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Volunteer Management Information System (VMIS)

Site and Personnel Records What information is recorded and why is it important? Gary Blauth, NJ ADS gary.blauth@gmail.com 973-743-7737. Volunteer Management Information System (VMIS). VMIS is the AARP Database It is a repository for site and volunteer information

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Volunteer Management Information System (VMIS)

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  1. Site and Personnel RecordsWhat information is recorded and why is it important?Gary Blauth, NJ ADSgary.blauth@gmail.com973-743-7737

  2. Volunteer Management Information System (VMIS) VMIS is the AARP Database It is a repository for site and volunteer information Administration Specialist (ADS) maintains database ADS provides volunteer / site lists to DCs Site data is available to taxpayers through AARP (web, 800 #) IMPORTANT - keep this up to date by notifying me of any changes !

  3. Volunteers • Data Required • Name • Address, city and zip • Telephone number • Position(s): Client facilitator, Counselor, ERO, etc. • Supervisor • Certification (to be updated in January) • Email address – optional but highly recommended • The database requires a unique email address. If another AARP member/volunteer has used the email address, I will prefix it by “xx.” so that it can be listed in our records • ADS will provide AARP ID# • That way the requester knows the person is in VMIS

  4. Supervisor • Supervisor approves expense report • Volunteer can only have 1 supervisor • If volunteer works at multiple sites, pick 1 LC as supervisor • If volunteer is an instructor, he can report to Training Coordinator (TRC) or DC • Supervisor must be at a level above the volunteer, not equal to theirs (i.e., LC, TRC, DC or SC)

  5. New Volunteers • New volunteers should enter their personal information through the AARP website • I cannot directly enter new volunteers into the database as in past seasons. • Volunteer is added to VMIS when he completes training • As a Counselor if he passes the IRS test / certification • As a Client Facilitator if he does not

  6. SitesSIDN S2405 XXYY • XX has been defined for each district within NJ • YY is site number assigned by ADS • Data required • Name of Site • Address, City and Zip • Contact Information: Who and telephone # • Local Coordinator • Is it open to the public? • Is it handicap accessible? • Does it e-file? EFIN # and ERO name • What days and hours is it open? • Appointments taken?

  7. How Are Changes Made? • Submit changes to ADS by email or paper, not both • All changes should come through DC, not directly from LC • Not necessary to use Site forms or Personnel forms • Do not send new lists – highlight changes • Do not send changes to AARP HQ – it delays and hinders the process • Provide Name and AARP ID or SIDN • Numbers are the easiest and fastest way to look up a site or a volunteer • Names help to insure that we have the correct person or site • Understanding the process helps everyone and saves having to correct mistakes

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