>> justine murray: [inaudible] oh. good morning. [laughs] let me start first with whowe are [beep] that are on the call. i'm justine [beep] murray,and i'm with project path and have been working withe. grant's coaching team. on the call today for the [inaudible] coachingteam is lolly wanaca [assumed spelling] and liz moore. so you'll hear from all ofus throughout the day. also on the call is, is annie hedrick,who has been our contact at cnts.
she was tasked by americorp seedingnational to be the one to help work with us, to help us figure out how the systemworks and also help us develop materials and a training plan that wehope are going to [beep], the intention is to help you make the transitioninto this, into my americorp with ease. amy is driving today so she's joining the callon just, on, on audio and is not part of webex, but as she said, she's, she's there, and she'llpitch in with her great comments as we go along. what we want to do today is to giveyou a brief overview and a snapshot of my americorp and what's coming your way. i know that you've gotten a note from cnts[beep] the last little while that is indicating
that the, the launch is anticipated the lastweek in july, and so far, our information is that that's pretty much on target. so let's look at the agenda. here's what we're going to cover today. an overview of the system to kind ofgive you an idea of, of the system and what's happening in my americorp. then we'll spend some time looking at userroles and particularly related to questions that you might want to [beep] consideras you get ready for the launch. and then some screen shots, shots, and we'llcertainly end with resources in training
and what's going to be available for you[beep] as you go through this process. ok. any questions about the time,and let me just do a recheck. is there anybody on the call that'sbeen unable to get onto webex? [ pause ] >> justine murray: ok. great. >> anne king: i hope, thisis anne king from city year. i, i am unable, but it's because i can'tseem to figure out where, where the link is? what, what i start with?
>> justine murray: oh. ok. anne, can you, what is your e-mailaddress, and we'll send you that link. >> anne king: at, you know what. i've got a co-worker comingover and straightening me out. so carry on there. [laughter] perfect. if you have trouble, let me know. anybody else having difficulty with webex? ok. good. let's then proceed with [inaudible].
lolly. >> lolly wanaca: [computer sound]can everyone hear me ok this morning? >> sure. >> justine murray: you're a little light. >> lolly wanaca: oh, ok. i'll be sure to speak up. >> lolly wanaca: i went toa rock concert last night so my ears are [laughter] a little off kilter. i can't even hear myself right now.
basically, what we're going, goingto talk about here is to take a look at what already exists inmy americorp right now. the features and functions and who they're for,and then what is going to be added at the end, end of july on to the system that's alreadyin, in production and, and, and working. the original phase of my americorp was, wasreally geared solely toward [inaudible] members where they could come online, createtheir profile, and reach their 1099 form, the [inaudible] forebearers wasthere, and they could access the on, online [cough] pay, payment system. they could also search andview some project descriptions
and so forth and access customer service. with, with a second phase that wasa, a bit of time after phase one, it was for both corrections and staff. so the red team could createservice opportunities listing and apple can complete a fullcontact information and profile and also [beep] the u applicationsand approve and so forth. so, so that's kind of what'salready out there today right now, and with phase three coming theend of july, really focusing more on member and program management.
very much a lot of the same functionalitythat you have in webers today. you'll basically be able to search for member,access their, their, their information, search for programs, manage these programs tosuch as slot changes and corrections and be able to send invitations to applicants to [stumbling]also complete their enrollment form, excuse me, their portion of the enrollment form,and you'll be able to manage that process from when a member enrolls and their,their status throughout the program and eventually their, their accept. so if we look at the next line here. we'll sort of see what this lookslike together as, as one piece.
we have a single red arrow, butessentially, what's going on between the - >> sorry. >> lolly wanaca: lot of workflow, routing, and approval. the, the story with those [crosstalk] somethinglike this, the, the applicant and member or member would register on my, my americorp. they fill out a short registration profile,and then they can search and apply for service. they, they have the, theability to [crosstalk] - >> oh. >> lolly wanaca: submit a lot offorms that are related to service.
