the committee have been highly positive, and in most cases reached the goals proposed at the beginning of this year.

I want to recognize the ITCO and vTools committee members’ efforts and outstanding work. Their support has been a key element to make things happen.

The MGA IM Staff is very professional and works hard to respond in time and accurately to all their requirements and duties. Vera Sharoff, MGA Director of

Information Management, takes care of all the details of the MGA IM activities and is the forefront of all communications with staff, volunteers and members. Eugene Khusid Manager, MGA staff Information Management, has been very valuable for

ITCO committee development.

I know we have achieved many positive results, but still I am aware that there are many goals and tasks that we can improve, and I will look forward to devoting time and all the effort needed to get better results in the months to come.

Respectfully submitted,

Francisco Martinez


C:\Users\gsheedy\Desktop\REPORTS for Web Page\2015.06 - ITCO Report - 27040.docx

TO: IEEE Member and Geographic Activities Board - 20 June 2015 FROM: Francisco Martinez, MGA Vice Chair-Information Management, MGA IT

Coordination and Oversight Committee Chair SUBJECT: MGA IT Coordination and Oversight (ITCO) Committee Report The MGA IT Coordination and Oversight Committee (ITCO) is responsible for collecting IT requirements for MGA and coordinating/advocating their design, development, deployment, training, and usage. ITCO provides leadership on how to apply IT to best achieve MGA goals and, among other roles, ITCO should be recommending and encouraging IT efforts at the IEEE level that will help our members and IEEE as a whole. The committee also provides support and advice for the vTools committee which is an ITCO subcommittee. Chair Activities I have been coordinating monthly ITCO conference calls and I have participated in most of the vTools conference calls. I have had several conference calls with MGA staff to understand all their activities and responsibilities. I am receiving weekly reports from Vera Sharoff after she meets on regular basis with her staff. Appendix ii shows what we discuss on a weekly basis and gives an idea of the magnitude of all activities and responsibilities ran by staff. It’s important to highlight that at the half year, vTools has improved and had a lot of enhancements and better functionality thanks to the commitment and leadership of Wole Akpose, vTools committee chair. He has been able to organize a great team of volunteers committed to achieve the goals established at the beginning of this year. More good things are coming. On the other hand, ITCO volunteers’ work couldn’t be done without the outstanding support of the committed staff that works very hard to keep all business running 24/7. Sections Congress Recommendations Two Sections Congress Recommendations were assigned to ITCO committee. 1. “Provide a tool to build, promote, record, host and broadcast technical events at

the local level and make them available to IEEE members” and 2. Enhance vTools for better usability by volunteers and provide a training

program to the Sections“. Regarding number one, a summary written by Michael Lamoureux, ITCO member who is the leader of this initiative, follows in this report (appendix i). Wole Akpose, vTools Chair, is supporting Lamourex’s team and leading the work and activities for recommendation number two. Please find the progress under Dr. Akpose vTools report, under June MGA reports.



Committee Activities: The Information Technology Coordination and Oversight (ITCO) committee has increase its activities since the February board series in conjunction with vTools committee. Both ITCO and vTools committees had their face-to-face meetings in March. Both meetings invigorated the teams and produced positive outcomes. The accomplishments of the committee are many, and the coordination and communication between staff and volunteers is very important to understand the times to deploy updates or run new projects. As an example of weekly activities, please see appendix iii. One member of the MGA IT Coordination and Oversight (ITCO) Committee resigned in April, so the committee asked MGA Nominations and Appointments (N&A) Committee to fill the vacancy to guarantee the continuity of committee activities. Committee Goals / Projects: ITCO is focusing on three main action lines:

1. Strengthen volunteer capabilities and enhance experience 2. Emphasis on Young Professionals & Practitioners 3. Fine-tune and fast development of MGA IT products, as well as responding to

SC recommendations: a. Promotion tool for local events b. Enhancing vTools

At the ITCO Face to Face meeting, I presented the MGA aspirations for 2015 to level set the committee on the focus of MGA. The committee discussed and agreed on two main ITCO goals for 2015:

1. Do not introduce new products, unless absolutely necessary. 2. Enhance existing products concentrating on usability, training, and tool

workflow and integration (per the Sections Congress recommendation of enhancing vTools)

3. This first semester we have focused among other issues in the analysis of the current products and services that help ITCO to develop and grow in services to our members for the months to come. Main topics analyzed and working on are under the next bullets:

• We have many different systems available through MGA. However, not all are

developed as a part of the cohesive whole. Some systems do not have standard user interfaces and we need to work on making them better integrated and interconnected.



• The committee has discussed what should be the focus of ITCO in the next decade, realizing that volunteers are very busy and have only few hours a week to work on IEEE business. ITCO must make a difference. We need to ensure that electronic tools are integrated and easy to use.

• Projects need to be meaningful to volunteers • The committee needs to show progress during this year and leverage the

bases for 2016 and the years to come. • We should create a status page for all IEEE volunteers and not just vTools

volunteers. The page should include milestones and links to project’s public documents

• We need to have better marketing and training of existing services and inform on regular basis our activities, eg infographics for the meeting tool marketing. See appendix iii for the draft infographics.

• Committee discussed and agreed that due to the increase of IT products and member needs, the current IT MGA staff are overloaded not only working with current products, updates, enhancement, meeting with vendors, but responding inquires and request from our members in the world. To strengthen the communication, training, and support we see the need to hire a new staff person. Committee will work to present this project as a motion to MGA board.

• Automation of current products to realizing staff responsibility and time involvement.

vTools: Please see the report submitted by Wole Akpose, vTools Chair 2015. Respectfully summited, Francisco Martinez



Appendix i Status on Section Congress recommendation - Provide a tool to build, promote, record, host and broadcast technical events at the local level and make them available to IEEE members. Progress Report summary. This chronicles the progress on the SC 2014 recommendation since the initial report to ITCO on March 13, 2015. We have been researching on what IEEE has been using currently as well Google apps. We have been getting all of the information on the current IEEE web-ex subscription and see the initial results from the Region 4 / 6 pilot to record section technical meetings for broadcast at a later date which used Google for OUs before going too far down other roads as initial investigations indicate that these solutions collectively could meet the majority of this objective for the majority of sections and regions. To date, the committee has determined that * WebEx, can be used to record online meetings, store them, and rebroadcast them up to a year later, and can be used by a large number of IEEE bodies as there are 400 accounts and the solution works in over 100 countries * Google for OUs can a) be used to record online meetings, store them in YouTube and/or a Google Drive, and rebroadcast them on-demand b) be used to store offline recorded meetings in YouTube and/or a Google Drive and rebroadcast them on-demand and, as a result of the Region 4/6 pilot project to record meetings and make them available online, offline software, such as Camtasia, that can be used to do this recording for future broadcast However, a) MGA has a fixed number of WebEx accounts and can only support a fixed number of simultaneous sessions b) Google is blocked in some big Asian countries, so one or more additional solutions needs to be investigated. There are a large number of online broadcast and recording platforms, which include WebEx competitors such as GoToMeeting, Join.Me, etc., and one active volunteer has identified over 40 potential global solutions, but the committee really needs to identify a small number of affordable solutions that, when added to the current solution, will fill in the gaps so that this capability can be available globally by the end of the year without putting significant drain on IEEE.



