myBallot The new way to process IEEE Sponsor Ballots

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myBallotThe new way to process IEEE Sponsor
Ballots

• Education, Mentoring, and Support (EMS)
• IEEE 802 Plenary
• 15-November-2004
• Andrew Ickowicz
• Christina Sahr

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• If youve heard about myBallot, you may be
  asking yourself
• What is myBallot?
• Why change the system?
• So whats the difference?
• How is my voting experience going to change?
• Is it more work for me?

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What is myBallot?

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

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Why change the system?

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

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So whats the difference?

• The system will provide you with a more hands-on
  experience with
• Joining invitation pools
• Joining a ballot group
• Starting a ballot
• Voting commenting
• Comment resolution process

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Joining Invitation Pools
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Joining Invitation Pools

• Current Process (1-2 days)
• Fill out the web form.
• Email is sent to Balloting Center (BC)
• BC locates the record in the IEEE-SA database.
• BC updates the record or adds new record to
  database.

• myBallot Process (Immediate)
• Fill out the form check or uncheck pools.
• Verify your email address.

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How is this better?

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

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Invitation Process
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Invitation Process Sponsors/Chairs

• Current Process (3-5 days)
• Fill out the web form
• SA-Staff reviews and forwards to Balloting Center
  (BC).
• BC reviews and creates a sample invitation.
• Sample invitation is sent to chair for review
  approval
• Chair approves or modifies and returns to BC.
• BC sends the invitation via email to those in the
  pool and/or list.

• myBallot Process (1-2 days)
• Chair fills out web form
• Staff reviews and approves the invitation. Upon
  approval an email is sent to the invitation pool
  and/or list.

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How is this better?

• Less steps reduction in processing time
• The web form allows the chair to
• choose their own interest categories no
  restrictions!
• view the list of individuals who will receive the
  invitation!
• view invitation text and approve it all in the
  same screen!

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Invitation Process - Voter

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

• myBallot Process
• Receive an email notification of the ballot group
  formation.
• Log onto myBallot and fill in a checkbox.

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How is this better?

• Fewer steps
• Participation is determined immediately!
• Return to myBallot as often as you like to review
  the ballot groups you have enrolled in

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How is my voting experience going to change?

• One log-on for all ballots
• View comments and votes at your convenience
• Add and sort your comments

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Balloting Process
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Ballot Process Sponsors/Chairs

• Current Process
• Fill out the web form for ballot request.
• Go to another web form and upload documents for
  ballot.
• Staff reviews documents and request form and
  forwards request form to Balloting Center (BC).
• Has the approval of balance been received?
• BC reviews and creates a ballot.
• BC sends ballot data via email to those in the
  ballot group.

• myBallot Process
• Chair uploads documents for ballot and enters a
  ballot closing date.
• The system checks voter balance
• Staff reviews and approves the ballot. Upon
  approval an email ballot opening announcement
  is sent to the ballot group.

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How is this better?

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

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Ballot Process - Voter

• Current Process
• Receive an email notification of the ballot
  opening.
• Log onto a unique (different for each ballot) web
  form.
• Type in your contact information and submit your
  vote.
• Go to a different web form and submit your
  comments.

• myBallot Process
• Receive an email notification of the ballot
  opening.
• Log onto myBallot where you can vote and comment.

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How is this better?

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

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Comment Resolution
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Comment Resolution Sponsor/Chair

• Current Process
• Receive an email notification of the ballot close
  from BC.
• During ballot, chair receives an email for every
  vote and every comment submitted.
• Chair tracks votes and comments manually.
• Chair prepares comments for resolution committee.
• Chair prepares responses for recirculation.

• myBallot Process
• Receive an email notification of the ballot
  close.
• Download comment file and provide to resolution
  committee.
• Once resolution is provided, chair uploads
  responses into myBallot and continues with
  recirculation.

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How is this better?

• Chair no longer receives separate email for each
  and every vote and comment.
• Convenient access to vote and comment files.
• Fast easy upload of responses from resolution
  committee.

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Additional Features
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Additional Features Sponsor/Chair

• View Invitation Summary
• Extend invitation
• Manage Sponsor Ballot Activity
• Extend ballot
• Manage Invitations Pools
• Send Email
• Access to the Voter Role
• Standards Development Online

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Additional Features - Voter

• View Open Ballot Invitations
• Manage My Ballot Activity
• View Invitation Ballot History
• Send Email
• Standards Development Online

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myBallot Timeline (to date)

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

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

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• Questions or comments
• Andrew Ickowicz Program Manager, Technical
  Programs, IEEE Standards Activities
  (a.ickowicz_at_ieee.org)
• Christina Sahr Manager, Balloting, IEEE
  Standards Activities (c.sahr_at_ieee.org)