Single Sign-On: Volunteer Connection & RCO Unique Clean Up Project. Release 1.0

Transcription

1 Single Sign-On: Volunteer Connection & RCO Unique Clean Up Project Release 1.0 1

2 Contents 1. Reports for Single Sign On Preparation Overview 2. Progress Tracker 3. Steps to Download and Use the Clean Up Reports 4. Cleanup Active Member with Missing Address 5. Cleanup Active Members with Shared Address 6. Bounced Manager 2

3 Reports for Single Sign On Preparation Overview Volunteer Connection will undergo changes to accommodate the new Single Sign-On (SSO) login process expected to launch January To make the SSO effort successful, some member accounts will need to be updated to support the new business requirement that all volunteers must have a unique address. The following reports have been created to help local units identify and correct volunteer member profiles in need of updates. This guide will provide Volunteer Connection Administrators (and designees) the details of each report, and how to use its information for the clean up effort. A Progress Tracker is also available to help track team activities. Progress Tracker Report Name Progress Notes Date Completed Cleanup Active Members Missing Address Cleanup Active Members with Shared Address Steps to Download and Use the Clean Up Reports 1. A Volunteer Connection Administrator will access the report by going to Unit Configuration > Query Tool. 2. Search for the term in the search box at the top of the screen. 3. This will return both the Shared report and the Missing report. 4. Click on the hyperlinked name of the report. 5. Choose Excel as your output. 6. Report will Generate. 7. Click the Download hyperlink. a. Make sure that you have no other Excel windows open at the time of downloading the report so that it opens automatically. 8. Use the columns to see what address the volunteer currently has listed in his Primary Address section of his Volunteer Connection profile. 9. Click the volunteer s hyperlinked name within the Excel report to access their VCN profile. 10. The Primary Address field can be found by clicking on Edit Profile under the Contact Information section of the administrative view of any member s account. Go Back 3

4 Cleanup Active Member with Missing Address Objective: This report identifies all accounts within your region that have a primary address using the words no or missing an address altogether. Each of these volunteers will need to have the no address removed from the primary address field and replaced with an authentic and unique address. What is needed: 2-4 Volunteers or Staff to access report, contact affected volunteers, and update member profiles When to complete: December 2015 Why: The new sign in process for Volunteer Connection will use the volunteer s primary address as his or her username. Because each volunteer must have a unique username, the volunteer must also have a unique address. Report Fields: Account Name Chapter Name Address Last Log In Days since last log in Ever Submitted Hours Phone Numbers Phone Pref Mailing Information First and Last name of the account. The primary home chapter for this volunteer within their home region. address currently listed in the Primary Address field in the member profile. Date that the volunteer last logged in to their account. Does not record the date an administrator impersonated the account. Number of days between the last log in date and the date for which the report was ran. Yes or No: Does this volunteer have any hours on their profile. Includes hours an administrator has submitted on his or her behalf. Includes all 3 phone numbers; home (h), work (w), cell (c) The phone number a volunteer has indicated as their Preferred Number if one has been designated The remaining columns are the volunteers mailing information, optimized for Mail Merge. How to communicate the change with volunteers (Options): Postcards o Mail postcards to volunteers without an address informing of them of the SSO project and the new business requirement of having an address to access some Red Cross systems. o Include simple instructions for updating their addresses. o Include your region s contact information so they can call to ask questions. Phone o Call members directly, informing them of the SSO project. Ask if they have an address that an administrator can add to their VCN profile or ask the volunteer to access the system to update directly on their profile. 4

5 Trainings and Meetings o Inform all volunteers at face-to-face meetings about SSO and the need to have a working address on their Volunteer Connection profiles. Communication Tips: When speaking with volunteers, it may be helpful to mention these facts if they show concerns about how their address information will be used or how the sign in process will differ. Requiring each volunteer to have a unique address is necessary to enable single sign-on technology which utilizes a unique address as the username. Making this change will also help the organization better communicate with all volunteers. Volunteers will only receive s sent by their local regions or chapters, or by group leaders based on positions they hold. Note: Volunteers will have an option to subscribe to additional s for the organization via RedCross.Org if they desire. Each person can obtain an address without any cost through a free service provider like Gmail, Yahoo, or Hotmail, etc. If the volunteer would prefer to use a cell phone number as his/her unique username, that is acceptable as long as the volunteer can receive text messages and he/she understands that he/she may incur data charges when messages are sent through Volunteer Connection. Each cell phone provider uses a unique address for its assigned phone numbers and the volunteer will need to provide the full address for this option to be viable. For example, Verizon and AT&T The administrator can update the address for the volunteer, or the volunteer can log in and update the address on his/her Volunteer Connection profiles. Administrative Tips: 1. Volunteers or staff must have the Member Administrator access level in order to update addresses on volunteer profiles. After Single Sign On goes live in January 2016, administrators with this access level will no longer be able to edit addresses for volunteers who have linked their RCO and Volunteer Connection accounts. Volunteers will then update their own address via their RCO Account Profile. 2. You may find that some of these volunteers have not logged hours or otherwise been active in a long time. If the volunteer is unresponsive, you can add an Inactive Volunteer status to their profile. Below is information from the Volunteer Management Manual about inactivating volunteers. Go Back Inactive Volunteer Status: One requirement to be classified as an active status volunteer is consistent engagement and logging of hours within Volunteer Connection. Consistent engagement constitutes logging into the Volunteer Connection system a minimum of once every 180 days. Unless for reasons known explicitly by a Volunteer s manager, at the end of 180 days of no login a volunteer should be manually converted to inactive status by their respective Volunteer Services Manager. 5