Appendix ii Weekly staff report (last week of May) Staff had a meeting with Wole, Gowtham and Nivas (new micro volunteer). They are creating infographics for each of the vTools, sample attached below. Staff will provide a bulleted list of items for each tool so we can continue developing more information charts. We have been meeting with Student Services staff to identify ways to make it easier for a student to join IEEE and select their correct school. Six items were identified and submitted to IT for prioritization. Marguerite and Khanh went to a meeting with IT on encrypting some password on the vTools server that need to be stored in plain text. These will be encrypted ASAP. Tomorrow we meet with the design company Mint to review the wireframes they created for the Meetings Redesign. Three designs will be given to us based on these wireframes. Eugene has been working on the Careers projects and with IT on GoogleApps for OUs. Khanh has been working with the vTools website redesign team. Helen has been processing eNotices and working on Section Vitality Dashboard enhancements and a Chapters Vitality Dashboard. Marguerite has been working with the Design Firm - Mint and also of course very involved in the vTools upgrade. vTools Deployment 27 May, These are the items by product: vTools.Student Branch Reporting version 1.5 has been released May 28th, 2015

Student Branch Reporting version 1.5

• The user who submitted a report will be sent an email of the successful

submission.

• Student Branch Reporting web pages has been updated to include ‘Sign in’/’Sign

Out’ notation so as to align with the IEEE web site style guide. vTools.eNotice version 1.3 has been released May 28th, 2015

eNotice version 1.3 has been released.

http://sites.ieee.org/vtools/2015/05/28/vtools-student-branch-reporting-version-1-5-has-been-released/

http://sites.ieee.org/vtools/2015/05/28/vtools-enotice-version-1-3-has-been-released/



• When a new eNotice is created, the ’Send by’ date will be initially set to a minimum of five business days from the current date. Users may adjust the ‘Send by’ date up to 30 days in the future. (today that date is 2 weeks ahead)

• The system will validate that the ‘Schedule Reminder’ date is greater than the ‘Send by’ date.

• An editor button will be provided allowing formatted content to be pasted as plain text (thus removing the formatting).

• Staff will have the ability to assign the target OU by providing either the name of organizational unit or the SPO ID. The system will provide auto-completion suggestions based on what is typed similar to the search option found in Officer Reporting.

• The preview of an eNotice will include the following information: ‘Send by’ date, ‘Priority’, ‘Privacy’ and ‘Schedule Reminder’.

• The eNotice web pages has been changed to include ‘Sign in’/’Sign Out’ notation so as to align with the IEEE web site style guide.

• The priority selected for an eNotice will be displayed in the list of eNotices. • When an eNotice is out for edit by another user, an indicator will be displayed

on the list of eNotices for the eNotice. vTools.Meetings version 5.1 has been released May 28th, 2015

Meetings version 5.1 • When a user is not signed in to Meetings, ‘OblixAnonymous’ will no longer be

displayed as the username. • The registration confirmation email will include the correct meeting

announcement link. • The Event category will be displayed on the Meeting Reports web page and

included in the download file. • The ‘Remove registrant’ button will remove the registration and no longer

cause an application error • Find Meeting results will be initially displayed in descending order and sort

results in ascending/descending order has been corrected. • The times for all meetings will be displayed in 24 hour format. • The Meetings web pages has been changed to include ‘Sign in’/’Sign Out’

notation so as to align with the IEEE web site style guide. • The Feeds page will be updated to reflect the change from “Gold” to “Young

Professionals” • Meetings feeds will include an indicator when a meeting has been set up as

remotely accessible. ----------------------------------------------------------------------------------------------

http://sites.ieee.org/vtools/2015/05/28/vtools-meetings-version-5-1-has-been-released/



Appendix iii Draft - infographics project


2015.02 - ITCO Report - 25129

TO: IEEE Member and Geographic Activities Board – 7 February 2015 FROM: Francisco Martinez, MGA Vice Chair-Information Management, MGA IT

Coordination and Oversight Committee Chair SUBJECT: MGA IT Coordination and Oversight (ITCO) Committee Report The MGA IT Coordination and Oversight Committee (ITCO) is responsible for collecting IT requirements for MGA and coordinating/advocating their design, development, deployment, training, and usage. ITCO provides leadership on how to apply IT to best achieve MGA goals and, among other roles, ITCO should be recommending and encouraging IT efforts at the IEEE level that will help our members and IEEE as a whole. The committee also provides support and advice for the vTools committee which is an ITCO subcommittee. Composition: The composition of the committee, members and staff for 2015 is: Francisco Martinez, R9 Chair 2015 S. Gopa Kumar, R10 Past Chair 2013-2014 Lakshmi Narasimhan, R10 member 2014-2015 Stefano Zanero Milano, R8 member 2014-2015 Michael Lamoureux, R7 member 2015 Daria Burminova R8 member 2015 Wole Akpose, R6 vTools Chair 2015 Vera Sharoff, MGA Staff Eugene Khusid, MGA Staff Chair Activities Prior to the initial ITCO web conference, I met with Lawrence Wong, the 2015 MGA VP to review strategy and priorities. An additional meeting was held with the vTools Chair, Wole Akpose to inform and discuss the outcomes and recommendations from the MGA retreat concerning our committees.


2015.02 - ITCO Report - 25129

Committee Activities: The committee had an orientation session by WebEx on 21 January 2015. During this session the topics discussed according to the agenda were: Introductions, ITCO Background and Role, MGA Sponsored Applications, vTools Projects in Progress, Planned Projects, 2014 Sections Congress Recommendations attained to ITCO, MGA Board 2015 Goals / Board Retreat Outcomes and next actions by the committee. We agreed to have conference calls every two months, and the Face-to-Face meeting will be held on 20 and 21 March, 2015 in R8, more likely France. Committee Goals / Projects: Considering Lawrence Wong’s, VP-MGA, recommendation and the MGA Priorities in 2015, ITCO will develop its business bearing in mind three main action lines:

1. Strengthen volunteer capabilities and enhancing experience 2. Emphasis on Young Professionals & Practitioners 3. Fine-tune and fast development of MGA IT products, as well as responding to

SC recommendations: a. Promotion tool for local events b. Enhancing vTools

Vtools: Please see the Report submitted by Wole Akpose, vTools Chair 2015. ITCO 2015 Business Plan. See addendum.

1. ITCO business plan 2. ITCO Projects2015 3. ITCO Road Map

Respectfully summited Francisco Martinez

REPORT M- 1 of 12

C:\Users\gsheedy\Desktop\REPORTS for Web Page\2014.11 - ITCO Report - 22350.doc

TO: IEEE Member and Geographic Activities Board – 22 November 2014 FROM: S. Gopakumar, MGA Vice Chair-Information Management, ITCO Chair SUBJECT: MGA IT Coordination and Oversight Committee Report This has been a very busy and productive year for the Information Technology Coordination and Oversight Committee (ITCO), the vTools Committee and MGA IM staff. ITCO held 5 web conferences throughout 2014 and one face to face meeting in July. These meetings have proven to be very successful in raising awareness of the projects and related issues of the MGA vTools and other MGA electronic projects. ITCO focused on the following:

● Increase adoption of vTools including the new Section Vitality Dashboard ● Conduct a survey of vTools users in all 10 regions. (vTools Subcommittee) ● Develop vTools and MGA IT Roadmap based on survey results ● Coordinate with other IEEE teams on implementation and adoption of the