they can accept or reject those serviceopportunity listings, and ultimately, they can enroll, pending approval, of course. they'll serve. they'll complete their survey. they'll, excuse me, they'llcomplete their service and take a short member satisfaction survey. they initiate their, their exit, and ifeligible, they'll receive their award. they also at that point becomeeligible for a, alumni services. so they're, they're officiallyflagged an alumni.
the system already supports sending awardpayments to lenders and [beep] [inaudible] and letters showing past service. on the, on the program staff side,granting-subgranting side, what, what you'll see is this is the roll thatreally works closely with, with member records. once, once you're registered, andyou have the appropriate role, and a big part of today's presentationis to talk about what those roles are and how to get the appropriate role, onceyou have that role, you'll be able to enroll and place members [cough] in, including the, theassignment of a member to a service location, which we'll also talk about today.
and then you'll have basic program o, oversighta, a to z. you'll be able to manage members and transfer in and out and soforth, and on program oversight, you'll work with slot conversions, and you,you also have the ability to access reporting, which is a great way formonitoring your, your programs. and there is a tutorial thatcovers solely reporting. so we'll touch on that in just a little bit too. ok. any questions about, about this part? great. so we're just goingto go right into the roles,
the user roles that are availablein my americorp. liz. >> liz moore: thank you, justine. good morning everyone. we're going to go over someuser roles, but before we do so, can i ask if there are ed award[phonetic] programs on the call? >> yeah. yes. >> liz moore: ok. so i'm going to go over these userroles and then i'll let you know
when the information appliesto ed award programs only. ok. so this morning, we're going to go overa few user roles for the my americorp system. the first one we will go over isthe grantee administrator user role. this is a user role in the e-grant system soyou might be all familiar with it already. it gives full access to myamericorp functionality. so if you're currently a grantee administratorfor your legal applicant organization, you should have full, you will have full accessin my americorp functionality when it rolls out. ok. so, i'm going to actually talk aboutthe information that applies really to national programs at this point.
this role really only applies to the nationallegal applicant organization unless an operating site has or has had a state subgrantthrough another program or another program, another program type includingsenior corp and learning curve. ok. if that's the case, thenthese operating sites have to be linked to the parent organization. and you should contact your program officerand guidance on that as each program is unique. and now - >> leslie wilcox: could i ask a question? >> liz moore: yes.
sure. >> leslie wilcox: this isleslie wilcox from corp network. >> liz moore: hi, leslie. >> leslie wilcox: and i was sick the day you hadthe ed award call, but we have, the ed award, a large national ed awards program and thenwe have a couple of other national directs, and so am i going to have to enter all,like, 150 plus webers, current webers users into the system, or will they [inaudible]? >> liz moore: they will have tocreate their own e-grants accounts, and then you will assign [crosstalk]
>> leslie wilcox: they doit, and i don't have to - >> liz moore: correct. but, you, you will be the one toassign the user roles for them. >> leslie wilcox: right. ok. great. thank you. >> liz moore: yeah, so it's, it's thesame as creating an e-grants account because e-grants is the gateway,gateway to my americorp. they would have to follow theinstructions to create their own account.
>> before we move on, so leslie, there is atutorial that's already available on that, and you said follow it closely to make surethat your sites are using a correct ein and [throat clearing] the correct spelling of the organization name, oryou'll have trouble later on. >> and they will have to, all of our grantsare listed in the same place that e-grants so is there something special,each different grant has to have or [crosstalk] that everything? >> liz moore: it's a new user. so if they don't already haveaccounts, then it'll be pretty smooth,
but you want to make sure thatthey're using yar [phonetic] ein, not their own organization's ein. >> right. >> liz moore: so just make sureyou're following the tutorial. >> yeah. >> justine murray: it's prettyclear in that tutorial. >> that's the one that wase-mailed out yesterday. >> justine murray: no, we'll, we'll get to that. we'll, we'll tell you where there'sall, where all of the tutorials are.
