11 Volunteer Relationship Management System – Coordinator Overview 1

Volunteer Relationship Management System (VRMS) - Member Step 1– Create Your Profile Step 2– Research Volunteer Opportunities Login to VRMS thru either PMI or PMICVC web site Create your unique profile Login to VRMS thru either PMI or PMICVC web site Interested in Volunteering? Yes Search for Opportunities Find something of interest? Apply via VRMS Contact and share what you are interested in doing No Chk on apps in progress Position Offered? Accept Position YesNo 2

Volunteer Relationship Management System (VRMS) - Coordinator Yes Input Vol Opportunity into VRMS Applications Recvd? Review Applicants Any Qualified? Accept Applicant(s) To keep volunteer position open, update end date Reject Applicant(s) Yes No Did applicant(s) accept opportunity? Mark Opportunity Fulfilled Yes No 3

Accessing the VRMS  Via the PMI - Central Virginia Chapter websitePMI - Central Virginia Chapter  Via the PMI websitePMI 4

Accessing the VRMS from the CVC 1. Go to 2. Enter your CVC ‘Username’ and ‘Password’, then click ‘Log In’ 3. Click the drop down tab ‘Get Involved’ 4. Click ‘VRMS-PMI Volunteer System’ from the drop down menu 5. Enter your PMI ‘Username’ and ‘Password’, then click ‘Log In’  You will arrive at the VRMS home page. 5

Accessing the VRMS from PMI 1. Go to 2. Click the ‘Get Involved’ tab 3. Click the ‘Go to the Volunteer Relationship Management System’ button 4. Enter your PMI ‘Username’ and ‘Password’, then click ‘Log In’  You will arrive at the VRMS home page. 6

VRMS Landing Page – Note: Coordinator View 7

Coordinator View Menu 8

To Post an Opportunity: Select Manage Opportunity. Click on the Create Blank Opportunity button. Items in RED are required information. 9 Volunteer Opportunity Posting

Create a Volunteer Opportunity 10

Provide Information on Opportunity 11

Step 2 - Prerequisites 12

Step 3 – Volunteer Opportunity Details 13

Step 4 – More Details 14

Step 5 – Posting Details 15

Communication from VRMS to Coordinator when an applicant applies From: "Project Management Institute" Date: July 23, :43:03 PM EDT To: Subject: An application has been Date: July 23, :43:03 PM EDT To: Subject: An application has been submitted Dear Danita Hughes, Padala has submitted an application for Sponsor Communications Coordinator- Communications Committee on July 23, 2012 Please review the submitted application in the VRMS. 16

Coordinator View of Opportunities with # of Applicants 17

Applicant Selection Screen – View Details, Accept or Decline Applicant 18

Example of Offer Communication when Applicant is Accepted Dear September Sickinger, Congratulations! I am pleased to inform you that you have been appointed to Certification WorkshopVolunteers for the dates August 01, 2012 through November 01, 2012 Your contribution is vitally important to the success and growth of PMI. We depend not only on our members' intellect and advice, but also on their active participation in various volunteer activities that support the strategic, global initiatives of PMI. If you accept, your PMI Staff liaison September Sickinger will contact you shortly and provide all necessary information regarding your volunteer position, policies, procedures and responsibilities. Accept This Position Decline This Position PMI appreciates your support. We are looking forward to working with you in your newly appointed role. Warmest regards, September Sickinger Accept This Position Decline This Position 19

Example of communication when Applicant is not Accepted From: Project Management Institute Sent: Sunday, July 08, :03 PM To: Subject: Thank you for your application Dear Stephen Honore, Thank you for applying for the VRMS CVC Test volunteer opportunity. I am writing to inform you that you were not selected for the VRMS CVC Test. With so many experienced qualified applicants we did have to make some difficult choices. Our final selections were made in an effort to strike the most balanced and effective team in terms of volunteer experience and global representation. Not being selected this year is in no way an indication of a lack of fit for the role. Your application will be held in reserve for future consideration of this role. We thank you for your interest, enthusiasm and support. As a global volunteer-based organization, PMI recognizes how much value its volunteers contribute to the organization. The ongoing changes taking place at PMI will present new opportunities in the coming months. We encourage you to review what is available on the volunteer opportunities page often and to reach out to your local PMI Chapter Community to get involved. Thank you again for your interest and your willingness to contribute to PMI and the project management profession. Warmest regards, Stephen Honore 20

