IEEE OU ANALYTICS Q&A

IEEE OU Analytics for Volunteers

Click on the Question below to bring you to the answer:

  1. How do I log into IEEE OU Analytics
  2. Who has access to OU Analytics
  3. Is there training available for OU Analytics
  4. In SAMIEEE, I had many queries saved to MyDocuments.   Will they be moved over?
  5. When I filter within a visualization, how do I go back to my previous view.
  6. How do I save and name a View in a Dashboard?
  7. How do I find and download my Members Details
  8. How do I download a Pie Chart
  9. When I try to download a Table, I do not get the Crosstab option.
  10. How do I find the YP (or WIE) Members in my Section (as a Section Officer)
  11. How do I find my Chapter Members?
  12. How do I find my “First Year Renewed” members?
  13. How do I find new members who have joined during last month.
  14. How do I find members who are eligible for senior membership elevation (1st level)
  15. I can’t find the “society list” field so I can see what Societies my members belong to
  16. How do I select current Chapter Chairs (or other officer positions) for my Section
  17. How do I obtain a list of Student Branch Chapter Officers for my Society?
  18. How do I find Member History (to find potential volunteers or history of an individual volunteer)?
  19. How do I find Female Members in my Section?
  20. How do I find LIFE members in my Section(s)?
  21. How to save Mailing lists for e-notices (Is there a streamlined way to feed the e-notices?)
  22. If I create my own email list, how can I be sure I am not contacting members who do not want to receive email?
  23. If I use Listserv, what do I need to do to be GDPR compliant?
  24. Are there any OU Analytics Users Groups?
  25. Why don't all volunteer positions show up in Volunteers Positions and History tabs?
  26. How do I find Years of Service for Members (to use for Service Awards)?
  27. How do I find a list of Schools for my Region with count of Students?
  28. How do I select current Student Branch Chapter Officers for my Society?
  29. How do I obtain New and Reinstated Society/Council Member lists?

 

Q:        How do I log into IEEE OU Analytics

 A:        https://tblanalytics.ieee.org/#/site/IEEE/views/LandingPage_0/LandingPage?:iid=1

            Or the link on the mga OU Analytics homepage at:  https://mga.ieee.org/resources-operations/volunteer-tools/samieee

 

Q:        Who has access to OU Analytics:

A:        Access to the new Dashboards continues to be based on the volunteers’ position and OU.  For a list of volunteer positions,
           go to:   https://mga.ieee.org/resources-operations/volunteer-tools/samieee/samieee-volunteer-automatic-access-positions

 

Q.         Is there training available for OU Analytics:

A:         Training materials are available on the MGA Web site at: https://mga.ieee.org/resources-operations/volunteer-tools/samieee

 

Q:         In SAMIEEE, I had many queries saved to MyDocuments.   Will they be moved over?

A:         The old SAMIEEE queries are not compatible to pull into the new tool.

Open OU Analytics
Most queries that were available in the Section or Society Dashboards are available using OU Analytics Dashboards.  Once you have made your selection using the available filters, you can “save” that view to the dashboard, and then pull it up quickly the next time you need to view it.

            To save a current view:
Click on “Original View” located on the upper right side of screen
Type in the name you would like to save the view as in the “Name this view” field.
Click on Save.   View is now saved as named title.
Click on ‘Original View – default” to return to Original View.
While in IEEE OU Analytics, to change view of a specific dashboard, click on Original View and in “My Views”  make a selection.

Important Note:  Views pertain to only the Dashboard it is created on.

 

Q:          When I filter within a visualization, how do I go back to my previous view.

A:          Undo changes

Use the Undo button to reverse back through the changes you’ve made to the view.   It will remember each step and undo one at a time.

 Revert

Use the Revert button to restore filters to original view maintained on dashboard.  This action reverts all dashboards to original view and removes all changes/selections made to filters.

Q:         How do I find and download my Members Details

A:         In Dashboard view, (example: Members and Affiliates – Counts by Region and Grade View)
If needed, use available filters to further define (ex. Grade - use dropdown, Deselect All - Select Student and Graduate Student Members - click Apply)
Select your Section Name (click on name)
Use the Tool Tip to “Keep Only”
Open Tool Tip again and select “View Details”
Use this to find member detail using any view for all Dashboards (excluding Doublet and Map).

