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Welcome to the VCE-MG Database Training

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Presentation on theme: "Welcome to the VCE-MG Database Training"— Presentation transcript:


2 Welcome to the VCE-MG Database Training
This presentation has been created to train VCE record keepers on how to use the VCE State Record keeping system. This training can be done all at once or used as a quick reference if you are having a specific problem. If you are experiencing computer problems please refer yourself to our Computer FAQ at

3 Introduction General Database Information
Provides continuity through staff changes Critical to risk management Proves the scope and quantity of VCE-MG volunteer contributions Justifies expenditures on staff Enables recognition of volunteers and teams for their accomplishments The Database is designed to organize and document VCE-MG names and personal information The information can then be used to create phone lists, mailing labels, work schedules, etc

4 Introduction Archive project information
Track MG volunteer and training hours The system can keep track of the volunteer and training hours for each individual All the hours are linking to specific programs or projects This information helps determine where resources need to be focused. Archive project information The system provides space to collect details for each project in order to document accomplishments and serve as a reference for future projects. This information can also be used for risk management if needed Details on programs will be used to share information through newsletters, displays, and press releases.

5 Introduction Benefits of the State Record Keeping System
Generate reports Individual reports - this type of report provides a quick total of volunteer hours, training hours and contacts for each VCE-MG Collective VCE-MG - This type of report results in a total number of volunteer service hours, training hours and contacts for all VCE-MGs in a unit Service award eligibility - This type of report indicates which VCE-MGs are eligible to receive service awards based on hours. Benefits of the State Record Keeping System Can be accessed anywhere from any computer Information is accessible at state and local levels Secure storage, the information is backed up on a daily basis

6 Getting Started Step 1: Register with the State Master Gardener Office
To register a new group, please contact the State Master Gardener Coordinator at or Step 2: Open your browser You may use any browser you wish, but for best results Microsoft Internet Explorer is recommended. If you do not have Internet Explorer you can download it on Microsoft’s Website Step 3: Go to the Database Login page Type in the address: This will take you to the front page of the VCE MG Record Keeping System. Because you will be accessing this page frequently it is recommend that you bookmark the front page for quick access.

7 Getting Started Step 4: Login to the system
With your mouse click on the box beside ID and you will get a cursor (a blinking line). After you see the cursor you can begin to type in that box. Type in your record keeping ID and password. This is case sensitive so pay attention to what is capitalized and what is not. If you get a Login Failed message 9 times out of 10 the ID or password was simply mistyped.

8 Getting Started Type in your record keeping ID and password. This is case sensitive so pay attention to what is capitalized and what is not. If you get a Login Failed message 9 times out of 10 the ID or password was simply mistyped.

9 Getting Started Step 5: Main Menu
Once you have logged into the system you will see a menu divided into three sections; Volunteers, Projects and Rosters and Reports. Now you can begin to enter information. The information must be entered in a specific order: Enter volunteer information Enter project information Update volunteer and training hours Generate Reports

10 Getting Started Main Menu

11 Volunteer Entry Select Volunteer
This will take you to a screen that lists all of the MGs you have entered into the system in alphabetical order.

12 Volunteer Entry Select Volunteer
You will have five options for each volunteer: Service Hours - these can be entered or edited Training Hours - these can be entered or edited Award Information - these can be entered or edited Report - You can run a report of individual service and training Registration - This can be edited Make sure that after you make any changes to a volunteers information you hit the submit button to save the changes.

13 Volunteer Entry Register a new volunteer
This option will take you to a screen where you may enter a new volunteer’s name, address and other information. Several boxes have arrows on the side, these contains lists of options that will drop down when you click the arrow. Most items are self explanatory such as name and address Training Date: enter the date that the VCE-MG began training as month/date/year. For example if training started on February 2, 2000 the training date would be 02/02/2000. The entire date will not appear, as the box is too small. Committed Through: Enter the ending date of the VCE-MG’s current contract with VCE (Original or renewal). Enter it to match the training date as month/date/year. (mm/dd/yyyy) Newsletter: This box allows the State Master Gardener Coordinator to determine if the MG wants to receive the VCE Master Gardener Leadership Development Newsletter 4-H Youth Training: Select if the volunteer has participated in this training. Notes and Optional Text: This allows for some customization. Any addition information you wish to store is placed here. Once you have entered all the information you must send it to the database. To do this click SUBMIT. If you close the window or hit the back button without clicking SUBMIT the information will need to be re-entered.

