Volunteer Management Information System Army Volunteer Corps .

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Volunteer ManagementInformation SystemArmy Volunteer CorpsOrganization Point of ContactUser GuideMay 2014

Volunteer Management Information System Army VolunteerCorps Organization Point of Contact User GuideNoticeThis manual and all of the information contained herein are confidential andproprietary to U.S. Army Family and MWR Command (FMWRC). By acceptingthis document, the recipient agrees to use this document and its associatedmaterials solely as an end-user of this software application. The recipient furtheragrees to hold the information in this document as personal and confidential and,except as required by law, not to disclose this information to any other person ororganization. 2014 U.S. Installation Management Command. All Rights Reserved.This document was prepared on behalf of:Shaunya M. MurrillChief, Outreach & Strategic IntegrationFamily ProgramsIMCOM, G9, Family and MWR Programs2455 Reynolds Road, Bldg 2266Fort Sam Houston, TX 78234-7588email: Shaunya.M.Murrill.civ@mail.milArmy OneSource - y OneSource

Volunteer Management Information System Army VolunteerCorps Organization Point of Contact User GuideTable of Contents:1. Welcome . 4Who Should Use This Manual . 4Roles and Responsibilities . 42. Access the Organization Point of Contact Tools . 63. Manage Volunteers . 10Edit/Delete Volunteer Information . 11Edit/Add Volunteer Background Checks . 13Send Email to Background Checker . 14Export Volunteer Information . 15Send Email to Volunteer or All Community Volunteers . 17Generate Volunteer Address Labels . 18Generate Volunteer List . 19Manage a Volunteer Service Record . 20Manage Volunteer Services or Hours . 21Update a Volunteer’s Service for a Position . 21Submit and Certify Hours . 22Submit and Certify Hours for Open Dates. 23Submit and Certify Hours for Day . 23Submit and Certify Hours for Period . 24Submit and Certify Daily Hours . 25Add New Non-User Volunteer to New Community . 26Locate an existing Non-User Volunteer at another community to move to your community . 27Create a Non-User Volunteer . 28Create a Non-User Volunteer to a User Volunteer . 304. Manage Hours . 34Certify/Reject/Delete a Volunteer’s Hours . 365. Manage Applications . 38Accept an Application (Without Review) . 38Accept/Reject an Application (With Review) . 39Delete an Application . 416. Manage Positions . 43Search Positions . 44Edit a Position . 45Download a Position . 47Add a New Position . 47Clone Position . 477. Manage Organization Point of Contact Profile . 508. View Summary Statistics . 529. Organization Point of Contact Reports . 53View a Report . 53Run a Report . 54Change a Report . 54Print a Report . 54Export a Report . 55Volunteer Activity By Community Position Report . 56Volunteer Activity By Volunteer And Position Report . 58Volunteer Award Report . 59Report Guidelines . 6110. For Additional Assistance . 623www.myarmyonesource.comArmy OneSource

Volunteer Management Information System Army VolunteerCorps Organization Point of Contact User Guide1. WelcomeWelcome to the Volunteer Management Information System Army Volunteer CorpsOrganization Point of Contact User Guide. The Volunteer Management InformationSystem provides many tools to manage volunteer activities for the Army VolunteerCorps. The following Volunteer Management Information System tools are availableto volunteers and staff.VMIS ToolsPublic ToolsDescriptionPublic tools are available to all users of the site, including non-registered users ofMyArmyOneSource.com website. Public Tools provide users the ability to locatevolunteer opportunities, find an Army Volunteer Corps Coordinator, or register as avolunteer.Volunteer ToolsVolunteer tools provide “approved” volunteers the ability to track their hours, havehours approved by their Army Volunteer Corps Organization Point of Contact orArmy Volunteer Corps Coordinator, and manage their Volunteer Service Records.VolunteerSupervisor ToolsVolunteer Supervisor tools provide Army Volunteer Corps Coordinator, ArmyVolunteer Corps Organization Point of Contact, Army Volunteer Corps RegionalManagers, Organization Program Managers, and Army Volunteer Corps ProgramManagers the ability to view and manage volunteer program activities within theirareas of responsibility.Volunteer Management Information System Tools (table 1.1)Who Should Use This ManualThe Army Volunteer Corps Organization Point of Contact User Guide provides theinformation needed for an Army Volunteer Corps Organization Point of Contact(OPOC) to get started using the Volunteer Management Information System.Roles and ResponsibilitiesThe Army Volunteer Corps Organization Point of Contact oversees the Army volunteerservice for their specific organization. For example, if you are the OPOC for the localAmerican Red Cross Office, than you provide oversight of the volunteers that supportthe American Red Cross for your community. Any volunteer working in the office or atyour events should be able to log their hours within VMIS and it is your responsibilityto assist and support them, ensure the necessary positions are listed under yourorganization and approve the hours recorded by these volunteers for yourorganization.4www.myarmyonesource.comArmy OneSource

