1. Northwest Region State Meetings

2. 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.

3. 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

4. What’s New: Data Structure
Role - Job Assignment
(example: Counselor)
Assignment - a specific volunteer filling a specific opening
(example: TA-R01-CT1-D01-S Counselor Jane Smith)
Position - a specific opening on the organization chart
(example: TA-R01-CT1-D01-S Counselor)
Contact - Volunteer
(example: Jane Smith)
Program - Geographical location
(example: TA-R01-CT1-D01-S )
-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
-Assignment: Describes a specific contact, i.e. volunteer, fulfilling a position in a program, i.e. NH1 District 01 Coordinator

5. Program Hierarchy Enterprise Program: TA (Tax-Aide)
Region: R01 (New England)
Split State: CT1 (Connecticut 1)
District: D01 (District 1)
Site: S (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.

6. 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

7. 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.

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

14. 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