CORE Volunteer Training

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

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

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.org www.volunteer.score.org <chaptername>.score.org (i.e. boston.score.org) FOR PRACTICE USE: sandbox.score.org

11. Logging In

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

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

14. The Main CORE Page Link to CORE training

15. Recap: • Log In to the Volunteer Center to Access CORE: • Navigate to score.org or your chapter website • Click Log In in the upper right corner of the screen • Enter your WebIT username and password (Email mentors and new members added after June 30th use their email address to login) • Click the Log In button to go to the Volunteer Center • On the Volunteer Center homepage, select Go To CORE from the navigation menu.

16. Edit Your ProfileTo 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. Complete sections at bottom of Profile section and Save Your Changes

20. Recap: • Edit Your Profile: • After logging in you will be redirected to the Volunteer Center homepage • Select the My Profile tab below the Welcome box • Click the Edit My Profilebutton • Edit your information and • Click Save

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

22. Click Go to CORE

23. Pull Down Clients and Click Add Client

24. Complete the 641 form as you have always done * Denotes a required field. Some fields default to “Choose Not to Respond” Don’t forget to click Submit at the bottom of the page

25. 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 codeor by going to the chapter website and clicking the Request a Meeting button.

26. Recap: • Add a New Client: • From the CORE homepage • Hover over the Clients tab and click Add Client • 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. • NOTE: The administrator will receive an email whenever a new client is added. The chapter scheduling process then is followed.

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

28. Pull Down Clients and Click Chapter Clients

29. orSelect View All Chapter Clients

30. Note: Any Client you have not seen in over one year has a Client Status of “Inactive” (‘Inactive’ Status = No session for 1+ years) SEARCH FOR CLIENT 1) Enter any part of Client’s name 2) Click Search Able, Johnson HINT: Select ‘All’ to find inactive & active clients.

31. Create Mentoring Session johnsonable2009@gmail.comPhone: 5553693515 View all Session Notes Able, Johnson Edit/View the 641 Part 1 & 2 agurtol@gmail.comPhone: 5551112222 Add new session notes for Part 3 of the 641 Augusto, Luis jaybutler@yahoo.comPhone: 5552112222 Butler, J.B. NOTE: The clients are ‘sample clients”

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

33. 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

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

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

36. To Add a Workshop Session in the 641 Track your workshop participants by selecting Training for the event type Once your Form 888 has been completed, you can put the date of the workshop here. The Workshop will be listed.

37. 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

38. Email Option for Session Notes johnsonable2009@gmail.comPhone: 5553693515 Select View Session Details Able, Johnson agurtol@gmail.comPhone: 5551112222 Augusto, Luis jaybutler@yahoo.comPhone: 5552112222 NOTE: This function is available for mentors with scorevolunteer.org email addresses. Contact help@score.org if you need a scorevolunteer.org email address. Butler, J.B. NOTE: The clients are ‘sample clients”

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

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

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

42. 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.

43. Other CORE Functions Calendar function is available for chapterswho would like clients to schedule appointments from the web.

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

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

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

47. To display availability on the web

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

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

50. Appointment Availability Enter the dateand 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.