HOW TO GUIDE FOR USING OUR ONLINE VOLUNTEER DATABASE THE VOLUNTEER MANAGEMENT SYSTEM

Transcription

1 HOW TO GUIDE FOR USING OUR ONLINE VOLUNTEER DATABASE THE VOLUNTEER MANAGEMENT SYSTEM

2 Contents The Basics... 3 VMS guidelines and functions... 3 Glossary... 4 How to use this guide... 4 Conventions... 5 Get started... 6 Forgotten your password... 7 Update your profile... 9 Volunteers Add a volunteer Find a volunteer and view a volunteer s details Edit a volunteer s details Add an existing volunteer to an additional centre Remove a volunteer from a centre list Move a volunteer to the Recruitment Pool Reinstate a volunteer Export volunteer data Recruitment Pool View potential volunteers in the Recruitment Pool Remove a potential volunteer from the Recruitment Pool Roles Create a new role View a role Update a role View all TSA advertised roles Matching Match a volunteer with a role Remove a volunteer from a role P a g e

3 2 P a g e

4 The Basics VMS guidelines and functions Use The Volunteer Management System (VMS) is TSA s approved system to record all volunteers within a site. The use of VMS is mandatory for all sites, including all corps and social services, within TSA. VMS is to be used in accordance with all relevant TSA policies and procedures. Responsibility It is the responsibility of each site or corps to understand how to use the VMS. The Volunteer Resources team exists to support with training and coaching to assist sites/corps to understand and use the online management systems but it is the responsibility of each site or corps to seek assistance when it is needed, and to ensure that volunteer records are maintained. Timing A volunteer s details must be recorded on the VMS when the volunteer is recruited and before they begin their volunteer role. A volunteer must be archived from the VMS within seven days of the volunteer exiting a role. Functions The VMS allows you to: Maintain a record of volunteers View each volunteer s details and history (contact details, birthday, role, where they volunteered and when) Export volunteers details to excel View the details of a volunteer s Police Check or Working with Children Check Match volunteers with roles Search for potential volunteers (who have expressed an interest to volunteer through the TSA website) Create a volunteer role and advertise it on the TSA website Your correct use of VMS allows us to ensure that our communications accurately reflect the number of volunteers involved with TSA. This is essential for insurance purposes, for some grant applications and so we can celebrate through our communications the importance of our volunteers to the mission of the organisation. 3 P a g e

5 Glossary Volunteer A volunteer is anyone who freely contributes time, service and skills without expectation of financial gain from TSA to assist in accomplishing the organisation s mission. This would include people who engage in service for spiritual, personal, humanitarian, educational, and/or charitable reasons. This includes but is not limited to: Soldiers and corps members including local officers in a specific role, committee/advisory board members, community based/diversion orders, ongoing volunteers, student placements, work-for-the-dole participants and corporate volunteers. Volunteer Management System (VMS) VMS is the online system used by TSA to record and manage all volunteers engaged in TSA sites and corps. The use of VMS is mandatory. Centre In the context of this guide and the VMS the term centre refers to a specific TSA site and includes both corps and community support services. How to use this guide Structure This guide is organised to be accessible by tasks. For example everything to do with managing volunteers is in one section, called Volunteers, while everything to do with roles is under Roles. Within each topic, there are three sections: 1) : the purpose of the task and some examples of why you would want to use it 2) What you need: lists anything you need to have with you or to have done before you can complete the task (if applicable). 3) : step-by-step instructions, with pictures, on what to do to complete the task Support South Australia Volunteer Resources (08) Western Australia Volunteer Resources (08) Victorian Volunteer Resource Coordinators MCD & WVD (03) EVD & NVD (03) Australian Southern Territory Volunteer Resources 4 P a g e

6 (03) * *Tasmania and Northern Territory contact Territorial Volunteer Resources for support Conventions Field names Field names are always in italics (A filed is a set space for writing text as directed by the field name and a mandatory field means that a response must be typed in the space provided.) Using the keyboard The names of keys referred to in this guide are always wrapped in square brackets. For example, if you are typing something into a field and you are required to press the Enter key, the instruction will read like this: Type the volunteer s occupation in the Occupation field and then press [Enter] Using the mouse There are many instructions in this guide where you will be required to click something on the screen with your mouse. Always assume this is the left mouse button unless instructed otherwise. Buttons Button names are always in square brackets. For example, the instruction to click this button will read like this: Click [Log in]. Links Hyperlinks are always referred to in bold. (A hyperlink is a link that directs you to another page on the VMS.) Tick boxes Tick boxes are referred to in italics. Scrolling Some screens in the VMS are long. Use the scroll bar on the right to move up and down the screen. 5 P a g e

