volunteer or search for the donor record established for this volunteer.” Add New Volunteer “Please search for an existing volunteer before adding a new one.” Organization Detail “The organization was created successfully.” Remove National Official “Record Deleted" Error Message/Attention “Attention, Please correct the following errors.” Add New Donation “Please search for an existing donor before adding a new one.” Search for Donor “Sorry, no donors were found that matched the specified criteria.” Create Donor “Are you sure you want to remove the volunteer link from this donor?” Edit Donor “The donor was created successfully.” Create Donor “Your search exceeded the maximum results. Please enter additional search criteria.” Reports “Please enter a value for parameter, Organization, Sort By, Type or Email Option.” Organization Donor Type “Organization is linked to another donor. Please select a different organization or search for the donor record established for this organization.” Daily Meal Tickets “Sorry, no meal ticket found that matched the specified criteria.” Logging On Users can access VSS using a web browser via single sign-on capabilities. Single Sign-On Internal (SSOi) is an authentication service provided by Identity Access Management (IAM) and designated for operations-based applications such as VSS. This service provides an extra layer of security when accessing the application, while reducing time associated with multiple logon/logoff activities. A PIV card is required, unless an exception to use VA User Credentials is allowed. Upon successful login, the user is directed to the Select/Change Facility Screen or to the VSS Web Home Page. If a user is assigned to multiple facilities and has not yet selected a default facility, the user must select the appropriate facility before proceeding. Refer to Select/Change Facility section for additional information. If a user is only assigned to one facility, the VSS Web Home Page displays for that facility. Once a user has selected the default facility, the VSS Web Home Page displays it. The system then uses this Facility in all subsequent functions. SSOi with PIV Ensure your PIV card is inserted in the card reader. Using the web browser, access VSS through URL: https://vaww.vss.med.va.gov/ The VA Single Sign-On Screen displays. Click Sign In with VA PIV Card. If the VA Single Sign-On Screen is not displaying using Internet Explorer, ensure
selected. The volunteer must be reactivated by a Facility Administrator or National Administrator role. Facility users and Specialists cannot reactivate Volunteers “Terminated with Cause.” Hours & Awards Prior Year Hours – All logged time prior to current Fiscal Year (FY). Current Year Hours – All logged time in the current FY. The hyperlink enables if the volunteer has active time entries and in active status. Total Hours – Total hours the volunteer is credited. Includes adjusted hours. Adjusted Hours - Net of adjusted hours for this volunteer. Field is hidden if value is zero. Last Award – Last award hours the volunteer received. Last Award Date – Date of the last award hour the volunteer received. Last Date Volunteered – The date the user volunteered last. Figure 34: Hours & Awards Parking Stickers The volunteers may have stickers in multiple facilities, but the user can only manage the stickers for the currently logged in facility. Facility – Facility name and number. Sticker – The associated parking sticker number assigned to the volunteer. License – License plate number of the volunteer’s vehicle. Action - Edit or Delete icon. Add Button – Enables the user to add a parking sticker. Add Parking Sticker Select Add to display the Parking Sticker Details box. Define the following: Select the facility from the dropdown list (required). Sticker Number (required) Select the State. License Plate number. Click Submit or Cancel. The Parking Sticker information automatically populates on the Volunteers Profile Screen. Locate an Existing Volunteer before adding a new one
Note: Test is the Volunteer Name used in the Search criteria for this example. The same search fields exist, define the search criteria and click Search. Name Scope (National) Email Identifying Code Include Inactive Volunteers Date of Birth Search button The next Figure is an example showing the Search results for the existing volunteer (Test/ Volunteer). If no information returns from the search, a message displays, “Sorry, no volunteers were found that matched the specified criteria.” Refer to the next Figure for an example. The next screen is Add New Volunteer. Uniforms The User only manages Uniforms that are associated to their facilities. Facility - Facility name and number Size – Indicates the size of the uniform. Sizes range from S to XXX Large. Number – The number of uniforms assigned to the volunteer. Action – Edit or Delete icon. Add button – Enables user to add a uniform. Add Uniform Select Add to display the Uniform Details Screen. Define the following: Select the facility from the dropdown list (required). Select the size of the uniform. Options are: Small, Medium, Large, X Large, XX Large, and XXX Large. Select number of uniforms needed. Click Submit or Cancel.
