CORE Volunteer Training Presented by: Key Functions in CORE January 19, 2014

CORE Volunteer Training

Presented by:<NAME>

<Chapter Number>

Key Functions in CORE

January 19, 2014

Special Thanks To Rick Fisher & Dean Risseeuw

Williamsburg SCORE

Dick LeslieSan Diego SCORE

Mark Lowenstein Cape Cod SCORE

John Bury Springfield (IL) SCORE

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)

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

The Process in WebIT & CORE

Mentoring Sessions Held

Session Notes Created:

Part III of 641

Mentoring Sessions Held

Session Notes Created:

Part III of 641

In W

ebIT

In C

ORE

Chapter’s Scheduling/Assignment

Process

Notification to Administrator

Volunteer Enters Part I & Part II of 641

Client Enters Part I & Part II of 641 via web

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

Notification to mentor

when assigned

Notification to mentor

when assigned

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

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

CORE System “Go Live” Process

No later than 5 days before

All Training Completed

1 Day BeforeNo Access to

WebIT Client data (3

years) & workshop data

(1 year) transferred into

CORE

CORE goes LIVE!

Follow-up on Progress/Feedb

ack from Chapter

+10 days

Key Volunteer Functions in CORE

You will learn how to:

Login Edit Your Profile Add Client Create Mentoring Session Schedule an Appointment with

CORE

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

Logging In

Login with your WebIT username and password

If You Forget

Email mentors & those new members added after June 30th use an email address to login

REMEMBER:Password is

case sensitive

Logging in to the SCORE Volunteer Center

News

Welcome Box

TabsQuick Links

CORE

The Main CORE Page

Link to CORE training

Recap:

Log In to the Volunteer Center to Access CORE:1. Navigate to score.org or your chapter website2. Click Log In in the upper right corner of the screen3. Enter your WebIT username and password (Email

mentors and new members added after June 30th use their email address to login)

4. Click the Log In button to go to the Volunteer Center5. On the Volunteer Center homepage, select

Go To CORE from the navigation menu.

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

Edit Your Profile

Edit Your Profile – note new details you can add

Complete sections at bottom of Profile section and Save Your Changes

Recap:

Edit Your Profile:1. After logging in you will be redirected to the

Volunteer Center homepage2. Select the My Profile tab below the Welcome box3. Click the Edit My Profile button4. Edit your information and5. Click Save

Add Client

Parts 1 & 2 of Form 641

Reference: Exercise 2 – Volunteer Training Exercises

Click Go to CORE

Pull Down Clients and Click Add Client

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”

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.

Recap:

Add a New Client:1. From the CORE homepage2. Hover over the Clients tab and click Add Client3. 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.

View Client Information and Create Mentoring Session

Reference: Exercise 3 – Volunteer Training Exercises

Part 3 of Form 641

Pull Down Clients and Click Chapter Clients

or Select View All Chapter Clients

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

name2) Click Search

(‘Inactive’ Status =No session for 1+

years)

HINT: Select ‘All’ to find inactive &

active clients.

Able, Johnson

Create Mentoring Session

Butler, J.B.

Augusto, Luis

Able, Johnson johnsonable2009@gmail.comPhone: 5553693515

agurtol@gmail.comPhone: 5551112222

jaybutler@yahoo.comPhone: 5552112222

Edit/View the 641

Part 1 & 2Add new

session notes for Part 3 of the

641

View all Session Notes

NOTE: The clients are ‘sample clients”

Create Mentoring Session

This is Part 3 of the Form 641.Fields with* are required.

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

Create Mentoring Session

Set a reminder regarding this client here.

Add up to 4 additional co-mentors and report their hours individually.

New

Feature

Create Mentoring Session

Don’t forget to click “Save” at the bottom of the page.

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

selectingTraining for

the event type

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 Search2. 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

Email Option for Session Notes

Butler, J.B.

Augusto, Luis

Able, Johnson johnsonable2009@gmail.comPhone: 5553693515

agurtol@gmail.comPhone: 5551112222

jaybutler@yahoo.comPhone: 5552112222

Select View Session Details

NOTE: The clients are ‘sample clients”

NOTE: This function is available for mentors with scorevolunteer.org email addresses.

Contact help@score.org if you need a scorevolunteer.org email address.

Email Option for Session Notes

View all Session Notes

NOTE: The clients are ‘sample clients”

NOTE: This function is available for mentors with scorevolunteer.org email addresses. Contact help@score.org if you need a scorevolunteer.org email address.

Send an email & Save as a Session

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.

NOTE: This function is available for mentors with scorevolunteer.org email addresses. Contact help@score.org if you need a scorevolunteer.org email address.

Other CORE Functions

Form 5 web-entry is available for volunteers.

TIP: Enter by the 20th of the following month.

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.

Other CORE Functions

Calendar function is available for chapters who would like

clients to schedule appointments from the web.

CORE Practice Environment

URL: www.sandbox.score.org

• Use your own login credentials• Navigate the CORE system• Practice CORE processes (Add clients & sessions)

ResourcesFor 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 Desk Email: help@score.org or Phone SCORE National 800-634-0245

Create Appointmentwithin CORE

(For chapters using CORE’s Scheduling System)Reference: Exercise 4 - Volunteer Training Exercises

To display availability on the web

Appointments already selected by clients are in grey. Available appointments are noted in blue. Click to

navigate to the next month.

Add your availability

Appointment Availability

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

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.

The Client’s View

The Client’s View

Email Sent to Client from SCORE

They can select here to cancel. The mentor(s) will receive an email notification.

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

Recap:

Add an Appointment in CORE:1. Select Manage Calendar from the CORE homepage2. Select Add an Appointment3. 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.

Recap: Agenda

Key functions in CORE learned:

Login Edit Your Profile Add Client Create Mentoring Session (optional for some chapters) Schedule an Appointment within CORE

ResourcesFor 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 Desk Email: help@score.org or Phone SCORE National 800-634-0245