Collabratec (formerly PPCT) Key accomplishments include: Section Vitality Dashboard Officially launched in December 2013, but announced to Section, Subsection and Chapter officers as well as the ITCO and MGA Board on 12 February 2014. The Section Vitality Dashboard provides Section and other organizational unit leaders a monitoring tool that provides real-time, top-down status view of their section vitality metrics. The URL for the Section Vitality Dashboard is: http://www.ieee.org/societies_communities/geo_activities/dashboard.html

Section Vitality Dashboard Phase I • Membership statistics by: Section, Society, Special Interest Group (WIE,

IEEESA, CN), Technical Communities (Cloud Computing, Smart Grid, Electric Vehicles etc…)

• Pre Service Deactivation, Post Service Deactivation • Current Volunteers and volunteer history with dates

http://www.ieee.org/societies_communities/geo_activities/dashboard.html

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Section Vitality Dashboard Phase II • Sign in now defaults to your home Section • Region has been added • An advertising URL has been created: http://www.ieee.org/vitalitydb • A new Meeting Activity tab has links to meeting activities for the selected

Section (technical, professional, non-technical, administrative) • Member Loyalty Tab

Section Vitality Dashboard Phase III This phase is iterative and will be accomplished in December 2014 and throughout 2015. The December 2014 enterprise release includes a comprehensive Society Vitality Dashboard and a customized sign in screen (no longer promoting Oracle). The Society dashboard is also useful for all Chapters. There is a roadmap for continual improvement to the Dashboard which includes transitioning SAMIEEE to a completely dashboard driven environment by the end of 2015. Ad-hoc reporting will still be enabled.

IEEE Data Refreshes Beginning the first week in December 2014, data refreshes from the primary membership database to OBIEE (SAMIEEE and all of the Dashboards) will be daily. Google for OUs MGA has requested that OUs have GoogleApps@IEEE accounts managed by the current Officers. Three Sections and one region have offered to participate in the pilot. These include: – North Jersey, Southern Minnesota, Panama, and Region 8 Services include: Email, Calendar, Contacts, Drive, Hangouts, Sites, Groups, Voice. The pilot began in July and has been slow in usage. It also has brought to light some technical challenges that IT is addressing which has limited the ability for some volunteers to use the system. We are in the process of re-evaluating the pilot and after discussion with our pilot users, will re-launch a modified product in mid-December. Socialization of a change in the pilot is planned for early December. IEEE Communications Preference Changes A cross functional team made up of staff from MGA, Technical Activities, Business and Data Related Services, and Corporate Activities has revised the communication preferences section of My Account in IBP. These changes provide more granular opportunity for the member to opt-in or opt-out of different types of

REPORT M- 3 of 12


communications that come from IEEE. Further enhancements are planned for the future. IEEE E-mail policy The IEEE E-mail policy has been rewritten and gotten final approval from IEEE legal and IEEE IT. Next it will be presented to Jim Prendergast and finally the IEEE Board of Directors for their approval before being posted on www.ieee.org. Activity Tracking An excel file was prepared to capture all the activities of ITCO, vTools and related MGA IT tasks to consolidate and track all these activities throughout the year vTools The vTools subcommittee has held several web conferences in 2014 along with a Face to Face meeting in March. The vTools survey has been completed. The results of the survey will define the roadmap for 2015 and beyond. They are a very active committee and continue to discuss and analyze possibilities and alternative solutions to issues pertinent to IEEE volunteers and geo operations. vTools Key accomplishments: vTools eNotice The vTools eNotice web application replaces the existing eNotice submission form found at http://www.ieee.org/enotice The legacy form requests the appropriate information and sends an email to staff for processing. The new form not only requests the emailing details by also provides a light content management system to create, save, save as draft and submit requests along with an indicator for staff to provide a status on when the item will be sent and where it is in the process. The complete automation of the eNotice process with volunteers sending out their own emails through this system without staff intervention is planned for the end of Q1 2015. We continue to process between 30 and 35 eNotices per day.

vTools Voting: • Automated the Voter List • Re-enabled the ability to add a custom voter list • Removed character limit restrictions from the email announcements • Removed the character limit from email subject • Added a new WYSIWYG editor • Voting now supports elections for Technical Committees and Councils. • Upgraded to Rails 3.1 / Ruby 1.8.7

http://www.ieee.org/

http://www.ieee.org/enotice

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vTools Meetings: • The meetings registration form is now pre-populated with member

information (member number, full name and email address) upon sign in. • Registration includes a link to “Join IEEE” for discounted pricing. • The “Find Meetings” results include an indicator if an L31 report has been

created from a meeting that has been scheduled in vTools.Meetings. • The “Meeting Statistics” page displays the name of the meeting • The “Meeting Statistics” page indicates when there is registration with

payment for a non-member • Price level descriptions must now be unique • Pricing for Life members in event registration has been streamlined to one

option • The meeting URLs have been shortened • The iCalc feed includes the local time zone information of local meetings. • The Meetings feeds include the registration URL • Will be upgraded to Rails 3.1 / Ruby 1.8.7 by yearend • The payment system exceeds $1M in payments processed in June

vTools Officer Reporting Upgraded to Rails 3.1 / Ruby 1.8.7 vToolsWebinABox Upgraded to Rails 3.1 / Ruby 1.8.7 vTools Survey The purpose of the vTools Survey was to assess satisfaction with vTools. IEEE volunteers were surveyed using a self-administered, online questionnaire. There were 1,106 complete responses to the survey and 359 incomplete responses (i.e. those who opened the survey but did not finish it), for a total of 1,465 responses. Key Findings and Recommendations: Raise awareness of the several tools in which awareness is very low: ReviewRoom, Fluid Surveys, Section Vitality Dashboard, and Web in a Box. Offer training and possibly a handbook explaining how to access and use vTools. Were the issues reported by the volunteers. Detailed Findings : Volunteers were most likely to send reports to IEEE on activities (62%); they were also highly likely to use vTools to do so (62%). Volunteers were also very

REPORT M- 5 of 12


likely to send notices or announcement to IEEE members, yet considerably fewer were likely to use vTools (42%). For other activities (those done by less than half), vTools were also likely to be used; SAMIEEE (65%), Meetings (61%), and Voting (50%). Some tools had a fairly high frequency of people who had heard of the vTool available for that activity, but did not use the tool (Web conferencing - 52% and Web in a box – 47%). Some tools had low awareness; ReviewRoom (65%), Fluid Surveys (58%) and Section Vitality Dashboard (47%). The full results of the vTools usage survey have been posted to google drive and are accessible to anyone with the URL. https://drive.google.com/file/d/0B1gCg2BRaUVPSEltZ0NNNGJLbmU0TmVBVVM3cktmd2J4b0hr/view?usp=sharing

Sections Congress Update MGA Information Management was well represented at Sections Congress below is a list of formal activities: vTools exhibit table and 18 Learning Labs dedicated to vTools and MGA Electronic Products ieee.org • Society member directories and the Women in Engineering member directory

have been transitioned to myIEEE. This was functional cross team effort between MGA and TA, led by MGA.

• A new version of the IEEE Organizational Roster will be available by year end. This is also a cross functional team effort, led by MGA, between Corporate Activities, Technical Activities and Member and Geographic Activities.