7 Get started Becoming a User To be able to access the VMS you first need to be created as a user. Once you are created as a user you will have a User Name and Password that will enable you to log into the VMS. Contact Volunteer Resources to set this up. See Page 3 for contact details. Logging in The VMS is accessed from a web browser, such as Internet Explorer or Firefox. The table below outlines the steps to open the VMS and log in. 1. Double-click the web browser (eg. Internet Explorer) icon on the desktop. 2. Go to the Volunteer Resources page on SARMY: At the top of this page, click on Volunteer Management System Log In Once the Volunteer Management page appears, bookmark this page so that you can easily get to it next time. 3. On the Volunteer Management log in screen, type your User Name and Password. Then click [Log In]. If you use a computer that others have access to, make sure the Remember me next time box is not ticked. 4. The VMS main screen will display any volunteers that have been added to your centre but have not been allocated a role. 6 P a g e

8 Forgotten your password Forgotten your password The table below outlines the steps to retrieve a new password if you have forgotten your current one. 1. On the VMS log in screen, click Forgot your password? 2. Type in your VMS User Name and click [Submit]. A new password will then be ed to you. 3. Check your to receive your new password and then click Login to return to the Log In screen. Use your new password to Log In. 4. Once you have logged in using the password ed to you, click My Profile to reset your password. Then click [Save]. 7 P a g e

9 8 P a g e

10 Update your profile This section explains how to update your profile. Use this function if you want to change your contact details or password. The table below outlines the steps to update your profile. 1. In the left hand menu click My Profile. 2. On your profile screen, edit the fields as required and click [Save] when finished. 9 P a g e

11 Volunteers Add a volunteer This section explains how to add a volunteer to the VMS. Before you can add someone as a volunteer into the VMS you need to have information about the volunteer at hand (personal details, emergency contact, referees, and integrity check info if relevant). The table below outlines the steps to add a new volunteer to the VMS. 1. In the left hand menu, under Manage Volunteers, click Volunteers and then click Add. 2. The Add a Volunteer screen will display. Complete the fields on the Add a Volunteer screen as required. If the volunteer is present, you can ask them to type in these details. Fields with an asterisk (*) must be completed. 3. Once the fields are completed, the volunteer has signed the Volunteer Agreement form and you have agreed on a role for the volunteer, then click [Add to centre]. The screen will then return to the Volunteer Current List and the new volunteer will be displayed in your centre list. 10 P a g e

12 Find a volunteer and view a volunteer s details This section explains how to search for a volunteer and find/view their details. Examples of why you may need or want to do this include: to look up a volunteer s contact details, to find out when their police check was completed, to check when it is their birthday and so on. You may also want to search for a volunteer to be able to edit their details. The table below outlines the steps to search for a volunteer and view their details. 1. In the left hand menu click Manage Volunteers and then Volunteers. 2. The Volunteer Current List screen should now display. Type in the volunteer s first and last name into the fields, and then click Search. If you don t know both names, you can just type in their first or last name. The screen will then list the names of all possible matching volunteers. 3. On the Volunteer Current List, click on the name of the volunteer whose details you want to view. The screen will then open with all of their details. Scroll down to see the information you need. 4. When you have finished viewing a volunteer s details, click [Go Back.] 11 P a g e

13 Extra features You can also use this function to: Search for volunteers that can work at particular times, for example on weekends by ticking the appropriate box in the Available field. Search for volunteers that live in particular areas by typing the area into the Suburb field. Search for volunteers that have listed particular skills or experience by typing these into the Key words field. 12 P a g e