so thanks for hanging in there with us. >> liz moore: any other questions? ok. so, now this informationapplies to all programs. this user role has access to all grants,operating sites, and service locations of the national legal applicant organization. now, we're, we're going togo over operating sites and service locations for eat's momentarily. can, this role can approve all requests. and it does manage organizationalinformation as well as assigning
and deactivating user roles and accounts. great. ok. so let's move on to the next slidethat i'm actually going to present it in a different format by sharingthe powerpoint application with you. i have a little flow chart thati wanted to show you as a visual. so your screen should change atthis point, and you'll be able to see the my americorp userrole for access flow chart. please let me know if you cannot see it. >> i just have a little box.
is that [inaudible]? >> liz moore: it's supposed to saygrantee admin must assign a user role. >> yes. [crosstalk] yeah. then, then you're, you'reseeing the correct thing. ok. so as i mentioned, this person is in charge of assigning user roles anddeactivating accounts. so this role would need to assignone of the my americorp user roles, which is grantee administra, grantee recruiter,pardon me, and grantee member management.
the grantee recruiter is in charge of mostrecruitment functions with the exception of enrollment for all the grants tothe legal applicant organization. the grantee member management will be ableto manage program and member information. however, this role needs an additionallevel of access, and access is defined as prime operating site and service location. so i'd like to go over thetwo user roles quickly again, and then we'll define the access levels. as i, as i mentioned, thegrantee recruiter is in charge of most recruitment functions including caservice listings and processing applications
with the exception of enrollment,which is a member management function. >> can i ask a quick question? >> say, is there, so the granteerecruiter cannot do enrollment with, could they have dual access? >> liz moore: they can, yes. >> so, have both. so you don't have to - >> for the other. ok. thanks.
>> liz moore: alright. alright. thank you. ok. the grantee member managementmanages programs and member information including enrollment. they can also exit members, manage change ofstatus for them as well as manage their slots. ok. so let's go onto deciding the access level. ok. so we're looking at the screen diagram,and we're actually going to be starting from the bottom and work ourway up to the prime level. so before i do so, i wanted to mentionfor, for the education award programs,
the prime actually refers to the grants,the legal applicant organization. the term "service location and operating site"are new, and these programs will have to create at least one operating site in orderto enroll and manage their members. creating a service location isrecommended but not required. these programs will still be able tomanage their sites at a central location, but they don't have to assignusers to the operating site, but they must have an operating sitein order to manage their members. >> liz moore: any questions on that? so let's now move to designingthe perfect location.
the service location you can think of it asan exact location, exact physical location where a member serves, or you can think of itas access level as with all three of these. they have the capability to createforms, but they cannot approve them. they also will not be able to manage slots. >> amy: so, so access level,but also authority level. >> liz moore: thank you, amy. >> liz moore: and the operating site refersto a subsite for the national program. and finally the prime refers toa grant to the national program. a user-role assignment doesn't have tonecessarily align with the staff position.
as amy mentioned, these are, you canthink of it as authority level as well. >> liz moore: any questions? >> does the operating site have approval? yes. they, they will, and operating site and,and prime will have approval capabilities. >> so if, if i don't want any of mysubsites or sub grantees, whichever, to be able to approve any form, i still have tocreate an operating site and then a level down - >> other than? and then you can assign to themto the service location level. >> ok. thanks.
and then, just another thing to note, also, isthat at the national program level, or the nat, national parents organization, you can assignto a user one specific grant, or you know, a couple of, of grants to manage, and theywill have access to those grants as well as the operating sites and servicelocations associated with those grants. those will automatically beadded to their profile as well. so even though a user should only be assignedone level of access, as you can tell, they can potentially have multiple levels ofaccess depending on what level you [inaudible]. >> [inaudible] you said, you said that the primeand the operating site have approval level. do all three of these levels do?
>> liz moore: no. >> do they not? >> liz moore: the service, theservice location level does not. >> ok. it's the one that cannot approve. you're welcome. >> justine murray: and again, i know thishas been said, but just to reiterate you can, you don't have to think aboutthe level of access as a place. you can think about it as a level of authority. so somebody working in your officeat the national parent organization,
you can assign the servicelocation level of access if you want them only to be inputting the data. ok. are there any other questionsabout levels of access and roles? so let's move on to the next slide. i wanted to share with you a screenshot of the grantees' use of roles map. this is an excel spreadsheet that is availableright now on the resource center website, and it's a pretty lengthy sheet so ijust captured a, a screen shoot of it. it's a quick reference if you ever want to goin and just look at what each user role can or cannot do in, in my, in my americorp.