• Once the new Email Terms and Conditions have been approved, the existing eleccomm.ieee.org pages will be reworked and several repetitive documents will be removed. This is mapped and waiting approval

Collabratec MGA IM staff has been actively involved in Story boarding and creating Use Cases for Collabratec. MGA IM staff also has been assisting with Collabratec Pilot planning. Other support to the project was analyzing the data needs of the project and to determine the data attributes required to support a successful implementation of the PPCT project as well as determine any new attributes that may be required. Auto Renewal We made refinements to the Auto Renewal process and successfully auto renewed 31,323 members (last year 16,132) totaling $6.59 million in member dues (last year $3.2million). This took close monitoring from IT and MGA IM staff

https://drive.google.com/file/d/0B1gCg2BRaUVPSEltZ0NNNGJLbmU0TmVBVVM3cktmd2J4b0hr/view?usp=sharing

https://drive.google.com/file/d/0B1gCg2BRaUVPSEltZ0NNNGJLbmU0TmVBVVM3cktmd2J4b0hr/view?usp=sharing

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Gold to Young Professional The IT related project to convert members with the GOLD flag to members with membership in Young Professionals was analyzed and re-analyzed and planned by MGA IM staff in coordination with staff from IT and MGA Student Services. Member Grade Corrections Changes were made to the grading process to insure compliance with the IEEE Bylaws and Policies. More changes are necessary to the User Experience and will be completed during 2015. WebEx Usage is steady with approximately 8 meetings requested per week Fluid Review Our Fluid Review license includes 50 rooms and all 50 are being used. Additional licenses are very costly. Pricing for the original 50 rooms are grandfathered at the initial cost. Fluid Surveys Fluid Survey usage is slow but steady. The value IEEE gets from having unlimited access to creating and launching surveys is excellent. Direction for 2015 ● MGA Board has agreed to fund the redesign of the meetings tools and

incorporate new mobile features that can be utilized by volunteers at local meetings. The amount will be finalized at this November Boards Series.

● Two of the top five recommendations from the 2014 Sections Congress will be addressed:

● 2. Provide a tool to build, promote, record, host and broadcast technical

events at the local level and make them available to IEEE members.

● 23. Enhance vTools for better usability by volunteers and provide a

training program to the Sections.

● Creating a vTools Support Portal

The vTools support portal concept combines features from the product support

section of a product website and user group discussion forums. The idea is to

capture knowledge, ideas, user contributions and staff expertise to facilitate

acceptance and use of vTools and MGA hosted websites. Knowledge would be

captured in FAQs, tutorials, how-tos, videos, online discussions, etc. Its design

must allow users to easily find what they need. A well crafted user experience is

essential to its success. It is necessary to create prototypes to evaluate

usability

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Several of the ideas discussed at the ITCO meeting were first suggested by

volunteers. They are closer to the user than committee members or staff and

have a clearer understanding of real needs. As increased member engagement

is desired by the MGA Board, ITCO strongly suggest that we involve and engage

volunteers by:

● Informing them of the forthcoming vTools support portal and ask for

input

● Gather needs, pain points, and desired functionality , i.e. requirements

from volunteers

● Ask volunteers to provide examples of a support portal, user group or

internet discussion they found useful

● Provide volunteers a forum to discuss support portal functionality

● Use WordPress or Google Sites, with appropriate plugins, to prototype

functionality

Other MGA IM items to note ● Listserv, the electronic mailing list software that IEEE provides, was

upgraded in January 2014. This caused emails to not be sent from vTools Voting. Five OUs were impacted as the request to vote did not get sent. All five OUs were contacted. Two were corrected on the same day, so there was no impact. Three ballots were impacted. All three were from one volunteer. We contacted the volunteer and he had handled the issue without notifying us. There was no corrective action for those ballots on our part. We have corrected the script and emails are flowing smoothly.

● MGA had a planned transition for eNotices. The original tool, BoldFish was to be replaced with Siebel Marketing. This transition has not been as seamless as we had hoped. Then the BoldFish server was abruptly shut down for failing PCI compliance. Failing to shutdown the server would put IEEE at financial risk. So the transition was abrupt. Siebel Marketing or Campaigns as we call it, is also markedly more cumbersome for MGA staff. We are working with IT, BRDS and Oracle staff to fine tune the process

● This year, the Auto Renewal process had a deep impact on our ability to send eNotices during the week of 13 October as the eNotice program we now uses the Siebel Campaign tool. At one point we had a backlog of over 150 eNotices and a few unsatisfied customers. Our solution was to incorporate two temporary solutions. 1) Use the commercial email vendor that we used

REPORT M- 8 of 12


during prior outages and 2) Set up local lists in listserv.ieee.org. Our backlog is now below 50 and we are staying within our metric of 5 business days, but the program is too successful and a big burden to staff. The new eNotice application is the first step in complete automation, and the final piece which enables volunteer autonomy is planned to be in place by the end of Q1.

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vTools Usage Statistics vTools Meetings

vTools Voting

Based on prior year usage, we anticipate ~ 75 - 100 more elections to use vTools Voting vTools Officer Reporting

vTools WebInABox

REPORT M- 10 of 12


2014 ITCO Committee Members

MGA IT Coordination and Oversight Committee

Position Name Years Served

Chair S. Gopakumar (R10) - Trivandrum, India

2014

Member Fernando Bouche (R9) – Panama, Panama

2013-2014

Member Francisco Martinez (R9) - Guadalajara, JAL, Mexico

2014

Member Lakshmi Narasimhan (R10) - Kanchipuram, Tamil Nadu, India

2014

Member Andreas Neumeier (R8) - Unterhaching, Bayern, Germany

2014

Member Stefano Zanero (R8) - Milano, MI, Italy

2014

vTools Chair John Prohodsky (R6) - Salem, OR, USA

2013-2014

REPORT M- 11 of 12


2014 vTools Committee

MGA vTools Committee

Position Name Years Served

Chair John Prohodsky (R6) - Salem, OR, USA

2013-2014

Member (rather than Past Chair)

JaisonAbeySabu (R10) - Chengannur, Kerala, India

2013-2014

Member Mathew Carias (R7) - Toronto, ON, Canada

2013-2014

Member Pamela Jones (R2) - Owings Mills, MD, USA

2013-2014

Member Hardy Pottinger (R5) - Mission, TX, USA

2013-2014

Member HidenoriNakazato (R10) - Honjo-shi, Saitama, Japan

2014

Member Adriaan J. van Wijngaarden (R1) - New Providence, NJ, USA

2014

REPORT M- 12 of 12



2014.06 - ITCO Report - 18083

TO: IEEE Member and Geographic Activities Board – 21 June 2014 FROM: S. Gopa Kumar, MGA Vice Chair-Information Management, ITCO Chair SUBJECT: MGA IT Coordination and Oversight Committee Report The Information Technology Coordination and Oversight Committee (ITCO) held three web conferences to date in 2014. The ITCO has been focusing to:

• Increase adoption of vTools including the new Section Vitality Dashboard • Conduct a survey of vTools users in all 10 regions. (vTools Subcommittee) • Develop vTools Roadmap based on survey results • Coordinate with other IEEE teams on implementation and adoption of the

Professional Productivity and Collaboration Tool (PPCT) Project Highlights

The vTools.eNotice web application has been released in pilot phase The eNotice web application will replace the existing eNotice submission form found at http://www.ieee.org/enotice. The legacy form requests the appropriate information and sends an email to staff for processing. The new form not only requests the emailing details by also provides a light content management system to create, save, save as draft and submit requests along with an indicator for staff to provide a status on when the item will be sent and where it is in the process.

