No More Sign-In Sheets! How VSCPA Automated Their Group Live CPE Process
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Learn how VSCPA utilized Conferences i/o and the integration with AMnet to automate the process for CPE Attendance Tracking.
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No More Sign-In Sheets! How VSCPA Automated Their Group Live CPE Process
- 1. No More Sign-In Sheets! How VSCPA Has Automated CPE Attendance Tracking
- 2. Ask a Question Up-Vote a Question Respond to Polls when they appear WEBINAR.CNF.IO
- 3. Agenda ‣ Intro ‣ Conferences i/o ‣ Overview & Background Story ‣ Attendance Tracking Functionality ‣ AM.Net Integration ‣ VSCPA Case Study ‣ Q&A
- 4. Presenters Dave Mulder Conferences i/o John Pytel Conferences i/o Zané Mullins VSCPA
- 5. Conferences i/o empowers attendees to participate in real- time, keeping them engaged with the content and resulting in more effective Learning
- 6. Used at Thousands of Group Live CPE Programs Each Year
- 7. Including Many State Societies
- 8. How Attendees Participate Conferences i/o The homepage will show a schedule of the sessions using the app & attendees can click on the session they want to join Attendees simply navigate to a unique URL using any internet enabled device Nothing to Download or Install Built in Schedule We make it easy to integrate Conferences i/o into other Event apps so that navigation is streamlined Event App Integration
- 9. Social Q&A
- 10. Polling
- 14. Key Use Cases Courses / Seminars / Trainings Conferences (Single FOS) Conferences (Multi FOS)
- 15. Key Use Cases … And the way attendance is tracked typically varies depending on the use case Courses / Seminars / Trainings Conferences (Single FOS) Conferences (Multi FOS)
- 16. Poll: How do you currently track attendance at courses / seminars? A) Paper Sign-in Sheets B) Scanners C) Conferences i/o D) Survey Tool (SurveyMonkey, etc.) E) Other
- 18. Poll: How do you currently track attendance at conferences? A) Paper Sign-in Sheets B) Self Reporting Paper Form C) Badge Scanners D) Mobile App E) Conferences i/o F) Survey Tool (SurveyMonkey, etc.) G) Other
- 20. Key Use Cases Sign in / out sheets If Single Field of Study If Multiple FOS Post Event CPE Form
- 21. Guidelines For Developing Our Solution 1) If we’re going to tackle this problem, let’s build a single solution for all Group Live use cases. 2) There isn’t one ideal way to track attendance for all use cases. Our solution would need to be flexible. 3) Ease of use for attendees is CRUCIAL. Let’s digitally replicate the processes that are already in place, that attendees are used to. 4) Integration with LMS / AMS / Compliance tools increases the value exponentially in terms of time saved
- 22. Session Kiosk ‣ Designed for courses / seminars ‣ Replacement of sign-in sheet ‣ Organization provides “Kiosk” device(s) in the room ‣ All or multiple attendees use Kiosk to check in / out
- 23. Session Kiosk
- 24. Self Reporting Mode ‣ Designed for conferences ‣ Replacement of CPE Form ‣ Attendees use their own device to self report sessions they attended ‣ Ability to adjust for missed time
- 25. Attendee Self Check-in ‣ Can work for conferences & courses / seminars ‣ Attendees use their own device ‣ Check in & out per session or course ‣ Great fit if other features are being used
- 26. 100% Compliant With The NASBA Attendance Monitoring Standards
- 27. ‣ S7-01: Required element of engagement ‣ S7-02: Real-time Q&A interaction with instructor ‣ S14: Program / session evaluations ‣ S16-02: Attendance Monitoring NASBA Requirements Compliance
- 31. One Click Attendance Data Sync
- 32. VSCPA Case Study
- 33. VSCPA Group Live Program Types In-house Seminars Conferences
- 34. In-House Programs Previous Process ‣ Paper sign-in sheets ‣ Manual attendee registration ‣ CPE certificates could take up to a week ‣ Time consuming
- 35. In-House Programs ‣ Electronic check in ‣ Real time reporting ‣ CPE certificates the same or next day ‣ Time savings Current Process
- 36. Seminars Previous Process ‣ Paper or electronic sign-in sheets ‣ Manual attendance reconciliation ‣ CPE certificates up to 3 business days ‣ Time consuming
- 37. Seminars Current Process ‣ Digital check-ins ‣ Automatic attendance reconciliation ‣ CPE certificates the same day ‣ Time savings
- 38. Conferences Previous Process ‣ Paper attendance forms or Survey Monkey ‣ Manual session attendance and reconciliation ‣ CPE certificates 2 or more weeks ‣ VERY time consuming
- 39. Conferences Current Process ‣ Self-reporting or real time code based attendance tracking ‣ Quick session and attendee import process ‣ Attendees receive confirmation email with reported check-ins ‣ Click of a button session attendance reporting back to AMnet ‣ CPE certificates take 2-3 business days ‣ Time and recourse savings are unbelievable
- 40. Poll: How many hours do you estimate you currently spend reconciling Group Live CPE attendance each year? A) Less than 25 Hours B) 25-50 Hours C) 50 – 100 Hours D) 100– 200 Hours E) 200+ Hours
- 42. Time Savings (Hours per year) 0 20 40 60 80 100 120 0 10 20 30 40 50 60 70 0 20 40 60 80 100 120 140 160 180Before Now Before Now Before Now In-House 100 events Seminars 120 events Conferences 10 events
- 43. Total Time Savings Hours (Before) 320 Hours (Now) 55
- 44. Member Feedback ‣ Very positive feedback from members after implementation ‣ General positive perception of going digital ‣ Initially some hesitation in terms of “was my attendance recorded?”
- 45. Member Feedback Changed email receipt button label from “Send Now” to “Submit” for psychological perception
- 46. Increased Accountability & Compliance ‣ Less attendees trying to sneak out early ‣ Accuracy of timestamps, etc. ‣ Electronic Record Keeping (not saving paper forms) ‣ NASBA Compliance
- 47. Learner Engagement ‣ Integrated in our event app ‣ Q&A for each session ‣ Helps engage online attendees ‣ Members can ask anonymously ‣ Speakers tend to cover more questions ‣ Polls are easy to set up and well received
- 49. ‣ Missed time & multiple check-ins / outs for Kiosk and Self Check-in ‣ Registered attendees for Self-Reporting and Self Check-in ‣ Forgot to check-out reminders ‣ Further AMnet integration improvements towards full automation Future Improvements
- 50. Q&A Access Recap With Answers Here
- 51. Contact Us Dave Mulder Conferences i/o Dave@conferences.io John Pytel Conferences i/o John@conferences.io Zané Mullins VSCPA zurtane@vscpa.org