t ax -a ide ca-2 leader meeting october 29, 2015

TAX-AIDE

TAX-AIDE

CA-2 Leader Meeting

October 29, 2015

TAX-AIDE

AARP Enterprise Volunteer Business Objectives

• Improve ALL AARP volunteer technology infrastructure

• Standardize management of the entire lifecycle of an AARP volunteer across all AARP and AARP Foundation Programs

• Long term, multi-phase

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Where we are…• 2014 – OneSupport Help Center• September 14, 2015 – VMIS shutdown• October 12, 2015 – new Volunteer Portal

• Recruitment• Volunteers• Sites• Material Ordering• Site Activity Reporting

• Near Future• Reimbursement• Learning Management System

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What’s New - Volunteers

Contact = Volunteer or Prospect Both in the same database Organization chart is pre-defined Volunteers report to a position, not a person Examples:

• TA-R10-CA2 State Coordinator• TA-R10-CA2-D01 District Coordinator• TA-R10-CA2-D01-S45051234 Counselor

Online direct deposit request

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What’s New – Region NumbersRegion Number Region States

R01 New England CT, MA, ME, NH, RI, VTR02 North Atlantic NJ, NY, PAR03 Eastern DC, DE, MD, NC, SC, VA, WVR04 Gulf FL, GAR05 Great Lakes IL, IN, KY, MI, OHR06 Plains IA, MN, ND, NE, SD, WIR07 Central AL, AR, KS, LA, MO, MS, OK, TNR08 Western CO, NM, TXR09 Northwest AK, HI, ID, MT, OR, WA, WY

R010 Pacific AZ, CA, NV, UT

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National Level

Supervisor: National Office Staff National Operations Committee

National Technology Committee

National Tax Training Committee

National Leadership Committee

National Portal Support

Online Counselor

Online Reviewer

Regional Coordinators

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Regional Level

Supervisor: Regional Coordinator Regional Operations Support – Carol Reichner

Regional Technology Advisor

Regional Training Advisor

Regional Partnership and Communications Advisor

State Coordinators

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Split-state Level

Supervisor: State Coordinator Assistant State Coordinator

Administration Specialist – Mary Ella Davis

Technology Specialist

Training Specialist

Prospective Volunteer Specialist

Partnership and Communications Specialist

Senior District Coordinator

Prospective Volunteer (assigned to D00)

District Coordinators

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District Level

Supervisor: District Coordinator Training Coordinator

Administration Coordinator

Technology Coordinator

Communications Coordinator

Instructors

Prospective Volunteer

Local Coordinators

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Site Level

Supervisor: Local Coordinator Electronic Return Originator

Shift Coordinator

Counselor

Client Facilitator

Support Facilitator (previously Non-Counselor)

Assignment is to primary site

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12 Regional Meeting – Oct 2015

What’s New - Recruitment

• Volunteer Opportunity Board: aarp.org will host a nationwide Job Board

Every District will have a Prospective Volunteer position searchable by zip code

AARP registration + Tax-Aide Application

Automatically routed to District Coordinator

No email notification

PVS will monitor and resolve conflicts

Prospect can see comments left by any reviewer

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What’s New - RecruitmentDC

4. DC/AC reviews application, conducts interviews, and schedules training. Changes prospective volunteer Assignment Status to Candidate, On Hold, or No Match

Prospect

1. Prospect submits application online, via Opportunity Board, for desired position found

2. System sends auto E-mail back to prospective volunteer

Prospective Volunteer Records

New Volunteer Portal

DC

3. DC/AC accesses prospective volunteers from the “Prospects” report

Instructor

5. Instructor trains and certifies the Prospect

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What’s New - Certifications

6. DC changes the Assignment status to Approved and reports volunteer certification level and job assignment to ADS

DC

7. ADS processes the certified candidates to volunteers• Change the Program Volunteer

status from Under Consideration to Volunteer

• Change the Assignment status to Approved

• Change the Assignment from Prospective Volunteer to a valid assignment

• Add a start date• Send email to new volunteer• Report certified volunteers to

the IRS

ADS

The DC may optionally delegate responsibility for prospective volunteers to an Administration Coordinator (AC).