14 Volunteer Entry Deactivate a Volunteer
This is used if an MG has chosen to become inactive or has not fulfilled the requirements to maintain active status. Click on deactivate volunteers and you will arrive at a list of all of the active volunteers. To deactivate a volunteer or multiple volunteers select the check box next to the volunteer’s name. Then at the bottom click deactivate Selected Volunteers. If you decide after checking several volunteers you wish to start over hit Clear List and all the check boxes will be unchecked.

15 Volunteer Entry Delete a Volunteer
At some point you may need to delete a MG from the system, only do this if you are 100% sure. Once deleted, all the information is gone from the system. The only way to put a volunteer back in the system is to re-enter all their information. The process to delete is the same as the process to reactivate or deactivate a volunteer. Simply check the box next to the volunteer's you wish to delete and then click Delete Selected Volunteers.

16 Project Entry Enter Volunteer Hours by Project
If instead of timesheets you are entering hours for multiple volunteers that were earned during one even, you want to click on Enter Volunteer Hours by Project. Your must first enter the project before adding service hours by volunteers. Choose a project from the drop down list and click the select button. The next screen will show the selected project at the top.

17 Project Entry Enter Volunteer Hours by Project
Choose the VCE-MG you want to enter hours for from the volunteer list. Then enter the date (mm/dd/yyyy), total hours for the selected VCE-MG, contacts and any additional notes. If there are no contacts, enter 0 for contacts. Then click submit to save. You will receive a confirmation for the submission.

18 Project Entry Enter New Project Information
A project form should be filled out for each project or activity. Date - the date the project was entered into the system will automatically appear when you begin a new form. Are Minors Involved - This simple yes/no question helps us to identify when projects involve youth/minors and necessitate additional training for volunteers involved in the project Project Name - Enter a short descriptive name for the project. Project Chair - Choose a name from the drop-down list of local VCE-MG volunteers or choose none if the project is not chaired by one particular MG. Project Co Chair - Choose the name of the person serving as co-chair from the drop-down list or select none. Estimated MGs required - Estimate the number of volunteers needed to complete the project. Estimated Volunteer Hours Required - Estimate the number of volunteer hours needed to complete the project.

19 Project Entry Enter New Project Information
Location - Indicate the location where the project will actually take place. Event Date - Indicate the date for a one-time event. If it is on-going indicate the date it started. Completion Date - Same as Event Date, except for an on-going project indicate the end date. Duration - Indicate how long the project will be active Responsible Agent Approving the Project - Enter the name of the agent that has signed off or approved the project so that it is an official VCE project Person or organization requesting MG services - This helps us track who in the community is requesting VCE MG assistance and gives a point of contact for additional information and assistance. Please complete as much as possible. Clientele category - This piece of information assists in separating and preparing state reports from the data. Choose an option from the drop down list. VCE Education Program area - This information helps sort the data for usable reports. Please indicate which program area the project falls under.

20 Project Entry Enter New Project Information
VCE Sustainable Landscape Management Objective - Select an object from the drop down list. Plan to implement - This space is for indicating the plan of attack for this project. It does not need to be long, but should inform the reader of the plan for implementing the project. Plan to bring to a close - This is a short statement of how the project will be completed. How will you know it's done? Plan to Evaluate and report - This is a short statement that indicates what information will be gathered to determine whether or not the project was successful. It should also indicate how the results will be reported and shared. Notes - use this field to note any additional information Impact statement - use this field to document impacts that resulted from educational programming. Remember to hit the submit button to save the project.

21 Project Entry Edit Projects
Once you have entered a project, you will want to make updates as information changes and evolves. To update a project, click on Edit Projects. You also have the option to Deactivate or Reactivate a project.

