CORE Volunteer Training Presented by: Key Functions in CORE January 19, 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 Session Notes Created: Part III of 641 Mentoring Sessions Held Session Notes Created: Part III of 641 Session Notes Created: Part III of 641 In WebIT In CORE Chapter’s Scheduling/ Assignment Process Chapter’s Scheduling/ Assignment Process Notification to Administrator Volunteer Enters Part I & Part II of 641 Client Enters Part I & Part II of 641 via web 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 Chapter’s Scheduling/ Assignment Process Notification to mentor when assigned Notification to mentor when assigned

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 1 Day Before No Access to WebIT Client data (3 years) & workshop data (1 year) transferred into CORE CORE goes LIVE! Follow-up on Progress/Feedback from Chapter +10 days

Key Volunteer Functions in CORE You will learn how to:  Login  Edit Your Profile  Add Client  Create Mentoring Session  Schedule an Appointment with CORE

To Log In Visit… (i.e. boston.score.org) FOR PRACTICE USE: sandbox.score.org

Logging In

Login with your WebIT username and password If You Forget mentors & those new members added after June 30 th use an address to login REMEMBER: Password is case sensitive REMEMBER: Password is case sensitive

Logging in to the SCORE Volunteer Center News Welcome Box Tabs Quick Links CORE

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 website 2.Click Log In in the upper right corner of the screen 3.Enter your WebIT username and password ( mentors and new members added after June 30 th use their address to login) 4.Click the Log In button to go to the Volunteer Center 5.On the Volunteer Center homepage, select Go To CORE from the navigation menu.

Edit Your Profile To 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

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 homepage 2.Select the My Profile tab below the Welcome box 3.Click the Edit My Profile button 4.Edit your information and 5.Click Save

Add Client Parts 1 & 2 of Form 641 Reference: Exercise 2 – Volunteer Training Exercises

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 homepage 2.Hover over the Clients tab and click Add Client 3.Enter information in the required fields of Part 1 & Part 2 of the Click Submit Clients may still submit information from score.org or the chapter website. NOTE: The administrator will receive an whenever a new client is added. The chapter scheduling process then is followed.

View Client Information and Create Mentoring Session Reference: Exercise 3 – Volunteer Training Exercises 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 name 2) Click Search SEARCH FOR CLIENT 1) Enter any part of Client’s name 2) Click Search (‘Inactive’ Status = No session for 1+ years) (‘Inactive’ Status = No session for 1+ years) HINT: Select ‘All’ to find inactive & active clients. Able, Johnson

Create Mentoring Session Butler, J.B. Augusto, Luis Able, Johnson Phone: Phone: Phone: Edit/View the 641 Part 1 & 2 Edit/View the 641 Part 1 & 2 Add new session notes for Part 3 of the 641 View all Session Notes NOTE: The clients are ‘sample clients”

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

Create Mentoring Session Selecting ‘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. New Feature

Create Mentoring Session Set a reminder regarding this client here. Add up to 4 additional co-mentors and report their hours individually. Add up to 4 additional co-mentors and report their hours individually. New Feature

Create Mentoring Session 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 selecting Training for the event type Track your workshop participants by selecting Training 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 field - Click Search 2. 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

Option for Session Notes Butler, J.B. Augusto, Luis Able, Johnson Phone: Phone: Phone: Select View Session Details NOTE: The clients are ‘sample clients” NOTE: This function is available for mentors with scorevolunteer.org addresses. Contact if you need a scorevolunteer.org NOTE: This function is available for mentors with scorevolunteer.org addresses. Contact if you need a scorevolunteer.org

Option for Session Notes View all Session Notes NOTE: The clients are ‘sample clients” NOTE: This function is available for mentors with scorevolunteer.org addresses. Contact if you need a scorevolunteer.org NOTE: This function is available for mentors with scorevolunteer.org addresses. Contact if you need a scorevolunteer.org

Send an & Save as a Session Complete the fields and attach items if needed. Select options to indicate this as a Mentoring Session. Sending will also save and note the Mentoring Session. NOTE: This function is available for mentors with scorevolunteer.org addresses. Contact if you need a scorevolunteer.org NOTE: This function is available for mentors with scorevolunteer.org addresses. Contact if you need a scorevolunteer.org

Other CORE Functions Form 5 web-entry is available for volunteers. TIP: Enter by the 20 th of the following month. Form 5 web-entry is available for volunteers. TIP: Enter by the 20 th of the following month.

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

Resources For quick tips, videos, training guides, webinars, timelines and more visit the Support Site’s CORE page: HELP Contacts: SCORE Help Desk or Phone SCORE National

Create Appointment within 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 grey. 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.

The Client’s View

Sent to Client from SCORE They can select here to cancel. The mentor(s) will receive an notification.

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

Recap: Add an Appointment in CORE: 1.Select Manage Calendar from the CORE homepage 2.Select Add an Appointment 3.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 .

Recap: Agenda Key functions in CORE learned:  Login  Edit Your Profile  Add Client  Create Mentoring Session  (optional for some chapters) Schedule an Appointment within CORE

Resources For quick tips, videos, training guides, webinars, timelines and more visit the Support Site’s CORE page: HELP Contacts: SCORE Help Desk or Phone SCORE National