1 Volunteer Connection 1 November 19, 2014

2 Agenda  Restructuring Impact  Re-Org Strategy  Regional Groupings  System Changes  Timeline  Next Steps  Tools & Resources 2

3 Regional Restructuring Impact  Regional Re-alignment  IT Systems Updated  Volunteer Connection evolves  New Tools/Enhancements  New Regional System Points of Contact

4 Re-org Strategy  Help regions get as close to end state as possible  Phase Approach  Assign regions in groups based on complexity  First wave – supported by current features  Chapter mergers and name changes  Regions with full mergers  Regions consuming large part of another region (need to move smaller portion out later)  Second wave – dependent on new features  Split regions - Move portion of volunteers into another region  Chapter changes - Reassigning volunteers to another chapter within a region  More complex regional splits will be individually evaluated, determine the volume of volunteers impacted and available options 4

5 Reorganization Groupings  Group 0 – Units that are not experiencing any changes  Group 1 – Group of units that have no regional mergers but complete chapter consolidations and name changes  Group 2 – Grouping for units that can support a full system merge with another region  Group 3 – Units that are affected by multiple partial regional and chapter mergers

6 System Changes  New Enhancements:  Mass Move Tool  Reorganization Query  Mass Assign Position Tool  Mass Chapter Change Tool  Ability to ‘Archive Positions’

7 Restructure Timeline 7

8 Next Steps  Request access to regions in which you may either merge or gain new volunteers  Become familiar with the volunteer data that may be impacted by mergers and consolidations, i.e. Positions, Position Groups, Shift Registrations, Content, etc.  Register for refresher trainings currently underway  Attend bi-weekly (optional) calls led by the Volunteer Connection IT Team  Intake Queue Clean-Up  Asurint Background Checks

9 Tools & Resources  Zendesk  Quick Reference Guides Quick Reference Guides  On-Demand Training On-Demand Training  Instructor Led Trainings Instructor Led Trainings  Best Practices Best Practices  Community Help Forum Community Help Forum  Guidance for Regional Mergers Guidance for Regional Mergers

10 Appendix 10

11 Mass Move Tool  This tool will enable units to mass move a large number of volunteers from one region to another based on certain criteria.  Zip Code  County  From Chapter  Status  Etc.

12 Reorganization Query  As units use the mass move tool, volunteers will automatically have designated a new position – “2014 Reorganization”.  Query will allow receiving units to identify all volunteers that have been moved to their region for further placement.  Query will include former positions of volunteers and current positions added if designated pre-merger  When the ‘2014 Reorganization’ position is end dated, volunteers will no longer appear on the query. Note: A second query will also be available for units to always identify which members were part of the reorg

13 Mass Assign Position Tool  Mass Assign Position Tool will allow one person to be assigned to multiple positions or multiple people to multiple positions quickly.  This tool will also allow units to mass end date positions, i.e. ‘2014 Reorganization” position.  Note: Tool will also allow administrators to notify Group Leaders of recent additions and/or removals to the GroupShare they manage

14 Mass Chapter Change Tool  The Chapter Change Tool will allow select volunteers to be moved within the same region to a new chapter based on certain criteria:  Zip Code  County

15 Additional Enhancements  Position Assignment – Groupshare:  Allow Group Leaders to assign/end date positions for volunteers in the groupshare Note: Positions that can be assigned or ended must be assigned to that particular groupshare  Archive Positions:  Provide units with the opportunity to archive positions no longer being used or recruited for in the region.