No Slide Title - Volunteer Management & Scheduling …myvims.com/VIMS Online Presentation.pdfThe...

The Smart, Secure, Simple and Affordable Management Solution.

The Volunteer Integrated Management System, myvims.com

Welcome to our presentation for:

Designed by Members of Public Safety for Members of Public Safety

www.myvims.com

Left Click Your Mouse to Advance Slides, Right click to back up one or press ESC to exit presentation. Updated 4/7/2013



VIMS Product Goal: To eliminate the need for multiple

applications and spreadsheets by providing a fully integrated, reliable, easy to use and

secure application accessible 24/7, anywhere, from any internet connected computer or device to manage all your

volunteer and personnel needs with one simple login and click of the mouse!



What VIMS Clients are Saying: “Since using VIMS and the One Button Buddy scheduling feature we’ve more than double our patrol presence on the streets”

“Good Bye Spreadsheets! VIMS has made my life so much easier. If I never see another Excel spreadsheet again I’ll be thrilled.”

“Using VIMS I’ve gained back over 25% of my time and can now focus on improving and expanding our program and be home in time for dinner rather than merging spreadsheets for reports.”

"VIMS is an awesome product and the learning curve is very short. I have been training some of our less computer literate folks on it with no trouble at all." "Scheduling reoccurring meetings, events and shifts is so simple now with VIMS, I can't believe it, this is the greatest thing ever"

“We spent years trying to make our own Access DB program, it never worked, should have gone with VIMS from the beginning!”



VIMS Major Benefits Include: Have all your personnel’s data and hourly reports at your finger tips 24/7 accessible from any internet connected computer or device in a highly secure manner;

INTEGRATED CALENDAR AND SCHEDULING MODULE helps keep your volunteers on the job and partnered up;

TRAINING MODULE ensures compliance with agency and regulatory requirements and reduces legal issues;

RECOGNITION TRACKING MODULE ensures your personnel receive their years and/or hours of service awards in a timely fashion to help retain them;

Forms page to keep all your needed documents in place!



Founded in 2003 by Arthur Femister, a nationally recognized expert in the field of volunteerism with over 17 years of combined service himself, the Public Safety Volunteer Institute has served the needs of over 1,000 Police, Sheriff's and other public safety agencies via it's highly rated workshops, "How to Recruit, Manage, Reward and Retain Public Safety Volunteers" and "Grants and Fundraising for Your Volunteer Unit".

Based on the feedback of our workshop clients and other volunteer coordinators, volunteers and agencies who utilize volunteers, VIMS was created to meet their combined needs. Released in January 2009 with over three years of design, planning, development and programming costing tens of thousands of dollars went into creating VIMS. The end result being what we believe to be the most highly integrated software application of it's kind for the field of volunteerism with an emphasis on the public safety industry.

VIMS Product History:



VIMS works in a commonly used method called “Cloud Computing”

What is Cloud Computing? Simply put Cloud Computing, also knows as “SaaS”, “Software as a Service”, is a rapidly growing method of “renting” various software applications your organization or agency needs to operate, which run on a server, located outside your facilities that are securely accessed via the internet.

The primary reason for Cloud Computing is cost savings. Rather than spend thousands of dollars to purchase software, servers, and the personnel to manage the system, you can rent the software application you need and save thousands of dollars. Cloud Computing is the fastest growing segment of the Information Technology business and grows daily !



VIMS works in a commonly used method called “Cloud Computing”, Continued;

Other Benefits of Cloud Computing and “SaaS”, “Software as a Service”, include:

No software upgrades to manage or purchase. All VIMS enhancements are automatically added to your account.

No operating systems upgrades such as Windows to Vista to Windows 7, etc. VIMS is accessible from any internet connected computer, smart phone, iPhone, iPad, etc., regardless of your operating system or browser.

No support agreements to purchase, all technical support is included free with your subscription.



WEB

VIMS Servers are housed in a secure facility that you can

access from any computer via a

encrypted SSL web connection 24/7

Secure SSL

Encrypted Connection

VIMS Access Examples

HomeWork

Mobile LaptopsVehicle

MDC

SmartPhones iPhones, iPads, etc.