14 Edit a volunteer s details This section explains how to edit a volunteer s details. What you need Before you can edit someone s details, you will need: To have the necessary information about the volunteer at hand NOTE: If you go to edit a volunteer s details, any new mandatory fields that have been added to the VMS since the volunteer s details were first uploaded will also now need to be added. The table below outlines the steps to edit a volunteer s details. 1. In the left hand menu, click Manage Volunteers and then Volunteers. 2. The Volunteer Current List should now display. In the list below the search box, can you see the name of the volunteer whose details you wish to update? Yes? Go to 4 No? Go to 3 3. On the Volunteer Current List, type in the volunteer s first and/or last name, then click Search. The screen will then list the names of all possible matches. 4. On the Volunteer Current List screen, click Edit next to the 13 P a g e

15 name of the volunteer whose details you wish to update. 5. The Edit Volunteer screen then displays. Any information that is already recorded on the system for this volunteer will be displayed. Update the information as required and when you are finished, click [Save]. The Current Volunteer List then redisplays. 14 P a g e

16 Add an existing volunteer to an additional centre This section explains how you can add an existing volunteer to an additional centre. This means all their details will then automatically be added to another centre, as well as remaining in the original centre. You can then remove them from the original centre if they are no longer continuing in a volunteer role there. You would use this function if a volunteer was about to start an alternative or additional volunteer role in another centre. The table below outlines the steps to add an existing volunteer s details to another centre. 1. Follow s 1-4 of Edit a volunteer s details on Page The Edit Volunteer screen then displays all of the details of the volunteer you have selected. Scroll down to the bottom of this page until you see the heading Share this volunteer with other Centres. 3. Use the drop down tabs to select the centre that you wish to add the volunteer s details to, and then click Add Centre. 4. The Volunteer s details will now also be listed in the centre that you have selected. If you would like to remove the volunteer from the original centre see the section Remove a volunteer from a centre list on Page P a g e

17 Remove a volunteer from a centre list This section explains how to remove a volunteer from your centre list. However, volunteers are never permanently removed from the VMS. They will be added to the History List incase their details need to be retrieved in the future. The table below outlines how to remove a volunteer from your centre list. 1. Follow s 1-4 of Edit a volunteer s details on Page The Edit Volunteer screen then displays all of the details of the volunteer you have selected. Scroll down to the bottom of this page until you see the heading Role List. 3. You cannot remove a volunteer from a centre if they are matched with a role. Is a role listed for the selected volunteer? Yes? Go to 4 No? Go to 5 4. To remove a volunteer from the role listed, click [Remove from this role] and then click [OK] to confirm. Now you can proceed to 5 to remove the volunteer from your centre. 5. To remove a volunteer from your centre list click [Delete This Volunteer]. 6. A confirmation screen will then display. On the confirmation screen type the reason for removing this volunteer and then click [Confirm]. You will then no longer see the volunteer listed on the centre s Current List. 16 P a g e

18 17 P a g e

19 Move a volunteer to the Recruitment Pool This section explains how to move a volunteer to the Recruitment Pool. You would do this if there is no longer a role for the volunteer at your centre but they are still interested in being considered for other volunteer roles within TSA. The table below outlines the steps to move a volunteer to the Recruitment Pool. 1. Follow s 1-4 of Edit a volunteer s details on Page The Edit Volunteer screen displays all of the details of the volunteer you have selected. Scroll down to the bottom of this page until you see the heading Role List. 3. You cannot move a volunteer to the Recruitment Pool if they are matched with a role. Is a role listed for the selected volunteer? Yes? Go to 4 No? Go to 5 4. To remove a volunteer from the role listed, click [Remove from this role] and then click [OK] to confirm. The volunteer has now been removed from the role and you can proceed to To return the volunteer to the Recruitment Pool, click [Return to Volunteer Pool] and then click [OK]. 18 P a g e

20 Reinstate a volunteer This section explains how to reinstate a volunteer who was previously removed from your centre. You may need to do this if the volunteer was removed in error, or for example, if someone who previously volunteered is now able to volunteer again. The table below outlines the steps to reinstate a volunteer to your centre s list. 1. In the left hand menu click Manage Volunteers, then Volunteers, then History List. The volunteers who have been removed from your centre will then be displayed. 2. Can you see the volunteer in the list displayed? Yes? Go to 4 No? Go to 3 3. On the Volunteer History List screen type the volunteer s first and/or last name into the fields and then click Search. The screen will then list the names of all matching volunteers, so you will be able to find the volunteer you wish to reinstate. You can then proceed to On the Volunteer History List screen click Reinstate next to the name of the volunteer who you want to reinstate to your centre. Click [OK] to confirm. The reinstated volunteer will then be moved from the Volunteer History List to instead display in your Volunteer Current List. 19 P a g e