            To download the data, in Details click on the gray area of the columns headings
            In upper right corner, select Download and then select Crosstab.   This will produce a csv file that you can pull into excel format.

 

Q:         How do I download a Pie Chart

A:         Click on Title of Pie Chart
Click on the Download button on the top right.
Select download option.   Crosstab is recommended and will create a csv file with the data.  PDF will produce an image of the Pie Chart.   Note: If you do not select the title of the visualization before clicking on download, the data and crosstab options will not be available.

 

Q.         When I try to download a Table, I do not get the Crosstab option.

A:         When selecting and trying to download any Table, first click within the grey area of the table column headers.   This selects the table.   Click download and the      crosstab option will now be available

 

Q:        How do I find the YP (or WIE) Members in my Section (as a Section Officer)

A:         Open OU Analytics

            Use the Memberships, Subscriptions, and More ...  Dashboard
Click on the second tab "Product Summary by Region by..."
     Memberships, Subscriptions, and More – Product Summary (table)
In the available filters select:
-   Product Type:   Memberships  -  Click Apply
-   Product Name:  Deselect All, then scroll down to select IEEE Young Professionals (or IEEE Women in Engineering Membership) - Click Apply
On the Region Column – Scroll and click on plus sign (+) to open Section column.
Click on your Section Name
    – Hover over to view Tool Tip
    –  click on “Keep Only”
    –  Hover over again to view Tool Tip and select “View Details” 
    –  Click in Grey Area of columns 
    – click on Download and download selecting Crosstab.

 

Q.         How do I find my Chapter Members?

A.         Open OU Analytics
Use the Memberships, Subscriptions, and More  . .  Dashboard
Click on the second tab "Product Summary by Region by..."
Memberships, Subscriptions, and More – Product Summary (table)
In the available filters select:
-   Product Type:   Memberships  -  Click Apply
-   Product Name:  Deselect All, then scroll down to select Society (or more if joint chapter)  - Click Apply
On the Region Column – Scroll and click on plus sign (+) to open Section column.
Click on your Section Name – Hover over to view Tool Tip – click on “Keep Only” -  Hover over again to view Tool Tip and select “View Details” -  Click in Grey Area of columns – click on Download and download selecting Crosstab.

             Note: If Joint Chapter, this will provide you with duplicate lines in the report if the member belongs to more than one of the societies.    You will need to de-dupe the file.

             To find an exact total for chapters joint with two societies, you can use the Doublet Dashboard.  This report provides numbers only, not member detail.

 

Q:       How do I select current Chapter Chairs (or other officer positions) for my Section

A:        Open OU Analytics:

            Select Volunteer Positions.  This dashboard does not have a OU limitation.  As in the IEEE Organizational Roster, users have access to view all OU Units. 

            On the Volunteer Positions Dashboard, select a specific Section:
Organizational Unit Type – Deselect All – Select Section(s) – click on Apply
Organizational Unit (OU) Name – Deselect All - Select Section(s) – click on Apply
     This view will show all positions on a Section Level (Parent Level)
Click on the “Volunteer Positions in Related OUs” tab
     This view will show all active positions (Child Level) under the selected Section(s).  In positions where there is not a current officer, the name will be blank.    

All child officer positions are available. On Position filter, Deselect All - Select Chapter Chair – click on Apply

To download the list, click in the Grey Area of Table, then click on Download.

Use the above instructions to find any/all Officer Positions.  Make sure to select the Organizational (OU) Type (Region, Section, Society, etc) and
            the Organizational Unit (OU) for the Parent Level (Executive Officers of the OU selected).  And then select the Volunteer Positions in Related OUs tab
            to find positions under the Parent (Child Level).   The Position Filter can be used to further define Officer Positions for that Dashboard level. 

 

Q:         How do I find my “First Year Renewed” members?

