IEEE E-Tools Offering Mentor IMAT –IEEE Meeting Attendance Tool

1. IEEE E-Tools OfferingMentor IMAT –IEEE Meeting Attendance Tool

2. What is Mentor • What is Mentor? • It’s a Flexible, web based tool for Working Groups Share information/document in the Group. • Easy to use Roster Log in, using IEEE Web Account • Private and/or Public access • Public = anyone can access specific info • Private = only open to the groupShare information with a group • Documents • Calendar • Email • Blog • Polling

3. Mentor Feature • Mentor Features Include • •Web-based tool that allows users the ability to share information through: • •Blog • •Calendar • •Documents • If you want your documents to be public –this needs to be part of the feature set up. • This option will make all documents public unless unchecked by the user who posts the document. • •Polling

4. Mentor Feature Continued • Mail • Mail View Options • •Only group members can see mail • •Anybody (even non-users) can see mail • •Administrators can set visibility on each message • Mail Reply Options • •Only group members can send email • •Only admin can send email • •Any registered user can send email • •Anybody even non-users can send email • •Nobody (not even admin) can send emails

5. Mentor Navigation • Log into Mentor at https://development.standards.ieee.org/my-site and choose the option for Mentor off the drop box with your IEEE Web Account username and password. • Once you log in you will have navigation that corresponds to your access rights. • For example: • •Administrators will have EDIT and DELETE capabilities • •Authorized Group MEMBERS will have READ/WRITE capabilities • •Others will have READ only access or access to only PUBLIC areas

6. Mentor Naviation

7. Mentor Navigation

9. Mentor Navigation –whole screen shot

10. Mentor Navigation

11. Mentor Navigation –Administrator

12. Mentor Navigation

13. Mentor Roles and Access Rights • Working Groups in Mentor • Working Group (WG) • Users are linked to myProject • Group is linked to a Standards WG • Roster is managed in myProject • Individual will need to enroll in myProject Roster • Chair will need to authorize access in myProject Roster

14. Mentor Roles and Access Rights • Working Group Roster • • The roster for Mentor is managed in myProject • • Interested parties will log onto https://development.standards.ieee.org and enter their interest in the group through “Manage Activity Profile” • • Working Group Chair then goes into myProject “Manage Committees” and provides an Interest Level to each individual • • Access based on Interest Level • Officer = admin type access • Voting member = read/write access • Other than Voting member = read only • No Interest Level = no private access • Only allowed public document access

15. Mentor Roles and Access Rights

17. Sample WG set up

18. Documents

28. IMAT – IEEE Meeting Attendance ToolMeeting Management & Attendee Instructions

29. Two Components IMAT consists of two components 1. Manager System (IMAT Manager) • Web-based IEEE system which • Sets up the Session and Meeting structure links to IMAT Attendee • Retains all historical data on meetings and WGs • Allows some data to be shared with myProject • Can be used as a stand-alone system to upload meeting rosters • URL access is https://imat.ieee.org/my-site/home 2. Attendee System (IMAT Attendee) • Web-based IEEE system which • URL for access is : https://seabass.ieee.org/imat* • Uses Session Meeting structure defined by IMAT Manager • Gathers attendee data (from attendees) • Provides management services (for WG Chairs) • *NOTE: 802 Wireless Interim and Plenary sessions may use MURPHY

30. IMAT Manager • This system is considered the management tool which can be used either : • before or during the session (to set up or change individual WG Meetings) or • after the event (to view the attendance results)

31. Before the Session Setting up Meetings for a Session Each screen has HELP available. If you need help, please click the link in the upper right hand corner for more information.

32. IMAT Manager: Event/Session Selection After logging, select Events you can: • View details & Edit an event • Add a new event

33. IMAT Manager: Add a New Event This is where you set up the event details like location, time zone, and session access code.

