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1Regional Conference - 2009
VMIS – to make life easy
Introduction to VMISTax-Aide’s
Volunteer (& Site Data) Management Information System
Stan Marshall, Jr.Administration Specialist
Maine
State Coordinator Presentation
2Regional Conference - 2009
VMIS – Getting Started
AARP ITS Help Desk1-888-925-2002
[email protected] of Operation
Monday–Saturday8:00 AM to 11:00 PM, EST
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Signing on to VMIS
www.access.aarp.org (set up a hotlink)
1st User Name/Password gets you through the AARP firewall
2nd User Name/Password gets you into VMIS
To start both passwords will be identical
Before being assigned a password there is a brief orientation to the nature of VMIS and confidentiality.
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6 Regional Conference - 2009
Sign on to get through AARP
firewall
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If you are impatient …
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9 Regional Conference - 2009
Select to enter VMIS system
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VMIS logon
User Name & Password
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When your password doesn’t “take” …
Reenter the password – it
will be ok. If you care about the time zone –
better change it! Otherwise report times will show as
unusual hours.
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VMIS Home Screen
Site Locator – Same as Sites - ViewThis IS home
My Report Docs provides data output as PDF or Excel
Log off
VMIS
Log off AARP
For National Staff Use ONLY
Statement of Policy
Changepassword
* * *
* - non-functional
VMIS Reference Manual 2006 – in small bites
Activity ReportingUTS Upload
13 Regional Conference - 2009
VMIS – That’s the BIG picture
Viewing Data Volunteers
Sites
Creating ReportsCreating Reports
ADS’s can also enter and edit data.ADS’s can also enter and edit data.
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VMIS – View Volunteer InformationEnter a:
Volunteer ID
Or
First & Last Name & State
Or
Supervisor name
Beware – Entering only State brings up
people with no active Tax-Aide assignment.
Complete request with SUBMIT.
For some states - Enter first letter of state and
then arrow keys. Then Tab to a blank field and Enter.
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VMIS – View Volunteer Information
Searching for Stan. He is a Maine
Counselor
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VMIS – View Volunteer Information
Where’s Stan?
11 pages in.
Entering a last name and state will likely produce a manageable list.
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VMIS – View Volunteer Information
To leave a record - use the browser back button, or place cursor over a menu choice
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VMIS – View Site Information
The approach to viewing Site Information is the same as for Volunteer information
Place the cursor over Sites/View and left click.
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VMIS – View Site Information
Entering a DC or LC Volunteer ID brings up all corresponding sites.
Entering a City and State brings up all
corresponding sites.
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VMIS – View Site Information
This is the same information
provided in a Site Dump
report.
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VMIS – Creating Reports
There are three types of reports:
Volunteer lists
Site lists
Site Activity Reports
These both have the same selection criteria screen. The only difference is the report title.
Volunteer Reports include:Leadership Roster (Also on side bar under Help)All Volunteer Roster (Also on side bar under Help)Inactive VolunteersVolunteer Ad hoc ReportStart Year Validation Report
22 Regional Conference - 2009
VMIS – Creating Reports
ME1
Leadership roster can be for a specified supervisor or for a specified split state.
Versions can be saved for repetitive requests for reports.
The option to Overwrite Existing Version only applies to the PDF Version.
Generally the Volunteer or Tax Aide Information choices will be sufficient
When executed the report will appear in the My Report Docs section with an Email to announce its arrival. Don’t open the email. Go directly to My Report Docs. Reports are in PDF and/or Excel formats.
Show Advanced Page allows control of data retention.
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VMIS – Creating Reports
When a report request has been received VMIS will issue the message shown above. Reports are ordinarily available within 5 minutes of making a request, and prior to receiving a confirming Email.
Do not select the web link shown in the Email. It is only for AARP employees.
REMEMBER – The report will be available in My Report Docs section at the top of the Home screen.
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VMIS – Creating Reports
The My Report Docs menu has been changed to provide several optional views. Filters allow restricting which reports are displayed.
View options default is - Categories
Other Views:
Details
Icons
List
25 Regional Conference - 2009
VMIS – Creating Reports
View option Details is the most compact display.
When holding the mouse over the report icon (on the left) three choices become available: View doc, Delete, Details. In the Categories view double clicking the report title will open the report.
In this example Filter is set On. Latest Version Only can save space. The other choices do not provide any useful function.
Use Apply to change filter conditions.
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VMIS – Creating Reports - PDF and Excel Outputs
PDF version is comparable to the paper records available prior to VMIS being available on the web. It is easy to read.
The Excel version is susceptible to editing using Excel commands including:
Freeze Panes, Filter, Sort, Hide Rows and Hide Columns along with others to generate
a compact, useful report.
Notice that Site Activity & Volunteer reports are initially generated in both PDF and Excel.
Site Reports (except Site Dump) are initially generated only in PDF and must be converted to Excel format using Search. Site Dump defaults to Excel.
