Using VA Network ID and Password In some cases, a user may sign-in with their VA Network Username and Password. This is only to be utilized when a PIV exemption is required. User must call VA Help Desk and request this exemption for this option to be utilized On the VA Single Sign-On Screen, click the View Other Sign-On Options link to display the VA Single Sign-On box. Figure 10 – Signing In Using VA Network ID and Password Click Sign in with VA Network ID. Figure 11 – Signing In with VA Network ID The VA Single Sign-On box displays text fields to enter your VA Network ID and Password. Click Sign-In. Figure 12 - Enter VA Network ID and Password The system will verify the user and be redirected to the Select/Change Facility Screen or the VSS Home Page. Windows Authentication On the VA Single Sign-On Screen, click the View Other Sign-On Options link to display the VA Single Sign-On box. Figure 13 - Signing In with Windows Authentication Click Sign in with Windows Authentication. Figure 14 – Selecting the Signing In with Windows Authentication Option The system will verify the user and be redirected to the Select/Change Facility Screen or the VSS Home Page. Select/Change Facility If a user is authorized to work at multiple facilities and the user has not yet selected a default facility, the Select/Change Facility Screen displays after login. This screen displays a list of
Figure 43 - Organizations Listed in the Search for Organization Box The Facility and Type filter defaults to All until a selection is made. Once the organization is found, select the Name Link to assign the organization to the volunteer. The organization information automatically populates on the Volunteer’s Profile Screen. The filter can also be set to Inactive or All if the volunteer has been identified with those types. Users may delete an Organization only if the volunteer has not logged time. Otherwise it is set to inactive. Setting the filter to Inactive or All displays any existing inactive organizations that the volunteer has currently. Emergency Contact The Emergency Contact is the volunteer’s family contact information used in case of emergency. Name – includes First, Middle, Last Name and Name Suffix. Relationship Phone Alternate Phone Figure 44 - Emergency Contact Screen Facility Management Administrative functions such as establishing the number of meals allowed and terminating a user. Meal Eligible - Indicates the number of meals allowed and additional remarks. LEIE Exclusion Date - LEIE False Positive - Terminate button – Click to expand the Termination fields. Terminate Date – Select the Calendar icon or enter the date to determine the termination date and enter a Termination remark (required). Terminate with Cause – Select the checkbox and enter a Termination remark (required). Clear the Termination date if Terminate with Cause checkbox is selected. The volunteer must be reactivated by a Facility Administrator or National Administrator role. Facility users and Specialists cannot reactivate Volunteers “Terminated with Cause.” Figure 45 - Facility Management Section
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 user can click the hyperlink to view if the volunteer has active time entries on the Time Entry Screen. 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 – The dropdown lists all eligible awards and hours the volunteer can receive. Last Award Date – Date of the last award hour the volunteer received. Last Date Volunteered – The date the user volunteered last. Figure 46 - Hours & Awards Add an Award Volunteers can be awarded based on the numbers of volunteer hours they achieved. Awards are given to adults and youth. Select an award from the Last Award dropdown. If an award is not listed, navigate to the Maintenance Menu and select Manage Award Codes to add a new one. Click the Calendar icon and select the date or enter the date in the Last Award Date field. Figure 47 - Hours & Awards Section with the Last Award and Date Defined. 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. Figure 48 - Parking Stickers Section Add Parking Sticker Select Add to display the Parking Sticker Details box. Define the following: Select the facility from the dropdown list (required).