Volunteer Management Information System Army VolunteerCorps Organization Point of Contact User GuideThe Organization Point of Contact roles and responsibilities are as follows:1. Must be invited by email invitation and authorized by the Army Volunteer CorpsCoordinator.2. Manage volunteer positions within their Organization, volunteer applications,volunteers, and volunteer hours at an affiliated organization for a specific community.One user can be an Organization Point of Contact for many organizations and anorganization may have multiple Organization Points of Contact.3. Duties include posting positions for their organization, reviewing applications, andcertifying volunteer hours for their organization.5www.myarmyonesource.comArmy OneSource

Volunteer Management Information System Army VolunteerCorps Organization Point of Contact User Guide2. Access the Organization Point of Contact ToolsTo access the Volunteer Management Information System Army Volunteer CorpsOrganization Point of Contact tools, navigate to the Army OneSource website athttps://www.myarmyonesource.com.Army OneSource Homepage (fig. 2.1)To login to the Army OneSource site, click the Login link at the top of the screen (Seefig. 2.1).6www.myarmyonesource.comArmy OneSource

Volunteer Management Information System Army VolunteerCorps Organization Point of Contact User GuideArmy OneSource Login Page (fig. 2.2)Enter your Username and Password, and click thebutton (See fig. 2.2).7www.myarmyonesource.comArmy OneSource

Volunteer Management Information System Army VolunteerCorps Organization Point of Contact User GuideArmy OneSource Homepage (fig. 2.3)After you are login, click thebutton. (See fig. 2.3).8www.myarmyonesource.comArmy OneSource

Volunteer Management Information System Army VolunteerCorps Organization Point of Contact User GuideOPOC Screen (fig. 2.4)Note: If an OPOC is responsible for more than one organization, they will have aOrganization dropdown box located above the tabs that they can use for filtering.(see fig. 2.4).9www.myarmyonesource.comArmy OneSource

Volunteer Management Information System Army VolunteerCorps Organization Point of Contact User Guide3. Manage VolunteersThe Army Volunteer Corps Organization Point of Contact manages the volunteerswithin their Organization(s) with the Volunteers tool on the OPOC screen. Althoughvolunteer management responsibilities fall primarily on the Army Volunteer CorpsOrganization Point of Contact, an Army Volunteer Corps Coordinator can also managevolunteers within their Community if necessary.To manage volunteers, click on the Volunteers Tab on the OPOC screen.The Volunteers screen is displayed (See fig. 3.1).OPOC Volunteers Screen (fig. 3.1)Select and enter the appropriate search criteria, and then click thebutton.The Volunteers screen refreshes and displays a list with the Name, Home Phone,Work Phone, Type, Status, Background Check information, and links of the volunteerswho meet the search criteria. (See fig. 3.2).10www.myarmyonesource.comArmy OneSource

Volunteer Management Information System Army VolunteerCorps Organization Point of Contact User GuideVolunteers Screen (fig. 3.2)Edit/Delete Volunteer InformationTo edit volunteer information, navigate to the Volunteers screen, and then click avolunteer Name link (See fig. 3.3). The Edit Volunteer Profile screen is displayedin a new window (See fig. 3.4).Volunteers Screen (fig.3.3)11www.myarmyonesource.comArmy OneSource

Volunteer Management Information System Army VolunteerCorps Organization Point of Contact User GuideEdit Volunteer Profile Screen (fig. 3.4)Edit the volunteer’s profile information. The Name, Military Community, andAddress can not be altered by the OPOC.This information is pulled from the User’s AOS registration.Asterisked (*) fields are required. Click thebutton to apply the changes.12www.myarmyonesource.comArmy OneSource