On the Daily Meal Tickets Screen, enter the volunteer name (i.e., Last Name, First Name, Middle Name or Suffix) and click Search to display the Search for the Volunteer box. Enter the search criteria and click Search to display the search results. If a volunteer is located, click the volunteer name link. The volunteer added manually to receive a meal ticket displays on the Daily Meal Tickets list. Data Fields and Performing Tasks Print Selected button Excel, PDF, and Print enables a user to export and print the meal ticket list. Volunteer Name (i.e., Last Name, First Name, Middle Name or Suffix) Occasional Volunteer Name: Name of the Occasional Volunteer added through the Add button. Meal Ticket ID: Unique ID for the Meal ticket. Printed: Date and Time the meal ticket was originally requested for print (Filterable). Reprinted: Yes, the meal ticket was re-requested for print. No, the meal ticket was not requested for reprint (Filterable). Action – Click the Delete icon to remove the meal ticket selection. Print Meal Ticket The printing of the daily Meal Ticket is available from Voluntary Service and can be used as payment for each volunteer’s meal. Click the volunteer name check box in the Meal Ticket List. Or, click the Select All link to select all volunteers in the list. Click the Print Selected button. The meal ticket and the Print box displays. Click Print. Each Meal Ticket is for the current date only. Each Meal Ticket displays the following information: VAVS Logo Volunteer Meal Ticket Facility Name Volunteer Name Valid Only on this Date: [Today’s Date] in mm/dd/yyyy format
Add Anonymous Donation Screen From the Donations Menu, select Add Anonymous Donation to display the Create Donation Screen. The Donor Type displays as Anonymous on the Create Donation Screen. In the Donation panel, establishing the following: Facility - current working facility is displayed in Read Only format. Donation ID - Auto-generated by the system Donation Date – Click the Calendar icon or enter the date. Must be within current fiscal year (required). Donation Type – Select the donation type from the dropdown (required). Options are: Activity, Cash, Check, Credit Card, E-Donation, and Item. Check Number displays when Check is selected (required). Check Date displays when Check is selected (required). Card Type displays when Credit Card is selected. Options are: American Express, Master Card, Visa, and Discover (required). Confirmation Number displays when Credit Card is selected. E-Pay Training Number displays when E-Donation is selected (required). General Post Fund – Select the account number defined for the working facility to apply the donation against. Defaults to none if Donation Type is Activity or Item. Donation Amount (Required) Field Service Receipt - Receipt number from Fiscal Service once a donation has been submitted and recorded. Only displays when Donation Type is Cash, Check, or Credit Card. ACK Date - Automatically populated when donation document is printed, can manually be entered. Reference - Used for categorizing donations, such as division ID or sub-accounts. Dropdown list of References defined are for the working facility. Letter Salutation - The greeting used in the Thank You Letter (required). Designation - Purpose or intended recipient of the donation. Affiliation - Organization to receive credit for the donation. Only available for Donor = Individual. Add Affiliation - Searches for Organizations. If found, click on the Organization Name Link to add to the Donation Panel. Delete Affiliation - Removes the Affiliation. Donation Description - This description is used when formulating the receipt and ACK. Additional Information - Area to add information related to the donation. The fields in the In Memory Of Panel are available for all monetary donation types, expect for Activity or Item. Define the following:
I - Item Donation Value: [the Amount on the donation] Reference: [the Reference on the donation] Description: [the Description on the donation] The report is sorted alphabetically by Donor Name. The Summary report follows the Detail Report for each facility. Report Footer The report run date and time is printed at the bottom of each page. The page X of X is printed at the bottom of each page. Report – No Data If there is no data for the parameters entered, the report header displays, followed by a “No Records Returned for this Date Range.” Click Edit Parameters to run another report for a specific date. Click Print to print the report Administration Reports From the Reports Menu dropdown list, select Administration. The following options are three options, Address Label Reports, Voluntary Service Directory and National Officials Listings. Address Labels Report From the Reports Menu dropdown list, select Administration> Address Labels Report. A secondary menu has the following options: Volunteer Address Labels Voluntary Service Directory Label National Official Labels Address Label Reports are designed to support Avery 5160 compatible label sheets. Volunteer Address Labels The Volunteer Address Label Screen displays address labels for volunteers with specific parameters. The report is restricted to the user’s assigned Facility (s) and allows the user to print reports. Also, Volunteer Address Labels Screen allows the user to print address labels for mailings to volunteers associated with a selected station.
Endorser Lisa Thomas Chief of Staff, Undersecretary for Health Endorsed this request. Provides strategic direction to the program; elicits executive support and funding; and monitors the progress and timelines. Business Owner/Program Office Sabrina C. Clark Director, VAVS Office Provides final approval of BRD with sign-off authority. Provides strategic direction to the program; elicits executive support and funding; and monitors the progress and timelines. Business Subject Matter Expert (SME) Virginia Hoover Voluntary Service Specialist VACO, Washington, DC Provides background on current system and processes. Describes features of current system, including known problems; and identifies features of enhancements. Technical SME Richard LeBlanc Project Manager, VistA Migration Provides technical background information about the current software and requested enhancements. User SME’s Edmund (Fred) Lesinski Voluntary Services Yvette Cintron Voluntary Services Ensures that the enhancements account for current business processes and existing software capabilities.