1. CORE Volunteer Training Presented by: Key Functions in CORE April 10, 2014

2. Special Thanks To  Rick Fisher & Dean Risseeuw Williamsburg SCORE  Dick Leslie San Diego SCORE  Mark Lowenstein Cape Cod SCORE  John Bury Springfield (IL) SCORE

3. 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)

4. 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

5. 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 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 Client Enters Part I & Part II of 641 via web

6. 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

7. 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

8. 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/Feedback from Chapter +10 days

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

10. To Log In Visit… www.score.orgwww.score.org OR.score.org (i.e. boston.score.org) FOR PRACTICE USE: sandbox.score.org Modifications are not saved to the real CORE system.

11. Logging In

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

13. Logging in through the SCORE Volunteer Center Profile Welcome Box Menu Quick Links CORE Mentor Training

14. The Main CORE Page Link to CORE training

15. 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 (Email mentors and new members added after June 30 th use their email 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 main menu.

16. 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

17. Edit Your Profile

18. Edit Your Profile – note new details you can add

19. 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.help@score.org REMINDER: Email mentors are required to use the scorevolunteer.org email addresses. Contact help@score.org if you need a scorevolunteer.org email address.help@score.org

20. Complete sections at bottom of Profile section and Save Your Changes

21. 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

22. Add Client Part 1 & 2 of Form 641 Reference: Exercise 2 – Volunteer Training Exercises

23. Click Go to CORE

24. Pull Down Clients and Click Add Client

25. 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”

26. 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.

27. 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 641. 4.Click Submit Clients may still submit information from score.org or the chapter website.

28. View Client Information and Create Mentoring Session Reference: Exercise 3 – Volunteer Training Exercises Part 3 of Form 641

29. Pull Down Clients and Click Chapter Clients

30. or Select View All Chapter Clients

31. 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. Johnson

32. Create Mentoring Session Butler, J.B. Augusto, Luis Able, Johnson johnsonable2009@gmail.com Phone: 5553693515 agurtol@gmail.com Phone: 5551112222 jaybutler@yahoo.com Phone: 5552112222 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”

33. 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.

34. Create Mentoring Session You can also use Part 3 to provide notation of training or a general update

35. 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. (Will remove from ‘not yet contacted’ list report). New 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.

36. Create Mentoring Session 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. Add up to 4 additional co-mentors and report their hours individually. New Feature

37. Create Mentoring Session Don’t forget to click “Save” at the bottom of the page.

38. 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

39. 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 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

40. Emailing your Face-to-Face Client within CORE Option 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.help@score.org 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.help@score.org

41. Email Option for Session Notes SET-UP TO USE THE EMAILS TAB From the Volunteer Center, set-up your Email Account Settings by 1)Select the My Account tab 2)Select the Edit tab 3)Select the email account settings tab 4)Add your scorevolunteer.org email and its password. 5)Complete the signature 6)Click Save. SET-UP TO USE THE EMAILS TAB From the Volunteer Center, set-up your Email Account Settings by 1)Select the My Account tab 2)Select the Edit tab 3)Select the email account settings tab 4)Add your scorevolunteer.org email and its password. 5)Complete the signature 6)Click Save.

42. Email Option for Session Notes Butler, J.B. Augusto, Luis Able, Johnson johnsonable2009@gmail.com Phone: 5553693515 agurtol@gmail.com Phone: 5551112222 jaybutler@yahoo.com Phone: 5552112222 Select View Session Details NOTE: The clients are ‘sample clients” 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.help@score.org 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.help@score.org

43. Email Option for Session Notes NOTE: The clients are ‘sample clients” 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.help@score.org 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.help@score.org Johnson Able Johnson shared his tax advising home-based business idea. Will send business plan for me to email back comments.

44. 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. 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.help@score.org 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.help@score.org

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

46. 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.

47. Other CORE Functions Calendar function is available for chapters who would like clients to schedule appointments from the web.

48. CORE Practice Environment URL: www.sandbox.score.org Use your own login credentials Navigate the CORE system Practice CORE processes (Add clients & sessions)

49. Resources For quick tips, videos, training guides, webinars, timelines and more visit the Support Site’s CORE page: www.support.score.org/corewww.support.score.org/core HELP Contacts: SCORE Help Desk Email: help@score.org or Phone SCORE National 800-634-0245

50. Create Appointment within CORE (For chapters using CORE’s Scheduling System) Reference: Exercise 4 - Volunteer Training Exercises

51. To display availability on the web

52. Appointments already selected by clients are in gray. Available appointments are noted in blue. Click to navigate to the next month. Add your availability

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

54. 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.

55. Client goes to SCORE.org This option shows up for clients if chapters request to use the scheduling option of CORE.

56. Client Selects Appointment Clients are able to select from the available chapter appointments.

57. The Client’s View Once Selected

58. The Client’s View after Selection

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

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

61. 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 email.

62. Recap: Agenda Key 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

63. Resources For quick tips, videos, training guides, webinars, timelines and more visit the Support Site’s CORE page: www.support.score.org/corewww.support.score.org/core HELP Contacts: SCORE Help Desk Email: help@score.org or Phone SCORE National 800-634-0245