>> justine murray: great. questions? super. now we'll come back to,yeah, some important considerations. some things for you to think aboutbetween now and, and the launch. the first thing that we want to make clear is that my americorps does not includecomprehensive compliance checks. so you as the grantee will need to setyour own policies about system's use, and also develop systems for how you'regoing to monitor the usage for compliance. for any compliance questions,please contact your program officer.
[inaudible] meetings will focus onthe functionality of the system rather than grant requirements or program policy. amy, do you want to add anything here? >> amy: yeah. i just want to make it a little bit moreconcrete the kinds of approval rights that people with the prime and operatingsite will have now in, in my americorps. and, and some of the, some of theincrease kind of authority and system that programs will have in general. one, you're going to be ableto approve slot corrections,
slot transfers on your ownwithout cnts approval. and because the operating site level andthe prime have the same authority level in the system, that means that you're sitesare going to be able to do that without you, you having, you approving in the system. so i, i just wanted to point that out. also, you know, approval of, of enrollmentforms, exit forms, same thing as well as the ability to change themember enrollment period. that's going to be something thatyou're going to be able to do on your own without cnts involvement.
now, in terms of compliance withouthaving comprehensive compliance checks, there are some things in the systemwhere there are compliance checks. for example, the system will allow you to exita member with a full word if they have less than the minimum required number of hours. that's one example of the compliancecheck that is built into the system. another is with slot corrections. the system will allow you to approvea slot correction that doesn't, that, that is either trust neutral or msy neutral. so there are some compliancechecks, but it's not comprehensive.
so it's really important that you're followingthe grammar [phonetic] requirements rather than relying on the system to, youknow, to check your work basically. so keep that in mind, and i,i strongly advise that you, you do develop those businesspractices outside of the system. if you're, if you want your, toretain some sort of authority or approval process outsidethe system for things like enrollment [inaudible]etc. does that make sense? >> justine murray: yeah. questions about that, comments?
>> [inaudible audience response] thanks. so that's sort of the overviewof, of roles and access levels. what we wanted to do now is just give youan idea of what the screens look like, and some things to thinkabout with regard to webers. so, lolly, you're on. >> lolly wanaca: ok. uh, yeah. we're going to breezethrough a few simple screens here, and the first one you have up, andthis may be a, a new term for some, though probably not if you stitch or embroider.
it's called work basket, and a work basket issimply an organized view of your action items. things that are, excuse me,pending your, your approval. it's, it's, it's a way to organize tasksthat simply require your attention. they're grouped by activity such asrecruitment, enrollment, and exit, and it's going to be important to monitorthese work baskets both for approving the, the activity, but if you're also monitoringprograms and want, and o, o, overviewing that, it'll be good to look at,the, the work baskets too. the work baskets do not send oute-mail notifications when you have new, new items in there that, therefore, again, evenmore important to keep a, a close eye on it.
so that's the first one. let's see what we have next. the member search. this is a, a sample of, ofthe member search form. lot of times you're going to gointo the system and just want to quickly find a particular member. quickest way as we point out here isto simply punch in the, the member id. the id is created when the member is enrolled,and it stays with the member the entire time. or if you know quite a bit of informationabout the program and the year and so forth,
you can punch that, that information,or if you only know his name is john, you can just put in john, and you'llcertainly have a longer list of search results to decipher, but lot, lotof options with search here. and, ok. now, we're goingto look at a pending exit. proximately thirty days before themember is due to exit the program, he or she will immediately pop intoyour, your pending exit work basket. and again, it's a some, you'llhave to perform some actions. it'll show you also what the member status ison the exit form because the member does have to complete a portion of the form and also thesurvey, and it'll show whether or not that he
or she has started that, that process. ok. and - >> amy: before you go on, that,[inaudible] it is optional to do that. you could have a number ofcompleted paper process, and then you could completethe exit form on your behalf. >> lolly wanaca: thanks. ok. so now we're looking atthe report in my americorps. basically, to navigate to the reports, you'll be using the main left primarynavigation, and it's under s and n reports.