Prospective Volunteer Records

New Volunteer Portal

The PVS monitors the process, resolves conflicts, and handles special situations

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What’s New - Certifications

• New IRS certification form

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What’s New – Sites

• ADS provides: Site name Address SIDN Contact name and phone

• National Office staff will set up the site record and six site-level volunteer assignments

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What’s New – Sites

• District Coordinator advises ADS, who assigns volunteers to the site

• District Coordinator can add and edit: Site address Dates and hours of operation Contact name and phone Comments

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What’s New – Material Ordering

• Direct access to Amazon-like ordering system

• Images of materials with description

• Review order status: Received Pending Shipped Back order

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What’s New – Program Metrics

• Replaces site activity

• Simpler entry screen

• One reporting period per tax season

• No submission/approval

• IRS e-file data will be uploaded and visible on the site record

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What’s New - Reimbursements• Tax-Aide specific reimbursement needs are

not addressed in initial launch

• Reimbursement feature will be disabled until Feb 2016 (estimated date)

• Volunteer can enter direct deposit request online

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State CoordinatorVMIS• Couldn’t

Modify VMIS Information

• Could Run Reports Approve Escalated

Reimbursements Update Prospect status Order Materials

New Volunteer Portal• Can

Run Reports Enter Site Activity Update Site Hours,

Open/Close Dates Approve

Reimbursements (no escalation)

Order Materials

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Administration SpecialistVMIS• Could

Run Reports Enter Site activity Update Site Hours Add new sites Inactivate/remove

sites


Run Reports Enter site activity Update site hours

• Cannot Add New Prospect Add new Sites Inactivate/remove

sites

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Prospective Volunteer SpecialistVMIS• Could

Route Prospects Update Prospect

Status Run Reports Add Prospect


Re-route prospects Update Prospect

Status Run Reports

• Cannot Add New Prospect

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District CoordinatorVMIS• Could not

Run Reports• Could

Enter/Approve Site Activity

Update Site hours Approve Reimbursements Update prospect status Order Materials


Run Reports Enter Site Activity Update Site hours Approve Reimbursements Update prospect status Order Materials

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Administration CoordinatorVMIS• Could not


Update Prospect status Order Materials


Run Reports Enter Site Activity Update Site hours Update Prospect status Order Materials

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Local CoordinatorsVMIS• Could not


Order Materials Update Site dates and

hours Update Site Activity Approve

Reimbursements


Run Reports Order Materials Update Site Activity

• Cannot Update Site dates and

hours Approve

Reimbursements

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What’s Happening Now

• VMIS was shut off on 9/14

• Portal will be shut off from 9/30-10/5

• Data migration, user administration and report preparation will take place between 9/15-10/5

• New Portal will be up for SMT, DC, AC on 10/12, for everyone on 10/26

• National will send email on how to login to the new Portal

Regional Meeting – Oct 2015

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First Year and Beyond…

• Multi year implementation System

• Learning Management System - 12/15• Reimbursements – 2/16• Multiple system enhancements each year

Program reassessment of job requirements and workload after tax season


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Getting Help

• Process and Portal Guide• OneSupport Help Center

Submit a Request

• Administration Specialist Mary Ella trained in Dallas – September 28-29

• Regional Operations Support Trained at regional meetings


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Live Demo

• OneSupport Help Center Link to OSHC from the Volunteer Portal Search Submit a request Follow a topic


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Live Demo

• Volunteer Portal navigation Select a program (Tax-Aide) Tabs Search bar Sidebar Report previews Logout


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Live Demo

• Dashboards and Reports Home screen contains a dashboard Dashboards can filter the reports Additional reports are available Reports can be printed and exported Tax-Aide National Office can create additional

report formats


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Live Demo

• Prospects and Volunteers Prospect report Contact record Program Volunteer Record


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Live Demo

• Assignments Assignment Record Add assignment End assignment Transfer to another site or district Transfer to another split-state


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Live Demo

• Sites Update operational information Site Activity Open a new site Relocate a site Inactivate a site


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Live Demo

• Reimbursement Interim process Planned process Direct Deposit


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Live Demo

• Material Ordering My Profile Place an order Order on behalf of another volunteer Check order status Service Awards


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Excel Basics


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Excel Basics continued…


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OneSupport Help Center


Backdoor Information

t ax -a ide ca-2 leader meeting october 29, 2015

Documents