21 Export volunteer data This section outlines how to export your centre s volunteer data into an Excel spreadsheet. Examples of why you may want to do this include to: print a contact list of volunteers, write to volunteers using Word s mail merger facility, create your own reports, and/or create a birthday list. In line with privacy legislation, Excel spreadsheets need to be kept in a secure place as they contain the personal details of volunteers. What you need You will need to have Excel installed on your computer in order to export the data from the VMS. The table below outlines the steps to export your centre s volunteer data to Excel. 1. In the left hand menu click Manage Volunteers, then Volunteers and then Export. 2. On the Export screen, click [Export]. A file download box will then display. 3. What do you want to do? If you want to view the data in Excel straight away, click [Open]. If you want to save the data to your computer s hard drive, click [Save]. 4. If you clicked [Open]. Excel will open with the exported data. If you want to keep the data, remember to save the file before closing Excel. If you clicked [Save], a Save As box will display. Choose a location and file name to save the data file. 20 P a g e

22 21 P a g e

23 Recruitment Pool View potential volunteers in the Recruitment Pool This section explains how to view potential volunteers who have registered an interest to volunteer through the TSA website and have not been matched with a role or centre. You would use this to search for a potential volunteer who may be a suitable match for a role, or you may just be curious to see who has registered an interest to volunteer. The table below outlines the steps to view potential volunteers who have registered an interest to volunteer and who are therefore in the Recruitment Pool. 1. In the left hand menu click Volunteer Recruitment Pool and then click Potential Volunteers. The screen will then display all volunteers who have registered their interest and have not been matched to a role or centre. 2. The list is ordered by date of registered interest, with those who registered their interest to volunteer most recently being at the top of the list. You can browse through the list or you can use the search fields to narrow your search. For example, you can use the Key Words field to find a volunteer with a particular skillset or qualification (potential volunteers may include these details when they register their interest). You can also use the search function to find someone who lives in a particular area and/or is able to work on particular days. You can use multiple fields to search at the same time. 22 P a g e

24 3. Potential volunteers who match your search enquiry will now be displayed. Note that in the far right column it states the date that they registered their interest to volunteer. If you want to contact a potential volunteer consider how much time has passed since they registered their interest and be aware that they may no longer be interested or able to volunteer. To view information about a potential volunteer click on their name. Full details about the potential volunteer are then displayed. When you have finished viewing their details, click [Go Back] to return to the list. 23 P a g e

25 Remove a potential volunteer from the Recruitment Pool This section explains how to remove a potential volunteer from the Recruitment Pool. You would use this function if, for example, you contacted a potential volunteer and they informed you that they were no longer interested or able to volunteer. The table below outlines the steps to remove a potential volunteer from the Recruitment Pool. 1. Follow s 1-3 of View potential volunteers in the Recruitment Pool on Page 19 to find the volunteer that you want to remove from the Recruitment Pool and to view their details. 2. Once the screen is displaying the potential volunteers complete details, scroll down to the bottom of the page and click This volunteer can be deleted if no longer available by clicking here. 3. A confirmation screen will then display. Type the reason for removing the potential volunteer and then click [Confirm]. The potential volunteer will then be removed from the Recruitment Pool. 24 P a g e

26 Roles Create a new role This section explains how to create a new role at your centre. You would use this to create a role to match with a recruited volunteer or to advertise a role to find a suitable volunteer or volunteers. What you need You will need information about the role. There may be a Role Profile already developed for this role, check under Plan on Volunteer Resources on SARMY: You can copy and paste relevant text from a developed Role Profile when creating a role advert. The table below outlines the steps to create a new role. 1. In the left hand menu click Manage Volunteers, then Roles, and then click New. 2. Complete the fields on the New Role screen as required and click [Save] when finished. Note: Fields with an asterisk (*) must be completed Give the role a meaningful title Be descriptive If you want the role to be advertised on The Salvation Army website, make sure that you tick the Advertise to The Salvation Army Website box 25 P a g e

