vTools.Xtreme version 3.7.2 was released on 29 April 2021

vTools.Xtreme v3.7.3 provides the following enhancements:

Web pages updated to include latest Xtreme Logo for the 2021 competition #15
Proctor registration is scheduled to open on 1 July 2021
All proctor registration communications are updated to contain the 2021 competition#15 information

Please contact the vTools team at mga-im@ieee.org if you have any questions or concerns

vTools.Events v6.12 has been released on 29 April 2021

vTools.Events v6.12 includes the following enhancements:

Events Activity dashboard – visual representation of events saved in vTools.Events.
Access via Event/Report Administration page
Selection of any geographic organizational unit and year to filter events activity information.
Charts and Breakdown information is presented based on the selected OU and includes all related geographic organizational units.
Charts are present as follows: events by category, virtual events, by day of week and by week across one year ; Click on chart to download image of chart.
Breakdown includes: event category count (Professional, Technical, Non-Technical, Administrative, Humanitarian, Pre-U STEM)

Events/ReportAdministration now includes paging to show more results for recent, upcoming and draft events
Virtual information – increase the amount of information that can be saved in the Virtual information section of the events add/edit form.
Email registrations include web conference information (i.e. WebEx, Zoom, Google Meet, Teams links), if saved with an event.
Events API – The Feeds option has been enhanced to provide more documenation. For Legacy Feeds, authorized users now have an option to request custom feeds
My Events portal – List all events an individual has registerd for.
- Anyone with an IEEE account – including non-members – can view all of their registrations in My Events.
- To view their registrations, the user must be signed into their IEEE account
- If they do not have an IEEE account, the system will provide option to create a free acocunt.
- Listing includes link to the public view to the event details
A PDF of the event can be generated by using the option ‘View Event Flyer‘ on the Manage page of an event.
As part of the NextGen project, vTools supports IEEE Treasury staff users in administering limited merchant account information soley for the use by vTools payment functionality.
An Event’s registration status included in eNotices (status consists of one of the following: “Registration is not yet open”, “Registration Open”, “Registration is closed”) will accurately reflect the the current status to the recipient of the eNotice and matches what is provided in vTools.Events.
— With this feature, the viewer will know if an event’s registration is open or closed.
The footer includes the IEEE Ethics Reporting link
Events has been upgraded to the next version of Ruby on Rails

Please contact the vTools team at mga-im@ieee.org if you have any questions or concerns

vTools.WebInABox v4.0.2 has been released on 29 April 2021

vTools.WebInABox v4.0.2 has been released on 29 April 2021

WebInABox v4.0.2 introduces the following enhancement:

Officers roster has been updated to utilize the officers web service to retrieve the OU’s officer positions currently active.
The list of positions presented on the Officers page will contain all the positions and if applicable, an alias along with officer contact information

The footer includes the IEEE Ethics Reporting link.

Please contact the vTools team at mga-im@ieee.org if you have any questions or concerns.

IEEE Upgade – 27 March 2021

IEEE Upgrade 27 March 2021

On Saturday, 27 March 2021, an upgrade has been scheduled to replace the servers that support IEEE’s account creation and authentication system.

The upgrade will take place 7 a.m. ‒ 3 p.m. EDT Saturday, 27 March 2021 . While the maintenance work is in progress, the following functionality will not be available: login, account creation, and updates to accounts.

Important: Any IEEE application requiring login and authentication will be affected by this maintenance.

Affected IEEE applications include – but are not limited to – the following:

Google Apps – Note: You will not be able to log in during the scheduled upgrade. However, if you are already logged in before the upgrade begins, you will stay logged in.
IEEE Collabratec®
IEEE Learning Network
IEEE.org main site
IEEE Xplore® Digital Library
Siebel
vTools

IEEE Upgrade 29 – 30 Jan 2021

IEEE Upgrade 29 – 30 January 2021

On Saturday, 29 January 2021, IEEE is upgrading a number of Web sites and systems to bring you enhanced capabilities and an improved experience.

