1 AARP Tax-Aide Prospective Volunteer Recruitment System Leadership Reports and VMIS Functionality 11/4/09

2 Today’s Agenda Recruitment System Overview Recruitment System Leadership Reports Questions Reports Are Designed to Answer Information You Can Access Awaiting Assignment Report Jeopardy Report Source Report Recruitment System All Information “Dump” Report System Entry Report How, Who Can Access Reports Report Notification and Formats VMIS Utilization Add, Edit and Process Prospects Resources and Next Steps AARP Tax Aide 2

3 Current Situation AARP Tax-Aide adds approximately 6,800 new volunteers/ year –Estimated that 10-12K prospective volunteer apply or are considered Program, Volunteer leaders require different skill sets and profiles of new volunteers that what was required in the past –E-filing technology, quality requirements need different skills, experiences –Increasingly diverse communities of need Current recruitment response, prospect assessment and “on board” processes highly manual and labor intensive –With minimal data analysis and leadership reporting available Indications are that the quicker information exchange, assessment is performed with prospective volunteers, the higher the likelihood of success –Estimated delay from prospect self identification at contact center or web to receipt by PVC and/or DC is anywhere from 5 to 30+ days AARP Tax Aide

4 Key Requirements and Priorities Priorities Established for 2009 Reduced cycle time from prospect to PVC/Split state Web based solution Accurate contact information “Self service” process and volunteer information Program tracking Enhanced transfer of volunteer information to VMIS Leadership reports concerning recruit skills, education, tax awareness, demographics, processing, approval rates, etc. Scalable design Work flow tracking AARP Tax Aide 4

5 Phased Implementation Phase 1 –Enhanced web based prospect application, response –Direct routing of prospect information to State/Split State leaders, PVC –Initial data collection and analysis Phase 2 –Prospect database developed –Further enhancement of web application –Retention of Prospect application information –Web based Workflow management and tracking –Enhanced Reports and analysis –Enhanced availability and upload of prospect information to VMIS 5 AARP Tax Aide

6 Volunteer Involvement 4 Volunteer Titles are included in Phase 2 implementation –SC Can review, process, manage workflow, assess prospects, route prospects to other Volunteer leaders for review and pull reports –PVC Can review, process, manage workflow, assess prospects, route prospects to other Volunteer leaders for review –DC Can review, process, manage workflow, assess prospects, route prospects to other Volunteer leaders for review –ADS Can review, process, manage workflow, assess prospects, route prospects to other Volunteer leaders for review and pull reports 6 AARP Tax Aide

7 Phase 2 Overview – Web based Registration and System Access No special access or certification required for volunteer leaders involved in the process –Note: Must be PVC, SC, DC, ADS title in VMIS – Prospect Application on the web available 7X24 Application requests enhanced from Phase 1 Only limited number of required answers, all others at the applicant discretion – Notification to Leaders Instant notification to PVC, SC upon applicant submission AARP Tax Aide

8 Phase 2 Overview – Applicant Information Routing Routed to the PVC, Split State organization based on zip code Can also be “re-routed” to other leaders, areas – Accessing Your Applicant Information Click on a link in the notification to access system and prospect information over the web – Applicant Information Review All applicant information, and any additional information added by Leaders is instantly viewable over the web – Statusing of Applicant Review Activity Identification of prospect for acceptance, rejection or delay status as a permanent Volunteer, ready for training AARP Tax Aide

9 Phase 2 Overview – Automatic Notification When prospect status is changed or prospect information “re-routed” – Workflow Management and Monitoring Leaders can identify status of applicant process and response time or peruse prospective volunteer information – Reports and Analysis Five reports available to SC, ADS via VMIS AARP Tax Aide

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14 Applicant Information Review To review the applicant information and status of the review of the prospect’s application, it is a simple “one click” activity Simply click on the name you want to view Status drives system visibility and prospect progress Approve – Prospect is approved to become a volunteer and can be scheduled for training, all assessment activity is completed In Progress – Activity to assess prospect is underway but is not yet complete. For example, we are having a problem reaching the applicant or more information is required On Hold – Activity to assess the prospect is complete but you want to put the decision on hold until next season because no positions are available or the volunteer will be out of the area during the season Reject – Assessment is complete and the prospect will not become a volunteer AARP Tax Aide

15 Recruitment System Leadership Reports AARP Tax Aide

16 What Questions Can Reports Answer? A sample of what recruitment system reports can be used for: Where can I find information on prospective volunteers statused as “Approve”, “Reject” or “On Hold”? How can I send prospective volunteer information to a leader who does not have access to the recruitment system? How many prospects have I received? How many have been approved for training? How many have been rejected? Who and how many prospects are computer experts? How are the new prospects hearing about the program? What prospects have not yet been processed? Where are they? What DC or area has received the most prospects? AARP Tax Aide

