Powered by the Aidmatrix Network ®

1. Powered by the Aidmatrix Network® National Donations Management Network Mike Seifert The Aidmatrix Foundation

2. Agenda • Housekeeping • Download the handouts • Assign generic usernames • Review and Demonstrate the VOAD role - Demo - Hands on ‘doing’ the work role • Exercise simultaneously the combined workflow. • I’ll act as the admin role • Wrap - Up

3. Goals of Training “Focus on VOAD Workflow” • Technology: Increase knowledge & confidence • People: Identify partners & roles • Process: Build internal processes

4. Welcome to California portal http://sandbox.aidmatrixnetwork.org/fema/States.aspx?ST=California California Login as non-profit with Username and password Assigned to you

5. VOAD User Guide • Accessing the Site • Gotohttp://sandbox.aidmatrixnetwork.org/fema/states.aspx?ST=California • Or http://sandbox.aidmatrixnetwork.org/fema/ and click on California map • 2. Login as non-profit • username: cavoad1, 2,3,4,…10 • password: change12

6. Your VOAD Role in Donations: It all starts with you delivering direct services to survivors When you receive an offer – make a decision to accept or decline the offer within 48 hours. Note: timeframe can change based on what’s acceptable for the state plan. 2. Once you’ve accepted the offer contact the donor to make arrangements promptly. 3. For donors to make offers, they MUST know your needs. Enter needs into the California portal for products, services and transportation promptly once known.

7. Donations Push Process - Offers Shipping Receiving Distribution Event Donors California Portal Goods/Service Media/PublicInterest DCT Command Cell Allocates/MatchesOffers Donations CoordinationTeam Activated VOAD Partners Affiliation

8. Push Model Workflow: In-Kind Product Donations Offered to Non-profit Community Makes An Offer Reviews the Offer. Takes Action. Matches to needs. Decides: Do We want it? Calls the Donor To Arrange Ship. Admin Log In Non-Profit Log In Public: Donors Aidmatrix Network: DCT Matching NGO Member Organizations caadmin1 cavoad1 Reg. is cadonor1 Step 1: Offer Product Step 2:Assign to Agency Step3:Accept/Decline/Receive California Portal Password: change12

9. Donations Pull Process – Needs Shipping Receiving Distribution Network Portals Event Donors California Portal Goods/Service Media/PublicInterest DCT Command Cell Publishes/SubscribesNeeds Donations CoordinationTeam Activated VOAD Partners Affiliation

10. Makes an Offer Directly to the Need – Auto Matching Pull Model Workflow:Nonprofits Share Needs with State: Products and Transportation Donations Technican Reviews Needs and Takes Action VOAD Member Gathers and Identifies needs for products and transportation Admin Log In Non-Profit Log In Public:Donors Aidmatrix Network: DCT Matching NGO Member Organizations caadmin1 cavoad1 Reg. is cadonor1 Step 3:Donate Direct to Need Step 2: Publish/Subscribe Needs Step 1: Enter Need California Portal Opt-in Auto Allocated Offer to VOAD Accept Or Decline Password: change12

11. Recipient (Nonprofit) Workflow Tasks to complete • Enter Needs Preferences • Decline 2 low quality offer • Accept 2 offers • Enter comments in shipping information tab • Receipt accepted offers • Enter 1 new needs • In Kind Need • Donate Directly Against the need you entered and accept it.

12. Aidmatrix Network 101 –Recipient • 1. Accept or Decline an Offer • Keep your inbox clean! When you are notified of a donation, log in and either Accept or Decline the offers in your Offer Inbox. If you Accept, call the donor and arrange delivery.

13. Aidmatrix Network 101 –Recipient • 2. Receive an Offer • Once you have called the donor, arranged delivery, and have physically received the donation, log back into the network. Receive the offer by going to your Accepted Donations and updating the donation you received.

14. Aidmatrix Network 101 –Recipient • 3. Enter a Product Need • Let donors know exactly what your organization needs, by entering a Product Need. Go to Enter a New Need under Needs on the Toolbar. When an organization donates to fulfill that need, you will be notified via email. Hint: Donors are more likely to give if they know how the goods will be used. Make sure and enter as much information about your need as possible.

15. Aidmatrix Network 101 –Recipient • 4. Enter a Transportation Need • Aidmatrix has partnerships with transportation providers across the country. Request transportation by clicking on the truck icon on the donation’s line item. If you need transportation for an item donated off the site, go to Needs and Enter a Transportation Need. Hint: The more complete your transportation request is, the more likely that a transportation provider will respond. Give as much detail as possible.

16. SUMMARY: It all starts with the VOAD Role in Donations When you receive an offer – make a decision to accept or decline the offer within 48 hours. Once you’ve accepted the offer contact the donor to make arrangements promptly. For donors to make offers, they MUST know your needs. Enter needs into the California portal for products, services and transportation promptly once known.

17. Questions and Answers

18. Thank You ! • James McGowan james@nvoad.org • Mike Seifert mike_seifert@aidmatrix.org • Kory Schulze kory_schulze@aidmatrix.org • Charles Craig charles.craig@dhs.gov femasupport@aidmatrix.org

19. Admin User Guide • Accessing the Site • Gotohttp://sandbox.aidmatrixnetwork.org/fema/states.aspx?ST=California • Or http://sandbox.aidmatrixnetwork.org/fema/ and click on California map • 2. Login as admin • username: caadmin1,2,…5 • password: change12

20. Administrator Workflow • Decline 3 low quality offer • Offer 3 high quality offer to VOAD team • Share 1 offer with another State (North Dakota) • Action: assign to portal • Publish need to a Portal • Subscribe to need from another Portal • Review your Needs • Create a custom report for donations

21. Aidmatrix Network 101 –Admin • Follow these steps to either share donations (push) or share needs (pull).

22. Aidmatrix Network 101 –Admin In a Push system… Share Donations Nonprofits

23. Aidmatrix Network 101 –Admin In the push system, the admin will first… Go to your NewDonations and take action on the offers! Either Assign or Decline— Assign to a Recipient or Portal, or Decline the Offers.

24. Aidmatrix Network 101 –Admin Then… If assigned, go to your Allocation Cart to assign the offers to a specific recipient or group. Select the offers, choose a group and recipient, and hit Offer. The recipients will receive an email notifying them of the available offer.

25. Aidmatrix Network 101 –Admin In a Pull system… Share Needs Nonprofits

26. Aidmatrix Network 101 –Admin In the pull system, the admin will first… Go to your Needs Inbox to take action on the needs. Select the item, and hit Publish to make the need known to other portals. (Besides publishing to your own portal, you can publish to industry portals like ALAN, BENS, Northcomm, RxResponse.)

27. Aidmatrix Network 101 –Admin Then… When needs are published to your portal, you need to Subscribe to those needs to publish them on your portal. Go to Subscribe Needs to view the needs. To make them visible on your portal so that donors can respond, hit Subscribe on each needs’ line item.

28. Wrap - UP • Questions and Answers

29. National Efforts and State/Local ActionsFramework for Partnership Needs Are Published/Subscribed, Right Aid Received Private Sector/General Public Public Side of Network VOAD Donate Now Website Products/ Services Volunteer Time Financial Transportation Network Network Portals Registered Donors California Portal State VOADs, Local gov’t etc. US NORTHCOM People in Need