4.1 Training

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4.1 Training

• Session One

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What is eCoordinator?

• A browser based system that allows you to
• Track Volunteers by ability, interests, and
  availability.
• Place and refer volunteers.
• Log and Report hours and other data.
• Send batch email.
• Create and run searches based on various
  criteria.
• Share records with other eCoordinator accounts.

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After Todays Session

• You will be able to
• Access your account
• Navigate eCoordinator
• Enter new records for
• Organizations
• Positions
• Volunteers
• Customize the Data Grid
• Manage Folders
• Sort and Find

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After Session Two

• You will be able to
• Use the Search System
• Place and refer
• Make and read log book entries
• Create custom surveys
• Create and fill schedule time slots

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After Session Three

• You will be able to
• Generate reports
• Generate Data Grid Reports
• Send batch email
• Share records with other accounts
• Set up User Defined Fields
• Customize your eCoordinator account

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Accessing Your Account

• Samaritan eCoordinator is supported by Internet
  Explorer 5.5 and above.
• The URL for eCoordinator is http//ec.disasterhel
  p.net/eC31/coordinator/index.php
• Click Login.

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Accessing Your Account

• Your Customer Service Representative should have
  already given you your user id and password.
  Enter them and click the Login button.

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Navigating eCoordinator

• The main screen elements of eCoordinator are
• Menu Bar
• Tabs
• Buttons

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Menu Bar

• The menu bar has four headings with dropdown
  boxes
• Account
• Tools
• Report All
• Help

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Account

• The selections in the Account dropdown menu
  are
• Edit My Organization (for this accounts primary
  organization)
• Choose My Organization (for switching the primary
  organization to another organization)
• Change User Info (for changing your user id and
  password)
• Logout

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Report All

• Report All has a double dropdown box. This is one
  place you can go to generate reports for
  Volunteers, Positions and Organizations.
• Reports will be covered in detail during the
  third training session.

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Tools

• In Session Three we will cover Sharing Records,
  Customizing Email, Ghost Records, Scheduling
  Options and User Defined Fields.
• After todays session you will be able to
  customize the Data Grid.

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Help

• The Help dropdown opens a, wellhelpful, help
  file.
• Samaritan Website will take you to our company
  website where you can view all of our products.
• Contact Us is a mail link to support_at_samaritan.c
  om.
• Issues and Requests is a form you can fill out
  to let us know what you would like to see
  changed.
• About eCoordinator tells you the version number
  of your account.

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The Help File

• Thumb through the Help file using the
  navigation links.
• Click the book to see more detailed contents.
• Search for key words with the Index and Search
  tabs.

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Tabs

• There are three tabs that are available in
  eCoordinator accounts. Your account may have a
  combination of tabs or all three.
• Each tab accesses a data grid containing the
  corresponding records.
• The active (or selected) tab will appear in
  color.

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Volunteers

• The Volunteers tab makes the volunteer profiles
  accessible through the data grid.
• This is the default tab (the one thats selected
  when you login to eCoordinator).

Data Grid
Individual Record (Profile)
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Positions

• Positions are the activities that are available
  to your volunteers.
• The position profiles are tremendously important
  because in addition to basic position information
  they also
• Provide the format for surveys
• Give access to the positions schedule

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Organizations

• Organizations are the group or groups that
  sponsor the Positions.
• If you are only working with one organization it
  is possible to use these records to keep track of
  departments or locations.
• My Organization is the organization that is
  responsible for this account. It is marked in the
  grid by the little yellow and red house.

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Buttons

• The buttons are found in a column on the left
  side of your screen.
• If there is no record selected, some of the
  buttons will be grayed out. They will work
  once a record or records have been selected.
• The buttons correspond to the selected tab.
• The Scheduling button is only visible when the
  Positions tab is selected.

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Entering Records

• Theres a logical order for entering records. It
  is
• Organizations
• Positions
• Volunteers
• Positions must have their sponsoring organization
  entered before they can be entered.
• Sometimes it is easier to enter pertinent
  information about a volunteer if you know what
  qualities your Positions require.

