All Things Volunteer Connection January 2014

2 Agenda  System Updates, Cleanup, & Friendly Reminders  System Integrations  Regional Volunteer Director Global GroupShare  HIT Volunteer Engagement

System Updates, Cleanup, and Friendly Reminders

4  Placement Type  Issue:  Over 25,000 Positions exists in Volunteer Connection for all units with little to no similarities or standardization.  Solution:  Populate the Placement Type field in the Opportunity Description to help standardize Opportunities/Positions under a specific category.  Examples: DAT Leads, DAT Trainees, DAT Members in Training, DAT Member, would all be categorized under Disaster Action Team. CPR Instructors or Babysitter Training Instructors would be classified as PHSS Instructor.  Use the Positions List query to identify all Positions that do not have a Placement Type, and update as needed.

5 System Cleanup and Friendly Reminders  FOCIS Categories  Updating FOCIS Categories are essential to proper reporting of volunteers’ service and support in key Lines of Service.  Things to Remember:  All Opportunities/Positions require a FOCIS Category  Use the Positions List query to identify all Positions that do not have a FOCIS Category, and update as needed.

6 System Updates, Cleanup, and Friendly Reminders  Managing Statuses – Inactivating Volunteers  Properly updating member statuses is important for good recordkeeping and helps the organization track the life-cycle of a volunteer.  Things to Remember:  Always ADD a new Status, Do Not edit the existing Status  Do Not leave the Effective Date empty on the Volunteer/Employee Status  When inactivating, make sure to use the correct inactive status name for a person, based on what the current status is - e.g. a General Volunteer gets "Inactive Volunteer", a Prospective EBV gets "Inactive Event Based Volunteer“  Inactive Members query available soon.

7 System Updates, Cleanup, and Friendly Reminders  Affiliation Cleanup  Managing Affiliations help the organization track and identify all key partners and membership totals.  Things to Remember:  All members belonging to a partnering agency should have the following:  Status of General Partner Member or RWTC Member  An assigned Affiliation on their record  An assigned Position on their record  Affiliations can be created for local partners and be associated to a national organization via the Affiliation Manager  Use the Active RWTC & Partners with Affiliations query to identify volunteers that need record updates

8 System Updates, Cleanup, and Friendly Reminders  Announcing Regional Volunteer Director Groupshare!  Requirement:  All units must create a position called ‘Regional Volunteer Director’ by January 31, 2014  Position does not need to be correlated to any Position Group.  Global Groupshare will be available February 2014  NHQ Volunteer Services will serve as the “Group Leaders”  Global Groupshare is ONLY for the Volunteer Directors at this time

9 System Updates, Cleanup, and Friendly Reminders  New Query Tool Reports:  Hours Listing  Hours Summary  Inactivated Members  Intake History Listing  Intake History Statistics  Member Counts on Date  Opportunity Queue Listing  Volunteer Position Statistics by FOCIS Category  Available January 24, 2013  Detailed descriptions of each report will be posted to Zendesk upon release

System Integrations

11 System Integrations  New Background Check System & Volunteer Connection  The integration of these two system will improve and enhance the intake process for both volunteers and administrators.  Things To Know:  Identify two administrators for the new background check process  Training for the new background check process will be scheduled for February  Tentative launch for the integration scheduled for late Feb or early March  Prior to integration, units will need to clean their system’s intake queue of Prospective Volunteers (additional guidance will be provided)

12 System Integrations  The Exchange & Volunteer Connection  The integration of these two systems will provide a streamlined and efficient process for users to access information posted on the organization’s intranet site.  Things To Know:  Members will soon have access to the Exchange via Volunteer Connection  Access to the Exchange will no longer require an approval process  Integration is expected to be complete in February

VolunteerMatch Phase I

14 Purposeof Integration  To enhance and streamline Red Cross efforts in volunteer recruitment by…  …connecting the two most widely used volunteer management/recruiting applications of the Red Cross, Volunteer Connection and VolunteerMatch  …reducing redundancies in the recruitment approach of units from duplicating postings in the two systems  …improving the volunteer flow and experience between VolunteerMatch and Volunteer Connection