A link to the new application was added to the existing eNotice page on 19 May. It will coexist with the original link until the pilot phase is complete. This is tentatively planned for 30 June Google for OUs MGA has requested that OUs have GoogleApps@IEEE accounts managed by the current Officers. Three Sections and one region have offered to participate in the pilot.

Pilot candidates: – North Jersey, Southern Minnesota, Panama, then Region 8

Services will include: – Email, Calendar, Contacts, Drive, Hangouts, Sites, Groups, Voice

Pilot is set to begin in July

http://www.ieee.org/enotice


2014.06 - ITCO Report - 18083

Section Vitality Dashboard Phase II

The following enhancements have been applied to the dashboard:

"Sign in" now defaults to your home Section Region has been added An advertising URL has been created: http://www.ieee.org/vitalitydb A new Meeting Activity tab has links to meeting activities for the selected

Section (technical, professional, non-technical, administrative)

Use vTools.Meetings to advertise upcoming meetings. These meetings are automatically listed in myIEEE and an RSS feed of upcoming meetings can be added to your Section Web site.

Use vTools.Meetings to report all events, such as volunteer training, work with local industry, or pre-university activities. Check out all the new subcategories. Recording all activities gives a more comprehensive view of what's going on in your Section.

MGA IM Project Road Map spreadsheet The MGA IM road map has been posted to ITCO folder in google drive and can be accessed by all committee members. Committee members have been asked to pick projects on the road map that they would like to shepherd. Viewing access can be granted on request.

IEEE Communications Preference Changes A cross functional team made up of staff from MGA, Technical Activities, Business and Data Related Services, and Corporate Activities has revised the communication preferences section of MY Account in IBP. These changes will provide more granular opportunities for the member to opt-in or opt-out of different types of communications that come from IEEE. IEEE E-mail policy The IEEE E-mail policy has been rewritten and gotten approval from IEEE legal. Next it will be presented to the IEEE Board of Director for their approval before being posted on www.ieee.org.

vTools The vTools subcommittee has held five web conferences so far in 2014 along with a Face to Face meeting in March. The committee is in the process of developing a road map for the remainder of 2014. The vTools survey has been prepared, the

http://www.ieee.org/vitalitydb

https://meetings.vtools.ieee.org/

https://voting.vtools.ieee.org/


2014.06 - ITCO Report - 18083

details are being finalized. The results of the survey will define the road map for 2015 and beyond. They are a very active committee and continue to discuss and analyze possibilities and alternative solutions will be pertinent to IEEE volunteers. Update on Sections Congress Activities

MGA Information Management will be well represented at Sections Congress below is a list of formal activities:

vTools exhibit table 18 Learning Labs dedicated to vTools and MGA Electronic Products

– vTools Meetings 3 – vTools Officer Reporting 2 – vTools Voting 3 – Intro to Web Hosting 1 – vTools Surveys 1 – vTools eNotice 3 – Section Vitality Dashboard 3 – Using WebEx Effectively 2

2 Ignite Sections (5 minute scripted timed sessions) vTools Overview New vTools.eNotice web application

Usage Statistics We are in the process of refining and delivering meaningful statistics from the different vTools applications (Meetings, Voting, WebInABox and Officer Reporting). This is our first attempt. Future versions will be able to drill down to the OU level usage. Charts begin on the next page.


2014.06 - ITCO Report - 18083

Meetings/L31

vTools Voting


2014.06 - ITCO Report - 18083

vTools Officer Reporting

vTools WebInABox


2014.06 - ITCO Report - 18083

WebTrends shows good use of the Section Vitality Dashboard and SAMIEEE o The Section Vitality Dashboard has had 1,569 visits from January

2014 to date o SAMIEEE has had 15,955 visits from January 2014 to date.

WebEx usage averages 40 MGA OU web conferences per month. Face to Face meeting The ITCO Face to Face meeting will be held in Miami, Florida on 24 and 25 July at the Conrad Miami hotel, 1395 Brickell Avenue, Miami, Florida 33131 USA S. Gopa Kumar Vice Chair, Information Management


ITCO Report - 16872.doc

TO: IEEE Member and Geographic Activities Board – 15 February 2014

FROM: S. Gopa Kumar, MGA Vice Chair-Information Management, ITCO Chair

SUBJECT: MGA IT Coordination and Oversight Committee Report

After the November 2013 Board meeting the major highlight is the launch of Section Vitality Dashboard. The Section Vitality Dashboard was announced to

Section, Subsection and Chapter chairs as well as the ITCO and MGA Board on 12 February. Significant points from minutes are appended below:

A survey on vTools usage, familiarity and ease of use was conducted inn

Region 10.

The MGA Information Technology Coordination and Oversight Committee (ITCO) held its first meeting of 2014 on 29 January at 11:00am Eastern Time.

During 2014 ITCO will focus on the following:

Increase adoption of vTools including the new Section Vitality Dashboard Conduct a survey of vTools users in all 10 regions. (vTools Subcommittee)

Develop vTools and MGA IT Roadmap based on survey results Coordinate with other IEEE teams on implementation and adoption of the

Professional Productivity and Collaboration Tool (PPCT) Other MGA IM items to note

Listserv, the electronic mailing list software that IEEE provides, was upgraded in January 2014. This caused emails to not be sent from vTools

Voting. Five OUs were impacted as the request to vote did not get sent. All five OUs were contacted. Two were corrected on the same day, so there was no impact. Three ballots were impacted. All three were from one volunteer.

We contacted the volunteer and he had handled the issue without notifying us. There was no corrective action for those ballots on our part. We have

corrected the script and emails are flowing smoothly.

MGA had a planned transition for eNotices. The original tool, BoldFish was to

be replaced with Siebel Marketing. This transition has not been as seamless as we had hoped. Then the BoldFish server was abruptly shut down for

failing PCI compliance. Failing to shut down the server would put IEEE at financial risk. SO the transition was abrupt. Siebel Marketing or Campaigns

as we call it, is also markedly more cumbersome for MGA staff. We are working with IT, BRDS and Oracle staff to fine tune the process



Highlights of the 29 January Web Conference

Participants:S. Gopakumar (Chair), Fernando Bouche, Eugene Khusid, Francisco

Martinez, John Prohodsky, Vera Sharoff Agenda:

Introductions ITCO Background

MGA Strategy Playbook Discussion Scheduling future meeting

Notes

Meeting started with a welcome from Committee Chair Gopakumar and member introductions;

He recapped that all committee members were emailed the overview

presentation and the Playbook presentation from Ralph Ford

The “ITCO Background” presentation was given by Gopakumar and discussion

followed.

o There is a big need to engage members where they are.

o Gopakumar referenced a good survey that was done to access the electronic needs of volunteers in Region 10 (survey is attached)

o John Prohodsky added that the vTools team is working with Marc Beebe

from on creating a survey that will be sent to all geo unit volunteers as what kinds of tools are required. Actual questions are in design and will

be presented to the committee. o John Prohodsky added that we need to do a better job deploying and

supporting vTools, noting that all of the vTools tutorials have been

updated. o There was discussion on how to get the word out possibly using webinars,

region IMC’s, Region meeting presentations, feedback forms. We need acceptance from the critical mass, possibly using incentives such as Years of Service certificates.

