Transcript AARP Tax-Aide Prospective Volunteer Recruitment System

AARP Tax-Aide Prospective
Volunteer Recruitment System
Leadership Reports and VMIS
Functionality
11/4/09
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Today’s Agenda
• Recruitment System Overview
• Recruitment System Leadership Reports
• Questions Reports Are Designed to Answer
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Information You Can Access
• Awaiting Assignment Report
• Jeopardy Report
• Source Report
• Recruitment System All Information “Dump” Report
• System Entry Report
• How, Who Can Access Reports
• Report Notification and Formats
• VMIS Utilization
• Add, Edit and Process Prospects
• Resources and Next Steps
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Current Situation
• AARP Tax-Aide adds approximately 6,800 new volunteers/ year
– Estimated that 10-12K prospective volunteer apply or are considered
• Program, Volunteer leaders require different skill sets and profiles of
new volunteers that what was required in the past
– E-filing technology, quality requirements need different skills, experiences
– Increasingly diverse communities of need
• Current recruitment response, prospect assessment and “on board”
processes highly manual and labor intensive
– With minimal data analysis and leadership reporting available
• Indications are that the quicker information exchange, assessment is
performed with prospective volunteers, the higher the likelihood of
success
– Estimated delay from prospect self identification at contact center or web
to receipt by PVC and/or DC is anywhere from 5 to 30+ days
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Key Requirements and Priorities
Priorities Established for 2009
• Reduced cycle time from prospect to PVC/Split state
• Web based solution
• Accurate contact information
• “Self service” process and volunteer information
• Program tracking
• Enhanced transfer of volunteer information to VMIS
• Leadership reports concerning recruit skills, education, tax
awareness, demographics, processing, approval rates, etc.
• Scalable design
• Work flow tracking
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Phased Implementation
• Phase 1
– Enhanced web based prospect application, response
– Direct routing of prospect information to State/Split State leaders, PVC
– Initial data collection and analysis
• Phase 2
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Prospect database developed
Further enhancement of web application
Retention of Prospect application information
Web based Workflow management and tracking
Enhanced Reports and analysis
Enhanced availability and upload of prospect information to VMIS
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Volunteer Involvement
• 4 Volunteer Titles are included in Phase 2 implementation
– SC
• Can review, process, manage workflow, assess prospects, route prospects
to other Volunteer leaders for review and pull reports
– PVC
• Can review, process, manage workflow, assess prospects, route prospects
to other Volunteer leaders for review
– DC
• Can review, process, manage workflow, assess prospects, route prospects
to other Volunteer leaders for review
– ADS
• Can review, process, manage workflow, assess prospects, route prospects
to other Volunteer leaders for review and pull reports
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Phase 2 Overview
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Web based Registration and System Access
• No special access or certification required for volunteer leaders
involved in the process
– Note: Must be PVC, SC, DC, ADS title in VMIS
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Prospect Application on the web available 7X24
• Application requests enhanced from Phase 1
• Only limited number of required answers, all others at the applicant
discretion
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E-mail Notification to Leaders
• Instant notification to PVC, SC upon applicant submission
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Phase 2 Overview
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Applicant Information Routing
• Routed to the PVC, Split State organization based on zip code
• Can also be “re-routed” to other leaders, areas
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Accessing Your Applicant Information
• Click on a link in the email notification to access system and
prospect information over the web
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Applicant Information Review
• All applicant information, and any additional information added by
Leaders is instantly viewable over the web
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Statusing of Applicant Review Activity
• Identification of prospect for acceptance, rejection or delay status as
a permanent Volunteer, ready for training
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Phase 2 Overview
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Automatic Email Notification
• When prospect status is changed or prospect information
“re-routed”
Workflow Management and Monitoring
• Leaders can identify status of applicant process and
response time or peruse prospective volunteer information
Reports and Analysis
• Five reports available to SC, ADS via VMIS
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Page 1 – part 1
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Page 1 –Part 2
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Page 2- Part 1
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Page 2 – Part 2
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Applicant Information Review
• To review the applicant information and status of the review of the
prospect’s application, it is a simple “one click” activity
• Simply click on the name you want to view
• Status drives system visibility and prospect progress
• Approve – Prospect is approved to become a volunteer and can be
scheduled for training, all assessment activity is completed
• In Progress – Activity to assess prospect is underway but is not yet
complete. For example, we are having a problem reaching the applicant
or more information is required
• On Hold – Activity to assess the prospect is complete but you want
to put the decision on hold until next season because no positions are
available or the volunteer will be out of the area during the season
• Reject – Assessment is complete and the prospect will not become a
volunteer
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Recruitment System Leadership
Reports
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What Questions Can
Reports Answer?
• A sample of what recruitment system reports can be used for:
• Where can I find information on prospective volunteers statused as
“Approve”, “Reject” or “On Hold”?
• How can I send prospective volunteer information to a leader who does
not have access to the recruitment system?
• How many prospects have I received? How many have been approved
for training? How many have been rejected?
• Who and how many prospects are computer experts?
• How are the new prospects hearing about the program?
