Volunteer Management Information System (VMIS) - Army MWR

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Volunteer Management InformationSystem (VMIS)Organization POC (OPOC)TrainingOur mission is to provide Soldiers, Civilians and their Families with aquality of life commensurate with the quality of their service.

The OPOC Role and TasksAgenda The OPOC invitation Accessing OPOC tools Creating volunteer positions Reviewing volunteer applications Certifying volunteer hours Managing volunteers Adding non-user volunteers Reports SummaryUnclassifiedSlide 2

Register on Army OneSourceNotes:1. Access http://www.myarmyonesource.com.2. Click Register located in the black bar at upper right hand corner of your window.3. Click Join Now to begin the registration process.UnclassifiedSlide 3

Site Registration FormNotes:1. Complete the registration form. Required fields are noted with an asterisk (*).2. Click the Continue button located at the bottom right of the registration form.UnclassifiedSlide 4

What Happens Next?Notes:OPOC Invitation1. The AVC Coordinator for your Community will send you a VMIS email invitation to become anOPOC for a specific organization(s) in the Community.2. Upon receipt of the email, select the Click Here link within the email. This link will open ArmyOneSource and prompt you to login.3. Login with your username and password.4. Complete your OPOC Profile.5. Notify the AVC Coordinator (through phone or email) that you have completed the invitationprocess. The AVC Coordinator will then Authorize you as an OPOC.Receive email with the following content:Click here to register as an OPOC at Community name for the following organization(s): Organization name .UnclassifiedSlide 5

Locate OPOC ToolsNotes:1.2.3.4.Login to Army OneSource with your username and password.Click the Volunteer Tools button found at the top right of your screen. OPOC tools are displayed.If available, select the desired organization from the drop down list at the right. Click Change.Begin using your OPOC tools for that organization.UnclassifiedSlide 6

OPOC teer HoursReportsProfileSummaryFunctionCreate and manage volunteer positions for the selected organizationReview submitted volunteer applicationsManage volunteers for the selected organizationReview submitted volunteer hours for the selected organizationGenerate VMIS Reports for the selected organizationManage your OPOC ProfileQuick glance at OPOC action items and informationUnclassifiedSlide 7

Managing Volunteer PositionsNotes: Slides 8-161. Select the Positions Tab.2. Click the Search button to Edit existing positions. Note the filter settings.UnclassifiedSlide 8

Managing Volunteer PositionsNotes: Slides 8-161. Select the Positions Tab.2. Click the Search button to view or edit existing positions. Note the filter settings.3. Click the Pencil or Position Title link to view an existing position.UnclassifiedSlide 9

Managing Volunteer PositionsNotes: Slides 8-161. Select the Positions Tab.2. Click the Add New button to add a new position.UnclassifiedSlide 10

Add New Volunteer PositionsNotes: Slides 8-16Complete the form. Required fields are marked with an asterisk (*).UnclassifiedSlide 11

Add New Volunteer PositionsNotes: Slides 8-16Complete the form. Required fields are marked with an asterisk (*).UnclassifiedSlide 12

Add New Volunteer PositionsNotes: Slides 8-16Complete the form. Required fields are marked with an asterisk (*).UnclassifiedSlide 13

Add New Volunteer PositionsNotes: Slides 8-161. If Motor Vehicle Use is required, choose the correct option.2. If a volunteer position Involves Work with Children or Youth, choose whether it is short term oron a regular basis. In either case, a background check is required for a volunteer to be acceptedinto the position. See your AVC Coordinator concerning background checks on potential volunteers.3. If a Credential or License is required, select Yes.UnclassifiedSlide 14

Add New Volunteer PositionsNotes: Slides 8-161. When a new position is created, the default Status is Closed. For a position to be visible on the listof Volunteer Opportunities, the position Status must be set to Open.2. The default Duration Type of a position is Ongoing position. The Duration Type may be changedas appropriate.3. The default setting for Public is marked with a check mark. For a position to be visible on the list ofVolunteer Opportunities, Public must be marked with a check mark.4. The Closed field is blank by default. Only enter a date once you have closed the position.UnclassifiedSlide 15

Add New Volunteer PositionsNotes: Slides 8-161. Complete the form. Required fields are marked with an asterisk (*).2. Click the Save button when complete or Cancel to discard.UnclassifiedSlide 16

Reviewing Volunteer ApplicationsNotes: Slides 17-191. Select the Applications Tab.2. Click the Search button to review the list of applications. Note the filter settings.UnclassifiedSlide 17