The URL for the Section Vitality Dashboard is:


Message from Ralph Ford was discussed particularly how Information

Management Team should prepare itself to meet the 3 objectives of MGA

The email alias for the committee is [email protected]. Emerging opportunities and challenges:


mailto:[email protected]



- Online engagement will not replace, but instead supplement face to face

engagement; - MGA is working on updating data types of data collected on members as

well as the vehicles used to collect that data; - We should use technology to help IEEE retain members. Technology

should be used to push recent content to where people are: Facebook,

LinkedIn, mobile, etc.

Future Meetings: - It was decided that the committee will meet on the 2nd Wednesday of every

month, noting that the vTools committee meets on the 3rd Wednesday of

every month. - Pick a date for the Face to Face sometime in May or early June. The initial

thought is to meet somewhere is Europe, but Vera will get a proposal from IEEE Meeting Planning on convenient venues being that the committee is very global.

Outstanding items

N/A

Action items: Vera will get a proposal from IEEE Meeting Planning on convenient venues for

face-to-face meeting being that the committee is very global.

Committee is to review the MGA Playbook and respond with specific ideas to Gopakumar

S.Gopakumar Vice Chair, Information Management


R:\MGA ADMINISTRATION\0 - 0 MGA Resources\Committee Agendas and Minutes for Web\REPORTS for Web Page\Committee - combined for web\2014 March Reports\00 Reports and Info - 2013.11 November\ITCO Report - 13879.doc

TO: IEEE Member and Geographic Activities Board – 23 November 2013 FROM: S. Gopakumar, MGA Vice Chair-Information Management, ITCO Chair SUBJECT: MGA IT Coordination and Oversight Committee Report

The MGA Information Technology Coordination and Oversight Committee is responsible for collecting IT requirements for MGA and coordinating/advocating their design, development, deployment, training, and usage. Functions include: leadership, coordination and oversight for automation projects to support Membership and the Geographic Unit structure, oversight for enterprise solutions such as Entity Web Hosting, and consulting on business rules and opportunities for business rule simplification. The Committee (ITCO) held two web conferences this year under the direction of Kim Tracy. The first meeting was held on 8 February and the second meeting in May. The focus of the first web conference, aside from introductions, was an overview MGA Board Three Top Goals in 2013: Goal #1 – Provide a World-Class IEEE Member Experience, Goal #2 – Expand IEEE’s Global Membership Presence, Goal #3 – Modernize the Volunteer Experience, with our primary concern being Goals #1 and #3. Kim Tracy also reviewed the MGA Mission, Vision and Charter and listed the projects relevant to MGA, gave his “Kim’s view of IT challenges" and talked about the upcoming discussion on collaboration. The second web conference was in May and included a vTools update, a Google update and a proposed structure for the Vice Chair Information Management Position and the ITCO. Vtools is a subcommittee of ITCO. The following are ongoing processes that are managed by MGA Information Management: Membership – Join, Renew, Catalog and GoogleApps@IEEE (Business Requirements, User Experience and liaison to IEEE IT) SAMIEEE, eNotice, EWH I and II vTools - Meetings, Webinabox, Voting, Online Officer Reporting, Student Branch Reporting, vTools Commercial Products - FluidSurveys, MyReviewRoom and WebEx for MGA OUs. Significant accomplishments made this year include:

- Auto Renewal (Business Requirements, User Experience and liaison to IEEE IT)


R:\MGA ADMINISTRATION\0 - 0 MGA Resources\Committee Agendas and Minutes for Web\REPORTS for Web Page\Committee - combined for web\2014 March Reports\00 Reports and Info - 2013.11 November\ITCO Report - 13879.doc

- GoogleApps@IEEE (Business Requirements, User Experience and liaison to IEEE IT and myIEEE)

Significant accomplishments made this year include: (continued) - Chinese Spectrum (Business Requirements, User Experience and liaison to

IEEE IT) - Transition of all vTools applications from LDAP to Oracle Access Manager.

This allows single sign on with IEEE Account credentials and keeps vTools compliant with the IEEE IT infrastructure.

- Converted all vTools applications to SOA services for data transport. - Transitioning eNotice e-mail tool to Siebel Marketing (December) - Completing of Phase I of Section Vitality Dashboard. - Added new subcategory in vTools Meetings to further refine meeting category

and support adding activities. This change was made to support the Section Vitality Dashboard.

Plans for 2014

- eNotice automation tool for volunteers - vTools enhancements to Voting - Phase II of Section Vitality Dashboard - GOLD to Young Professional (Business Requirements, User Experience and

liaison to IEEE IT) - IEEE Professional Network and Collaboration (Business Requirements, User

Experience and liaison to IEEE IT) - Google for OUs (Business Requirements, User Experience and liaison to IEEE

IT)


R:\MGA ADMINISTRATION\0 - 2013.02 FEBRUARY BOARD MEETING\Agenda Items - 2013.02 February Agenda Items\Reports - 2013.02 February\ITCO

Report - 9548.doc

TO: IEEE Member and Geographic Activities Board - 16 February 2013

FROM: Kim Tracy, MGA Vice Chair-Information Management, ITCO Chair SUBJECT: MGA IT Coordination and Oversight Committee Report

The MGA Information Technology Coordination and Oversight Committee

Committee is responsible for collecting IT requirements for MGA and coordinating/advocating their design, development, deployment, training, and usage.

Functions include: leadership, coordination and oversight for automation projects

to support Membership and the Geographic Unit structure, oversight for enterprise solutions such as Entity Web Hosting, and consulting on business rules and opportunities for business rule simplification.

The Committee (ITCO) held its first meeting on 8 February. The focus of the

meeting was introductions, overview MGA Board Three Top Goals in 2013: Goal #1 – Provide a World-Class IEEE Member Experience, Goal #2 – Expand IEEE’s Global Membership Presence, Goal #3 – Modernize the Volunteer Experience, with our

primary concern being Goals #1 and #3.

The committee also received an update of vTools Activities from the vTools Committee Chair and was also apprised of the other large scale projects directly impacting members and/or volunteers: Online Member Networking Experience, the

Google Apps for Members and the Extranet projects.


R:\MGA ADMINISTRATION\0 - 2012.06 JUNE BOARD MEETING\Agenda Items - 2012.06 June Agenda Items\00 Reports - 2012.06 June\ITCO Report -

5574.doc

TO: IEEE Member and Geographic Activities Board - 30 June 2012

FROM: Kim Tracy, MGA Vice Chair-Information Management, ITCO Chair SUBJECT: MGA IT Coordination and Oversight Committee Report

ITCO Committee meetings held a face-to-face meeting on June 2nd, 2012 in Calgary

and met jointly with the Geographic Unit Operations Support Committee meeting also being held there. Conference calls were scheduled before and after the face-to-face meeting.

The primary tasks of the conference calls and face-to-face meeting was to develop

a longer term plan that ties directly to the MGA Goals and Strategies. The status of that work will be presented at the MGA Board meeting in Boston on June 30th, 2012. The work entailed brainstorming IT needs, reviewing current projects’

statuses, and developing visions for IT needs to support MGA.

The discussion with the Geographic Unit Operations Support Committee in Calgary centered on the section dashboard and getting feedback on the approach as well as the approach for the @meetings Mobile App.

The work plan for the Committee was discussed at the Hong Kong retreat in

January with the following items: 1. vTools - eNotice --> eComm 3.0

Enterprise-wide efficient, effective, granular, comprehensive, user friendly

mechanism for the volunteer to manage eCommunication content management and enable member to choose delivery method and

frequency. Status: Being worked as part of the long-term vision and roadmap.

