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Volunteer Management System
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What
• The software is published by Samaritan Technologies
• there are four components: eCoordinator, eRecruiter, Approver, and OrgRecruiter which we will, collectively, refer to as the VMS (Volunteer Management System).
• ECoordinator is used as an administrative tool to modify Chapter info, create projects
• eRecruiter is used by members for things such as registering for and reporting hours for projects
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Why
• TPWD is making the shift to the Samaritan VMS software for all of their volunteer tracking.
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When
• Brazos was originally scheduled for onboarding July-Sept 2015
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How
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Definitions
• Opportunities: Service Projects and Advanced Training events. They can be ‘activities’ or ‘events’.• Survey: Setup by the System Admin. Used to
determine how the volunteers enter their hours and what data is collected• Logbook: the forms used by volunteers that
contain their hours.
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‘Opportunities’
Volunteer Service Project - An ‘Activity’(without a Specific Date)
Volunteer Service Project - An ‘Event’(with a Specific Date & Time)
Advanced Training
New Opportunity Submission(to request that an opportunity be added or published)
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The Process - Generally
An Opportunity is created and a Survey is attached
Members are ‘approved’ for the opportunity
Members report their service online
The Administrator approves the submitted hours
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Volunteer Dashboard
View your reported Hours
Your approved opportunities.Manage your drop-down box
Add your Hours Here
You have 45 days to enter your
hoursEdit your information
TPWD Hours, Not TMN Hours
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Logbook Entries for all opportunities that you are approved for
• TMN Report Hours-1X indicates that you can only enter data once.
• TMN Report Hours indicates that you can add hours multiple times
• TMN Field Research Hours used for field research opportunities (contains a start and end date)
• TMN New Opportunity is what you fill out to give your admin new opportunity information.
• TMN Initial Training is for the classroom training of new volunteers
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Common OpportunitiesChapter Meetings
• AT-Chapter Meeting: for a meeting that has an AT component, the attendees will report that time as AT. (Advanced Training Category)
• Chapter Meeting – Non AT: for a meeting where there is chapter business conducted, then the attendee will report the time spent on chapter business (travel time can be counted here) (Chapter Administration Category)
• Community Presentations: If the meeting had an AT component and a member was the person making the presentation, they would record their hours as Community Presentations (Indirect Category)
• Project Work: If the time at the meeting was spent to support a specific upcoming event, the hours should be recorded to that event opportunity.
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Example: Vicky Volunteer gave a one hour presentation to the chapter on the local Javalina population. There was a 30 minute business meeting prior to the presentation.
Vicky would record her hours spent in preparation and presentation to Community PresentationsVicky would record 30 minutes to Chapter & Business Admin\Chapter Meeting.
Molly Member would record 1 hour of AT: Chapter Meeting, noting who spoke and the topic in the description field.Molly Member would record 30 minutes to Chapter & Business Admin\Chapter Meeting.
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Other “Common Opportunities”
• Administrative Work (includes sub-categories)• Community Presentations• AT: VMS Training• Initial Training• New Opportunity• Historical Data
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txmn.org/tmn-vms-users
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http://txmn.org/tmn-hours-entry/
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