Transcript AARP Tax-Aide Prospective Volunteer Recruitment System

AARP Tax-Aide Prospective
Volunteer Recruitment System
Leadership Reports and VMIS
Functionality
2010
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Today’s Agenda
• AARP Volunteer Recruitment System Review
• Previous Season Experience and Results
• AARP Volunteer Recruitment System Phase 2 Overview
• Priority Requirements, What’s New /What’s Not
• Recruitment System Leadership Reports
• Questions Reports Are Designed to Answer
•
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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Last Season
Experience and Results
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Volunteer prospects identified and processed through the Volunteer
Recruitment System totaled over 7,000
– 50%+ increase in prospects from 2008
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Prospects appeared to have the necessary background and skills
– Technology, internet, computer, educational levels, professional employment, tax
preparation skills and experiences are similar to or higher than current Volunteers
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Prospects exhibited some important differences from the predominant profile
and demographics of current Volunteers.
– Tended to be younger, more ethnically diverse, use other than AARP sources to
learn about the program, are more likely to be still working, more available on
weekends/nights and have less previous volunteer experience
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Despite some initial browser and registration issues, over 75% of Volunteer
Leaders found that system was easy or somewhat easy to use
– At or above system implementation benchmarks
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Prospect Survey Summary
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Had a significant overall response rate of 32%
– New Volunteers in the AARP Tax-Aide program had a higher response rate
(43%), than those who did not become Volunteers (19%)
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What We Learned
– Pros:
• 91% rated the online application as Very Easy or Somewhat Easy
• Most new volunteers (over 80%) plan to participate next year
• Of those who became volunteers, their overall experience (application,
training, working as a counselor) was excellent
• Potential untapped resource – 51% of prospects who were not offered an
assignment would have worked as an administrative or fundraising volunteer
• Local efforts are bringing in quality, skilled, experienced volunteers who
mirror the current volunteer profile, demographics, schedule preferences
• Potential untapped resource - 57% of people who were not assigned were
willing to reapply in the coming season
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Prospect Survey Summary
• What We Learned
– Concerns:
• New Volunteers wanted to have higher tax preparation readiness
after training was completed
• Concerns raised about training both new and experienced
volunteers in the same classroom setting
• Prospects who did not become volunteers had a different
experience than those who did – less positive impression
• Potentially due to assessment communication or process failures
• Lack of timely contact (within 7 days of application) appears to be a
significant driver or indicator of “unsuccessful” recruitment
• Longer time between prospect self-identification and volunteer
leader contact made it less likely for that prospect to become a
volunteer
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Length of Time Between Applying and Initial
Contact w/ Volunteer Leader
*71% were contacted
within 7 days
*35% were contacted
within 7 days
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2010 Survey of
System Users
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High survey response rate from Volunteer leaders that used the Volunteer
Recruitment System
The majority of feedback from volunteers was positive
76% found the new system “Very Easy” or “Somewhat Easy” to use
Nearly 70% of those surveyed had more than 5 prospects come through the
system, many Volunteers Leaders had > 20 prospects
82% thought that the information they received from the web application was
useful
Many volunteers are unaware of system reports, but showed interest in
utilizing them and needing more reporting visibility
DC’s utilized the recruitment system more than any other Volunteer title
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What Isn’t Changing
• What Remains the Same This Season
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Application questions and requirements
Applicant Information Routing and Review
Statusing of Applicant Review Activity
Workflow Management and Monitoring
Email notifications upon application, final statusing to prospects
Email notifications to Volunteer Leaders upon application receipt and
upon routing to other Volunteers (DCs)
– VMIS Reports and one step new volunteer assignment
• For a refresher of last year’s information, go to:
http://www.aarp.org/sk/taxaide/recruit.html
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What’s New with
Volunteer Recruitment
• WHAT we are doing this season
Improved registration process/success rate through reduction of browser
compatibility issues, registration identification, database synchronization
• Ability to register new prospects locally through “same” application form
• Additions to “Prospect Status/Routing” page to enable visibility to all
prospect records by Volunteer Leaders for all prospect status
• New, optional “Activity Summary Page” and on line reporting to track
“final prospect status” through assessment, training and assignment
process by Split State, District, Prospect level
• Redesign more user friendly, easy to navigate through Volunteer Portal
• On boarding /Off boarding process analysis through end of season
surveys, possibly to Split State level
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Volunteer Involvement
• 4 Volunteer Titles have access and are included in Phase 2
– 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
– Expand access to additional titles (through Portal access)
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Prospect Information / Use
• Prospect Application
– The five following screens demonstrate the on line volunteer prospect
application
• Can be accessed via a link at http:
www.aarp.org/money/taxes/info-2006/volunteer_aarp_tax_aide.html
– There are some required fields
• Including all contact information fields and source data
– All information which the prospect enters will be available in the
Recruitment System and in VMIS
• What a prospect receives
– Once a prospect has completed the web form, they receive an email
message that thanks them for their interest and gives them a contact
email address (at National office) to use for additional information/help
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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,
especially for State/Split State level analysis:
• Where can I find information on prospective volunteers statused as
“Approve”, “Reject” or “On Hold”?
•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 VMIS 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 exist in VMIS
• 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
-All inclusive data report especially useful for customized data mining
-Includes all categories on the prospect application, on the web form and all
time stamps for each prospective volunteer and application
-Especially useful for staff analysis and status reporting
Volunteer Entry Report
-Totals prospective volunteers entered into the recruitment system by the
system utilized to enter the information either from the Web, Local 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
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Next Steps
• Recruitment System available via Volunteer Portal on “Hot Topics”or
• https://volunteers.aarp.org
• Resources on the Extranet
•http://www.aarp.org/sk/taxaide/recruit.html
• Register when accessing system for first time
•Volunteer applications and data will be accessible as they are
received
• Over 2,500 processed through the system YTD
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