and there's approximatelya dozen reports in here. some of these reports are going to be superfamiliar if you're used to running reports in webers especially as it relates tothe cycle time for enrollments and exit and the retention [inaudible] retention reportsalong with the slot [inaudible] and tables. there are some, some new, new reports thatrelate to service locations and user roles, and, again, we do have an upcoming tutorial that willactually through each report and talk about the, the, the, the criteria of what'srequired to run the report and also show you what thereport output looks like. also, i have mentioned with, withreporting, it's really flexible in terms
of how, how you want to save the report. for example, if you want to save it in apretty printable format, you have the pdf while if you want to save it in a format where youknow you want it to be set up by another system, you have csv's or excel, which youcan eventually generate an xml file. so there, there are some options in reportingto, to get the information out of the system. >> can reports be in webers now, you can onlydo, like, the whole program, but for example, from retention rate report, if i wanted tosee it for just one of my ed awards subsite, can you i just have a report on that,or is it my entire ed awards program? >> lolly wanaca: yes.
you, you, you can go down. i, i'm pretty sure with, with theretention report, you will be able to fix, fix a particular subsite, though i know i,i, i know with certainty you can isolate it down from grant year to program, but with someof the reports, there's, there's a third level that allows you to report on, on subsite. >> i'd like to add a point here. leslie carter, that it depends on how youshut off the operating site as in your eat. if you only put all your members under oneoperating site, which is the minimum for an eat, then you're not going to be ableto drill down on your report.
so i need to have them allin separate operating sites. >> if, if you plant to, if you would liketo have reports that separate it out, yes. >> lolly wanaca: good. >> justine murray: great question. >> lolly wanaca: other questions that, thathave been raised in looking at this information? well, let's look at what you might want to think about in preparing for thelaunch regarding webers. >> lolly wanaca: webers work. basically most folks know that,that, that there is a connection
between webers and the corporation system. we, we do transmit data, and, and wewant to make sure that up to the point when the portal goes lives, andwebers comes, comes off line, all that valid informationis, is being transferred. the information that will not betransferred is the stuff that is, is sitting in your unapproved pend, pendingapproval documents, and you'll see a link, once you log, log into webers, you'll see alink that'll give, give you your document count and also with a click willtake, take you to those docs. the most important things to, to processduring, during this, this short time we have is
to stay really on top of the enrollments, theexits, the change of status or term as that, that, again, is the data that won't transfer. cnts is going to be sending out a bit moreinfo on deadlines concerning when to do things in webers, when to stop and so forth, and theother important thing for you guys to know is that webers will be available in aread only mode after, after the launch. so if you need to go back or want to go backto webers and look at, look at your data or the information, you will beable to for a period of time. >> i'd like, like to say that right now,we don't know how long it will be available in a read only status, butwe'll be letting you know.
it won't be in, into the indefinite future. it will be for a limited period of time. >> justine murray: right. ok. questions, comments? ok. let's move along now to theresources that are able and what's coming. as i start this part, i wouldlike to, to say that there, we're looking at [inaudible]resources in two different modalities. one is the tutorial modality, andthe other is the webex modality. the tutorials are going to beposted on the resource center.
they're, of course, they're for you and your,and anybody working with you that you want to have this information to go and pull down. we're, they're set up in a way that you'llbe able to identify pretty clearly the area that you want to look at within the tutorial so that you don't have togo through the whole thing. for example, if you, if you have anyspecific question about member enrollment, you'll go to that tutorial, and you'll be ableto find pretty clearly where you want to go and where you're going to get that information. the webinars will also bescheduled around the same topics.
