1. VMS: Volunteer Management System Overview TEXAS MASTER NATURALIST ANNUAL MEETING OCTOBER 24-25, 2014

2. What is the VMS?  … is web based software licensed by Texas Parks and Wildlife  … to manage volunteers across its many volunteer programs  … to reduce duplication of reporting  … to improve the documentation for applications for grants

3. How will it be implemented?  An Implementation Team consisting of three TMN volunteers has been formed to assist chapters in the conversion process and to provide training.  Implementation has begun with the conversion of the Heart of Texas Chapter with the Phase 1 chapters to follow.  Many Chapters have volunteered to be in Phase I and in Phase II of the conversion  We hope to have Phase I chapters complete before the end of June of this year  We will commence converting and training Phase II chapters immediately after Phase I.

4. What about our existing data?  All data accumulated since chapter inception will need to be preserved and converted into the VMS  Data may be manually converted  Data may be electronically converted (Samaritan charges $100 to do the conversion)  A template is being created for chapters who wish to convert their data electronically  Regardless of the conversion method selected, the Implementation Team is prepared to assist the chapters in their data conversion  Historical data (data prior to the current calendar year) should be converted as an annual total for service and an annual total for AT by volunteer by year

5. How will training be conducted?  Initial training of the hours keeper(s) will be conducted by the Implementation Team  The initial training will, usually, be conducted via WebEx (a web based video conference system)  The hours keeper will receive training so that they can then train their chapter members in how to use the system  There is a support desk (FreshDesk) where any user may find TMN specific videos, user guides, frequently asked questions and answers, as well as a knowledge base of questions and their resolution posed by other members There is a support desk (FreshDesk) where any user may find TMN specific videos, user guides, frequently asked questions and answers, as well as a knowledge base of questions and their resolution posed by other members

6. What special software is required; what are the costs to the chapter?  Although no special software is required for members to register for and report their hours, an Internet connection and a web browser (such as Internet Explorer, Chrome, Safari, FireFox) are required for the member to use the VMS software.  Hours keepers must be using Internet Explorer to access eCoordinator (the administrative module of VMS) and we highly recommend a robust Internet connection – members using eRecruiter to report their hours may use any of the above mentioned browsers.  There is no charge to the chapter for using the VMS; all licensing fees for the VMS are paid by TPWD

7. What are the benefits to our chapter of the VMS?  Some chapters have no electronic system for registering for opportunities nor for reporting hours; for these, the state reporting will be greatly simplified  For those chapters using an electronic system, there will be benefits in regards to state reporting, although not as significant as for those chapters without a system  Not only will all TMN chapters be using the same management system but they will be using the same system TPWD is using, meaning that our events are visible to a much wider audience  A spin-off benefit is that our members who also volunteer for other TPWD events can register for and report their hours using the same system that they do for TMN

8. What are some of the things chapters will need to adjust to?  Obviously, for those chapters who are happy with their current system, they will have the opportunity to learn a new system that may work better in the long run or may not work as well as the one they presently use (but more AT opportunities for us all)  Except for those chapters having no electronic system now, the time requirement for the hours keeper will in most cases increase.  Presently, the VMS software is set to allow a 45 day window from the end date of the opportunity to report hours  Each TMN member will be registered with the TPWD as a volunteer (many of us already are)  For most of us, learning something new, can be trying at best.

9. What can we do to prepare our chapter?

10. Screen shots from the VMS: VMS Web Portal

11. Link your chapter’s web site to this page: txmn.org/tmn-vms-users/

12. Helpdesk web site: linked to from txmn.org/tmn-vms-users/txmn.org/tmn-vms-users

13. Register a new volunteer through TPWD ( tpwd.texas.gov/volunteer/ )

14. eCoordinator (VMS Administration)

15. eRecruiter (members)

16. eReruiter Dashboard

17. Search for an opportunity:

18. Reporting hours - surveys

19. Log Books

20. Repetitive Administrative Tasks Task  Approve volunteers for opportunities  Approve volunteer log book entries  Check for “Apply to ”  Look in the “Inbox” for new volunteers  Monitor volunteers for milestones  Update milestone information  Generate reports of hours as required  Monitor for New Opportunity Survey  Add opportunities to the system Possible Member  Hours Keeper or Membership  Hours Keeper  Membership  Hours Keeper  Membership/Approver

21. Repetitive Administrative Tasks Task  Monitor “Master Naturalist” folder for opportunities that can be moved  Monitor CBC due dates  Monitor “Master Naturalist” folder to ensure everything is current for web display Person  Approvers  Hours Keeper  Approvers/membership

22. Questions