A:         Open OU Analytics
Open the “Memberships, Subscriptions, and More” Dashboard
Open the “Renewal Summary by Region by Grade” tab
Select Product Type (example: IEEE Membership)
Select Product Name: (example: IEEE Membership)
Select Region: (example: R1
Select Grade:  (example: All)
Select Renewal Category:  First Year Renewed
Select Status:  Active
Hover over Region in table header – click on the plus sign (+) to expand Column to show Section.
Find your Section,   To find Detail click on Section name, hover to view Tool Tip – Select: Keep Only
Hover over again for the Tool Tip and select View Details.

 

Q:        How do I find new members who have joined during last month?

A:         Staff is working on a replacement for the previous "new members" dashboard.  To find this information in OU Analytics, use the following instructions.

Open OU Analytics
Open "Memberships, Subscriptions, and More" Dashboard
Click on the second tab, "Product Summary by Region, by Grade". 
Select your Product Type as "IEEE Membership"
Expand the Region column by clicking on the "+" sign which opens the Section column. 
Find the Section, click on it and use Tool Tip to "Keep Only".  Then use the Tool Tip to View Details.
In Details, further define on “Renewal Category” deselect and select “New” click on Apply
Table will now display all Members marked as New.
Click within the "gray" area of the table to select and then Download.
    The download fields include "Renewal Category", "Initial Join Date" and "Join Date"
    Initial Join Date will tell you the initial date the member joined.
     If the Join Date is different from the “Initial Join Date” it then reflects when the member renewed, or was reinstated, etc.
     If you wish to see all “Renewal Categories”, leave the “Renewal Category” field as “all”.

Q:         How do I find members who are eligible for senior membership elevation (1st level)

A:         Open OU Analytics
Open "Memberships, Subscriptions, and More" Dashboard
Click on the 2nd tab, "Product Summary by Region, by Grade".  
Select your Product Type as "IEEE Membership"
Expand the Region column by clicking on the "+" sign to open Section column. 
Select the Section and use Tool Tip to "Keep Only". 
Click on the Detail Tab
In the Details Tab, click on the Grade Filter and select "Associate Member" and "Member"
On the Years of Service Tab - "deselect" years 1 through 6.
Click on the gray area of the table and download.
This will give you the same information as the previous SAMIEEE query.

Q:        I can’t find the “society list” field so I can see what Societies my members belong to

A:         While pending implementation of the society list field, the following work-around has been established:

Open OU Analytics
You can obtain this information using Memberships, Subscriptions and More Dashboard
Use the 2nd tab, Product Summary by Region by Grade
Keep Product type as “Memberships” and then keep Product Name as “All”.
Keep Status as “Active”  
Select  your Section and click on Detail tab - click in the gray area of the table and then Download Crosstab.
This will give you all the Societies or Affinity Group they are active members of.   You can sort by Membership number.   There could be MANY lines for an individual depending on how many societies they are a member of.

 

Q:         How do I obtain a list of Student Branch Chapter Officers for my Society?

A:         Open OU Analytics
             From the Landing Page, select Volunteer Positions
             On the Volunteer Positions dashboard, for the filter Organization Unit (OU) Type, deselect “All” and select “Society”

     For the filter Organizational Unit (OU) Name, deselect “All” and select your society name
     Click on the second tab (on top right) Volunteer Positions in Related…  (all the Chapters, Joint Chapters, Student Branch Chapters will be listed here with their officers)
     Scroll down to where the Student Branch Chapters start and click on the name “Student Branch Chapter”
     A tool tip will appear, select “Keep Only”
     This is the list of all your Student Branch Chapter Officers (Advisors/Chairs)

     To Download, click on the grey area of the heading on the table
     In upper right, click on Download
     Click on Crosstab
     A box will appear, click Download
     This will provide a csv list you can open in Excel

 

Q:         How do I save and name a View in a Dashboard?

A:        When setting up a specific filter, a user can save and name a view to be pulled up as needed. View pertains to “only the Dashboard it is created on.”

            After selecting pertinent filters:
            Click on “Original View” located on the upper right side of screen.
            In “Name this view” field, type in the name you would like to save current view as. 
            Click on Save - View title will now show
            To find View when entering OU Analytics, click on Original View.  In My Views click on title to select.
            To Manage (rename or delete), click on Views and then select “Manage.”  Make changes and when completed, click on Done.

 

Q:        How do I find Member History (to find potential volunteers or history of an individual volunteer)?