17 What Information Can You Access? Information on every entry and action taken on the prospective volunteer application or in the recruitment system can be accessed through recruitment system reports Application information includes Prospect identification and location “About You” entries “Additional Information” entries Time stamps Workflow management Status Time stamps Routing Leader and location AARP Tax Aide

18 System Reports Preformatted Recruitment System Reports are available through the VMIS system These reports were designed to provide specific information concerning prospective volunteer processes while also providing information in a flexible manner that can be customized at the local level 5 initial reports have been developed Awaiting Assignment Report Jeopardy Report Source Report Recruitment System All Information “Dump” Report System Entry Report AARP Tax Aide

19 Reports Awaiting Assignment Report -Lists all prospects, with complete information and totals by District Coordinator or Leader that have been approved to be scheduled for training -Useful for getting numbers for training and to see how many potential volunteers you have and where you have them Jeopardy Report -Displays prospects and totals who have not yet been statused in the system, possibly indicating a delay or lack of contact -Listed by number of days that have passed since the prospective volunteer application was submitted 19 AARP Tax Aide

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21 Awaiting Assignment Report 21

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23 Jeopardy Report 23

24 Reports Source Report -Shows how prospects have answered the question about how the prospect learned about AARP Tax-Aide -Useful for determining optimal vehicle for attracting future prospects Volunteer Dump Report -Similar to other VMIS AARP Tax-Aide dump reports -Includes all categories on the prospect application, on the web form and all time stamps for each prospective volunteer and application -Shows the “work flow” entries and status of each prospect Volunteer Entry Report -Totals prospective volunteers entered into the recruitment system by the system utilized to enter the information either from the Web or VMIS - Utilized mostly by the National Office to determine system utilization 24 AARP Tax Aide

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26 Source Report 26

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28 Volunteer Dump Report 28

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30 Volunteer Entry Report 30

31 Accessing Reports Recruitment System Reports require VMIS access and are available through the VMIS system, similar to all other AARP Tax-Aide reports When you access VMIS, you can view reports by clicking on “Reports”, then “Recruitment ”, then the Report you want AARP Tax Aide

32 Notification and Formats You will receive notification when you report is ready via an notification with links to the report. Clicking on the link will bring you to the report itself (similar to other VMIS reports) You can also check your VMIS account for the report by clicking on “My Report Docs” at the top of the VMIS page and scrolling until you find your report (similar to other VMIS reports) Recruitment System Reports are available in a variety of Excel and Pdf formats (similar to other VMIS reports). If utilizing the “Dump” report to send information to other volunteer leaders, excel usage is recommended AARP Tax Aide

33 VMIS Utilization Login to the Tax Aide Program and proceed to the Recruitment tab. There will be three options available to the user (note: must have ADS access) Add Prospects If you are adding prospective volunteers whom did not use the web application Process Prospects When you are ready to make a prospective volunteer permanent and assign them a position and a supervisor in VMIS Edit Prospects When you want to change, delete or modify information on a prospective volunteer’s record (such as changing the status, address or contact information) AARP Tax Aide

34 VMIS – Add a Prospect Select the Add Prospects options from the Recruitment tab. Fill in the screen with the information as you would on a web application including the required fields. Submit the form when complete. You will receive a success message on the screen AARP Tax Aide

35 VMIS – Process a Prospect Select the Process Prospects option from the Recruitment tab. Identify the prospect you want to process to a permanent volunteer AARP Tax Aide

36 VMIS – Process a Prospect If the “prospective volunteer” is in the VMIS system, their record will display in the prospective volunteers list AARP Tax Aide

37 VMIS – Process a Prospect User can click on existing volunteer to update profile information and add supervisor and assignments AARP Tax Aide

38 VMIS – Process a Prospect Adding assignments and supervisor now will only take one step from the same screen AARP Tax Aide

39 VMIS – Edit a Prospect Select the Edit Prospects option from the Recruitment tab. Identify the prospect you want to edit AARP Tax Aide

40 VMIS – Edit a Prospect Identify the prospect you want to edit AARP Tax Aide

41 VMIS – Edit a Prospect Edit the fields you want to change, modify or delete. Click on submit and you will receive a success message. Note: Status can be changed via a drop down box at the bottom of the screen AARP Tax Aide

42 Help Desk and Information Resources Help desk contact information displayed in system Telephone: Escalation or persistent problems : Presentation, Registration Instruction, System Guide, “Frequently Asked Questions”, Reports and VMIS documentation accessible on Volunteer Extranet Senior Volunteer Technicians also are a resource

43 Next Steps System available via volunteer extranet ( Links placed on “Hot Topics” Can also link via Register when accessing system for first time Volunteer applications will be accessible as they are received Currently we are receiving 40 –50 new applications each day National Office to send out summary reports by split state for November, December and at the end of the Volunteer recruitment season AARP Tax Aide