Transcript CORE System Overview

CORE Volunteer Training
Key Functions in CORE
Presented by:
<NAME>
<Chapter Number>
April 10, 2014
Special Thanks To
 Rick Fisher & Dean Risseeuw
Williamsburg SCORE
 Dick Leslie
San Diego SCORE
 Mark Lowenstein
Cape Cod SCORE
 John Bury
Springfield (IL) SCORE
Today’s Agenda
 What is CORE?
 What’s Behind the Change?
 Learning Key Functions in CORE
(Using the Volunteer Training Guide)





Login
Edit Your Profile
Add Client
Create Mentoring Session
Scheduling an Appointment with CORE
(optional for chapters)
What is CORE?
 Client Outcomes & Relationship Engagement
 Replaces the current WebIT/EDMIS System
 Allows chapters and volunteers to better track
their clients’ SCORE activities
 All chapters to be using CORE by March 2015
The Process in WebIT & CORE
Client Enters
Part I & Part II
of 641 via web
Notification to
Administrator
Chapter’s
Scheduling/
Assignment
Process
Mentoring
Sessions Held
Notification to
mentor
when assigned
Session Notes
Created:
Part III of 641
Volunteer
Enters Part I &
Part II of 641
In CORE
In WebIT
Volunteer
Enters Part I &
Part II of 641
Client Enters
Part I & Part II
of 641 via web
Notification to
Administrator
Chapter’s
Scheduling/
Assignment
Process
Mentoring
Sessions Held
Notification to
mentor
when assigned
Session Notes
Created:
Part III of 641
What’s Behind the Changes?
 One login to access all SCORE systems
 Allow mentors to view & report activity with any client
 True CRM: Tracks all “touches” with each client –
mentoring, workshops, and other engagements
 Volunteers can manage their own usernames and passwords
 Search volunteers nationwide by keyword, expertise or
industry
 Branch location field added to session notes form
 Non-session notations for better client management
 Optional web-based client scheduling system
 ‘Crisper’ layout and look
What Ensures CORE’s Success?






