Download Exit Memo

October 30, 2006
Connect and Serve VISTA Exit Memo
Administrator Responsibilities
Administrator binder- Located in the top cabinet of the VISTA cubicle. This binder contains the
approval checklists, a copy of the terms and conditions, site administrator training materials, and
information about new Volunteer Solutions product upgrades.
Daily
Check “[email protected]” e-mail. Log-on to www.webmail4.com/ctc/, the
username is ______________ and the password is ______________
At least once a day login to C&S as an administrator to check for new agencies and volunteer
opportunities, which need to be vetted and approved. See appendix 1 for instructions.
Bi-Monthly
Every other Friday a list of those volunteers interested in MSAR must be sent to Scott Kenfield
at the Department of Public Health, Scott’s e-mail address is ________________. See appendix
2 for instructions on how to do this.
Weekly
Every week send the MEMA e-mail to volunteers that indicated they would like to volunteer in a
disaster. To do this, run a volunteer report, filter the report for volunteers who would like to
volunteer in a disaster, and e-mail all of the volunteers that registered since the last time that
you sent the e-mails (use the registration date for this).
Monthly
On the 1st day of every month print out the previous months reports and file them in the maroon
VISTA project binder in the performance measurement section. Go to the “Reports” tab of the
administrator site and print the following reports:
Agency Registration History
Opportunity Registration History
Referrals Summary
Logged Hours Summary
Volunteer Reflections Report
Additionally, on the 1st day of every month send those agencies that will expire the next month a
reminder e-mail asking them to reactivate their account. See appendix 3 for instructions.
Every month, or as needed, post a spotlight advertising relevant presidential proclamation
month designations. For example, National Women’s History Month. Create a spotlight that
explains what the month recognizes. The administrator may also find an agency on the site that
does work in the issue area and offer to create a special spotlight advertising their agency and
volunteer opportunities for the month. To do this, login as an administrator and click on the
‘Spotlights’ tab at the top of the page.
Bi-annually
In June, and at the end of December or early January, create a report that presents the
statistics of the site. Use the mid-year report of June 2006, found on the P Drive, as a model for
this report. The data needed for this report can be found by logging in as an administrator and
clicking on the ‘Reports’ tab. There are several reports that can be used to compile information
for the mid-year and end of year reports. For data about web traffic statistics use the ‘Server
Logs’ report. This report is sent to the C&S advisory board and filled in the C&S project binder.
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As needed
When the administrator makes changes to the appearance or function settings of the site he/she
must record it in the site log, which can be found in the site administration folder on the P Drive.
The site has a News Item feature that allows the administrator to create news items that appear
on the first page of the site. For example, a news item may highlight specific trainings or events.
To do this, login as an administrator and click on the ‘News’ tab at the top of the page.
The MSA account on C&S is username “___________” and password “_____________.”
Volunteer Solutions
Volunteer Solutions (VS) is the web product C&S uses. To contact VS, login as an administrator
and click on ‘Support’ in the ‘Resources’ box on the right side of the page. From this page you
can create a ticket, which is used for enhancement requests. Enhancement requests are ideas
you have to improve the functionality of the site. For example, the login procedure. These are
sent to VS to be reviewed, and may, or may not appear in the next product release. For
questions regarding immediate problems with the site, or questions about how to use certain
features contact VS support via phone _________, or e-mail __________________.
P Drive
There is a Connect and Serve folder on the P Drive. Within this folder there are subfolders
labeled:
Marketing & Outreach – This folder contains materials for agency and volunteer outreach.
 Agency Outreach
Collateral Materials - C&S brochure, Agency information one-pager, volunteer
management one-pager, volunteer management instructions.
Contacts - This folder has various excel spreadsheets with agency contact
information sent to the VISTA through various networks. The ‘Nonprofit
Research’ file is used to keep a running list of the organizations the VISTA has
researched and contacted. These lists are used to send e-mails to organizations
informing them about C&S and asking them to register.
Mass E-mails - Copies of mass e-mails that were sent to specific groups for
targeted agency outreach are kept in this folder.
Other - Agency outreach plan, C&S presentation outline,
 Volunteer Outreach
This folder contains the pdf. file of the volunteer flyer, the volunteer outreach onepager, the volunteer messages document, and various letters/e-mails that were
sent to specific audiences of volunteers.
 Town Outreach
This folder contains contact information for the towns registered on C&S, as well
as talking points to use when talking to town and city officials about C&S.
 Media
This folder contains press release, PSAs, and an excel spreadsheet of
newspaper contacts.