Reviewing Volunteer ApplicationsNotes: Slides 17-191.2.3.4.Review any applications in the list.Click the Edit link to review the volunteer’s application.Select the appropriate radio button to mark the application as Accepted or Declined.Click Save Status Change button upon completion.UnclassifiedSlide 18

Reviewing Volunteer ApplicationsNotes: Slides 17-191.2.3.4.If declining a application, click the Edit link to open the application.Change the Application Status to Declined.Type a note in the Reason Declined text box.Click the Save button to complete.UnclassifiedSlide 19

Manage VolunteersNotes: Slides 20-291. Select the Volunteers tab.2. Click Search button to view the Volunteer List. Note the filter settings.UnclassifiedSlide 20

Manage VolunteersNotes: Slides 20-29ColumnNameHome PhoneCommunityTypeStatusBG CheckLinksDescriptionOpens Volunteer ProfilePhone Number of volunteerMilitary CommunityUser or Non-UserActive or InactiveBackground Check noted – no yes4162 – Volunteer Service Record for viewing or printing4713 – Annual SummaryEmail – send an email to selected volunteerVSR – submitting/certifying hours, adding trainings or notes, uploading volunteer filesUnclassifiedSlide 21

Manage a Volunteer – VSR LinkNotes: Slides 20-29TabAVC ServicesNon-AVC ServiceVolunteer onSubmit/Certify Army Volunteer Corp (AVC) Hours on behalf of volunteerSubmit/certify non-AVC services on behalf of volunteerSubmit/certify volunteer awards on behalf of volunteerSubmit/certify trainings on behalf of volunteerSubmit/certify orientations on behalf of volunteerEnter or read notes on the volunteerUpload digital files for the volunteerGenerate reports for this volunteerUnclassifiedSlide 22

AVC Services TabNotes: Slides 20-291. Select the AVC Services tab.2. Select the position and the appropriate icon for managing volunteer services or hours.IconPencilPaperClockDescriptionUpdate a volunteer’s service for a positionSubmit and Certify hours – daily or periodSubmit and Certify daily hours using a calendar viewUnclassifiedSlide 23

Edit AVC ServiceNotes: Slides 20-29If a volunteer’s position status changes, their status should be updated.1. Selecting the Pencil Icon displays a form to change the service status and dates of service.2. Click Save to complete.Selecting the PencilUnclassifiedSlide 24

Submitting and Certifying HoursNotes: Slides 20-29Selecting the Paper icon allows volunteer hours to be entered in three ways: Add For Open DatesAdd For DayAdd For PeriodSelecting the PaperUnclassifiedSlide 25

Submitting and Certifying Daily HoursNotes: Slides 20-291. Click the Add for Open Dates button. A calendar view of open dates for entering volunteer hoursis displayed.2. Select the appropriate date and enter volunteer hours worked on behalf of the volunteer.3. Round the minutes to the closest increment of 15 minutes (e.g. .25, .5, .75)4. Click Save to complete.UnclassifiedSlide 26

Submitting and Certifying Daily HoursNotes: Slides 20-291.2.3.4.5.Click the Add For Day button.Type or select the specific Date using the Calendar button.Type the volunteer Hours for that date.Enter a Note if desired.Click Save and Return button to complete.UnclassifiedSlide 27

Submitting and Certifying Period HoursNotes: Slides 20-291.2.3.4.Click the Add For Period button.Type the total volunteer hours for the selected date range.Select the Calendar Year and Month from the dropdown lists.Click Save and Return to Hours List or Save and Add Another buttons to complete.UnclassifiedSlide 28

Submitting and Certifying Daily HoursNotes: Slides 20-291.2.3.4.Selecting the Clock Icon displays a calendar view of open dates for entering volunteer hours.Select the appropriate date and enter volunteer hours worked on behalf of the volunteer.Round minutes to the closest increment of 15 minutes (e.g. .25, .5, .75)Click Save to complete.Selecting the ClockUnclassifiedSlide 29

Adding Non-User VolunteersNotes: Slides 30-351. Select the Volunteers tab.2. Click the Search button. Note the filter settings.3. Click the Add Non-User Volunteer button.UnclassifiedSlide 30

Searching for a Non-User VolunteerNotes: Slides 30-35To search for an existing Non-User at another community to move to your community,1. Type volunteer’s Last Name.2. Click the Search button.UnclassifiedSlide 31

Creating a New Non-User VolunteerNotes: Slides 30-35If the Non-User is not found, click Create New Non-User Volunteer.UnclassifiedSlide 32

Creating a New Non-User VolunteerNotes: Slides 30-351.2.3.4.5.Complete the Non-User form. Required fields are noted with an asterisk (*).Select the Group from the dropdown list.Select the Organization from the dropdown list.Select the volunteer Position from the dropdown list to assign to the Non-User .Click the Save button to completeUnclassifiedSlide 33