they will cover this information and willallow you the opportunity to ask questions and to have some time in sort of indivi, ornot individual time but some time with a coach. so currently, on the websiteis the general overview, a tutorial general overview of my americorps. there's also a tutorial on how to create and manage an e-grant accountthat was mentioned earlier. this would a great time to start. if you have people that you know you're goingto want to have [stumbling] you want them to have access to the system, they will needan e-grant account, and this is a great time
to have them begin settingup their account so that when the system is launched,they're ready to go. there will also be a tutorialon user roles and management that we hope will be posted early next week. and as liz said, the user roles map is alreadyon the website, and you can pull that down now. now, one month prior to launch, so if the launchis the last week in july, then the last week in june, our registrationsystem is going to go live. you'll hear about that. that will be accessed, again,through the resource center.
and you'll be able to registerfor the webinars at that point. the webinar schedule will start two weeks priorto the launch and that, we'll have two weeks of webinars on user roles in management. we strongly recommend that you and anybody, anyof your staff that you would like to be involved in my americorps attends that webinar,and we suggest that you attend it together so that you all hear the same stuff, andthen you immediately afterwards can talk about how you're, how you're going to setit up so that you can manage your program. >> christine: christine, i'd liketo add here, you know, normally, we provide training onlyto our, our direct grantee.
in the case of a portal, in the case of myamericorps, it's, it's completely appropriate for you to invite your, your subs, youroperating site staff, your, the, the, the people who, who you work withat the lower levels of your grants. [inaudible] these webinars. thanks. and then after launch andfor about two and a half weeks, there will be webinars available on member[inaudible] program management and recruitment and enrollment, and all of those will also betutorials that are posted on the website as, as will the one on reportingthat lolly mentioned. ok. so let's look at what you want todo now, between now and the launch.
again, discuss and, and think through theuser role assignments, and how you're going to manage user roles to effectivelymanage your program. as lolly said, make sure that any memberactivity in your webers account is approved so that that can go forward into my americorps. the other thing you might want to thinkabout is checking to make sure that all of your current systems is, ifyou're currently, you, for example, if you're currently using webers forany timekeeping or financial recording, make sure that the replacementfor those systems are in place because those will not be available,as you know, in my americorps.
again, if you have questions forcompliance related to the system, please contact your program officers. if you have questions about the functionalityof the system, check out the web page on the resource center, andi think we have that. yes, we do. >> yes, it is. >> justine murray: perfect. >> this is the main pagefor my americorps resources. this page will give you basic informationas well as the contact information,
and if you would like additional informationsuch as the webinar calendar and tutorials, just go to the logo on topof americorps national. click onto that, and you'll get to thein, interior page for national programs. and again, you'll see the webinarcalendar and the list of tutorials. as sophie mentioned, the overview how to createa management e-grants account are, those are up. [inaudible] and the [inaudible] as well. >> justine murray: and the powerpoints from this session will also beposted on the resource center. so for, again, additional help and support, theresource center, and then there's our number,
and if you need help on thefunctionality of the system. questions or comments? well, before you sign off, we'd reallyappreciate it if you would take a minute and fill out the evaluation sothat we can continue to improve as we provide these webinarsas we're coming along. >> once the, alright. >> justine murray: go ahead. >> once you click the next, theform will automatically reset and record people who are sharing a computer.
if you're just using your own computer,then go ahead and just [inaudible]. thank you very much. >> anne king: hello. is anybody still on? anne king from city year. may i, may i backpedal. i'm, i'm terribly sorry. i couldn't interpret at some point. i wanted to ask if, you, yousaid that programs will be able
to exit members on their behalf on the system. will that require them have, havingcompleted the survey, or, you know, is that an absolute requirement beforethey will be allowed to be exited? >> justine murray: the, thesurvey, as i understand it, is what's covered on their exit form. >> anne king: ok. ok. which it, which it standardly has been. there is a bit of a survey, ok. so it's part and parcel of the exit process,and if they've done it on paper version,
we would just transfer the information. >> justine murray: that's exactly right. thank you so much. >> and, and, and please be sure thatyou receive any kind of paper forms. so if you're using that as thebasis of the certification. >> justine murray: are there other questionsthat people had that they couldn't get asked? alright. well, thank you all very much. i hope you, i hope you all move into greatweekends, and if you're coming to san francisco, the weather's here is looking really good.
so, we hope you have a great timeif you're coming to the conference. >> thank you. >> bye [ clicking, no audio ]
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