Material Ordering Training

1. Material Ordering Training Fall 2010 AARP Tax Aide

2. Objectives • To give Tax-Aide volunteers one step ordering for all their Material needs • Make it easier and more flexible for volunteers to input materials orders • There are 20,000 orders input per season (Oct-January) • This continues the volunteer Portal strategy to give volunteers one access point for everything they need AARP Tax Aide

3. Highlights • 7x24 access • Easy to navigate forms • Suggested minimum and maximum ordering per material type • Flexible address delivery and instructions • Email confirmation back to the volunteer • Electronic (email) delivery to fulfillment • Estimated order delivery dates • Only available through the Portal • No VMIS records or system administration needed • Available to all volunteers with a “Leader” defined title in VMIS AARP Tax Aide

4. Material Ordering • Although online ordering is recommended for all AARP Tax-Aide approved materials, existing procedures for ordering materials by contacting Fulfillment by phone, email or fax remain available • For the coming season, the online ordering system will include all AARP approved materials, but NOT IRS materials (i.e., training and site forms) which should continue to be ordered through existing local procedures. AARP Tax Aide

5. Getting Started… Log on to https://volunteers.aarp.org If you are a New User and need to register your Profile, click on the “Register Now” link on the Portal homepage. For subsequent visits, you will use the “Registered Already?” link. 5

6. Registration and System Access Click on “New Portal Users Register Here” This screen will appear.

7. Next, you’ll be taken to the “Profile Created” screen confirming your new registration has been accepted. To login to the Portal click “Proceed to Login” now. 7

8. If you’re already registered in the Portal, as you enter the Volunteer homepage, click on the “Already Registered? Login to Portal” link to enter the Portal. Many people who already have access to the Recruitment System will have access to the Portal for Material Ordering. 8

9. From here, enter your Login information and click “Login” to enter the Portal. 9

10. The tools available to you on the Portal are all listed under “My Preferences”. By clicking on “Orders”, you will be able to access the materials ordering form. - Tax-Aide Order Form

11. When placing an order, enter all required information (indicated by a red asterisk), add any additional information, such as special shipping information.

12. Further down on the order form, there are lists of materials to choose from.

13. If any required information is missing, an exclamation point will appear in that field. By clicking on the exclamation point, you can view an explanation of what information is needed in that field.

14. After entering the quantity you need, click “Next” at the bottom of the form.

15. Be sure to review your order and make sure that everything is correct. If you need to make changes, you MUST use the “Edit” button at the bottom of the page. DO NOT use your browser’s “Back” button.

16. When you click “Submit”, the Portal brings up to a new order form. A copy of the order will be sent to your email, but no actual “order confirmation” screen appears. For this reason, we strongly suggest that you use the “Print Order Button” on this page before clicking “Submit”. This will give you a hard copy of your order.

17. This is the screen you will see once you click “Submit” on the Order Form. Note that it provides an estimated delivery date and repopulates your address in preparation for another order. You may also log out or you access other Portal features.

18. You will receive an email confirmation similar to what is shown below after you submit a Materials Order. It lists your shipping information, what material you ordered and the quantity. From: no-reply@aarp.org [no-reply@aarp.org]Sent: Tuesday, October 26, 2010 10:47 AMTo: FulfillmentCc: [Volunteer Name]Subject: AARP Tax-Aide Order FormOrder Details We have received your order. Please allow 10 to 14 days for delivery of the requested materials during the regular ordering season (November through March) and 30 days during off season.[Volunteer Name]600 E StreetWashington, DC 20049 -0000Email: volunteer@emal.comNote: Material with bold quantity exceed suggested thresholdAdministrative MaterialStock # Material QtyE234 Expense Statement (Paper version) 99

19. Extra Help • There will be a copy of this presentation available on the Volunteer Extranet in the near future • Also available on the Extranet (www.aarp.org/tavolunteers): • FAQ’s • Support document with contact numbers and instructions for help • Quickstart Guide • Help is always available if you encounter any systems problems by either emailing helpdesk@aarp.org or by calling 1-888-925-2002 or contacting you Senior Volunteer Technician • For other requests, problems, questions or concerns, or if you feel that the assistance provided by the Help Desk was not satisfactory, please utilize the direct line to the National staff support by emailing to taxaide@aarp.org AARP Tax Aide