2. @Meetings Mobile App

Design and create a mobile application for volunteer leaders to run high quality meetings efficiently using their personal mobile devices available

on site Status: Requirements being developed with vTools team with intent of

determining cost of development. 3. Web Presence

Develop an MGA web presence strategy to enable delivery of appealing,

well-coordinated, and accurate information to our volunteers and members such that they are satisfied with the experience and the value of

the information. Status. Being worked by IEEE staff and is in early stages.

Other Projects under Consideration include: a Virtual sections Congress, a Unified Volunteer Experience, a Section Dashboard and further Collaborations with other

projects such as myIEEE.


R:\MGA ADMINISTRATION\0 - 2012.06 JUNE BOARD MEETING\Agenda Items - 2012.06 June Agenda Items\00 Reports - 2012.06 June\ITCO Report -

5574.doc

We continue to provide input to projects such as myIEEE and IBP as they progress.

In particular, we expect to leverage these projects and identify gaps needed to fill the longer-term IT strategy needed to support MGA needs.

Information Management

Kim Tracy, Vice Chair Update to MGA OpCom May 2012

Information management vTools – eNotice Automation – @Meetings – Section Dashboard – Virtual Sections Congress Webinar Channel

ITCO – Web Presence Strategy and Implementation – Collaboration (Membership)

2 ITCO to MGA OpCom

Progress

Project Success - Metrics

Goal Project: eNotice Automation eComm

Enterprise-wide efficient, effective, granular, comprehensive, user friendly mechanism for the volunteer to manage eCommunication content management and enable member to choose delivery method and frequency.

3

Milestone Target Completion

% Complete

Develop and finalize Strategy for eNotice automation Q2 2012 75%

Design Q2 2012 25%

Develop Q3 Q4 2012

Research options for long term enterprise wide solution Q3 Q4 2013

Determine funding and schedule for 2013 Q2 2012 In progress

Design, Development and Launch TBD Q2 2013

Member Experience Improvement

• Web analytics • Improved satisfaction • Less opt-outs • Engaged members and volunteers

Budget MGA Notes

2012 30K Within vTools Budget

2013 TBD

2014 TBD

Easier for the volunteer to stay connected with the members Less intrusive e-mails and eNotices

eNotice Automation Status

Deliverables due end of Q2 – Develop and finalize Strategy for eNotice

automation 75% – Design 25%

Several brainstorm sessions held Additional meetings with the Business and Data

Resource Team that now uses the Oracle Campaign Management tool.

Basic framework for volunteer interface has been developed.

Necessary data fields have been determined. Still determining if we should use the Oracle Campaign

tool and how much customization is necessary. Meeting 26 June with IEEE IT for next steps toward using

Oracle solution. 4

Progress


Goal Project: atMeetings

.

5


% Complete

Develop detailed project plan Q1 2012 50%

Designing and developing a solution

Q2 2012 30%

running a pilot program Q3 2012

Release in production Q4 2012


• Improved satisfaction • Improved retention • Increased recruitment • Engaged members and volunteers

Budget MGA Notes

2012 30K Within vTools budget

2013

Design and create a mobile application for volunteer leaders to run high quality meetings efficiently using their personal mobile devices available on site

On-site “just in time” registration with or without internet access being available Quick and easy recording of arriving attendees Quick and easy recording of contact information for non-members that currently gets away with an opportunity to establish membership at the meeting Up-to date data to volunteer running the meeting enabling to acknowledge attendees who are new members, have recently received awards or member grade elevations, first-time attendees, etc.

@Meetings Status

Use cases and business plan complete Slightly behind schedule UAB Students working on prototype

6 ITCO Report to MGA OpCom

Progress


Goal

Project: Section Vitality Dashboard

Develop a Section Vitality Dashboard to enable Section leaders to easily monitor the activities and health of the Section


% Complete

Develop and Finalize Strategy Q2 2012 80%

Create a roadmap for changes Q2 2012 20%

Design Q3 2012 20%

Develop Q3 2012

Perform usability testing Q3/Q4 2012

QA & Launch Q4 2012


• Web analytics • Improved satisfaction • Engaged volunteers • Increased recruitment • Improved retention

Budget MGA Notes

2012

2013

• Volunteer experience improvement • Create a structure within the SAMIEEE

environment • Minimize the use of Ad Hoc reporting • Uses data from SAMIEEE (data warehouse) as

well as vTools application data

Status: Section Vitality Dashboard

Held a preliminary meeting with IT to verify use of the Oracle Business Intelligence Enterprise Edition (OBIEE), IEEE data warehouse as well as vTools data. Discussion was held at ITCO face-to-face with the Geounit Committee. Continuing forward


Progress


Goal

Project: Virtual Sections Congress – 2013 target

.


% Complete

Create a format for the webinars Q1 2012

Create the schedule Q2 2012

Deliver Webinars Q3, Q4 2012

Post to CLE Q3, Q4 2012


• Web analytics • Improved volunteer engagement and satisfaction • Engaged volunteers to invigorate the local section

Budget

MGA Notes

2012 $0

2013 ~35-50K

Hold annual Virtual Sections Congress in years between triennial F2F Sections Congress

• To bring together global IEEE grassroots leadership in a virtual setting to share ideas, best practices and training

• To support leadership excellence aspiration • To support increasing nimbleness aspiration • Reach a much wider audience than F2F SC • To support new opportunities for member

engagement aspiration • Fraction of the cost of F2F SC

Status: Virtual Sections Congress

No update


Progress


Goal

Project: MGA Web Presence Strategy Unified Volunteer Experience

Develop an MGA web presence strategy to enable delivery of appealing, well coordinated, and accurate information to our volunteers and members such that they are satisfied with the experience and the value of the information.


% Complete

Develop and Finalize Strategy Q2 2012 20%

Create a roadmap for changes Q2 2012 10%

Design Q3 2012

Develop Q3 2012

Perform usability testing Q3/Q4 2012

QA & Launch Q4 2012


• Web analytics • Improved satisfaction • Improved retention • Engaged members and volunteers

Budget MGA Notes

2012

2013

• Easy navigation especially across properties • No redundancy • No confusion • Increased value • Increased satisfaction

Status: MGA Web Presence Strategy

Very preliminary draft of strategy has been written but not vetted with the committee. Beginning to storyboard the web existing websites to help visualize a design.


Collaboration

Membership project – Decision point: Oracle Web Center or Google



C:\Documents and Settings\gsheedy\Desktop\0 - Committee Agendas and Minutes for Web\00 REPORTS for Web Page\Committee Reports\itco_report_2012.02.doc

TO: IEEE Member and Geographic Activities Board - 18 February 2012 FROM: Kim Tracy, MGA Vice Chair-Information Management, ITCO Chair SUBJECT: MGA IT Coordination and Oversight (ITCO) Committee Report ITCO Committee meetings are still being planned, with the face-to-face meeting most likely to be on 2 June 2012 in Calgary to be able to meet jointly with the Geographic Unit Operations Support Committee meeting being held there. Conference calls will be scheduled before and after the face-to-face meeting. The work plan for the Committee was discussed at the Hong Kong retreat in January with the following items:

1. vTools - eNotice --> eComm 3.0 Enterprise-wide efficient, effective, granular, comprehensive, user friendly mechanism for the volunteer to manage eCommunication content management and enable member to choose delivery method and frequency.

