Northwest Region State Meetings

Goals Replace VMIS, Portal, and other systems Improve ALL AARP volunteer technology infrastructure Standardize management of the entire lifecycle of an AARP volunteer across all AARP and AARP Foundation Programs Long term, multi-phase The goals of the new Volunteer Portal project are not just for Tax-Aide, rather they are for the entire AARP and AARP Foundation Enterprise. The new Volunteer Portal replaces each of the software packages used by all of the AARP Programs. For us in Tax-Aide, the new Volunteer Portal replaces the VMIS - the Volunteer Management Information System, and the volunteer portal as well eventually changing our reimbursement processes and assisting with e-learning. The new volunteer portal replaces the aging and difficult to maintain infrastructure of the VMIS. One of the goals is to standardize the way that volunteers and sites are managed across the all AARP programs allowing for easy sharing of information through the AARP enterprise. There is a need and desire to minimize the amount of time that volunteers spend in Administrative tasks allowing them to spend more time doing what they originally volunteered to do, assist taxpayers by preparing their Income tax returns and increase the number of people that are served by the volunteers in all AARP programs.

Language Contact = Volunteer, Prospect contact info Location = Physical place where a volunteer activity takes place (Shared) Program Location = Tax-Aide specific site info Program Metrics = Site Activity Program = Region, Split State, District, Site Position = Role that volunteer fill under specific program Assignment = Appointed active/inactive position with specific dates We need to learn to speak the new language – the language of Salesforce, the software package that AARP has purchased. -Contact = Volunteer, Prospect contact info -Location = Physical place where a volunteer activity takes place (Shared amongst all of the AARP volunteer programs. -Program Location = Tax-Aide specific site info, has some of the locator information. -Program Metrics = This is where we report our Site Activity -Program = Region, Split State, District, Site. Is the building blocks of the system. -Position = Role that volunteer fill under specific program -Assignment = Appointed active/inactive position with specific dates

What’s New: Data Structure Role - Job Assignment (example: Counselor) Assignment - a specific volunteer filling a specific opening (example: TA-R01-CT1-D01-S10053138 Counselor Jane Smith) Position - a specific opening on the organization chart (example: TA-R01-CT1-D01-S10053138 Counselor) Contact - Volunteer (example: Jane Smith) Program - Geographical location (example: TA-R01-CT1-D01-S10053138) -Program: Describes the Tax-Aide organization in terms of Region, Split-state, District or Site. Program records are created and maintained by National Office. -Role: Defines all Tax-Aide job assignments. -Position: A combination of the Program and Role that defines a potential job assignment within a specific site or area of responsibility. -Program Volunteer: Defines the AARP volunteer program with which the volunteer is associated, i.e. Tax-Aide. -Contact: Describes a Tax-Aide Volunteer, including the information entered when a Prospective Volunteer registers at www.aarp.org. -Assignment: Describes a specific contact, i.e. volunteer, fulfilling a position in a program, i.e. NH1 District 01 Coordinator

Program Hierarchy Enterprise Program: TA (Tax-Aide) Region: R01 (New England) Split State: CT1 (Connecticut 1) District: D01 (District 1) Site: S10053138 (SIDN) The breakdown of the Program Hierarchy will help you understand the building blocks. -TA- Tax-Aide -RXX – The Region Number, each is assigned a standard. Split State: - the identifier for your splitstate -District – DXX – The District Number Site – SXXXXXXXX – The SIDN for the site being described.

Region Numbers Region Number States R01 New England CT, MA, ME, NH, RI, VT R02 North Atlantic NJ, NY, PA R03 Eastern DC, DE, MD, NC, SC, VA, WV R04 Gulf FL, GA R05 Great Lakes IL, IN, KY, MI, OH R06 Plains IA, MN, ND, NE, SD, WI R07 Central AL, AR, KS, LA, MO, MS, OK, TN R08 Western CO, NM, TX R09 Northwest AK, HI, ID, MT, OR, WA, WY R010 Pacific AZ, CA, NV, UT Regions are assigned numbers as are districts

Profiles: Who can do what? Profile Type What Staff Create report Maintain program, position data Edit all data Vol. Leader Edit Run report Edit volunteer, site, site activity, prospect data Order material and Order on Behalf Submit & approve reimbursement (Phase2) Vol. Leader Read Only Edit site activity data View volunteer, site, prospect data Order material Submit reimbursement req. (Phase2) Volunteer Edit own personal info Submit Reimbursement req. (Phase2) Profiles. Profiles determine who can do what in the new Volunteer Portal. They do not control or restrict what you can see or look for, just what you can do to a record once you find it. There are 4 profiles that volunteers can be assigned within the new Volunteer Portal. The Staff Profile allows those with this profile to be able to create reports, maintain program and position data and edit all data throughout the new system. The Staff Profile is the highest level of access that a volunteer can have. The Volunteer Leader Edit Profile allows a volunteer to run reports, edit volunteer, site, site activity and prospect data. Additionally they can order materials for themselves or for others and once the system is working, they can submit and approve reimbursements.   The Volunteer Leader Read Only profile also can run reports. They can edit only site activity data and their personal information in their records. They can look at any volunteer, site or prospect data, but they cannot change it and they can submit Reimbursement requests in Phase 2. The Volunteer Profile can edit their own information and submit reimbursements. All profiles will be able to access the OneSupport System and if authorized, will have access to the Online Inventory system through the New Volunteer Portal.

Administration Specialist VMIS Could Run Reports Enter Site activity Update Site Hours Add new sites Inactivate/remove sites New Volunteer Portal Can Run Reports Enter site activity Update site hours Cannot Add New Prospect Add new Sites Inactivate/remove sites

State Coordinator VMIS Couldn’t Modify VMIS Information Could Run Reports Approve Escalated Reimbursements Update Prospect status Order Materials New Volunteer Portal Can Run Reports Enter Site Activity Update Site Hours, Open/Close Dates Approve Reimbursements (no escalation) Order Materials

Prospective Volunteer Specialist VMIS Could Route Prospects Update Prospect Status Run Reports Add Prospect New Volunteer Portal Can Re-route prospects Update Prospect Status Run Reports Cannot Add New Prospect

District Coordinator VMIS Could not Run Reports Could Enter/Approve Site Activity Update Site hours Approve Reimbursements Update prospect status Order Materials New Volunteer Portal Can Run Reports Enter Site Activity Update Site hours Approve Reimbursements Update prospect status Order Materials

Administration Coordinator VMIS Could not Run Reports Could Update Prospect status Order Materials New Volunteer Portal Can Run Reports Enter Site Activity Update Site hours Update Prospect status Order Materials

Local Coordinators VMIS Could not Run Reports Could Order Materials Update Site dates and hours Update Site Activity Approve Reimbursements New Volunteer Portal Can Run Reports Order Materials Update Site Activity Cannot Update Site dates and hours Approve Reimbursements

Where we are… 2014 – OneSupport Help Center September 14, 2015 – VMIS shutdown October 12, 2015 – new Volunteer Portal Recruitment Volunteers Sites Material Ordering Site Activity Reporting Near Future Reimbursement Learning Management System