CORE Volunteer Training

transcript

Presented by:<NAME>

Key Functions in CORE

April 10, 2014

Special Thanks To Rick Fisher & Dean Risseeuw

Williamsburg SCORE Dick Leslie

San Diego SCORE Mark Lowenstein Cape Cod SCORE John Bury Springfield (IL) SCORE

Today’s Agenda What is CORE? What’s Behind the Change? Learning Key Functions in CORE (Using the Volunteer Training Guide)

Login Edit Your Profile Add Client Create Mentoring Session Scheduling an Appointment with

CORE (optional for chapters)

What is CORE?

Client Outcomes & Relationship Engagement

Replaces the current WebIT/EDMIS System

Allows chapters and volunteers to better track their clients’ SCORE activities

All chapters to be using CORE by March 2015

The Process in WebIT & CORE

Mentoring Sessions Held

Session Notes Created:

Part III of 641

Mentoring Sessions Held

Session Notes Created:

Part III of 641

Chapter’s Scheduling/Assignment

Process

Notification to Administrator

Volunteer Enters Part I & Part II of 641

Notification to Administrator

Volunteer Enters Part I & Part II of 641

Client Enters Part I & Part II of 641 via web

Chapter’s Scheduling/Assignment

Process

Notification to mentor

when assigned

Notification to mentor

when assigned

Client Enters Part I & Part II of 641 via web

What’s Behind the Changes? One login to access all SCORE systems Allow mentors to view & report activity with any

client True CRM: Tracks all “touches” with each client

– mentoring, workshops, and other engagements

Volunteers can manage their own usernames and passwords

Search volunteers nationwide by keyword, expertise or industry

Branch location field added to session notes form

Non-session notations for better client management

Optional web-based client scheduling system ‘Crisper’ layout and look

What Ensures CORE’s Success?

Insight from chapters and chapter leaders Piloted by several SCORE chapters Process flow and data entry familiar from WebIT Increased chapter communications Trained volunteers and chapter resources Dedicated CORE Training/Project Manager

CORE System “Go Live” Process

No later than 5 days before

All Training Completed

Weekend Before

No Access to WebIT

Client data (3 years) &

workshop data (1 year)

transferred into CORE

CORE goes LIVE!

Follow-up on Progress/Feedb

ack from Chapter

+10 days

Key Volunteer Functions in COREYou will learn how to:

Login Edit Your Profile Add Client Create Mentoring Session Schedule an Appointment with

To Log In Visit…

www.score.org OR

<chaptername>.score.org (i.e. boston.score.org)

FOR PRACTICE USE: sandbox.score.org Modifications are not saved to the real CORE system.

Logging In

Login with your WebIT username and password

If You Forget

Email mentors & those new members added after June 30th use an email address to login

REMEMBER:Password is case

sensitive

Logging in throughthe SCORE Volunteer Center

Profile

Welcome Box

MenuQuick Links

Mentor Training

The Main CORE Page

Link to CORE training

Recap:Log In to the Volunteer Center to Access CORE:1. Navigate to score.org or your chapter website2. Click Log In in the upper right corner of the screen3. Enter your WebIT username and password (Email

mentors and new members added after June 30th use their email address to login)

4. Click the Log In button to go to the Volunteer Center5. On the Volunteer Center homepage, select

Go To CORE from the main menu.

Edit Your ProfileTo take advantage of CORE’s search capabilities it is important your personal profile be as up to date and complete as possible.

Reference: Exercise 1 – Volunteer Training Exercises

Edit Your Profile

Edit Your Profile – note new details you can add

NOTE: For Interested Email Mentors

Selecting ‘Email’ here is

how you designate

email mentoring.REMINDER: Email mentors are required to use the scorevolunteer.org email addresses.

Contact help@score.org if you need a scorevolunteer.org email address.

Complete sections at bottom of Profile section and Save Your Changes

Recap:Edit Your Profile:1. After logging in you will be redirected to the

Volunteer Center homepage2. Select the My Profile tab below the Welcome box3. Click the Edit My Profile button4. Edit your information and5. Click Save

Add Client Part 1 & 2 of Form 641

Click Go to CORE

Pull Down Clients and Click Add Client

Complete the 641 form as you have always done

Don’t forget to click Submit at the bottom of the page

* Denotes a required field. Some fields

default to “Choose Not to Respond”

Clients can enter their own info at score.org using the Local Mentoring Request

TIP: Clients can enter their own info by going to score.org and entering in the zip code or by

going to the chapter website and clicking the Request a Meeting

button.

Recap:Add a New Client:1. From the CORE homepage2. Hover over the Clients tab and click Add Client3. Enter information in the required fields of Part 1 & Part 2 of the 641.4. Click Submit

Clients may still submit information from score.org or the chapter website.

View Client Information and Create Mentoring Session

Part 3 of Form 641

Pull Down Clients and Click Chapter Clients

or Select View All Chapter Clients

Note: Any Client you have not seen in over one year has a Client Status of

“Inactive”

SEARCH FOR CLIENT

1) Enter any part of Client’s

name2) Click Search

(‘Inactive’ Status =No session for 1+

years)

HINT: Select ‘All’ to find inactive &

active clients.