VIMS is Built for RASSP!Reliability: VIMS runs on high performance, industry strength HP servers with mirrored drives, daily backups and is managed and monitored 24/7 by IT professionals to ensure 99.9% uptime and guards against network intrusions.

Availability: VIMS can be accessed from any computer with a web connection, wired or wireless, anywhere, any time including, with some Mobile devices.

Security: VIMS was designed from day one with high security in mind. VIMS servers are housed in U.S. based data centers staffed 24 hours a day, 7 days a week with armed guards and biometric access scanners to maintain physical security and certified network engineers to ensure consistent uptime and access to your data. Triple redundant power, cooling and fire protection provide for facility integrity along with automated daily backup’s to guarantee your data will always be available to you. Network security features include encrypted SSL connections between you and our servers along individual User Names and Passwords for each user. A separate database for each VIMS client maintain data integrity and provide a “Virtual Server” environment to further safeguard your data and personnel’s information. VIMS is committed to unparalleled security !



VIMS is Built for RASSP, Continued:Scalability: VIMS is built to grow using the same programming language, database and operating system that many of the world’s largest corporations utilize to manage their businesses. Large numbers of users on your VIMS account will never be a problem with our proven software architecture.

Performance: Each client has their own individual database which provides for a high performance design unaffected by other clients data. Real time server reports provide VIMS management with up to the minute statistics showing server and database performance including access time, utilization and data load for review to insure our servers are properly configured to provide instant access to your data at all times!



VIMS Servers are housed in Secure, Redundant Data Centers staffed 24 hours a day, 7 days a week, with highly skilled network technicians in Los Angeles and Virginia connected with high speed fiber connections that provide automated daily back up’s to protect and secure your data.

Pictured Above: West Coast data center where VIMS Servers are housed with triple redundant electrical and fire suppression systems to protect your data!



Standard VIMS Modules Included:Viewing, editing and searching of your personnel’s pertinent information including headshot photos,

A mini-personnel action file for coordinators to log important personnel activities and/or issues,

Logging and Viewing of your personnel's hours and hourly activities in both text and bar graph format,

Ability to Post and Schedule Events and Resources via the calendar and scheduling program with option to send automated e-mail notifications and response,

Ability for personnel to broadcast the need for a shift partner with automated e-mail request and response,



Standard VIMS Modules Included, continued:Manage your personnel's Training Records by tracking and alerting when training is needed or past due,

Manage and display your personnel's years and/or hours of service awards and recognition,

Enter, track and manage new prospects or recruits interest in joining your organization,

Send and receive internal messages via the internal server messaging system,

And integrated forms management for easy access!

Each VIMS Site is Customized to Your Needs with the ability for you to make any changes you’d like.



Smart Groups Feature Allows for Grouping of Individuals, Units, Squads, Stations, etc., with as many administrator accounts as you’d like with

no additional cost for this feature.

Examples include:One VIMS administrator with multiple personnel all with their own individual VIMS accounts.

One VIMS administrator with 2 team leaders, each responsible for multiple personnel with VIMS accounts.

One primary VIMS administrator with 4 sub-admins each responsible for 1 of 4 separate stations or units each, responsible for multiple individuals with VIMS accounts.



Smart Groups Feature, Continued:Unit Coordinator(s) as

VIMS Administrator who can view all their

personnel’s data and broadcast event request, search on records, etc.

Personnel with Individual VIMS User Accounts

WEB

VIMS ServerConnection

Pictured above, Common Configuration with one person as unit coordinator managing multiple people who may view all their members data while individuals can only view their own data.

Secure Encrypted



Smart Groups Feature, Continued:Agency Headquarters.

Person(s) responsible for all Volunteers acts as VIMS Primary Administrator and can view all users data in

all units and groups.

Individual VIMS Users in each group can only see their information and events posted on their groups calendar, not other units.

WEB

VIMS Server

Secure Encrypted

Connection

Citizen Volunteer Coordinator can only see and post information for volunteers in their group.

Reserve Officer Coordinator can only see and post

information for Reserve Officers in their group.

Search and Rescue Coordinator can only see and post information for

SAR members in their unit.



Smart Groups Feature, Continued:

Station One VIMS

Sub-Admin only sees their unit

Agency Headquarters, VIMS Primary

Administrator Can See All Users

Above Example: Multiple Stations or locations with unit coordinators at each location who can only see their personnel’s data & calendar.