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My Organization

• You should enter the information for your own
  organization if you have an Organizations tab
  or not. To enter your organizations
  information
• Select Account from the menu bar
• Select Edit My Organization
• This is where you create the Profile for your
  organization.
• Only the required fields need to be entered
  immediately. You can always edit your profile to
  add or change information later.

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Change My Organization

• Rarely used, Choose My Organization is for
  changing the primary organization of this account
  to a different organization.
• You may edit by clicking on Edit My
  Organization from the dropdown menu or by
  clicking the Edit button when you have your
  organization highlighted in the data grid.

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Change My User Info

• This allows you to change your eCoordinator login
  information.

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Enter a New Organization

• To open a blank organization profile first click
  the Organizations tab to select it and then
  click the New button.

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Navigating Profiles

• There are two ways to navigate through the
  profiles
• Click on the tabs at the top
• Use the Previous and Next buttons at the bottom
• Whichever way you use, be sure to click on
  Finish to save your work.

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Organization Profile

• The active tab is displayed in white.
• The only required field is the organizations
  name.
• Filling out the additional information on the
  Main Info screen will allow you to use the
  Same as Organization time saving feature for
  Positions.

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Finish

• It is critical to click the Finish button to
  save the information that you have entered.
• After clicking Finish your new organization
  will appear in the organizations data grid.

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Editing Profiles

• Select the record that you wish to edit by
  clicking on the little box next to it. (Make
  sure that it is the only record selected.)
• Click the Edit button.
• You can now make changes to the profile.

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Position Profile

• Select the Positions tab and then click the
  New button.
• The position profiles can contain a lot of
  information. In addition to the information that
  corresponds to the volunteer profiles there are
  tabs for Survey Groups, Logged Data and Surveys.
  Well create a survey in Session Three.
• Remember, even though you can put a lot of
  information here, you dont have to. You can do
  it later or, if it isnt important to you, not at
  all.

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Position Profile

• The required fields for Positions can be found in
  the first three tabs of the profile. They are
• Title
• Sponsoring Organization
• Address
• City
• The other fields do not need to be filled out
  immediately. You can always come back and edit
  them later.

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Click on the sponsoring organization for the
position before moving to the next screen.
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What Youll See
If the contact information has already been
entered in the organization profile, you can use
the Same as organization button to duplicate
the contact info.
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Positions often happen off-site. This is for the
location of the actual position.
Link to Map Quest.
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Sometimes volunteers are taught a skill in the
course of a volunteer project. In that case the
skill would be Provided.
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Use the scroll bar if you cant see the bottom
of the page.
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Geographic Area is something that varies greatly
from account to account. If you would like the
geographic selections to be modified in your
account, please contact a Samaritan Support
Engineer at 888.904.6060. We will talk more
about customizing your account in the final
training session.
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Survey Groups, Logged Data and Surveys are all
tabs that are used for creating and editing
surveys for the log book. These three tabs will
be covered in detail during the third training
session. These fields do not need to be
addressed when you enter Positions.
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A User Defined Field has not yet been created for
this account. Well create User Defined Fields
in the final session.
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Volunteer Profile

• Make sure the Volunteers tab is selected.
• Click the New button in the column to the left.
• The required fields are first and last name,
  gender and password.
• A good temporary password is password it is
  easy to remember and more than fulfills the six
  character requirement.

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Data Grids

• Data grids are made up of groups of records.
• The grid that is visible is the grid that
  corresponds to whichever tab is active.
• This is a sample volunteer data grid.

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Customizing Data Grids

• Each tab has its own data grid.
• Data grids often have multiple screens.
• Data grids are customizable.
• The grid customization is accessible from the
  Tools dropdown menu.

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Grid Customization
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Available Columns

• Available Columns is a listing of everything
  that isnt in the data grid but could be.
• Select columns you would like to add by clicking
  on them and then use the arrow buttons to move
  them to the Selected Columns box.

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User Defined Fields

• All of the User Defined Fields that you create
  will be available to be visible in the Data Grid.
  (They are marked with
  an asterisk.)

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Records Per Page

• The default number of records that appears per
  page in the data grid is fifteen.
• You may have up to 100 records per page (you will
  just have to scroll down to see them all).
• To change the number of records highlight the
  number in the box and type the new number.