2. @Meetings Mobile App Design and create a mobile application for volunteer leaders to run high quality meetings efficiently using their personal mobile devices available on site

3. Web Presence Develop an MGA web presence strategy to enable delivery of appealing, well-coordinated, and accurate information to our volunteers and members such that they are satisfied with the experience and the value of the information

Other Projects under Consideration include: a Virtual sections Congress, a Unified Volunteer Experience, a Section Dashboard and further Collaborations with other projects such as myIEEE. We also discussed the need for a structure to prioritize and communicate an overall IT plan for MGA that includes the need to define the overall IT picture for MGA, linking to MGA goals and strategy and a description of target IT expectations for the next few years. We recommended a straw proposal for the overall structure of this IT plan as follows:

• Per MGA Goal/Strategy define: o X year vision based on current knowledge o Current projects in support of each Goal/Strategy o Significant gaps where IT support may help o Projects that can achieve vision over time

• Approach:



• Get input here on proposed structure/approach • Develop straw proposal with VC-IM and staff • Use face-to-face meeting to flesh out more robust proposal • Refine/share with MGA Board (and other bodies)

Since the retreat, there have been several meetings to provide input to myIEEE proposed enhancements. These, and other, meetings have (and I think will continue to provide) interesting ideas for how we can engage and empower our current members, provide recognizable value to future members (enticing them to join), and leverage the effect of a large, world-wide member base.



TO: IEEE Member and Geographic Activities Board - 25 June 2011 FROM: Bob Parro, MGA Vice Chair-Information Management, ITCO Chair SUBJECT: MGA IT Coordination and Oversight Committee Report Participants: Bob Parro, Vera Sharoff, Eugene Khusid, Gene Ressler, Kim Tracy, Jafaar Ibrahim Regrets: Jim Isaak The ITCO Committee held a conference call on May 23, and the following topics were discussed: • Detailed dive into MGA electronic solutions portfolio, with emphasis on vTools,

including a high level view of the underlying architecture • MGA project prioritization process with focus on vTools projects • Support for the Region 1-6 strategy initiative

o Explored opportunities to use technology to empower sections/chapters to more easily pursue new member opportunities at meetings via workflow engine that facilitates email campaigns Use automation to convert non-member section/chapter meeting

attendees to members Use automation to convert non-society chapter meeting attendees

to members IBP to have technology, but timing not compatible with 2011

availability; discussed alternatives • Commercialization of vTools, and potentially other MGA tools

o Identified most appealing tools: Meetings, WebInABox, Voting, IEEE.tv, EWH

• IBP testing o ITCO Committee support requested during summer 2011 for multiple

demos, usability discussions and testing • vTools oversight

o Reviewed commitments from Sections Congress 2008 vs. fulfillment o Reviewed committed deliverables for Sections Congress 2011

A face to face meeting of the committee is being planned now that Jafaar has received his visa as of June 20. The next conference call is also being planned.

MGA IT Coordination and Oversight Committee 2011 February Report

Bob Parro, Vice Chair – Information Management Vera Sharoff, Director, Information Management 19 February 2011

2

2011 MGA IT Coordination and Oversight Committee Roster

Bob Parro (Chair) 2010-11 MGA Vice Chair Information Management

Rockford, IL VP Business Development

River North Solutions

Vera Sharoff Staff Director of Information

Management IEEE HQ

Gene Ressler Past (2009) MGA ITCO Committee Chair and

2011 vTools Committee Chair West Point, NY

Professor of Electrical Engineering Head of Department

Dept. of Electrical Engineering and Computer Science United States Military Academy

Kim Tracy Past Potentials Editor Board Chair

Chicago, IL CIO, Exec Dir of University Technology Services

Northeastern Illinois University

Open Open

Jafaar Ibrahim IT Consultant Saudi Aramco Saudi Arabia

3

Helen Shiminsky (SAMIEEE) [email protected]

Eugene Khusid (vTools) [email protected]

Vera Sharoff, Director (BMS/IBP) [email protected]

Khanh Luu (eNotice, EWH) [email protected]

Information Management Staff Support





Information Management – Product View

Information Management

Region 1 Rep.

Region 2 Rep.

Region 3 Rep.

Region 10 Rep.

IEEE Enterprise vTools Committee IM Coordinators (IMCs)

IBP

IEEE.tv

myIEEE

IEEE memberNet

EWH

vTools Meetings w/ CC

WebinaBox

eSurveys

eNotice

eVoting

Web Conferencing

SAMIEEE

Coordinate with Geo Units

IT Coordination & Oversight

4

Web Conferencing Vendor: DimDim Simple Screen and document sharing Recordings VoIP and land (toll) number Cost effective

Officer Reporting

Instant officer eligibility validation Prompt IEEE DB and officer access update Automate staff labor intensive process

2/22/2012 5

vTools Portfolio http://vtools.ieee.org

Custom Development Vendor Software

Development Pilot Production Production

WebInABox Basic wizard-based website Automatic updates from IEEE DB Integration w Meetings, myIEEE, blogs

Student Branch

Reporting Online report submission Consolidated reporting Search

Meetings Mtg announcement page Online registration Credit card payment L31 Reports Search Data feeds (RSS,…) Integration w myIEEE & section/chapter/etc websites

Voting Online elections Non-electronic vote support

XTreme Registration Smart contest registration

Surveys Vendor: FluidSurveys Full featured Custom surveys Data analysis Cost effective

5

MGA Information Management Projects Legacy Tools SAMIEEE eNotice EWH Current vTools vTools Meetings with Credit Card WebinaBox eVoting EWH 2.0 (WordPress) Web Conferencing (DimDim) Surveys (Fluid Surveys)

Possible future projects • Credit Card Support for R8-10 • vTools support for Student Branches • Usability study across the tools

Enhancements Coming in Q1 • Meeting Registration and Credit Card • WebInABox – file repository • eVoting – Update Look and Feel New vTools in Development • Online Officer Reporting • eNotice automation

IEEE IT Enterprise Projects Support IEEE BMS IBP – Membership, Profile

Management, Enterprise Shopping Cart, Xplore Shop

Partnering MGA IEEE IT BDRS (Business & Data Related

Services) Technical Activities Corporate Strategy & Research

Web Presence Volunteers

6

7

Driving Forces on Project Prioritization… From MGA Strategic Considerations – Increase the value of IEEE membership – Utilize member life cycle concept – Provide a simple, consistent interface to members

and prospective members – Facilitate member collaboration

From 2011 MGA Priorities – Deliver Tangible Products, Services & Value – IEEE Center for Leadership Excellence – The IEEE Member Message – Operational Alignment and Efficiency

8

Driving Forces on Project Prioritization…

Sections Congress 2008 Recommendations

– Virtual Meetings (SC08- #4) – vTools (SC08- #8,9) – Improve Implementation of Sections Congress

Recommendations (SC08- #6) – Leadership Training for Volunteers (SC08-# 3)

Move ITCO truly into role of IT coordination and oversight Explore commercialization of vTools products Develop notion of vTools as strategic R&D arm of IEEE, in conjunction with IEEE IT

9

Next Steps

Continue trying to fill remaining two ITCO slots

Coordinate MGA ITCO teleconferences and face to face meeting

Prepare for SC 2011

Develop Region and Section IMC model

Develop plan from cited driving forces that provides for quarterly deliverables