Volunteer Management Information System Army VolunteerCorps Organization Point of Contact User GuideEdit/Add Volunteer Background ChecksThe BG Check column on the Volunteers screen indicates a Background Check. TheArmy Volunteer Corps Coordinator and Organization Point of Contact can use the BGCheck tool to manage background checks. This is for reference purposes only and isnot an authoritative source for background checks.Volunteers Screen (fig. 3.5)To view or edit volunteer background checks, navigate to the Volunteers screen (Seefig. 3.5), locate the volunteer, and then click theoricon. The VolunteerBackground Checks screen is displayed in a new window (See fig. 3.6).13www.myarmyonesource.comArmy OneSource

Volunteer Management Information System Army VolunteerCorps Organization Point of Contact User GuideVolunteer Background Checks Screen (fig. 3.6)To edit a volunteer background check, locate the background check, and then clicktheicon. The Volunteer Background Check screen is displayed (See fig. 3.7).Modify the Check Date, and then click thebutton to apply the changes.To add a background check, click thebutton on the VolunteerBackground Checks screen (See fig. 3.6). The Add Volunteer Background Checkscreen is displayed (See fig. 3.7).Add Volunteer Background Check Screen (fig. 3.7)Type or select the applicable Check Date, and then click thebutton.Send Email to Background CheckerTo send email to the Background Checker concerning the background check, navigateto the Volunteer Background Checks screen (See fig. 3.6), locate the applicableBackground Check, and then click the send email icon. The email message screen isdisplayed (See fig. 3.8).14www.myarmyonesource.comArmy OneSource

Volunteer Management Information System Army VolunteerCorps Organization Point of Contact User GuideMS Outlook (fig. 3.8)Compose the email message, and then click the Send button.Export Volunteer InformationVolunteers Screen (fig. 3.9)To export 4162 volunteer information to Word, navigate to the Volunteers screen(See fig. 3.9), and then click the 4162 link to export the volunteer information to anMS Word version of the Volunteer Service Record. Click the Save button to save thefile to the local computer.15www.myarmyonesource.comArmy OneSource

Volunteer Management Information System Army VolunteerCorps Organization Point of Contact User GuideTo export volunteer 4713 annual summary information to Excel, click the 4713 link onthe Volunteers screen. The Annual Summary screen (See fig. 3.10) is displayed ina new window.Annual Summary Screen (fig. 3.10)Select the applicable Year, and then click theClick the Save button to save the file to the local computer.button.16www.myarmyonesource.comArmy OneSource

Volunteer Management Information System Army VolunteerCorps Organization Point of Contact User GuideSend Email to Volunteer or All Organization’s VolunteersVolunteers Screen (fig. 3.11)To send email to a volunteer, navigate to the Volunteers screen (See fig. 3.11),locate the volunteer, and then click the Email link. Within the email program,compose the message, and then click the Send button.To email your filtered list of volunteers that have email addresses, click thebutton on the Volunteers screen (See fig. 3.11). The Volunteers screen expands toinclude a Send Email section (See fig. 3.12).17www.myarmyonesource.comArmy OneSource

Volunteer Management Information System Army VolunteerCorps Organization Point of Contact User GuideVolunteers Screen – Send Email Section (fig. 3.12)Compose the email message, and then click thebutton.Generate Volunteer Address LabelsVolunteers Screen (fig. 3.13)18www.myarmyonesource.comArmy OneSource

Volunteer Management Information System Army VolunteerCorps Organization Point of Contact User GuideTo generate volunteer address labels in Word, navigate to the Volunteers screen(See fig. 3.13), click thebutton to generate a Worddocument with volunteer mailing information. Click the Save button to save theWord file to the local computer.Generate Volunteer ListVolunteers Screen (fig. 3.14)To generate a volunteer list in Excel, navigate to the Volunteer screen, select theappropriate community, and then click thebutton to generate anExcel list of volunteers. Click the Save button to save the Excel file to the localcomputer.19www.myarmyonesource.comArmy OneSource

Volunteer Management Information System Army VolunteerCorps Organization Point of Contact User GuideManage a Volunteer Service RecordVolunteers Screen (fig. 3.15)To manage a Volunteer Service Record, navigate to the Volunteers screen, locate the volunteer, andthen click the VSR link. The Volunteer Service Record screen is displayed. The VSR is the tool forsubmitting and certifying hours on behalf of the volunteer, adding a volunteer service, finishing avolunteer’s service for a specific position, and changing the status of a volunteer from active toinactive.20www.myarmyonesource.comArmy OneSource