Site Administration – This contains the past monthly spotlights and documents about site
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training and administration, including the C&S administrator users guide
and the agency expiration e-mail. This folder also contains the site log
spreadsheet.
VISTA Project – This contains the documents for the VISTA project binder as well as
sustainability information including VISTA training materials.
 Project Binder- This contains the project binder table of contents file, as well we the
VISTA log which is used to track meetings, presentations, and a list of
professional development trainings the VISTA has attended.
 Project Plan – This folder contains information about the VISTA project plan and
performance measures.
 PSO & Training- This folder contains information and forms for the VISTA PSO and
training and orientation to MSA.
 Recruitment – This folder contains recruitment materials for recruiting VISTA members.
 Sustainability- This folder contains information for C&S project sustainability. It also
includes an excel spreadsheet with contact information for partners the VISTA
has acquired over the past year.
Website Training- This folder contains training materials for the C&S VISTA.
These materials include, C&S site map, project history, disaster relief
acronym guide, C&S training outline, medallion assignment criteria, and the
agency approval checklist.
Volunteer Maine – Information, documents, and meeting notes on Volunteer Maine
Follow-up & Needs Assessment – Needs assessment tool and data from needs assessment
conducted in 2006.
Training – This folder contains training materials for presentations the VISTA has given at MSA
training events. It also contains the excel spreadsheet of those organizations that
redeemed the C&S training voucher offered in January 2006.
2006 Mid-year Report – Supporting documents and final 2006 Mid-year Report.
Progress Reports- VISTA stories and information for past VISTA progress reports.
Disaster Preparedness –
 Mass211- Contains information about Mass211.
 MEMA- Meeting minutes and volunteer e-mail template.
 MSAR- Contains all of the past bi-monthly MSAR data transfers for DPH.
Advisory Board – Meeting agendas, committee position description, meeting minutes, and
contact list.
Other Project Topics
In addition to the specific administrator responsibilities and the location of documents on the P
Drive, the following sections are other topics related to the C&S project.
Paper Files
There are paper files in the C&S VISTA desk located in the top draw of the fling cabinet on the
left. There are also binders and paper documents kept in the overhead filing cabinet. These
binders include the VISTA project binder and the C&S Administrator binder. The paper files are
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used to organize documents the VISTA has collected related to the C&S project, as well as
groups the VISTA works with related to the site (i.e MEMA, Mass211 etc.).
Advisory Board
The advisory board meets twice a year to discuss high level issues surrounding C&S. There is
information and contact information for advisory board in the VISTA project binder as well as a
in the Advisory Board folder on the P drive. Send the advisory board the mid-year and end-ofyear reports.
Disaster Preparedness
There is a Disaster Relief folder on the P Drive, as well as individual paper files for MEMA,
DPH, VOAD, etc.
Every week send the MEMA e-mail to volunteers that indicated they would like to volunteer in a
disaster. To do this, run a volunteer report, filter the report for volunteers who would like to
volunteer in a disaster, e-mail all of the volunteers that registered since the last time that you
sent the e-mails (use the registration date for this).
Additional Training Materials
The training materials created by the C&S VISTA to train new administrators can be found on
the P Drive under C&S/VISTA Project/Sustainability/Site Training. An additional Administrator
Users Guide created by Deloitte can be found at P Drive C&S/Site Administration. There is also
a printed copy of this document. For on-line training materials and interactive training sessions
provided by Volunteer Solutions, login to C&S as an administrator and click on ‘Training Center’
which can be found in the Resources section on the right side of the page.
What’s Next
1)
MEMA and Mass 211 – MSA’s role is to be connector in trying to establish a relationship
between MEMA, MSA, and Mass211. MSA currently must be proactive in contacting, and
checking in with MEMA. MSA may need to evaluate the role of C&S and MEMA.
2)
MA VOAD – A representative from MSA must monitor the MA VOAD listserv and
possibly attend VOAD meetings to make the C&S presence known and recruit the individual
VOAD agencies to register on C&S.
3)
Volunteer Solutions – Deloitte ran a JAWS and BOBBY test on C&S to test for ADA
compliance (see correspondence saved on P Drive C&S/Site Administration). MSA needs to
stay in contact with VS to ensure these changes will be made.
4)
Advisory Board – MSA facilitates bi-annual meetings of the advisory board. The C&S
VISTA updates the board four times a year to maintain buy-in and commitment, and individual
members may be utilized for various parts of the C&S project. The C&S VISTA, or MSA staff
must schedule and convene the board in April or May.
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