WEB

VIMS Server

Encrypted

Connection

Station Two VIMS


Station Three VIMS


Station Four VIMS




Optional VIMS “Multi-Station” version provides organizations with the ability to have multiple VIMS

systems within one system allowing each separate unit to have their own unique registration page to gather

specific information that pertains to each unique unit. Additional fee is only $10.00 a month total for the “Multi-Station”

Pictured to the right, users of the Multi-Station system will first select their unit before registering.



VIMS Optional Multi-Station Example

Station One VIMS Admin

only sees their Unit & Personnel

Organization HQ Overall Commander Can See All Users as

the VIMS “Super” administrator.

Above Example: Multiple Stations, locations or unique units with coordinator at each location who can only see their personnel’s data & calendar.

WEB

VIMS Server

Encrypted

Connection

Station Two VIMS Admin


Station Three VIMS Admin


Station Four VIMS Admin




VIMS Client Base of close to 100 Agencies Located Across the Nation

= States with VIMS Clients.

British Columbia, Canada



The following slides provide an overview of how individual users

register on their organizations VIMS site, Log Hours, Activities,

Shift Notes and Training; Schedule Shifts, Respond to

Event Request and More!



Each VIMS client agency has their own unique URL and sub- domain login page protected by an encrypted SSL certificate and dedicated database.

The Level of security VIMS provides is beyond that provided by online banking systems. None of our VIMS client data is ever mixed with other clients data providing the highest level of server security!

https://frampd.vimsserver.com



New User Registration Page Welcome to VIMS, the Volunteer Integrated Management System!Each member of your

agency using VIMS is prompted during the registration process to enter a standard list of information that most agencies would want ready access to.

An initial “Super Admin” account is set up for the primary Administrator who in turn can establish and control other admin accounts. There is no limit to the number of admin accounts on VIMS!



A unique feature to VIMS is our “Intelligent Registration” system which allows each organization to select what non- standard data they wish to collect such as ethnicity, etc., and hide others which may not apply to them. All user data can be searched on by unit coordinators with proper access.



Other features of the “Intelligent Registration” system include the ability to customize each drop down menu to your needs with the names and titles you want.

Another key VIMS feature is “Smart Groups” which allows multiple units to operate under one VIMS system as their own unique unit without seeing other units data.



A unique and special feature of the “Intelligent Registration” system is the ability to develop your own “Self Defined” questions for personnel registering to respond to. This feature will allow you to collect and search on virtually any data you feel is important or beneficial to your agency. Examples may include asking if they have any medical training, heavy equipment drivers license, ability to house animals during disasters, etc.



Once registered and having selected their own user name and password, each VIMS user is greeted with their own unique home page welcoming them by name and displaying their total hours year to date and month to date in real time.



VIMS users can enter their hours performed which are added and totaled in real time mode and appear in their coordinators screen as they are entered. For personnel who may not have access to computers, Admin’s may also log their hours.

Another helpful feature is the ability of your personnel to enter any notes about their shift that they’d like to share with you which roll up into a “View Hours and Notes” report for the admin.



After a VIMS users enters their hours, the VIMS administrator can set up an optional “Activities Performed” entry page to appear. When added, the activities are added and totaled in real time mode and appear in the coordinators screen as they are entered. This feature allows you to report on a moments notice the year to date total’s of any activities your unit performs.

This area can also be used to track miles driven, gas entered or anything you’d like to!



VIMS users may also log training classes completed. Course data is set up in the system by the VIMS administrator. Once logged, VIMS begins tracking when the class is next due.

VIMS Admins may also log users training classes completed.



A very powerful feature of VIMS is the integrated calendar and scheduling system. In addition to displaying upcoming events, color codes alert users to when they are scheduled to work, when personnel are needed, when shift partners are needed. Our exclusive “One Button Buddy” feature makes finding a shift partner easy. Simply schedule your desired shift date and time, submit your request and automatically send it to all users in your group. One click by a another user partners them with you turning your calendar day green.



Our calendar “Print Text Version” feature allows you to display and/or print a view of upcoming and scheduled events for the month or any date range you select along with personnel and resources assigned to the event or shift and if partners are needed.