• What prospects have not yet been processed? Where are they?
• What DC or area has received the most prospects?
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What Information Can
You Access?
• Information on every entry and action taken on the prospective
volunteer application or in the recruitment system can be accessed
through recruitment system reports
• Application information includes
• Prospect identification and location
• “About You” entries
• “Additional Information” entries
• Time stamps
• Workflow management
• Status
• Time stamps
• Routing
• Leader and location
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System Reports
• Preformatted Recruitment System Reports are available through the
VMIS system
• These reports were designed to provide specific information
concerning prospective volunteer processes while also providing
information in a flexible manner that can be customized at the local
level
• 5 initial reports have been developed
• Awaiting Assignment Report
• Jeopardy Report
• Source Report
• Recruitment System All Information “Dump” Report
• System Entry Report
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Reports
Awaiting Assignment Report
-Lists all prospects, with complete information and totals by District
Coordinator or Leader that have been approved to be scheduled for training
-Useful for getting numbers for training and to see how many potential
volunteers you have and where you have them
Jeopardy Report
-Displays prospects and totals who have not yet been statused in the
system, possibly indicating a delay or lack of contact
-Listed by number of days that have passed since the prospective volunteer
application was submitted
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Awaiting Assignment Report
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Jeopardy Report
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Reports
Source Report
-Shows how prospects have answered the question about how the prospect
learned about AARP Tax-Aide
-Useful for determining optimal vehicle for attracting future prospects
Volunteer Dump Report
-Similar to other VMIS AARP Tax-Aide dump reports
-Includes all categories on the prospect application, on the web form and all
time stamps for each prospective volunteer and application
-Shows the “work flow” entries and status of each prospect
Volunteer Entry Report
-Totals prospective volunteers entered into the recruitment system by the
system utilized to enter the information either from the Web or VMIS
- Utilized mostly by the National Office to determine system utilization
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Source Report
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Volunteer Dump Report
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Volunteer Entry Report
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Accessing Reports
• Recruitment System Reports require VMIS access and are available
through the VMIS system, similar to all other AARP Tax-Aide reports
• When you access VMIS, you can view reports by clicking on
“Reports”, then “Recruitment”, then the Report you want
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Notification and Formats
• You will receive notification when you report is ready via an email
notification with links to the report. Clicking on the link will bring you
to the report itself (similar to other VMIS reports)
•You can also check your VMIS account for the report by clicking on
“My Report Docs” at the top of the VMIS page and scrolling until you
find your report (similar to other VMIS reports)
• Recruitment System Reports are available in a variety of Excel and
Pdf formats (similar to other VMIS reports).
•If utilizing the “Dump” report to send information to other volunteer
leaders, excel usage is recommended
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VMIS Utilization
• Login to the Tax Aide Program and proceed to the Recruitment tab. There
will be three options available to the user (note: must have ADS access)
• Add Prospects
• If you are adding prospective volunteers whom did not use the
web application
•Process Prospects
• When you are ready to make a prospective volunteer permanent
and assign them a position and a supervisor in VMIS
•Edit Prospects
• When you want to change, delete or modify information on a
prospective volunteer’s record (such as changing the status,
address or contact information)
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VMIS – Add a Prospect
•Select the Add Prospects options from the Recruitment tab. Fill in the
screen with the information as you would on a web application including the
required fields. Submit the form when complete. You will receive a success
message on the screen
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VMIS – Process a Prospect
•Select the Process Prospects option from the Recruitment tab. Identify the
prospect you want to process to a permanent volunteer
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VMIS – Process a Prospect
•If the “prospective volunteer” is in the VMIS system, their record will display
in the prospective volunteers list
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VMIS – Process a Prospect
•User can click on existing volunteer to update profile information and add
supervisor and assignments
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VMIS – Process a Prospect
• Adding assignments and supervisor now will only take one step from the
same screen
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VMIS – Edit a Prospect
• Select the Edit Prospects option from the Recruitment tab. Identify the
prospect you want to edit
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VMIS – Edit a Prospect
• Identify the prospect you want to edit
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VMIS – Edit a Prospect
• Edit the fields you want to change, modify or delete. Click on submit and
you will receive a success message. Note: Status can be changed via a
drop down box at the bottom of the screen
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Help Desk and Information
Resources
• Help desk contact information displayed in system
•Email : [email protected]
•Telephone: 888-925-2002
•Escalation or persistent problems : [email protected]
• Presentation, Registration Instruction, System Guide, “Frequently
Asked Questions”, Reports and VMIS documentation accessible on
Volunteer Extranet
• www.aarp.org/tavolunteers
• Senior Volunteer Technicians also are a resource
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Next Steps
• System available via volunteer extranet (www.aarp.org/tavolunteers)
• Links placed on “Hot Topics”
• Can also link via https://volunteers.aarp.org/taxaide/internet/
• Register when accessing system for first time
• Volunteer applications will be accessible as they are received
• Currently we are receiving 40 –50 new applications each day
• National Office to send out summary reports by split state for
November, December and at the end of the Volunteer recruitment
season
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