Volunteer Management Information System Army VolunteerCorps Organization Point of Contact User GuideVolunteer Service Record Screen (fig. 3.16)Manage Volunteer Services or HoursSelect the position and the appropriate icon for managing volunteer services orhours.Icon:Description:Update a volunteer’s service for a positionSubmit and Certify hours – daily or periodSubmit and Certify daily hours using a calendar viewUpdate a Volunteer’s Service for a PositionTo change a Volunteer’s position status, click theicon. A form to changethe service status and dates of service is displayed (See fig. 3.17). Enter theService Status and dates and clickbutton.21www.myarmyonesource.comArmy OneSource

Volunteer Management Information System Army VolunteerCorps Organization Point of Contact User GuideVolunteer Service Record Screen (fig. 3.17)Submit and Certify HoursTo enter Volunteer Hours, click theways: Add Hours for Open Dates Add Hours for Day Add Hours for Periodicon. Hours may be added threeVolunteer Service Record Screen (fig. 3.17)22www.myarmyonesource.comArmy OneSource

Volunteer Management Information System Army VolunteerCorps Organization Point of Contact User GuideSubmit and Certify Hours for Open DatesTo add Hours for Open Dates, click thebutton. Acalendar view of open dates for entering volunteer hours is displayed (See fig3.18). Select the appropriate date and enter volunteer hours worked on behalfof the volunteer and clickbutton.Note: Round the minutes to the closest increment of 15 minutes (e.g. .25,.5, .75).Volunteer Service Record Hours for Open Dates Screen (fig. 3.18)Submit and Certify Hours for DayTo add Hours for Day, click thebutton. Type or select the specificDate using thebutton. Type the Volunteer Hours for that date andenter a Note if desired. Click thebutton to submit the hours(See fig 3.19).23www.myarmyonesource.comArmy OneSource

Volunteer Management Information System Army VolunteerCorps Organization Point of Contact User GuideVolunteer Service Record Hours for Day Screen (fig. 3.19)Submit and Certify Hours for PeriodTo add Hours for Day, click thebutton. Type the totalVolunteer Hours for the selected date range. Select the Calendar Year andMonth from the dropdown lists. Click theo button orbutton to submit the hours (See fig 3.20).24www.myarmyonesource.comArmy OneSource

Volunteer Management Information System Army VolunteerCorps Organization Point of Contact User GuideVolunteer Service Record Hours for Period Screen (fig. 3.20)Submit and Certify Daily HoursTo add Daily Volunteer Hours, click theicon to view a calendar of opendates. Select the appropriate date and enter volunteer hours worked on behalfof the volunteer. Click thebutton to submit the hours (See fig 3.21).Note: Round the minutes to the closest increment of 15 minutes (e.g. .25,.5, .75).Volunteer Service Record Hours for Period Screen (fig. 3.21)25www.myarmyonesource.comArmy OneSource

Volunteer Management Information System Army VolunteerCorps Organization Point of Contact User GuideAdd New Non-User to CommunityTo add a New Non-User to a community, the Army Volunteer CorpsCoordinator can either locate an existing Non-User Volunteer in anothercommunity or create a new Non-User Volunteer.Note: Army Volunteer Corps staff manage the service history for Non- UserVolunteers. Non-User Volunteers include volunteers who have not registeredas on Army OneSource user. User Volunteers are Army OneSource registeredusers who have submitted Army Volunteer Corps Volunteer applications andsubmit their volunteer hours. User Volunteers manage their own VolunteerService Records.Volunteers Screen (fig.3 22)On the Volunteers screen, click thebutton. TheAdd Non-User Volunteer to Community screen is displayed in a newbrowser window.AVCC Tools Add Non-User Volunteer to Community Screen (fig. 3.23)26www.myarmyonesource.comArmy OneSource

Volunteer Management Information System Army VolunteerCorps Organization Point of Contact User GuideLocate an existing Non-User Volunteer at another community tomove to a new communityTo search for all community Non-User Volunteers, select All in the dropdownmenuTo locate an existing Non-User Volunteer and move from a previouscommunity to a new community, select All in the dropdown menu and enterthe last name. Asterisked (*) fields are required.Once all information has been entered, click thebutton.Add Non-User Volunteer to Community Screen (fig. 3.24)The Add Non-User Volunteer to Community screen refreshes and displaysthe search results. Click the volunteer Name link. The Edit Volunteer Profilescreen is displayed in a new browser window.27www.myarmyonesource.comArmy OneSource