A:        To select volunteers for a specific Section (for example) open OU Analytics
            From the Landing Page, select Volunteer Positions and then click on “View Volunteer History” link.
            On the Volunteer History dashboard, filter on Organization Unit (OU) Type, deselect “All” and select “Section”

            For the filter Organizational Unit (OU) Name, deselect “All” and select your section name.
                Table will appear with all Volunteers who have held a Volunteer Position in your Section.

            To further define, you can use the Position filter to select anyone who has held a specific position (such anyone who has held the Section Chair position)
                 or you can further define to select an individual using the “Member/Customer #” field (to find their volunteer history).

 

            To Download, click on the grey area in the heading on the table
            In upper right, click on Download and then select Crosstab
            A box will appear, click Download. This will provide a csv list you can open in Excel

 

Q:        How do I find Female Members in my Section?

A:         Open OU Analytics

            Select Member and Affiliates Dashboard

            In Count by Region and Grade table, scroll to find your Section

                 Click on your Section name and use the Tool Tip to select “Keep Only”

 

            On the Count by Gender visualization (pie chart) on the right, select the “Female” slice.
                Select “Keep Only” from the tool tip.   Open Tool Tip again and select “View Details”
                The table will contain only members who have selected “Female’ on their records.

            To download the data, in Details click on the gray area of the columns headings
            In upper right corner, select Download and then select Crosstab.   This will produce a csv file that you can pull into excel format.

 

Q:        How do I find LIFE Members in my Section(s)?

A:         Open OU Analytics
            Select Member and Affiliates Dashboard
            In Grade filter, Deselect All – Select - Life Fellow, Life Member and Life Senior – Click on Apply
            In Count by Region and Grade table, scroll to find your Section(s)
                Click on Section name and use the Tool Tip to select “Keep Only”
                Open Tool Tip again and select “View Details”
            The table will contain only members who hold a Life grade as selected in the filter.

            To download the data, in Details click on the gray area of the columns headings
            In upper right corner, select Download and then select Crosstab.   This will produce a csv file that you can pull into excel format.

 

Q:        How to save Mailing lists for e-notices (Is there a streamlined way to feed the e-notices?)

 A:        eNotices are not populated by Volunteers.   When submitting an eNotice, user chooses the specific OU unit (Section, Chapter, Affinity, etc)
            they wish to send based on their user privileges.  The tool then creates the required list.

                If you wish to send to a specific group within the OU, example: on Section level, to all Current Chapter officers in the OU, you would enter
                     that on the “Special Requests” field when building the notice.
                Or, if you wish to send it to a specific list you built, you can submit a request to create your own Listserv
                     (https://listserv.ieee.org/request/add-listserv.html).  This would be maintained by user.  (Note: when creating your own list, user must adhere
                     to the members “Communication Preferences” available in the Details download in IEEE OU Analytics (see below).

 

Q:        If I create my own email list, how can I be sure I am not contacting members who do not want to receive email?

 A:        It is preferable to use eNotice for member mailings and an email tool such as Listserv for non-member mailings.   But, if you are using Listsev
            to contact your members:

                Open OU Analytics
                Go to the Dashboard you require to pull your members.
                Select your target OU, filter as necessary and select “View Details”
                Download members into Excel and use the OK to Contact and OK for Local Activities flags.

When either of them is set to "No", delete these records from your list.

 

Q:        If I use Listserv, what do I need to do to be GDPR compliant?

A:         List owner requirements are posted on the Volunteer GDPR website. Please visit:  http://sites.ieee.org/gdpr/list/listserv/listowner-requirements/

 

Q:         Are there any OU Analytics Users Groups?

A:        Join the IEEE Collabratec Group titled:  IEEE OU Analytics
                This group has been setup to foster communication between IEEE staff and volunteers who use IEEE OU Analytics. 
                Go to   ieee-collabratec 
                Use the main menu and select "Groups"
                Click on "Discover" and in Search Groups type "IEEE OU Analytics"
                Click on "Access Now" to join.