To return to the Home Page select VMIS HOME at the
top right.
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VMIS – Create Reports - Activity Reports
VMIS has been developed in stages by multiple IT staff with numerous “improvements” being added over several years.
The result is “clunkiness” – uneven approaches to producing results.
Volunteers PDF Excel Preliminary Result
Leadership Roster YES YES <CTRL>
All Volunteer Roster YES YES <CTRL>
Volunteer Ad Hoc NO YES
Sites
Sites with Coordinators YES NO YES
Sites w/o Coordinators YES NO YES
Site Dump NO YES YES
Non-Approval YES YES <CTRL>
28 Regional Conference - 2009
VMIS – Create Reports - Activity Reports
VMIS has been developed in stages by multiple IT staff with numerous “improvements” being added over several years.
The result is “clunkiness” – uneven approaches to producing results.
Volunteers PDF Excel Preliminary Result
Leadership Roster YES YES <CTRL>
All Volunteer Roster YES YES <CTRL>
Inactive Volunteers YES NO YES
Volunteer Ad Hoc NO YES
Start Year Validation YES YES
Sites
Sites with Coordinators YES NO YES
Sites w/o Coordinators YES NO YES
Site Dump NO YES YES
Non-Approval YES YES <CTRL>
29 Regional Conference - 2009
VMIS – Create Reports - Activity Reports
Site Activity Reports PDF Excel
National Flash Report YES NO
State/District/Local Flash YES NO
Site Activity National Report YES YES
Site Activity Dump Report YES OPTION
DC Non-Approval Report YES YES
30 Regional Conference - 2009
VMIS – Creating Reports PDF File Output – Leadership Roster Example
To move from page to page use
First
Prev.
Next
Last
Or enter a page number.
The on-screen page size can be adjusted as required using the 100% window.
The report can be prepared for printing using the Download option.
Not functional
Not functional – need to Download and then print
This feature allows producing reports with only selected fields saved in Excel.
To leave the report menu click “x.”
This offers help with Crystal Reports – Hope you do not need it!
Download can be used to View or Save a report in PDF format.
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VMIS – Creating Reports – PDF Output by selecting Download
To get a conventional report in PDF format select the PDF option
BUT – be sure to select the All radio button rather than the default Current Page.
The other formats offered provide substantially the same result as the PDF output.
Then print from View Report for immediate output or Save Report and print later using the saved file.
An Excel file, produced at the same time as the PDF file, is immediately available in My Report Docs without the necessity of using this option to provide usable data.
Using the View Report option will provide a printable report from the screen.
After saving to a disk or thumb drive, print the report.
32 Regional Conference - 2009
VMIS – Creating Reports – PDF Direct to Excel
Selecting the Excel Data Display output from the Download option, and then saving to a file, provides an editable report ordered by default by SC and then DC.
Page breaks in the PDF format are lost.
Generally this is a less useful output format than using Search to convert to Excel and modifying the page column layout gaining increased information on a page.
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VMIS – Creating Reports – Excel Output
This is the RAW form of the Leadership Roster in Excel as provided in My Report Docs.
Although data may look forbidding, it is extremely useful as the data can be manipulated using basic Excel commands.
This is the form of the report I find to be most useful as I can hide columns, to display only what is needed, sort by DC or another field, and filter to create specialized reports containing only some of the data such as one DC, or only DC’s.
The key to its value is in becoming familiar with several Excel commands.
34 Regional Conference - 2009
VMIS – Creating Reports – Excel Output
Here is a list of DC’s with volunteer ID, mailing address, phone number, and Email address.
My Email list came from copying this list to my Email address book. My DC’s Volunteer ID # report came from reorganizing this file.
There will be more information about using Excel formatting commands, for those who are interested, in the evening tutorial session.
This is the same as the previous slide after editing for readability.
35 Regional Conference - 2009
VMIS – Creating Reports
Note – The PDF file is saved in the Tax Aide directory with the name -
080624 Leadership Roster
A note about windows directories –
My preference is to segregate all Tax Aide activity on my computer – I use a few subdirectories within the Tax Aide
directory.
C:\Tax Aide
Files are named in a way to make searching easy. YYMMDD ranks files with similar names in order using either date or alphabetical sorts.
To have a copy on your hard drive Save a Copy.
By default reports are saved only for 90 days in VMIS! Better to save on report creation
36 Regional Conference - 2009
VMIS – Creating Reports – Inactive volunteers
You have the basics with respect to generating reports.
1. Select a report from the menus.
2. Go to My Report Docs to retrieve the report
3. Produce the report in PDF or Excel to extract required data.
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VMIS – Creating Reports – Inactive Volunteers
Confession time!
I have never used this option because it has never been needed.
The determination of search criteria is complex and the results are awkward. The on-line training manual has details for those who are interested.
Click Help in the top blue bar of the VMIS screen to open the on-line training manual.