22 Project Entry List Projects
The List project option allows you to list select projects or all of the projects you have entered for your unit. It is very similar to the advanced roster in the reports section, which will be explained in further detail on the following pages.

23 Rosters and Reports Simple Roster
This is used when a simple printed list of volunteers is needed. You will have a list of display options to choose from, select as few or as many as you like.

24 Rosters and Reports Simple Roster
Once you have selected the information you want, your next choice is to decide how to view it. You have four options: www display - this displays the information in your browser Excel Spreadsheet - this saves the information to an excel file on your computer. You may need to change the file extension from *.cfm to *.xls. Please refer to the Computer FAQ for instructions. MS Word - this saves the information to a word file on your computer. Tab Delimited - this saves the information to your computer in a text file that preserves the information in rows and columns but is not easily manipulated like an excel file. This is usually used to import data into an older spreadsheet.

25 Rosters and Reports Advanced Roster
An advanced roster is used when you do not want to print information from all the MGs in the system. This option allows you to create lists of specific VCE-MGs in your unit. Click on advanced roster. Across the top of this page you will see a set of buttons. To complete a query you will need to fill out information under each of these buttons starting at the far left and moving to the far right. Not all the buttons appear at once as you work through the roster more will appear.

26 Rosters and Reports Advanced Roster
Click on the select fields button - you will see a list of fields that you can choose to display on your select list. Check the boxes next to each field you would like to include. Once you have done so click on Set Fields.

27 Rosters and Reports Advanced Roster
Click on the next button at the top, Set Display List - This screen shows you which order your selected fields will be displayed. You can change the order if you like, by simply rearranging the order of the fields. Once you have gotten it in the order you want, click on Set Display List.

28 Rosters and Reports Advanced Roster
Click on the next button at the top, Select Sort Fields - This button allows you to determine how the information will be sorted. In order to sort by a field it must be one of the fields you selected under the Select Fields button. Once you have chosen your sort fields click Set Sort Fields.

29 Rosters and Reports Advanced Roster
Click on the next button at the top, Set Sort Order - If you are sorting by multiple fields you need to select this option. This allows you to decide which to sort by first and then the next will be a sort within a sort. Once you are done click Set Sort Order.

30 Rosters and Reports Advanced Roster
Click on the next button at the top, Select Filters - This is the function that narrows your search. You can filter by MG Status Active Status and by newsletter. Once you have selected your filters click Set Filters.

31 Rosters and Reports Advanced Roster
Click on the next button at the top, View Results - After selecting all of the parameters for the query you can click on view results. The viewing options are the same as a Simple roster. Select your choice of output and then click on Display Results. If you wish to add of the numbers of entries you found there is a button called Count the Results over Sort Fields which will give a total of something, such as the number of volunteers that subscribe to the newsletter. New Query - After you finish your query you can click on New Query to clear all screens and start from the beginning.

32 Rosters and Reports Roster by Project
Clicking this will bring you to a screen with a list of all your projects. Select a project by scrolling through the list, clicking the project you want and hitting the Select button.

33 Rosters and Reports Roster by Project
You can then select what information you want on your roster, once you have chosen that information click on the Generate Roster button. You will receive a list of all volunteers that have contributed hours to the selected project. This function allows you to create contact lists, mailing lists and lists for thank you notes.

34 Rosters and Reports Roster by Project

35 Rosters and Reports Total Volunteer Hours and Contacts
Clicking on total volunteer hours and contacts will take you to a screen with totals of service hours and contacts for the entire unit. You can view the totals by calendar year or specify a range of dates. You can also choose to view the totals for all projects or select projects.

36 Rosters and Reports Eligibility for State-Level Service Awards
This report will give you a list of volunteers eligibly for state-level service awards. Simply click on each link to view the list of eligible volunteers. NOTE: This information is ONLY correct if the records are completely updated.

37 Rosters and Reports Individual Volunteer Hours
This report generates a list of individual volunteer hours over a specified time period.

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