Prerequisites to Marking Opportunity Fulfilled 21

Mark Opportunity as Fulfilled 22

Listing of all Coordinator Positions 23

Ability to Search VRMS for specific applicants 24

Demo 25

26 Good things happen when you stay involved with PMI. Volunteer Relationship Management System Process for Posting Elected and Non-Elected Community Opportunities in VRMS Chapter VRMS Coordinators: Please review the following suggested process for posting elected officer roles in the VRMS. Following these guidelines will keep dual maintenance between the VRMS and the Component System to a minimum. If you have any questions please contact the Volunteer Programs and Services Department at FOR ELECTED OFFICERS: VRMS can support a “call for nominations” whereby people submit an application to get their name on the ballot. Extending an offer to them and receiving an acceptance simply means they are nominated for the position. The actual selection of the person in the role needs to be decided via election as per your bylaws. 1) Define and post the “(Officer Role) - Call for Nominations” as an opportunity in VRMS. a. Include “Call for Nominations” in the opportunity title and description in Step 1. b. Include verbiage such as “Please apply through the VRMS to get your name on the ballot for this role. Final selections will be chosen via election as per our Chapter bylaws” in Step 5 under the “Other Steps or Action Required” tab. 2) Interested candidates apply to the “Call for Nominations” opportunity posted in the VRMS. a. Submit their resume, application, etc. 3) Chapter Coordinator reviews applications and profiles (with nominating committee or as per Chapter bylaws) and extends offer via VRMS to those candidates who will be on the ballot for the election of the role. 4) Candidates accept the offer via VRMS auto to be on the ballot for election of the role. 5) Hold election as per Chapter bylaws. 6) Enter the candidate who wins the election into the Component System and confirm their edit rights. 7) VRMS will update the service history for the officers entered in Component System automatically. 8) Repeat process for each elected office. FOR NON-ELECTED OFFICERS, VOLUNTEERS, COMMITTEE MEMBERS, ETC.: 1) Define and post the opportunity for each non-elected role in the VRMS. 2) Interested candidates apply for posted opportunities. a. Submit their resume, application, etc. 3) Chapter Coordinator reviews applications and profiles and extends offers via VRMS to those candidates selected for the role. 4) Candidates accept the offer via VRMS auto . 5) Chapter officer can update the Component System with this role, if needed to allow functional access within CS. Roles added to the CS will push into VRMS service history automatically. 6) If adding the role in CS is not necessary, the volunteer manually updates his/her VRMS service history with the new volunteer role. 7) Repeat process for each non-elected opportunity.

27 Volunteer Relationship Management System Guidelines for what types of opportunities to post in VRMS VRMS Coordinators: Please review the following guidelines for posting volunteer opportunities in the VRMS. All posted opportunities should be roles you are currently recruiting for that include a defined start and end date. If you have any questions, please contact the Volunteer Programs and Services department at OPPORTUNITIES TO POST IN VRMS: 1) Specific roles that you are currently recruiting for. 2) Officer roles can be posted as a “call for nominations”. Volunteers accepted though the system will have their names placed on the official ballot for general election per Chapter bylaws. 3) Non-elected volunteer roles (i.e. Committee Chairs/ members, event planners, webmasters, article writers, etc.) DO NOT POST IN VRMS: 1) A general open-ended posting where there is no specific role attached. 2) A general open-ended posting in order to collect information/forms/etc. 3) A general open-ended posting in order to collect names for future opportunities. 4) A “test” opportunity to see how the process works for coordinators. RATIONALE: 1) The VRMS was designed as a one-stop shop for volunteers to search for current volunteer positions on the global and local level. 2) In previous manual systems, volunteers were disappointed with not hearing back after they had applied. If there is no specific role attached to an opportunity and no one is extended an offer, they will not receive the auto s from the system. ENCOURAGE YOUR VOLUNTEERS TO UPDATE THEIR SERVICE HISTORY: 1) Please encourage your members and your volunteers to update their VRMS profile with their experience and skills. The more volunteers that update their profile, the bigger pool of volunteers you will be able to reach out to using the keyword search in the Manage Applications, Find Volunteers function. Good things happen when you stay involved with PMI.