1

AARP Tax-Aide Prospective Volunteer Recruitment System

Leadership Reports and VMIS Functionality

2010

2

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

AARP Tax Aide 2

3

Last Season Experience and Results

• Volunteer prospects identified and processed through the Volunteer Recruitment System totaled over 7,000

– 50%+ increase in prospects from 2008

• 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

• 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

• 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

AARP Tax Aide 3

Prospect Survey Summary• 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%)

• 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

4AARP Tax Aide

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

5AARP Tax Aide

Length of Time Between Applying and Initial Contact w/ Volunteer Leader

*71% were contacted within 7 days

*35% were contacted within 7 days

6

AARP Tax Aide

2010 Survey of System Users

• 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

7

What Isn’t Changing

• What Remains the Same This Season– 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

8AARP Tax Aide

9AARP Tax Aide

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

10

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)

10AARP Tax Aide

11

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

AARP Tax Aide 11

17

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

AARP Tax Aide

18

Recruitment System Leadership Reports

AARP Tax Aide

19

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?

AARP Tax Aide

20

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

AARP Tax Aide

21

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

AARP Tax Aide

2222

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

22AARP Tax Aide

2323

24

Awaiting Assignment Report

24

2525

26

Jeopardy Report

26

2727

ReportsSource 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

27AARP Tax Aide

2828

29

Source Report

29

3030

31

Volunteer Dump Report

31

3232

33

Volunteer Entry Report

33

34

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

AARP Tax Aide

35

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

AARP Tax Aide

36

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)

AARP Tax Aide

37

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

AARP Tax Aide

38

VMIS – Process a Prospect•Select the Process Prospects option from the Recruitment tab. Identify the prospect you want to process to a permanent volunteer

AARP Tax Aide

39

VMIS – Process a Prospect•If the “prospective volunteer” is in the VMIS system, their record will display in the prospective volunteers list

AARP Tax Aide

40

VMIS – Process a Prospect•User can click on existing volunteer to update profile information and add supervisor and assignments

AARP Tax Aide

41

VMIS – Process a Prospect• Adding assignments and supervisor now will only take one step from the same screen

AARP Tax Aide

42

VMIS – Edit a Prospect• Select the Edit Prospects option from the Recruitment tab. Identify the prospect you want to edit

AARP Tax Aide

43

VMIS – Edit a Prospect• Identify the prospect you want to edit

AARP Tax Aide

44

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

AARP Tax Aide

45

Help Desk and Information Resources

• Help desk contact information displayed in system•Email : helpdesk@aarp.org•Telephone: 888-925-2002•Escalation or persistent problems : taxaide@aarp.org•Presentation, Registration Instruction, System Guide, “Frequently Asked Questions”, Reports and VMIS documentation accessible on Volunteer Extranet• www.aarp.org/tavolunteers

46

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

AARP Tax Aide