AARP Tax-Aide Volunteer Recruitment System

Phase 2

AARP Tax Aide

District Coordinators Meeting

November 2010

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Today’s Agenda

• AARP Volunteer Recruitment System Review• Last Season Results• Prospect and Volunteer Survey Results

• AARP Volunteer Recruitment System Phase 2 Overview• What’s New /What’s Not

• Phase 2 System Training – Volunteer Portal• Introduction to the AARP Tax-Aide Volunteer Portal• Reviewing and Status Updating of Prospective

Volunteers• Adding Prospective Volunteers• Overview of Ordering System for AARP Tax-Aide

Materials

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Last Season Results

• Over 7,000 Prospects processed through the system

50% increase!!!• Prospects initiated through the on-line application (23%) exhibited

some important differences from the predominant profile and demographics of current Volunteers – tend to be younger

– more ethnically diverse

– more likely to be still working

– more available on weekends/nights

– have less volunteer experience

– use non-AARP sources to learn about the program

• Prospects initiated through local sources (77%) mirror the current volunteer demographics and schedule preferences

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Prospect Survey Summary• 91% rated the online application as Very Easy or Somewhat Easy • Over 80% plan to participate again• Overall experience (application, training, working as a counselor) was

excellent• Wanted to have higher tax preparation readiness after training was

completed• Potential untapped resource

• 51% who were not offered an assignment would have worked as an administrative or fundraising volunteer

• 57% who were not assigned were willing to reapply in the coming season

• Lack of timely contact (within 7 days of application) made it less likely for that prospect to become a volunteer

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AARP Tax Aide

Volunteer Survey Summary • 76% of Volunteers found the new system “Very Easy” or “Somewhat

Easy” to use

• 82% thought that the information they received from the web application was useful

• Nearly 70% had more than 5 prospects come through the system, many Volunteers Leaders had > 20 prospects

• Many volunteers are unaware of system reports, but showed interest in utilizing them and needing more reporting visibility

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In 5 years, we will be wondering what we ever did without this system!!

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What’s New with Volunteer Recruitment

• The AARP Tax-Aide Volunteer Recruitment System will be the FIRST AARP Tax-Aide system to utilize “Volunteer Portal” functionality – Existing Recruitment System Volunteer users should be able to use their

current sign on and password to gain access to the Portal

• Improved registration success rate through reduction of browser compatibility issues, registration identification and database synchronization

• Additions to “Prospect Status/Routing” page to enable visibility to ALL prospect records by Volunteer Leaders for ALL prospect status

• Ability to register new prospects locally through “same” application form

• Expand access to additional titles through Portal access

What's Not!

• Application questions and requirements• Applicant Information Routing and Review• Automatic Email notifications to prospects upon

application and status updating• Automatic Email notifications to Volunteer Leaders

upon application receipt and to DCs upon assignment• Status updating of Applicant Review Activity• Workflow Management and Monitoring• VMIS Reports and one step new volunteer

assignment

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AARP Tax-Aide Volunteer Portal

• In response to previous browser issues and increasing demands to provide more information and more access to more volunteers, AARP has developed a single access “Volunteer Portal”– The AARP Tax-Aide Volunteer Recruitment System will be the

FIRST AARP Tax-Aide system to utilize “Portal” functionality

• Existing Recruitment System Volunteer users should be able to use their current sign on and password to gain access to the Portal

– The Portal will eventually be utilized by all Volunteer organizations at AARP

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AARP Tax-Aide Volunteer Portal

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If you’re a New User and need to register your Profile, click on the “Register Here” link on the Portal homepage.

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Complete the Volunteer Portal Registration Form– You will need to know your Volunteer ID Number– Your password must be a minimum of 6 characters and contain at least 1 number

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Next, you’ll be taken to the “Profile Created” screen confirming your new registration has been accepted. To login to the Portal click “Proceed to Login”

If you’re already registered in the Portal, click on “Login to Portal” link to enter the Portal.

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Enter your Login information and click “Login” to enter the Portal.

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At any point during your session within the Portal, you will be able to update your profile. Just click on “Update Profile” make your changes and click “Update”. You will get the pop-up box shown below confirming your change were successful.

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You have all of the expanded functionalities the Volunteer Portal has to offer to you listed on the “My Preferences.” menu.

What you see is based on your title or required functionality as listed in VMIS.

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Under “Recruitment”:

You have three Recruitment System options

- Add Prospective Volunteer

- Review Prospective Volunteer

- Activity Summary

All the six different prospective volunteer statuses can be selected for viewing:

-All

-In Progress

-Approved

-Rejected

-On Hold

-Pending Approval from DC

-Also note there is a a print “button” that can be clicked to print the page.

AllIn ProgressApprovedRejectedOn HoldPending Approvalfrom DC

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To review a prospective volunteer’s application simply click on their name.

Colleen MooneyColleen Mooney

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All of the prospective volunteer information from their application is displayed.

Colleen Mooney

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To status a prospective Volunteer, click on “Yes” radio button.

Click on the appropriate status radio button and click on “Submit”

This prospective volunteer data will still be seen on your “home” page.

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New this year is the “Add Prospective Volunteer” option

There are only nine required entries which are marked with an asterisk.

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Recruitment Management Recommendations

• To maximize the use of Volunteer Prospects to serve the increasing service needs in your area– Respond to prospect applications as quickly as possible– Consider utilizing prospects available on nights and weekends to

expand services and reach new populations– Offer prospects that cannot perform as counselors other

administrative or fundraising positions

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Volunteer Portal Order Form• System available through the Volunteer Portal without individual access or

registration required• Easy to navigate web-based material ordering forms• Suggested and notification of minimum and maximum ordering levels per

material type• Flexible address delivery and delivery instructions• Ability to order materials for an individual volunteer or for multiple

volunteers (such as for delivery to individual sites or Local Coordinators)• Email order confirmation back to the volunteer• Real-time electronic (email) material order delivery to Fulfillment • Notification of estimated order delivery dates• No VMIS records or system administration needed

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Select ‘Orders’ from the My Preferences toolbar: Click on Tax-Aide Order Form

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Order form is pre-populated with - your name- contact information

Allows you to enter additional shipping and contact information so materials can be shipped to multiple sites using a single request

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A Variety of Materials are Available

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A Variety of Materials are Available

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Review Your Order and Click on the Appropriate Button

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Confirmation Message and Time For Delivery

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Confirmation E-Mail

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Hopefully, like TWO, you are beginning to see the benefits of these new enhancements and wonder what more can be done to

– improve communication– reduce your workload

Thank You for All You Do!!