VIMS users can schedule their shifts and/or request a shift partner in as little as four simple steps. Users also have the ability to send their request to other users in their group via e-mail for instant notification and response. Users can also reserve a “resource” such as vehicles which are entered into the system by admins.



Pictured above is an actual e-mail sent by our VIMS server demo account to a user stating user Chuck Roast has requested a partner for his shift on 12-28-09. To send an e-mail to others in your group, users simply check the option box “Send announcement to others in your group” and our VIMS server will automatically send a copy of the e-mail within 1 minute to up to 3 e-mail accounts per user including text message accounts.



VIMS administrators may add any forms to the forms page they wish to make available to their personnel including newsletters, training manuals, etc.

Scheduled for 2012 is the ability to fill in forms online and submit via e-mail within your agency.



VIMS administrators may add any website links they wish to for easy access by their personnel while logged into their individual VIMS accounts.



The Following Screen Shots Highlight the

Main Features of the VIMS Administrator’s

Module.



Each VIMS administrator within your agency has their own individual home page providing a variety of helpful modules, data and views. Upon logging in, your admin site will provide you with a quick update of total hours MTD, YTD and user totals for VIMS along with clickable icons showing current birthdays, years of service, dollar value of time served, etc.

Welcome Charlie Coordinator



Unit coordinators with VIMS admin access have a view of all their personnel and their pertinent information. Clicking on the “edit” link will open another window with the person’s data entered during the registration process.



One of VIMS most powerful features is the administrators Event Scheduling and Sign Up module. No more having to deal with multiple methods of announcing your events. With a few clicks you can set up unit events and send the announcement to all your unit members by e-mail. Members can then log into VIMS and sign up with one click building a list on your page of everyone signed up and creating an automated waiting list for others. See our product data sheet for more calendar features.



Additional key features of the Event Scheduling and sign up module include the ability to limit the number of days prior to an event that personnel can remove themselves; number of days in advance that personnel can schedule their shifts; scheduling reoccurring events such as monthly meetings or shifts; adding “personnel needs” for events by number needed and/or by rank, title, qualifications; excluding or adding personnel to an event; create automated wait list when events are full and more!



Another powerful feature of the VIMS Event Scheduling module is the ability to repeat an event so you only have to set it up once.

For example, if you have a regular monthly meeting with your personnel, you only need to schedule it once and then select the “repeat event” option to schedule it for as long as you’d like.

In this example, if your monthly meeting is the second Tuesday of every month, you select how many more months or even years you’d like it to show on your units calendar and it’s done! Other examples include repeat shifts or community events that require the same staffing each day for days or weeks, schedule it once it’s done!



Pictured above is an actual e-mail sent by our VIMS server demo account to a all users announcing an event posted from the unit coordinator. To send an e-mail to all users, administrators simply check the option box “Announce event to all users in selected groups” and our VIMS server will automatically send a copy of the e-mail within minutes to up to 3 e-mail accounts per user including cell phone, smart phone, Blackberry, iPhone’s, etc. From this e-mail, users can click on the link that will take them directly to their VIMS home page to login and sign up for the event or add themselves to the wait list if the event is full.



Unit coordinators have the ability to maintain a quick view list of actions related to their personnel with dates. This module can also be used to track equipment or items issued.



VIMS compiles all hours entered by individuals in real time and presents them to VIMS administrators in a number of different reporting formats that administrators can choose from in our list of Standard Reports.

Data can be cut and pasted into Word or other documents for report generation or exported to Excel with one click of a mouse click.



The other reporting option VIMS offers is our powerful “Build a Report” feature seen to the right showing just some of the reporting options.

Build a Report allows admins to, as the name implies, to build a report on any data that has been entered into VIMS with regards to hours logged or activities performed. Reports can be for one person or entire group for any date range selected.

Report generated can be exported to Excel with one click of a mouse click.



VIMS compiles all hours entered by individuals in real time and presents them to VIMS administrators in a number of different ways such as “Hours Performed Year to Date”, seen to the right.

Data can very easily be cut and pasted into Word or other documents or exported to Excel with one click of a mouse!



Similar to hourly reports, VIMS compiles all activities entered by individuals in real time and presents them to VIMS administrators in a number of different ways such as “Activities Performed Year to Date”, seen to the right. Data can be cut and pasted into Word or other documents or exported to Excel with one click of a mouse!