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VMIS – Creating Reports – Volunteer Ad Hoc Report
This report offers flexibility in data selection and indexing.
It is available only in Excel which avoids having to convert a PDF file.
39 Regional Conference - 2009
VMIS – Creating Reports – Ad Hoc Report
This report request form – with additional criteria on the following page – allows flexible data selection and sorting of the results.
Reports must be requested using the Submit option.
The output is only in Excel.
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VMIS – Creating Reports – Ad Hoc Report
As usual, select the Submit button when criteria have been defined.
Here are sorting options
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VMIS – Creating Reports – Sites With Coordinators
Site information reports can be prepared in three ways as listed.
Sites with Coordinators reports provide all recorded VMIS information.
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VMIS – Creating Reports – Sites With Coordinators
This report provides several sort criteria which can be helpful in preparing reports ordered by DC, then city, or some other criteria.
Status - Select Active unless you want all categories.
Available index field criteria
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VMIS – Creating Reports – Sites With Coordinators
This is the Sites with Coordinators report in PDF format – as was provided in printed form prior to ADS’s use of VMIS.
A report to be edited in Excel can be created by using the Download option in My Report Docs and saving the file.
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VMIS – Creating Site Reports – in Excel
Fields that can be edited are identified by a shaded area (when selected with one left click) and added to the field list. They can be deleted by returning to the selected field and clicking again. The Excel report is in the order shown at the left.Select Search Now to generate the report.
45 Regional Conference - 2009
VMIS – Creating Site Reports – in Excel
Select the MS Excel File option and then Go
When asked Save the file.
Using Search to convert from PDF may have value if only a few of the available fields are required for the desired report.
46 Regional Conference - 2009
VMIS – Creating Reports – Sites With Coordinators
This is a Sites With Coordinators report in raw Excel format before being prepared for distribution.
After sorting by DC it will be a useful means of asking DC’s to update site information where they can make changes in bold or color and return the report for VMIS updating.
Fortunately LC’s & DC’s can now make changes to variable site data. Training your volunteers can save your ADS a lot of time and make information widely available quickly.
47 Regional Conference - 2009
VMIS – Creating Reports – Sites Without Coordinators
This is the same report as the Sites With Coordinators report but NOT INCLUDING the names of the coordinators.
48 Regional Conference - 2009
VMIS – Creating Reports – Sites Without Coordinators
The selection criteria are the same as for Sites with Coordinators report.
Status - Select Active unless you want all categories.
49 Regional Conference - 2009
VMIS – Creating Reports – Sites Without Coordinators
Results preview screen.
Shows number of results
Shows number of printed pages
Continue executes PDF report generation
Use the browser back arrow to return to the prior screen and NOT execute the report.
50 Regional Conference - 2009
VMIS – Creating Reports – Site Dump
51 Regional Conference - 2009
VMIS – Creating Reports – Site Dump
Site Dump Report downloaded in PDF format.
You may not want to print a large file.
IMPORTANT:
To return to the menu use the Previous Page Icon at the top left of the screen. (not shown here)
52 Regional Conference - 2009
VMIS – Creating Reports – Site Dump
Partial view of the Site Dump Report in Excel.
It includes 100% of the fields shown on the Site edit data screen.
Reformatting the data may make it more useful.
Using the Site Dump Report
saves having to convert from PDF
53 Regional Conference - 2009
VMIS – Creating Reports – Site Activity
5 Site Activity Reports
National Flash Report
State/District/Local Flash Report
Site Activity National Report
Site Activity Dump Report
DC Non Approval Report
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VMIS – Creating Reports – National Flash Report
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VMIS – Creating Reports – Site Activity National Report
Excel Version
Also
available in a PDF
Version
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VMIS - Creating Reports - State/District/Local Flash Report
Select District Coordinator
Select State
Select Year
Ordered by SIDN
Version
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VMIS – Creating Reports – Site Activity National Report
PDF Version
Also
available in an Excel Version
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VMIS – Creating Reports – Site Activity Dump Report
59 Regional Conference - 2009
VMIS – Creating Reports – DC Non Approval Report
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VMIS – Creating Reports – DC Non Approval Report
Excel Version of the DC Non Approval Report
ADS’s are able to follow monthly activity data entry and prod LC’s or DC’s who have not entered data timely.
ADS’s can also make corrections to erroneous reports.
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VMIS – Deleting Reports
It is not necessary to delete old reports. They will be deleted automatically after 90 days. You must download and save to a thumb or hard drive those reports to be kept long-term.
If the list of reports in My Reports Doc becomes too large reports can be deleted from the list by selecting delete when the mouse is over the report icon.
1
2You confirm the file is to be deleted.
On selecting “Yes” the system shows the menu at left.
THEN you select VMIS Home and return to My Reports Doc.
3 - 4
If the Categories View is used use the magnifying glass at the right most column to delete.