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Set Width

• You may notice a set of numbers after each of the
  items in the Selected Columns list. The first
  number is the number of characters displayed.
  The second number is the total number of
  characters allowed in that field.
  
• You may change the display width.

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Move Up / Move Down

• Top equals Left on the grid and Bottom
  equals Right.
• Select the item that you wish to move before you
  start clicking the Move Up Move Down buttons.

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OK

• If you want the changes you have made to be
  saved, please click OK. If you click Cancel,
  or just close the window, the changes will be
  lost.

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Customize Data Grid Demo
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Folders

• Folders are found under the column of buttons on
  the left side of the screen.
• The contents of the folder are the records that
  appear in the data grid when that folder is
  selected.
• The folder that is selected appears open and the
  title appears as a rust color.
• My Data is the default folder.
• Inbox is the folder into which shared records
  come.

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Folder Manager

• The Folder Manager button has three dropdown
  items
• New for creating new folders
• Edit for changing the name of a folder
• Delete for well, you know. You may not delete
  the Inbox or My Data folders.

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The Inbox

• This folder is where transferred records from
  accounts with which you share will be found.
• If you have a non-sharing account, you dont have
  an Inbox.
• If you have a shared account and at some point
  you decide to become a standalone account, please
  do not rename the Inbox folder. That way, if you
  ever decide to switch back, our Support Engineer
  will be able to detect the original Inbox.

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Newly Shared Records

• Newly shared records reside in your Inbox. If
  you would like them in your My Data folder, you
  need to copy them there.

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Copying Individual Records

• This is what the folders look like if no records
  in the grid have been selected.
• Records cant be copied if they havent been
  selected.

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Arrows

• This is what the folders look like when one
  record is selected.
• My Data is rust colored because it is the
  folder that is open.
• The red (left-pointing) arrow means that you can
  copy the selected record from this folder.
• The green (right-pointing) arrows mean that you
  can copy the record into these folders.
• To copy the record, click on the appropriate
  arrow. (Clicking on the folders just opens those
  folders.)

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Copying Multiple Records

• This is what the folders look like if more than
  one record is selected.
• These double tipped arrows are actually separate
  arrows a left-pointing red and a right-pointing
  green.
• To copy the selected records click on the
  appropriate arrows.

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Editing Record Copies

• If you edit a record that resides in more than
  one folder, the changes that you make will appear
  in that record wherever it is located.

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Recruiter Folder

• If there is a Recruiter associated with this
  account, you will have a Recruiter folder in the
  folder manager for the Positions grid.
• To post Positions to your website, place them in
  the Recruiter folder.
• The little megaphone next to the Recruiter folder
  is there to remind you that these records will be
  broadcast.

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Filtering Information

• We can Sort and do Finds from the Data Grid.
• Or we can use the Search System to perform more
  detailed searches.

The Search System will be taught in the next
training session.
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Sorting the Data Grid

• In the last session we customized the data grid.
  Now we can use that information to sort records
  by our various criteria.
• Most columns can be sorted.
• If the cursor turns to a hand when you place it
  over the column title, you know that you can sort
  that column.
• If the cursor remains an arrow when placed over
  the column title, the column cannot be sorted.

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Blue Triangle

• The little blue triangle next to the title
  indicates that this is the column that has been
  selected to be sorted.
• If you click the triangle, the direction of the
  sort will be reversed.

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Find

• Type specific criteria in the find box at the top
  of the column and then press the Enter key (or
  click the Find button) in order to pull up
  specific records.
• You can do multiple finds at the same time. For
  example you can look for all volunteers in the
  same zip code who registered in June.

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Number Spans

• You can also do finds for ranges of numbers. In
  this example we are looking for people who were
  born before or during 1972.

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Show All

• After you have done a find, you will only have
  the records that contained that specific
  information.
• How do you get all of your other records back?
  Click the Show All button.

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Its a Good Start

• Now you can
• Access your account.
• Navigate through the account and profiles.
• Enter and edit
• Volunteer
• Position
• and Organization Profiles.
• Customize the data grids.
• Manage folders.
• Sort and Find

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Next Time

• At the end of our next Session you will be able
  to
• Use the Search System
• Place and refer
• Make and read log book entries
• Create custom surveys
• Create and fill schedule time slots