Add an Existing Non-User VolunteerNotes: Slides 30-35If a search for a Non-User finds the Non-User at their most recent Community, select the volunteer’sName Link to open their Volunteer Profile.UnclassifiedSlide 34

Add Existing Non-User VolunteerNotes: Slides 30-351. Update the volunteer’s Military Community to match the current Community.2. Click Save to complete.3. Notify the AVC Coordinator of this Non-User Volunteer in the Community and the volunteer positionto be assigned.4. After the AVC Coordinator has assigned the Non-User volunteer the appropriate volunteer positionfor your organization, the Non-User Volunteer will appear in your volunteer list.UnclassifiedSlide 35

Converting a Non-User VolunteerNotes: Slides 36-38If a volunteer registers as an Army OneSource member, the Non-User account should be converted tothe Army OneSource member account.1. Locate the Non-User account.2. Select the Non-User Name link to open their Volunteer Profile.3. Click the Convert to User button at the bottom right of the profile screen.4. Click the Search button if necessary.5. When the Army OneSource User Profile is found, click the Select button.UnclassifiedSlide 36

Converting an Existing Non-User VolunteerNotes: Slides 36-38To complete the conversion of the Non User Volunteer (NUV) Volunteer Service Record (VSR) to theselected Army OneSource member account, click the Transfer NUV VSR To This User button.UnclassifiedSlide 37

Converting an Existing Non-User VolunteerNotes: Slides 36-38The conversion from a Non-User to a User is complete.Click the Open VSR button to confirm transferred volunteer activity.UnclassifiedSlide 38

Manage (Certify) Volunteer HoursNotes: Slides 39-411. Select the Volunteer Hours tab.2. Click the Search button. Note the filter settings.UnclassifiedSlide 39

Manage (Certify) Volunteer HoursNotes: Slides 39-411.2.3.4.Review each submitted entry.To certify a specific entry, check the appropriate selection box(es), click Certify All Selected button.To certify all submitted entries, click the Certify All Submitted button.To reject an entry, click the Edit link to the right of the entry.UnclassifiedSlide 40

Manage (Certify) Volunteer HoursNotes: Slides 39-41To reject an entry,1. Click the Edit link to the right of the submitted entry on the prior screen.2. Select Rejected from the dropdown list. Type a Rejection Reason in the text box.3. Click the Save and Return button to complete.UnclassifiedSlide 41

Manage ReportsNotes: Slides 42-451. Select the Reports tab.2. Select a report title.UnclassifiedSlide 42

Manage Reports – by Community PositionNotes: Slides 42-451.2.3.4.5.Select the Report title from the dropdown list.Set the report’s date range.Select the Community Organization from the dropdown list.Click the Submit button.Choose to Print Report or Export to Excel.UnclassifiedSlide 43

Manage Reports – by Volunteer & PositionNotes: Slides 42-451.2.3.4.5.6.Select the Report title from the dropdown list.Set the report’s date range.Select the Community Organization from the dropdown listSelect the Position from the dropdown list.Click the Submit button.Choose to Print Report or Export to Excel.UnclassifiedSlide 44

Manage Reports – Award ReportNotes: Slides 42-451.2.3.4.5.6.Select the Report title from the dropdown list.Set the report’s date range.Select the Community Organization from the dropdown listSelect the Position from the dropdown list.Click the Submit button.Choose to Print Report or Export to Excel.UnclassifiedSlide 45

Summary Tab – Action ItemsNotes: Slides 46-471. Select the Summary tab2. Select the Submitted Hours or Submitted Applications links.3. Review the submitted daily hours for certification or submitted applications for acceptance.Number of “Day” entriesto be certifiedUnclassifiedSlide 46

Summary Tab – Other InformationNotes: Slides 46-471. Select the Summary tab2. Select the Active Volunteer or Open Positions links. Non-User Volunteers are not included.Number of “Active” “User”volunteersUnclassifiedSlide 47

SummaryOrganization POC Role The OPOC invitation Accessing OPOC tools Creating volunteer positions Reviewing volunteer applications Certifying volunteer hours Managing volunteers Adding Non User volunteers ReportsUnclassifiedSlide 48

1. Update the volunteer's Military Community to match the current Community. 2. Click Save to complete. 3. Notify the AVC Coordinator of this Non-User Volunteer in the Community and the volunteer position to be assigned. 4. After the AVC Coordinator has assigned the Non-User volunteer the appropriate volunteer position

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