6 Cleanup Active Members with Shared Address Objective: This report will list each member profile within your region that shares the same address with another account in their Primary Address. Each volunteer must have their own authentic and unique address. What is needed: 1-2 Volunteers or Staff to access report, contact affected volunteers, and update member profiles When to complete: December 2015 Why: The new sign in process for Volunteer Connection will use the volunteer s primary address as his or her username. Because each volunteer must have a unique username, the volunteer must also have a unique address. We recommend that you work with the volunteers impacted, and update their addresses before the January 2016 launch of SSO so they can receive s regarding the project and easily set up their new username and passwords. Report Fields: Account Name Current Status Chapter Name Address Last Log In Days since last log in Ever Submitted hours Other Accounts Using this Address Phone Numbers Phone Pref First and Last name of the account. This is the current status listed in the Volunteer/Employee Status section of the volunteer profile. The primary home chapter for this volunteer within their home region. address currently listed in the Primary Address field in the member profile. Date that the volunteer logged in to their account. Does not record the date an administrator has impersonated the account. Number of days between the last log in date and the date for which the report was ran. Yes or No: Does this volunteer have any hours on their profile. Includes hours an administrator has submitted on his or her behalf. This column starts with the name of the shared account s region then first and last name of the shared account. There may be situations where one account is in your region and the shared account is in another region. Includes all 3 phone numbers; home (h), work (w), cell (c) The phone number a volunteer has indicated as their Preferred Number if one has been designated How to communicate the change with volunteers: o Use the excel exported version of this report with Mail Merge to the volunteers sharing addresses about the need to update their shared address to a unique address. 6

7 Phone o Call members directly informing them of the SSO project. Additionally, ask if they have a different address, and if the administrator can add that address to their VCN profile. o Volunteers can also log in and update a new address themselves in the Edit Profile section of their My Profile tab. Trainings and Meetings o Inform all volunteers at face-to-face meetings about the SSO project and the need to have a unique address on their Volunteer Connection profiles. o Set up a computer station where volunteers can update their VCN profiles before or after the meeting. Offer assistance if needed. Communication Tips: When speaking with these volunteers, it may be helpful to mention these facts if they show concerns about how their address information will be used, or how the sign in process will change. Requiring each volunteer to have a unique address is necessary to enable single sign-on technology which utilizes a unique address as the username. Making this change will also help the organization better communicate with volunteers. Volunteers should know that changing their addresses now will not change the username they log in with today. The username change will not take place until January 2016 at the time they create their RCO log in information. Each person can obtain an address without any cost through a free service provider like Gmail, Yahoo, or Hotmail. If the volunteer would prefer to use a cell phone number as his/her unique username, that is acceptable as long as the volunteer can receive text messages and he/she understands that he/she may incur data charges when messages are sent through Volunteer Connection. Each cell phone provider uses a unique address for its assigned phone numbers and the volunteer will need to provide the full address for this option to be viable. For example, Verizon and AT&T The administrator can update the address for the volunteer, or the volunteer can log in and update the address themselves. After Single Sign On goes live in January 2016, administrators will no longer be able to edit the Primary Address for volunteers who have linked their RCO and Volunteer Connection accounts. Volunteers will then update their own addresses from within their RCO Account Profile. It is common for parents and children or husbands and wives to share an address. In these scenarios, you may offer your assistance in setting up an address for one person while the other keeps the original address. o You should stress that the address can be used for logging into Volunteer Connection only, and that they will continue to receive s from other non-red Cross organization to their original address. In other words, if those currently sharing one address wish to continue to do so, they can utilize the new address only as their username for logging into RedCross.org and Volunteer Connection. o One person using the address can continue to leave the shared address as his or her primary on his/her Volunteer Connection account. The other member can use the shared 7

8 address as his or her secondary , but must have a different address in the primary field. o Volunteer Connection profiles will be updated at this time to include a new option allowing members to choose whether VCN s will be sent to their primary, secondary, or both addresses listed on their profiles. Administrative Tips: 3. Volunteers or staff must have the Member Administrator access level in order to update the addresses on volunteer profiles. After Single Sign On goes live in January 2016, administrators with this access level will no longer be able to edit addresses for volunteers who have linked their RCO and Volunteer Connection accounts. Volunteers will update their own addresses from within their RCO Account Profile. 4. Inactive volunteers might also be found in this report. You should follow the same guidance mentioned for the no clean up report for these volunteers as well. Note: Primary attention should be given to active volunteers. Once SSO is enabled, and an Inactive Volunteer returns, looking to resume activity, an Administrator will need an updated address to add to the member s record in order for them to convert the account. Additional details will be provided at a later time. 5. In some cases, a volunteer may share an address for another account in a different region. You may need to coordinate with the VCN Administrator in the second region to determine which account might keep the shared address and which account will be using a new . The Volunteer Connection Zendesk has a list of all VCN Points Of Contact for each region posted here. 6. If you find that a volunteer has more than one profile, please add the Duplicate status to whichever account is not actively being used. If both accounts have been used for recording hours or signing up for shifts, please submit a ticket to the Volunteer Connection Zendesk at support@volunteerconnection.zendesk.com with a request to merge the two accounts. Go Back Bounced Manager When updating member profiles with unique addresses, administrators may see a yellow banner at the top of a volunteer s profile stating the address on file is currently blocked from receiving VCN s. To resolve, an administrator can do one of the following to resolve: 1. Clear the block for the volunteer s address by selecting Clear Failure within the yellow banner or Clear from within the Bounced Manager. a. If you choose to clear the block without changing the primary address, please review the Reason listed for the block to determine if the address is able to receive VCN s in the future. 2. Delete the primary address from the volunteer s profile by clicking the Remove link within the within the Bounced Manager. a. If you choose to delete the address, an administrator or the volunteer must replace it with a new address before the launch of the Single Sign On process. Go Back 8