AARP Tax-Aide Volunteer Recruitment System Phase 2 - PowerPoint PPT Presentation

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AARP Tax-Aide Volunteer Recruitment System Phase 2

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AARP Tax-Aide Volunteer Recruitment System Phase 2 District Coordinators Meeting November 2010 AARP Tax Aide * * * Today s Agenda AARP Volunteer Recruitment System ... – PowerPoint PPT presentation

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Title: AARP Tax-Aide Volunteer Recruitment System Phase 2


1
AARP Tax-Aide Volunteer Recruitment SystemPhase
2
District Coordinators Meeting November 2010
AARP Tax Aide
2
Todays Agenda
  • AARP Volunteer Recruitment System Review
  • Last Season Results
  • Prospect and Volunteer Survey Results
  • AARP Volunteer Recruitment System Phase 2
    Overview
  • Whats New /Whats 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

AARP Tax Aide
2
2
3
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

AARP Tax Aide
3
3
4
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

AARP Tax Aide
4
5
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 gt 20
    prospects
  • Many volunteers are unaware of system reports,
    but showed interest in utilizing them and needing
    more reporting visibility

AARP Tax Aide
5
6
In 5 years, we will be wondering what we ever did
without this system!!
AARP Tax Aide
6
7
Whats 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

AARP Tax Aide
7
8
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

AARP Tax Aide
8
9
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

AARP Tax Aide
9
10
AARP Tax-Aide Volunteer Portal
Log on to https//volunteers.aarp.org
10
11
  • If youre a New User and need to register your
    Profile, click on the Register Here link on the
    Portal homepage.

11
12
  • 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

12
13
Next, youll be taken to the Profile Created
screen confirming your new registration has been
accepted. To login to the Portal click Proceed
to Login
13
14
  • If youre already registered in the Portal, click
    on Login to Portal link to enter the Portal.

14
15
Enter your Login information and click Login to
enter the Portal.
15
16
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.
16
17
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.
17
18
  • Under Recruitment
  • You have three Recruitment System options
  • Add Prospective Volunteer
  • Review Prospective Volunteer
  • Activity Summary

18
19
  • 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.

All In Progress Approved Rejected On Hold Pending
Approval from DC
19
20
To review a prospective volunteers application
simply click on their name.
Colleen Mooney
20
21
All of the prospective volunteer information from
their application is displayed.
Colleen Mooney
21
22
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.
22
23
New this year is the Add Prospective Volunteer
option There are only nine required entries which
are marked with an asterisk.
23
24
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

24
AARP Tax Aide
25
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

AARP Tax Aide
25
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  • Select Orders from the My Preferences toolbar
  • Click on Tax-Aide Order Form

26
27
  • 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

27
28
A Variety of Materials are Available
28
29
A Variety of Materials are Available
29
30
Review Your Order and Click on the Appropriate
Button
30
31
Confirmation Message and Time For Delivery
31
32
Confirmation E-Mail
32
33
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!!
AARP Tax Aide
33
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