15 Things to Know  All Red Cross opportunities must be in Volunteer Connection in order to recruit via VolunteerMatch  Opportunities in Volunteer Connection must be updated to reflect new changes required by the VolunteerMatch integration  All Red Cross opportunities currently in VolunteerMatch will be removed in order to complete the integration process (Expected: 4 th Quarter of FY 14)  A NEW Opportunity Locations fragment exists

16 Timeline  January 2014: Provide Quick Reference Guides to support the VolunteerMatch integration  January 2014 – March 2014: Units update Opportunities/Positions as needed  March 31 st 2014: Volunteer Connection/VolunteerMatch Opportunity update completed  4 th Quarter of FY 14: Integration complete

Field Mapping

18 Field Mapping  Volunteer Connection:  Purpose (Required)  Time Commitment  Training (if not left blank)  Length of Appointment  Qualifications  VolunteerMatch:  Description  Requirements & Commitment  Skills To begin integration, units will need to understand and ensure proper field mapping is completed between the two systems. New Fields: Call To Action, Keywords, Good Match For, Cause Areas

19 Call To Action & VolunteerMatch Job Title  Add creative text to make your volunteer opportunity stand out!  This field concatenates with the volunteer job title in Volunteer Connection to create the VolunteerMatch Job Title.  Be Aware: 100 Character Limit

20 Keywords & VolunteerMatch  Keywords allow end users in VolunteerMatch to easily search local Red Cross opportunities  Keywords are only used and visible in the VolunteerMatch ‘Search’  Multiple keywords should be separated with a semicolon (;)  Examples: Casework; Disaster Relief; Teaching; Instructor; Fundraise; etc.

21 Good Match For  This section allows VolunteerMatch users to identify roles that may be applicable to a particular audience  Dropdown list matches with the ‘Good Match For’ list in VolunteerMatch  Good Match For is only used in VolunteerMatch, and will not be visible to the end user of Volunteer Connection

22 VolunteerMatch Cause Areas  Categories that allow VolunteerMatch end users to find opportunities specific to a cause they support or most interested  Cause Areas are only used in VolunteerMatch, and will not be visible to the end user of Volunteer Connection  Only the pre-defined list of Cause Areas is available for selection by Volunteer Connection administrators

23 Additional Notes  The Minimum Age in VolunteerMatch will default to “13 yrs old”; this field will not appear in Volunteer Connection  “Photo 1” in Volunteer Connection will be used as the opportunity photo in VolunteerMatch  Availability is ongoing - the opportunity expiration in VolunteerMatch will be set for one year to the date of original posting;  Removal of an Opportunity is managed from Volunteer Connection and can be done at any time  Only one point of contact can be listed for the VolunteerMatch posting – this is updated in Operating Unit Configuration

24 Next Steps 1. Ensure All Red Cross Positions are added to regional Volunteer Connection – including Biomedical (if division falls within region)- Due: March 31, Update Volunteer Connection Opportunities with VolunteerMatch information – Due: March 31, Final integration is tentatively scheduled for Q4.

Internal Partners

26 HIT Volunteer Engagement  PHSS  Remember to assign and correlate PHSS employee positions to the GroupShares they manage  Be sure PHSS employees have Group Leader access to manage and contact their volunteers

27 HIT Volunteer Engagement  Humanitarian IT Services (HITS)  The IT COE is seeking volunteers to support IT activities in regions.  A standardized volunteer position description is being created to support this new effort.  NOTE: IT COE will be entered into Volunteer Connection by NHQ and trained on referral management, profile and hours management in the system. Additionally, COE members will contact regional Volunteer Directors to initiate a relationship, if not already established.

Conclusion Final Thoughts

Resources  FOCIS Category & Placement Type  Deadline: Complete by March 31, 2014  Use the Position List – Query Tool  VolunteerMatch  Deadline: March 31, 2014  Specific instructions to follow  New Background Check Process  Specific instructions to follow  Affiliations Cleanup  Deadline: Complete by March/April  Active RWTC & Partners with Affiliation – Query Tool  Specific instructions to follow  Managing Member Statuses  Deadline: Ongoing  Use the Inactive Members Report (available Jan 2014)

Conclusion Questions

Appendix