Johnson

Create Mentoring Session

Butler, J.B.

Augusto, Luis

Able, Johnson johnsonable2009@gmail.comPhone: 5553693515

agurtol@gmail.comPhone: 5551112222

jaybutler@yahoo.comPhone: 5552112222

Edit/View the 641

Part 1 & 2Add new

session notes for Part 3 of the

View all Session Notes

NOTE: The clients are ‘sample clients”

This is Part 3 of the Form 641.Fields with * are required.

You can also use Part 3 to provide notation of training

or a general update

Create Mentoring SessionSelecting ‘Close Out’

will automatically make your client

inactive.Select the ‘Non-Session’ type to

make notes or if a client is not responding to scheduling. (Will

remove from ‘not yet contacted’ list report).

Feature

Email & telephone are other options.

TIP: Use the Non-Session & the reminder to follow-up with clients who are non-responsive. Use a Close Out if they never follow-up.

Set a reminder to be sent to you to follow-up with

this client.

Add up to 4 additional co-mentors and report their hours individually.

Feature

Don’t forget to click “Save” at the bottom of the page.

To Add a Workshop Session in the 641

Once your Form 888 has been completed, you can

put the date of the workshop here. The

Workshop will be listed.

Track your workshop participants by

selectingTraining for

the event type

Recap:Create Mentoring Sessions:1. Search for your Client by - Select View All Chapter Clients - Select the Client Status - Enter info in Name or email field - Click Search2. Click the Create Session button next to the client.3. Enter notes from the session or (For notes only select Non-Session from the

Session Type dropdown.)4. Click Save

Emailing your Face-to-Face Client within COREOption for Part 3 of Form 641

NOTE: This function is available only for mentors with a scorevolunteer.org email addresses. Contact help@score.org if you need a scorevolunteer.org email address.

Email Option for Session Notes

SET-UP TO USE THE EMAILS TABFrom the Volunteer Center, set-up your Email Account Settings by 1) Select the My Account tab2) Select the Edit tab3) Select the email account

settings tab4) Add your scorevolunteer.org

email and its password.5) Complete the signature 6) Click Save.

Butler, J.B.

Augusto, Luis

Able, Johnson johnsonable2009@gmail.comPhone: 5553693515

agurtol@gmail.comPhone: 5551112222

jaybutler@yahoo.comPhone: 5552112222

Select View Session Details

Johnson Able

Johnson shared his tax advising home-based business idea. Will send business plan for me to email back comments.

Send an email & Save as a Session

Complete the email fields.

Save email as Mentoring

Session (optional).

Sending will also save and record the

Mentoring Session.

johnsonable2009@gmail.com

Attach items if needed.

Other CORE Functions

Form 5 web-entry is available for volunteers. Check with your chapter on chapter processes.

Enter your Form 5 Non-counseling Info

Complete the fields for your name and chapter

information.

Then complete the fields for the reporting period

and how your non-counseling hours

were spent.

Other CORE Functions

Calendar function is available for chapters who would like

clients to schedule appointments from the web.

CORE Practice Environment

URL: www.sandbox.score.org

• Use your own login credentials• Navigate the CORE system• Practice CORE processes (Add clients & sessions)

ResourcesFor quick tips, videos, training guides, webinars, timelines and more visit the Support Site’s CORE page: www.support.score.org/core

HELP Contacts:

SCORE Help Desk Email: help@score.org or Phone SCORE National 800-634-0245

Create Appointmentwithin CORE

(For chapters using CORE’s Scheduling System)Reference: Exercise 4 - Volunteer Training Exercises

To display availability on the web

Appointments already selected by clients are in gray. Available appointments are noted in blue. Click to

navigate to the next month.

Add your availability

Appointment Availability

Clients will be able to see only the blue slots that are available.

Appointment Availability

Enter the date and time as well as the co-mentor and client name, if applicable.

Leaving the client field blank will make the appointment available for scheduling.

NOTE: Some chapters may have a specific processes for appointment entry.

Client goes to SCORE.org

This option shows up for clients if chapters request to use the scheduling option of CORE.

Client Selects Appointment

Clients are able to select from the available chapter appointments.

The Client’s View Once Selected

The Client’s View after Selection

Email Sent to Client from SCORE

They can select here to cancel. The mentor(s) will receive an email notification.

If appointment selected, email sent to Mentor(s) from SCORE

Recap:Add an Appointment in CORE:1. Select Manage Calendar from the CORE homepage2. Select Add an Appointment3. Enter date, time and other information.

(Leave client field blank to leave available)4. Select Add to Calendar

Once a client selects your appointment slot, you will be notified via email.

Recap: AgendaKey functions in CORE learned:

Login through the Volunteer Center Edit Your Profile Add Client Create Mentoring Session (optional for some chapters) Schedule an Appointment within CORE

ResourcesFor quick tips, videos, training guides, webinars, timelines and more visit the Support Site’s CORE page: www.support.score.org/core

HELP Contacts:

SCORE Help Desk Email: help@score.org or Phone SCORE National 800-634-0245

CORE Volunteer Training

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