Insight from chapters and chapter leaders
Piloted by several SCORE chapters
Process flow and data entry familiar from WebIT
Increased chapter communications
Trained volunteers and chapter resources
Dedicated CORE Training/Project Manager
CORE System “Go Live” Process
No later than 5
days before
All Training
Completed
Weekend Before
No Access to WebIT
Client data (3 years)
& workshop data (1
year) transferred into
CORE
CORE goes LIVE!
Follow-up on
Progress/Feedback
from Chapter
+10 days
Key Volunteer Functions in CORE
You will learn how to:
 Login
 Edit Your Profile
 Add Client
 Create Mentoring Session
 Schedule an Appointment with CORE
To Log In Visit…
www.score.org
OR
<chaptername>.score.org (i.e. boston.score.org)
FOR PRACTICE USE: sandbox.score.org
Modifications are not saved to the real CORE system.
Logging In
Login with your WebIT username and password
Email mentors & those new members added after June 30th use an email address to login
If You Forget
Logging in through
the SCORE Volunteer Center
CORE
Welcome
Box
Menu
Quick Links
Profile
Mentor
Training
The Main CORE Page
Link to CORE
training
Recap:
Log In to the Volunteer Center to Access CORE:
1. Navigate to score.org or your chapter website
2. Click Log In in the upper right corner of the screen
3. Enter your WebIT username and password (Email
mentors and new members added after June 30th
use their email address to login)
4. Click the Log In button to go to the Volunteer Center
5. On the Volunteer Center homepage, select Go To
CORE from the main menu.
Reference: Exercise 1 –Volunteer Training Exercises
Edit Your Profile
To take advantage of CORE’s search capabilities it is important
your personal profile be as up to date and complete as possible.
Edit Your Profile
Edit Your Profile – note new details you can add
NOTE: For Interested Email Mentors
Selecting ‘Email’
here is how you
designate email
mentoring.
REMINDER: Email mentors are required to use the scorevolunteer.org email addresses.
Contact [email protected] if you need a scorevolunteer.org email address.
Complete sections at bottom of Profile section and
Save Your Changes
Recap:
Edit Your Profile:
1. After logging in you will be redirected to the
Volunteer Center homepage
2. Select the My Profile tab below the Welcome box
3. Click the Edit My Profile button
4. Edit your information and
5. Click Save
Reference: Exercise 2 –Volunteer Training Exercises
Add Client
Part 1 & 2 of Form 641
Click Go to CORE
Pull Down Clients and Click Add Client
Complete the 641 form as you have always done
* Denotes a required
field. Some fields
default to “Choose
Not to Respond”
Don’t forget to
click Submit at
the bottom of the
page
Clients can enter their own info
at score.org using the Local Mentoring Request
TIP: Clients can enter their own
info by going to score.org and
entering in the zip code or by
going to the chapter website and
clicking the Request a Meeting
button.
Recap:
Add a New Client:
1. From the CORE homepage
2. Hover over the Clients tab and click Add Client
3. Enter information in the required fields of Part 1 &
Part 2 of the 641.
4. Click Submit
Clients may still submit information from score.org or the
chapter website.
Reference: Exercise 3 –Volunteer Training Exercises
View Client Information and
Create Mentoring Session
Part 3 of Form 641
Pull Down Clients and Click Chapter Clients
or Select View All Chapter Clients
Note: Any Client you have not seen in over one year
has a Client Status of “Inactive”
(‘Inactive’ Status =
No session for 1+ years)
Johnson
HINT: Select ‘All’ to
find inactive & active
clients.
SEARCH FOR
CLIENT
1) Enter any part of
Client’s name
2) Click Search
Create Mentoring Session
Able, Johnson
View all Session Notes
[email protected]
Phone: 5553693515
Edit/View the 641
Part 1 & 2
Augusto, Luis
Butler, J.B.
NOTE: The clients are ‘sample clients”
[email protected]
Phone: 5551112222
Add new session
notes for Part 3 of
the 641
[email protected]
Phone: 5552112222
Create Mentoring Session
This is Part 3 of the Form 641.
Fields with * are required.
Create Mentoring Session
You can also use Part 3 to
provide notation of training
or a general update
Create Mentoring Session
Email & telephone
are other options.
Selecting ‘Close Out’ will
automatically make your
client inactive.
Select the ‘Non-Session’ type to
make notes or if a client is not
responding to scheduling. (Will
remove from ‘not yet contacted’
list report).
TIP: Use the Non-Session & the reminder to followup with clients who are non-responsive. Use a Close
Out if they never follow-up.
Create Mentoring Session
Add up to 4 additional
co-mentors and report
their hours individually.
Set a reminder to be sent
to you to follow-up with
this client.
Create Mentoring Session
Don’t forget to click “Save” at the
bottom of the page.
To Add a Workshop Session in the 641
Track your workshop
participants by selecting
Training for
the event type
Once your Form 888 has been
completed, you can put the date
of the workshop here. The
Workshop will be listed.
Recap:
Create Mentoring Sessions:
1. Search for your Client by
- Select View All Chapter Clients
- Select the Client Status
- Enter info in Name or email field
- Click Search
2. Click the Create Session button next to the client.
3. Enter notes from the session or
(For notes only select Non-Session from the
Session Type dropdown.)
4. Click Save
Emailing your Face-to-Face
Client within CORE
Option for Part 3 of Form 641
NOTE: This function is available only for mentors with a scorevolunteer.org email addresses.
Contact [email protected] if you need a scorevolunteer.org email address.
Email Option for Session Notes
SET-UP TO USE THE EMAILS TAB
From the Volunteer Center, set-up
your Email Account Settings by
1) Select the My Account tab
2) Select the Edit tab
3) Select the email account
settings tab
4) Add your scorevolunteer.org
email and its password.
5) Complete the signature
6) Click Save.
Email Option for Session Notes
NOTE: This function is available only for mentors with a scorevolunteer.org email addresses.
Contact [email protected] if you need a scorevolunteer.org email address.
Select View
Session Details
Able, Johnson
[email protected]
Phone: 5553693515
Augusto, Luis
[email protected]
Phone: 5551112222
Butler, J.B.
NOTE: The clients are ‘sample clients”
[email protected]
Phone: 5552112222
Email Option for Session Notes
NOTE: This function is available only for mentors with a scorevolunteer.org email addresses.
Contact [email protected] if you need a scorevolunteer.org email address.
Johnson Able
Johnson shared his tax advising home-based business idea. Will send business plan for me to email back comments.
NOTE: The clients are ‘sample clients”
Send an email & Save as a Session
NOTE: This function is available only for mentors with a scorevolunteer.org email addresses.
Contact [email protected] if you need a scorevolunteer.org email address.
[email protected]
Complete the
email fields.
Attach items if needed.
Save email as
Mentoring Session
(optional).
Sending will also save and
record the Mentoring
Session.
Other CORE Functions
Form 5 web-entry is available
for volunteers. Check with your
chapter on chapter processes.
Enter your Form 5 Non-counseling Info
Complete the fields for
your name and chapter
information.
Then complete the fields
for the reporting period
and how your
non-counseling hours
were spent.
Other CORE Functions
Calendar function is available
for chapters who would like
clients to schedule
appointments from the web.
CORE Practice Environment
URL: www.sandbox.score.org
• Use your own login credentials
• Navigate the CORE system
• Practice CORE processes
(Add clients & sessions)
Resources
For quick tips, videos, training guides, webinars, timelines and more
visit the Support Site’s CORE page: www.support.score.org/core
HELP Contacts:
SCORE Help Desk
Email: [email protected] or
Phone SCORE National
800-634-0245
(For chapters using CORE’s Scheduling System)
Reference: Exercise 4 -Volunteer Training Exercises
Create Appointment
within CORE
To display availability on the web
Add your availability
Appointments already selected
by clients are in gray. Available
appointments are noted in blue.
Click to
navigate
to the
next
month.
Appointment Availability
Clients will be
able to see
only the blue
slots that are
available.
Appointment Availability
Enter the date and time as well as
the co-mentor and client name, if
applicable.
Leaving the client field blank will make
the appointment available for
scheduling.
NOTE: Some chapters may have a specific processes
for appointment entry.
Client goes to SCORE.org
This option shows up for clients if
chapters request to use the scheduling
option of CORE.
Client Selects Appointment
Clients are able to select
from the available chapter
appointments.
The Client’s View Once Selected
The Client’s View after Selection
Email Sent to Client from SCORE
They can select here to cancel.
The mentor(s) will receive an
email notification.
If appointment selected, email sent to
Mentor(s) from SCORE
Recap:
Add an Appointment in CORE:
1. Select Manage Calendar from the CORE homepage
2. Select Add an Appointment
3. Enter date, time and other information.
(Leave client field blank to leave available)
4. Select Add to Calendar
Once a client selects your appointment slot, you will be
notified via email.
Recap: Agenda
Key functions in CORE learned:
 Login through the Volunteer Center
 Edit Your Profile
 Add Client
 Create Mentoring Session
 (optional for some chapters)
Schedule an Appointment within CORE
Resources
For quick tips, videos, training guides, webinars, timelines and more
visit the Support Site’s CORE page: www.support.score.org/core
HELP Contacts:
SCORE Help Desk
Email: [email protected] or
Phone SCORE National
800-634-0245