34. IMAT Manager: Set up Time Slots Timeslots regulate when meetings should be occurring during your event and prevent attendees from logging their attendance in multiple meetings

35. IMAT Manager: Add a Meeting • The Meeting name (e.g. TG3c or TGN) • The Meeting is associated with a PAR or the WG in myProject • The Day of the Meeting • The Start and Ending timeslots • Normally both will be the same thing for a regular 2-hour timeslot. The example shows this for AM0. • If your meeting does not align with the defined timeslots, you must select the overlapping timeslots to create the meeting, click OK/Done and then edit it. • What credit value to assign to this meeting – normal, extra or zero. • If something else, then select other then OK/Done and edit the meeting • The Facilitator is the person who will be chairing or otherwise responsible for this meeting – by default it is the WG Chair Fill out all fields and click OK/Done to return to the detail screen or OK/Add New to add another session

36. IMAT Manager: Enter/Edit Meeting • Event/Session • Timeslots for the week • Add New Meeting • Export or copy meeting • Edit or delete previously added Meeting • Note that you can only edit meetings that you ‘own’ and not common meetings belonging to the Sponsor

37. IMAT Manager: Designee Access • The designee is given access to IMAT Managerto assist the Chair with managing the attendance tool. The designee being assigned must have an active IEEE Web Account to access IMAT Manager. • Log onto IMAT Manager • Click “Setup” • Click “Assign Designees and Planners” • Enter the Web ID for the designee. • Designees have full access to IMAT Manager.

38. IMAT Manager: Meeting Planner Access • The meeting planner must have an active IEEE Web Account to access IMAT Manager reports. • Log onto IMAT Manager • Click “Setup” • Click “Assign Designees and Planners” • Enter the Web ID for the meeting planner. • Meeting Planners have limited access to reports only.

39. IMAT Manager: After the Event • Attendance Management Tools • Viewing and managing attendance records • Downloading reports

40. IMAT Manager: View Attendance Accessed from Sessions  View Details  View Attendance • These functions are only available from the main maintenance screen after the Session is complete and all of the data has been uploaded. • Attendance can be viewed historically or on a by-meeting basis for a specific Session

41. IMAT Manager: View Attendance Accessed from Sessions  View Details  View Attendance • Click on the View Attendance link for a specific breakout. • All attendees will be shown for that breakout along with the date/time they signed in, their email and their affiliation • To add attendee (if missing) you will need the individual username and affiliation

42. IMAT Manager: Change Attendee Data Accessed from Home  Attendance Summary • From the Home page, click on Attendance Summary link

43. IMAT Manager: Change Attendee Data Accessed from Home  Attendance Summary • To change involvement level you must do so in myProject Rosters • Click on meeting percentage to override %

44. IMAT Manager: Daily Report Accessed from Home  Event Reports  Daily Attendance • This screen displays the Meeting attendance detail • All meetings and the credit accrued for the person will be displayed • Export daily attendance data is available

45. IMAT Attendee Tools https://seabass.ieee.org/imat Use your IEEE Web Account credentials to log in. When the chair logs onto this site he has privileges to help manage attendee data.

46. IMAT Attendee: Attendance Screen • After logging in, you will be taken to your personal individual attendance registration page just as all other attendees – don’t forget to log your attendance • To enter management mode, click the manage link

47. IMAT Attendee : Management Screen In this management screen you can: • Reset User Password • Export User List • Export Attendee List • Export Attendance Records • Missing Web ID Report • Attendance will allow you to download a .csv file to your local machine for your own records • To return to your Individual page, click Home

48. IMAT Attendee: Manage Attendees • Chairs can manage attendee meeting attendance on this screen. • This page is exactly like the normal registration page except that all days and timeslots are active – be careful!!

49. IMAT Attendee : Attendee Instructions

50. Intro There are three steps to using this system, only one of which is recurring – the first three are onetime. Prior to or during the meeting • (one time) Get a free Web Account if you don’t already have one. Keep your contact data in this area up to date. During the Meeting • Log onto IMAT (the chair will provide you with the URL to access this system) • (Each Meeting Breakout) Register your attendance and affiliation