Facility users will not see the option to toggle nationally/facility only. This report combines the current VSS reports: New Volunteers, Sign-In Code List, Telephone List, Terminated Volunteers, and Alphabetical Volunteers, as well as provide additional columns and reporting formats in an adhoc manner. From the Volunteer Menu, select Volunteer Demographics to display the Volunteer Demographics Screen. Figure 55 - Volunteer Demographics Menu Option The Volunteer Demographics List is customizable and displays the following columns by default. Name – The Last Name, First Name, Middle Name or Suffix. Click the name link to view the Edit Volunteer Profile. Date of Birth Age Gender Identifying Code Entry Date - Filterable by Month and/or Year. Full Address – Includes the Street Address, City, State, and ZIP Code. Full Contact – Includes the Email and Phone Numbers. Active Assignments – Lists which facilities the user has access to. Last Volunteer Date To customize and add more columns in the list, click the Customize link. Current Status - Select which set of volunteers to view by the following statuses: Active Inactive Terminated Terminated With Cause National Roles Only. Volunteers from the current logged in facility will display, or select the Nationally radio button to include all facilities. The Add/Remove Columns includes all the options that can display in the Volunteer Demographics List. Several options are available to select. Show Custom Restrictions – Expand this link to customize dates. The options are: Last Volunteered Date – Select whether all, those who have volunteered, or those who haven’t volunteered dates display. Status Date – Select whether the date from this fiscal year, the last two fiscal years, before, after, or between displays. Click the Search button to include customized changes. The Presets dropdown are common report formats to view volunteer demographics. Options are: Alphabetically
Search text field available General Post Fund Date – Click the date link to view the expenditure details. Amount Vendor Quantity Purchase Requester - Click the name link to send the purchaser an email. Transaction # Purchase order Donations Action – Click the delete icon to delete the General Post Fund. Figure 120 – Expenditure List Existing Adjustment Records The Adjustment List enables users to view all adjustments that have been posted. From the Expenditures Menu, select Existing Adjustment Records to display the Adjustment List. The Adjustment List displays the following: Start Date and End Date - Click the Calendar icons or enter the Start and End Dates. Start Date defaults to the previous 3 months. General Post Fund – All General Post Funds display in the list (Default is any). Select any GPF to view individually. Submit and Cancel Excel, PDF, and Print - Enables a user to export and print the ledger adjustment list. Search text field available General Post Fund Date – Click the date link to view the General Post Fund details. Amount Justification Requester – Click the name link to send an email to the requester. Actions – Click the Delete icon to delete the General Post Fund. Figure 121 - Adjustment List Screen
form. From the Reports Menu dropdown list, select Donations > Grand Total of Donations to display the Specify Parameters for the Grand Total of Donations Report box displays Define the following: Type: Report format (required) Summary – Allows user to generate a Summary Report. Detailed – Allows user to generate a Detail report followed by a Summary Page. Filter Report By: Facility – Allows user to select one or more facilities. Includes all donations recorded for the selected facility(s). State – Allows user to select one or more states. Includes all donations recorded for all facilities whose addresses are in the selected state(s). VISN – Allows user to select one or more VISNs. Includes all donations recorded for all stations that are in the selected VISN(s) (required). Date Range: Begin Date - Report includes Donations with donation date greater than or equal to this date (required). End Date - Report includes Donations with donation date less than or equal to this date (required). Show Params - Select the Yes or No Radio Button to show parameters. Select Facilities: Select one or more Facilities checkbox from the Select Facilities dropdown Donor Type Individual Organization & Individual Other Groups & Individual Organization Other Groups Anonymous Donor Type - *Required: Yes if Legacy Donor Type not selected Activity Cash Check Credit Card E-Donation Item GPF (Only available if a single facility is selected) Reference (Only available if a single facility is selected) Click Submit to display the Grand Total of Donations report. Depending on the report type, the report name displays as either Grand Total of Donation – Detail or Grand Total of Donations – Summary. The report header displays at the top of each page; however, the VAVS logo only displays on the first page.
Reports>Volunteer Address Labels. The Specify Parameters for the Volunteer Address Labels Report box displays. Define the following: Report Parameters Filter by: Age Birth Month Organizations Services Selected Volunteers All Volunteers All VAVS Representatives ZIP Code Facility - The user is able to filter the report based on a list of Facilities. Filter – Enter keywords to further a search. Age Range (Filter selected) Range - From a specific age to a specific age Birth Month (Filter selected) Select a month from the dropdown list. Organizations (Filter selected) Click the checkbox beside the organization name. Click Check all to select all organizations. Uncheck all removes the selections. Filter – Enter keywords to further a search. Services (Filter selected) Click the checkbox beside the service name. Click Check all to select all services. Uncheck all removes the selections. Filter – Enter keywords to further a search. Selected Volunteers (Filter selected) Click the checkbox beside the Volunteer’s name. Click Check all to select all volunteers. Uncheck all removes the selections. Filter – Enter keywords to further a search. ZIP Code (Filter selected)
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 SMEs Edmund (Fred) Lesinski Voluntary Services Yvette Cintron Voluntary Services Ensures that the enhancements account for current business processes and existing software capabilities.