27 3. The Role Current List will then display with the newly created role and will also appear on The Salvation Army website if you clicked Advertise to Internet. 26 P a g e

28 View a role This section explains how to find a role listed within your centre and view details about that role. The table below outlines the steps to find a role and view information about the role. 1. In the left hand menu click Manage Volunteers, then Roles, and then click Current List. The role Current List will then display. 2. Can you see the role you want to view in the list? Yes? Go to 4 No? Go to 3 3. On the Role Current List screen, type the name of the role you want to find and then click Search. Any matching roles will then be listed. Once you have found the desired role, proceed to On the Role Current List, click the name of the role that you want to view. The screen will then display all the information about the role, and at the bottom of the screen it will display the history of all volunteers who have been matched with this role. 27 P a g e

29 Update a role This section explains how to update information about an existing or advertised role at your centre. The table below outlines the steps to update a role. 1. Follow s 1-3 of View a role on Page 24 to find the role that you want to update. 2. On the Role Current List screen, click Edit next to the role that you want to update. 3. Edit the fields in the Edit Role screen as desired and click [Save] when finished. 28 P a g e

30 View all TSA advertised roles This section explains how to view all advertised roles on TSA. These are roles that have been created by centres using VMS. You may want to use this function to see ideas for how other centres describe a certain role. Through the TSA website it is only possible to search for volunteer opportunities by location, so using this function allows you more search options. The table below outlines the steps to view all advertised roles. 1. In the left hand menu click Volunteer Recruitment Pool, and then click Roles. The Role Pool will then display all advertised roles. 2. To view roles advertised at a particular centre, use the dropdown boxes at the top of the screen. To search for a particular role that has been advertised, type it in the Role field and then click Search. 3. To view the details about a role, click on the role title. 29 P a g e

31 Match a volunteer with a role Matching This section explains how to match a role with a volunteer. You can match roles with volunteers listed in your centre or from the Volunteer Recruitment Pool. What you need Before you match a role with a volunteer you will need to have: Created the role on the VMS (See Page 22) A suitable volunteer who is listed on VMS and who has signed the Volunteer Agreement Form, and completed any other paperwork if required by the role (Police Check and/or Working with Children Check) The table below outlines the steps to match a role with a volunteer. 1. In the left hand menu click Manage Volunteers and then Matching. The roles for your centre will then be displayed. 2. Can you see the role you want to match with a volunteer in the list? Yes? Go to 4 No? Go to 3 3. On the Select a Role screen, type the name of the role into the field and then click Search. The screen will then display all roles that match your search. Once you can see the role you want to select, proceed to On the Select a Role screen click Select next to the role that you wish to match. If the role you searched for is not displayed, check your spelling or whether you have used the accurate role title. Remember that you must have created a role within VMS for it to be listed. After you Select a role, then the Select a Volunteer screen will display. 30 P a g e

32 5. On the Select a Volunteer screen click Select next to the volunteer that you want to match with the role. If there are too many volunteers showing, click either From our centre if you are selecting a volunteer already listed in your centre or From the Volunteer Pool. Then use the fields to search for a specific volunteer and click Search. 6. Once you have selected a specific volunteer, the Match Volunteer to Role screen will display. Select the date that the volunteer will commence in the role, and if known, the completion date for the role. The Agreement Signed box must be ticked. When ready click [Match]. Nikki Lovell 7. The Select a Role screen then redisplays with numbers filled updated. The selected volunteer is now matched with the role. The details of the role will now be listed below the volunteer s details. You check this by viewing the volunteer s details, see Page 10 for instructions on how to do this. 31 P a g e

33 Remove a volunteer from a role This section explains how to remove a volunteer from a role. You would do this if a role was no longer required or if a volunteer was no longer available. The table below outlines the steps to remove a volunteer from a role. This will not remove a volunteer from your centre list. 1. Follow s 1-4 of Edit a volunteer s details on Page 12 to find the volunteer you want to remove from a role, and to be ready to edit their details accordingly. 2. On the Edit Volunteer screen, scroll down the page until you see the Role List. Click [Remove from this Role]. 3. Then click [OK] to confirm. When you have finished click [Cancel]. 4. The Volunteer Current List then redisplays with the role removed from the volunteer s details. 32 P a g e