Hours reports can also be viewed in colorful graphs such as several examples seen to the right showing individual totals and group totals.

Graphs are automatically generated when a text report is selected. Only one click of the mouse is required to display the bar graph(s).



Another example of VIMS graphs is seen to the right displaying “Activities Performed” for a five month period of time.



For agencies and organizations whose personnel are required to maintain certain levels of training, VIMS includes a comprehensive Training module to track all your personnel’s courses and due dates to insure compliance and reduce liability.



For agencies and organizations who offer years and/or hours of service awards to their personnel, VIMS provides a key module to help track that data.

With a few simple key strokes, VIMS admins can set up various tracking queries for quick display when needed to insure recognition is timely.



A common issue for those who manage volunteers, reserves, auxiliary or other volunteer units is finding time to recognize and reward their personnel on a regular basis.

With a few simple key strokes, VIMS admins can set up an automated e-mail greeting that will be sent to their personnel on their birthday and/or year of service anniversary. This will guarantee your personnel receive at least one or two semi-personalized e-mails a year from you to let them know you’re thinking of them, how cool is that !!



Included in the standard suite of VIMS features is our “Prospect Tracking” module.

Simple and easy to use, coordinators can track individuals who are interested in joining your program while tracking their progress throughout the application process.

State: Zip:

E-mail:

Phone:



Once prospective new members or recruits are entered into your “Prospect Tracking” module, a simple click of the “View Prospects” button will display a list of the individuals who have applied to or want to join your unit.



Unit Coordinators and Leaders with VIMS Administrator access have the ability to customize most of the features in VIMS from what information to request from your personnel during the VIMS registration process to the names of your groups, hourly service types, hourly activities, resources to reserve, and more. VIMS administrators can also change their profile and login data.



VIMS is sold as a monthly subscription service with no upfront cost, no set up fees or long term contracts required. Clients can choose to “pay as you go” and stop using VIMS at any time with no penalties.

Monthly Subscription Fees start as low as $24.00 a month total for 1 – 25 users and increases by an additional $5.00 a month for each additional 25 users. Example: 75 users monthly fee = $34.00 total

Upgrades and technical support are included free.

Discounts are available to agencies who wish to commit to a year or more subscription agreement.



1 to 25 registered users/volunteers = $24.00 per month26 to 50 registered users/volunteers = $29.00 per month51 To 75 registered users/volunteers = $34.00 per month76 to 100 registered users/volunteers = $39.00 per month101 to 150 registered users/volunteers = $44.00 per month151 to 200 registered users/volunteers = $49.00 per month 201 to 250 registered users/volunteers = $55.00 per month251 to 300 registered users/volunteers = $60.00 per month301 to 350 registered users/volunteers = $65.00 per month351 to 400 registered users/volunteers = $70.00 per month401 to 450 registered users/volunteers = $75.00 per month451 to 500 registered users/volunteers = $80.00 per month

Pricing is based on a monthly subscription fee and may be paid month to month however most clients have chosen to pay one or two years in advance. There are No set up fee's, No hidden charges and nothing else to buy, just the straight forward total monthly fee you see below!

VIMS Monthly Pricing Plan



The VIMS Benefit to YOU is:

Less paperwork and data collection efforts frees your

time to focus on keeping good personnel in a highly

productive unit!



Additional Benefit to all is: VIMS is GREEN!

By entering and sharing data and information online, needless

duplication of reports is reduced thus saving paper, trees, money

storage space and your time!



Thank You for Your Time!Ready to log into our online full functioning VIMS demonstration site to see it live for yourself or schedule a live demonstration?

If so, please send a brief e-mail with your name and agency contact info to [email protected] and we’ll e-mail you a set of passwords to login for yourself or schedule a live personalized Webex demo to see if VIMS is right for you!

If you have questions and/or would like to schedule a live, personalized, online demonstration of VIMS via Webex, please contact us directly at [email protected] and let us know the best time or way to reach you. Also please feel free to pick up the phone and call us at: 951-279-6893 and we’ll be more than happy to answer any questions you may have. Free, no obligation 30 day trials of a fully functionally VIMS system are available to qualified agencies and their direct representatives, just ask !

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