           Join the OU Analytics Users Group
                The OU Analytics User Group was formed to facilitate discussions among users, identify the top issues affecting user productivity, and provide
                a communication path between users and IEEE staff working to improve OU Analytics. The user group is currently meeting twice a month via WebEx. 
                        If you are interested in participating, contact Chris Gunning (cgunning@ieee.org) or Larry Hamerman (l.hamerman@ieee.org).

Q:      Why don't all volunteer positions show up in Volunteers Positions and History tabs?

A:       Recording of Officer positions and position history may vary for different Organizational Units, but became mainstream in the 1980’s.

 

Q:        How do I find Years of Service for Members (to use for Service Awards)?

A:        You can find this information using the Memberships, Subscriptions and More dashboard.

            Use the Memberships, Subscriptions, and More  . .  Dashboard
            Click on the second tab "Product Summary by Region by..."
                  Memberships, Subscriptions, and More – Product Summary (table)
            In the available filters select:
            -   Product Type:   Select: “Memberships” if looking for Society Membership
                                          Select: “IEEE Membership” for IEEE Membership  -  Click Apply

            -   Product Name:  (if Society) Deselect All, then scroll down to select Society  - Click Apply
           On the Region Column Header – click on plus sign (+) to open Section column.
           Click on your Section Name – Hover over to view Tool Tip – click on “Keep Only” -  Hover over again to view Tool Tip and select “View Details”
           In the Detail View – Use Filter “Years of Service”    Deselect and select number of years that apply – click Apply
           Click in Grey Area of columns – click on Download and download selecting Crosstab.

Q:        How do I find a list of Schools for my Region with count of Students?

A:        There are two options to finding lists of schools, through the Students Dashboard and/or the Maps Dashboard.

            To use the Students Dashboard (this view shows Schools)
            Click on Student from Landing Page
            Select Region on Filter.
            Click in Grey Area of “Student Count by Section and School” table
            Click on Download and download selecting Crosstab
                  Excel Spreadsheet will contain additional fields for % and Total Counts that can be removed.
                  Also note that Student View will apply and Schools that do not belong in a specific section might appear due to the Student has chosen kept their
                  home address as their Preferred Address

             To use the Maps Dashboard (this view shows Student Branches and Student Branch Chapters)
             Open Maps off Landing Page
             Click on Student Branch Summary Tab
             Use Dropdown filters to select  Region, Council, Section (as required)
                  If looking for specific Student Branches, use Student Branch Filter
             Top right side box contains list of “Student Branches”
             Bottom right side box contains list of all “Student Branch Chapters and Affinity Groups”
             To Download list – click on Student Branches Title – click on Download, select Crosstab.
                  Note:   If selecting full Region, download does not contain the Section of School
                              If Section is required, select each Section individually and download each selection.

          
           

Q:       How do I select current Student Branch Chapter Officers for my Society

A:        Open OU Analytics:

            Select Volunteer Positions.  This dashboard does not have a OU limitation.  As in the IEEE Organizational Roster, users have access to view all OU Units. 

             On the Volunteer Positions Dashboard, select a specific Section:
             Organizational Unit Type – Deselect All – Select Section(s) – click on Apply
             Organizational Unit (OU) Name – Deselect All - Select Section(s) – click on Apply
                     This view will show all positions on a Section Level (Parent Level)
             Click on the “Volunteer Positions in Related OUs” tab
                    This view will show all active positions (Child Level) under the selected Section(s).  In positions where there is not a current officer, the name will be blank. 
            On Position filter, Deselect All - Select Chair and Advisor – click on Apply
            To download the list, click in the Grey Area of Table, then click on Download.

 

Q:         How do I obtain New and Reinstated Society/Council Member lists?

 A:        Open OU Analytics
            Open “Memberships, Subscriptions, and More” Dashboard
                 You will be on “Product Dashboard”
            In filters, Product Type defaults to Memberships
            In Product Name, deselect “All” then select your society (i.e. IEEE Circuits and Systems Society Membership) - click “Apply”  -  click white space to close filter
            Click on the “Details” tab
            Click on “Renewal Category” filter
            Deselect “All”, then select “New” or “Reinstated” (which ever is needed) and click “Apply” - click on white space to close filter
            To download, click in grey, title bar, - click “Download” in upper right corner.
                 Select “Crosstab” -  a box will open, click “Download”
            Your report will generate, open the csv file