Starting Friday, 29 January from 7:00 PM EST ( 20:00 UTC-4) to Saturday, 30 January 11:00 p.m. EST (00:00 UTC-4), the following functions will not be available: IEEE Shop, join and renew IEEE and IEEE societies, article purchasing on IEEE Xplore and some vTools applications. If you need assistance during this time, please direct your inquiry to the IEEE Support Center

Please note that due to this upgrade parts of the vTools will be inaccessible between Saturday 29 January, starting at 7:00 p.m. EST (20:00 UTC-4) through Saturday, 30 January 11:00 p.m. EST (00:00 UTC-4):

vTools.Events
– there will be no ability to validate member numbers for discounted price levels during registration

vTools.eNotice
– There will be the ability to select target organizations
– There will be no ability to send express eNotices
– Create, update and save eNotice will be available

vTools.WebInABox
– There will be the ability to create new or modify existing sites
– “Officers” and “Other units” pages will not show any officer or unit data

vTools.Voting
– There will be the ability to create new or modify existing ballots
– There will be no ability to load voter lists
– Voters should still be able to vote in open elections

vTools.OfficerReporting will not be available
– Officer roster will be unavailable

vTools.Student Branch Reporting
-There will be no ability to create new or modify existing annual plans
-Volunteers can view and download submitted plans

WebEx will not be impacted

ReviewRoom will not be impacted

Membership Validator will not be available..

If you have any questions, please contact the vTools team at vtools@ieee.org

vTools.Voting v2.4.0 has been released

vTools.Voting v2.4.0 provides the following enhancements:

Support for motions held by a geographic organizational unit
- Volunteers may create and manage a motion ballot for a selected geographic organizational unit
  - NOTE: A custom voter list is required for a motion. Please view the custom voter list tutorial for details.
- Functionality includes: Preview, Print /PDF,email voters, view and update results online and downloaded
- Results for motions include the abstention count online and included in the download
- Updates to motion results are available, if needed.
- NOTE: Volunteers compose and send email to eligible voters using vTools.Voting.
Voting for a motion
- Eligible voters will submit their votes for a motion ballot online using vTools.Voting
- Every motion ballot includes the option to abstain.
Voting in an election
- Every election includes the option to abstain
- Volunteers can view the count of abstention online and results downloaded
Voter email messages sent through vTools.Voting include ballot-related information:
- Title of ballot, start/end date/time and timezone and contact email address is automatically provided in the voter email message.
- Volunteers may customize the voter email message sent to eligible voters using vTools.Voting.
  - On the Manage page there are the options: Email and Email Log
- Volunteers have the ability to customize the voter email message, if desired

Ballot dashboards identify motions (i.e. gavel icon ) and elections (i.e. check icon)

Voting has been upgraded to Rails 5.2.4.3 / Ruby 2.3.3

Please contact the vTools team at mga-im@ieee.org if you have any questions or concerns.

vTools.WebInABox v4.0 has been released

vTools.WebInABox v4.0 provides the following enhancements:

WebInABox has a new look and feel. It is fully responsive to mobile devices

This new, more intuitive look and feel, provides new features and enhancements which include:
– A new home page design
– Improved navigation for administering a website
– More help text
Support for student branches, student branch chapters and student branch affinity group WebInABox websites is now available

WebInABox has been upgraded to Rails 5.2.4.3 / Ruby 2.3.3

Please contact the vTools team at mga-im@ieee.org if you have any questions or concerns.

vTools.Officer Reporting v2.3.0 has been released

vTools.Officer Reporting v2.3.0 provides the following enhancements:

WIE membership validation
- When reporting officers for Section and Student Branch Women In Engineering (WIE) affinity groups, the IEEE member holding the officer must have a current WIE membership.
All new officer reports require a term end date be provided
- Term limit of six(6) years in a position will be enforced
- Note: View an officer’s term dates by hovering cursor over the name displayed in the online roster page
MGA includes Officer Qualifications information

Officer Reporting has been upgraded to Rails 5.2.4.3 / Ruby 2.3.3

Please contact the vTools team at mga-im@ieee.org if you have any questions or concerns.

Student Branch Report Annual Plan – Signatures

Student Branch Report Annual Plan – Signatures

When completing an annual plan for the Student Branch, please note the following:

The SIGNATURES section of the annual plan will include pre-populated email addresses.
The system will retrieve the email addresses for all officers that are required for the Student Branch Name/Code annual plan.
An informational message indicating what email addresses were found and for what position in SIGNATURES will be displayed to the user
There may not be an officer in the position. When there is no email address for a position in SIGNATURES, the user must provide an email address.
The SIGNATURES email addresses must be the official email addresses of officers recorded in the IEEE Membership database.
Email to approve an Student Branch annual plan uses the email addresses included in SIGNATURES.

Events now supports – One event – multiple HOSTs – one report

Events now supports “One event – multiple HOSTs – one report”

This enhance provides:

Support for multiple OUs hosting a single event allows OU volunteers to cross promote their events/meetings utilizing one single event, efficiently manage the registration process for all registrants, reduce the number of notices sent out by consolidating communication to go to all members of the hosting OUs in one eNotice and simplify and reduce reporting to one report that applies to all hosting OUs. For more information, see the vTools Blog post.