AARP Tax-Aide Prospective Volunteer Recruitment System Leadership Reports and VMIS Functionality

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AARP Tax-Aide Prospective Volunteer Recruitment
SystemLeadership Reports and VMIS Functionality

• 11/4/09

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Todays Agenda

• Recruitment System Overview
• 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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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
• 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

• 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
•   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
•   E-mail Notification to Leaders
• Instant notification to PVC, SC upon applicant
  submission 

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Phase 2 Overview

•  Applicant Information Routing
• Routed to the PVC, Split State organization based
  on zip code
• Can also be re-routed to other leaders, areas
•   Accessing Your Applicant Information
• Click on a link in the email notification to
  access system and prospect information over the
  web
•   Applicant Information Review
• All applicant information, and any additional
  information added by Leaders is instantly
  viewable over the web
•   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

•  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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Applicant Information Review

• To review the applicant information and status
  of the review of the prospects 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 volunteers 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 helpdesk_at_aarp.org
• Telephone [phone]
• Escalation or persistent problems
  taxscan1_at_aarp.org
• 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/tax
  aide/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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