Re: [802SEC] URGENT: IEEE 802 July 2005 VOTING MEMBER TRACKING PROCEDURES and LISTS
Dawn, Having made a quick scan of the MemberID report I noted that there are a number of individuals (including myself) with two or more records and hence two or more MemberIDs. I would suggest that someone go through the list carefully to merge the duplicate records and remove the duplicate IDs or there will be confusion over which ID to use. This is always a bit of a judgement call but most of them are obvious fixes, a few may require some research to resolve.
Thanx, Buzz
Dr. Everett O. (Buzz) Rigsbee
Boeing - SSG
PO Box 3707, M/S: 7M-FM
Seattle, WA 98124-2207
(425) 865-2443 Fx: (425) 865-6721
Cell: (425) 417-1022
everett.o.rigsbee@boeing.com
-----Original Message-----
From: Dawn Slykhouse [mailto:dawns@FACETOFACE-EVENTS.COM]
Sent: Tuesday, June 21, 2005 3:28 PM
To: STDS-802-SEC@listserv.ieee.org
Subject: [802SEC] URGENT: IEEE 802 July 2005 VOTING MEMBER TRACKING PROCEDURES and LISTS
Importance: High
Good Afternoon All IEEE 802 Working Group Chairs
Subject: IEEE 802 July 2005 Voting Member Tracking Procedures and Lists
IMPORTANT: PLEASE REVIEW ASAP
For the past few plenary sessions we have begun to implement tracking of voting member status on the attendee badges at IEEE 802 Plenary Sessions and at selected Interim Sessions. As the number of groups we support with this capability has increased, so has the complexity of importing the voting member lists into the registration system. Over the last several months the registration system has been enhanced to add the capability of associating each 'registration' record with a unique 'member' record. Because the attendee must now log into the system to register using a unique userid, it is possible to associate the registration record with that person's unique member record.
The next step is to associate the voting member status with the unique 'member' record, which will in turn uniquely associate the voting member status with the registration record suitable for printing the badges. In the past the process of associating the voting status with the registration record was based on a match between the attendee's name and email address.
Neither of these fields is failsafe, resulting in voters getting badges without their voting information, as well as attendees receiving badges with voting marks that belong to other attendees. The problem with the match by attendee name is that attendee's often have a different first name in the voting database than that in the registration database (e.g. Bob vs Robert). The problem with the email match is that people change their email address, and often the voting member list is not consistent with the registration information.
The solution to this problem is to base both the voting status and registration records on the same unique identifier that is the attendee's member id number. To facilitate this process we will be making available to the working groups a list of the prior attendees, including their member id number, name, email address and company affiliation. Using this list, we ask the working groups to incorporate the member id number into their voting status information prior to submission for the next plenary session.
While the use of this system at the July IEEE 802 Plenary Session is optional, we strongly recommend that you adopt it for this session to minimize the number of badges with incorrect voting member status information. If you need any additional help during this transition please feel free to request assistance.
Format for Voting Member File
1. The voting member list should be provided as a Tab Delimited Text file. One file should be provided for each working group.
2. Please include only the names of attendees whose badges you want marked as a voting member of your working group.
3. Do not include aspiring voters, etc. If their name is on the list, their badge will be marked!
4. The file should include as a minimum, in separate columns the attendee's First Name, Last Name, Email address, and Member ID number.
PLEASE PROVIDE US WITH ANY FEEDBACK ON THIS PROCEDURE NO LATER THAN 8:00AM PT ON FRIDAY, JUNE 24, 2005.
ALL IEEE 802 WORKING GROUPS VOTING MEMBERS LISTS ARE DUE NO LATER THAN 5PM PT ON FRIDAY, JULY 1, 2005.
If necessary, please forward this important message to the individual overseeing your voting member list/database for your specific 802 Working Group. Please let us know if you have any questions about how this process will work.
Thank you,
Dawn Slykhouse
IEEE 802 Conference Organizer
Cc: Rick Alfvin and Harry Worstell
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Dawn Slykhouse
President
Face To Face Events, Inc.
2699 Iversen Court
Santa Clara, CA. 95051
Tel: 408/241-8906 Fax: 408/241-8918
Email: <mailto:dawns@facetoface-events.com> dawns@facetoface-events.com
Web: <http://www.facetoface-events.com> www.facetoface-events.com
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