Volunteer Management Information System Army VolunteerCorps Organization Point of Contact User GuideEdit Volunteer Profile Screen (fig. 3.25)Select the new community from the Military Community dropdown menu,and then click thecommunity.button. The Non-User Volunteer moves to the newCreate a Non-User VolunteerAdd Non-User Volunteer to Community Screen (fig. 3.26)To create a Non-User Volunteer, navigate to the Add Non-User Volunteer toCommunity screen, and click thebutton. TheVolunteer Profile for the Non-User screen is displayed (See fig. 3.27).28www.myarmyonesource.comArmy OneSource

Volunteer Management Information System Army VolunteerCorps Organization Point of Contact User GuideVolunteer Profile for Non-User Screen (fig. 3. .27)29www.myarmyonesource.comArmy OneSource

Volunteer Management Information System Army VolunteerCorps Organization Point of Contact User GuideEnter and select the Non-User Volunteer profile information. Asterisked(*) fields are required.Click thebutton to save the Non-User Volunteer. Then, navigate to theVolunteer screen and refresh the screen to see the newly added volunteer.Convert a Non-User Volunteer to a User VolunteerIf Non-User Volunteers want to manage their own volunteer activity andhistory, the Army Volunteer Corps Coordinator (not Assistants) can convertNon-User Volunteers to Army OneSource User Volunteers.Note: Before an Army Volunteer Corps Coordinator can convert a Non-UserVolunteer, the Non-User Volunteer must first register on Army OneSourcewebsite for the community they are currently associated with as a Non-UserVolunteer. The Non User Volunteer Profile will replace the volunteer profile forthe new registered user, thus preserving their volunteer activity and history.Volunteers Screen (fig. 3.23)Volunteers Screen (fig. 3.28)30www.myarmyonesource.comArmy OneSource

Volunteer Management Information System Army VolunteerCorps Organization Point of Contact User GuideTo convert a Non-User Volunteer (NUV) to User Volunteer, navigate tothe Volunteers screen, locate the NUV, and then click on the volunteerName link. The Edit Volunteer Profile screen is displayed in a newwindow.Edit Volunteer Profile Screen (fig. 3.29)31www.myarmyonesource.comArmy OneSource

Volunteer Management Information System Army VolunteerCorps Organization Point of Contact User GuideClick thebutton.Note: If the Volunteer has registered on the AOS website, theVolunteer’s user registration is displayed.The Convert Non-User Volunteer to User Volunteer screen is displayed(See fig. 3.30).Convert Non-User Volunteer to User Volunteer Screen (fig. 3.30)Next, locate the Non-User Volunteers user registration and clickthebutton. Then, click the Convert to Selected User button. TheEdit Volunteer Profile screen is displayed (See fig. 3.31).32www.myarmyonesource.comArmy OneSource

Volunteer Management Information System Army VolunteerCorps Organization Point of Contact User GuideEdit Volunteer Profile Screen (fig. 3.32)Review and/or change volunteer information. Then, click theapply the changes.button to33www.myarmyonesource.comArmy OneSource

Volunteer Management Information System Army VolunteerCorps Organization Point of Contact User Guide4. Manage HoursArmy Volunteer Corps Organization Points of Contact are primarily responsible formanaging volunteer hours, although Army Volunteer Corps Coordinators can alsomanage volunteer hours, if needed.To certify volunteer hours that have been submitted, click on the Volunteer Hourslink on the OPOC screen.OPOC Screen (fig. 4.1)The Volunteer Hours screen is displayed (See fig 4.1).34www.myarmyonesource.comArmy OneSource

Volunteer Management Information System Army VolunteerCorps Organization Point of Contact User GuideVolunteer Hours Screen (fig. 4.3)The Volunteer Hours screen (See fig. 4.3) displays a list of volunteers and theirassociated hours.1. To filter the results by Fiscal Year click the Fiscal Year radio button.2. To filter the results by Date Range, enter a Start Date and End Date for theperiod for which to view data, and then click the Date Range radio button.3. To certify all volunteer hours, click thebutton.Then, click the OK button to certify all submitted hours.To certain selected volunteer hours, deselect the undesired volunteer hours andthen click thecertify all submitted hours.button. Then, click the OK button to35www.myarmyonesource.comArmy OneSource

Volunteer Management Information System Army VolunteerCorps Organization Point

Volunteer Management Information System Tools (table 1.1) Who Should Use This Manual The Army Volunteer Corps Organization Point of Contact User Guide provides the information needed for an Army Volunteer Corps Organization Point of Contact (OPOC) to get started using the Volunteer Management Information System. Roles and Responsibilities

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