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Powered by the Aidmatrix Network ® National Donations Management Network Mike Seifert The Aidmatrix Foundation Agenda Housekeeping Download the handouts Assign generic usernames Review and Demonstrate the VOAD role - Demo - Hands on ‘doing’ the work role

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powered by the aidmatrix network
Powered by the Aidmatrix Network®

National Donations Management Network

Mike Seifert

The Aidmatrix Foundation

agenda
Agenda
  • Housekeeping
    • Download the handouts
    • Assign generic usernames
  • Review and Demonstrate the VOAD role

- Demo

- Hands on ‘doing’ the work role

  • Exercise simultaneously the combined workflow.
    • I’ll act as the admin role
  • Wrap - Up
slide3

Goals of Training

“Focus on VOAD Workflow”

  • Technology: Increase knowledge & confidence
  • People: Identify partners & roles
  • Process: Build internal processes
welcome to california portal
Welcome to California portal

http://sandbox.aidmatrixnetwork.org/fema/States.aspx?ST=California

California

Login as non-profit with

Username and password

Assigned to you

voad user guide
VOAD User Guide
  • Accessing the Site
    • Gotohttp://sandbox.aidmatrixnetwork.org/fema/states.aspx?ST=California
      • Or http://sandbox.aidmatrixnetwork.org/fema/ and click on California map
  • 2. Login as non-profit
  • username: cavoad1, 2,3,4,…10
  • password: change12
your voad role in donations it all starts with you delivering direct services to survivors
Your VOAD Role in Donations: It all starts with you delivering direct services to survivors

When you receive an offer – make a decision to accept or decline the offer within 48 hours. Note: timeframe can change based on what’s acceptable for the state plan.

2. Once you’ve accepted the offer contact the donor to make arrangements promptly.

3. For donors to make offers, they MUST know your needs. Enter needs into the California portal for products, services and transportation promptly once known.

donations push process offers
Donations Push Process - Offers

Shipping

Receiving

Distribution

Event

Donors

California

Portal

Goods/Service

Media/PublicInterest

DCT Command Cell

Allocates/MatchesOffers

Donations CoordinationTeam Activated

VOAD

Partners

Affiliation

slide8

Push Model Workflow: In-Kind Product Donations Offered to Non-profit Community

Makes An Offer

Reviews the Offer. Takes Action. Matches to needs.

Decides: Do We want it? Calls the Donor To Arrange Ship.

Admin Log In

Non-Profit Log In

Public: Donors

Aidmatrix Network: DCT Matching

NGO Member Organizations

caadmin1

cavoad1

Reg. is cadonor1

Step 1: Offer Product

Step 2:Assign to Agency

Step3:Accept/Decline/Receive

California Portal

Password: change12

donations pull process needs
Donations Pull Process – Needs

Shipping

Receiving

Distribution

Network Portals

Event

Donors

California

Portal

Goods/Service

Media/PublicInterest

DCT Command Cell

Publishes/SubscribesNeeds

Donations CoordinationTeam Activated

VOAD

Partners

Affiliation

slide10

Makes an Offer Directly to the Need – Auto Matching

Pull Model Workflow:Nonprofits Share Needs with State: Products and Transportation

Donations Technican Reviews Needs and Takes Action

VOAD Member

Gathers and Identifies needs for products and transportation

Admin Log In

Non-Profit Log In

Public:Donors

Aidmatrix Network: DCT Matching

NGO Member Organizations

caadmin1

cavoad1

Reg. is cadonor1

Step 3:Donate Direct to Need

Step 2: Publish/Subscribe Needs

Step 1: Enter Need

California Portal

Opt-in

Auto Allocated Offer to VOAD

Accept

Or

Decline

Password: change12

recipient nonprofit workflow tasks to complete
Recipient (Nonprofit) Workflow Tasks to complete
  • Enter Needs Preferences
  • Decline 2 low quality offer
  • Accept 2 offers
    • Enter comments in shipping information tab
  • Receipt accepted offers
  • Enter 1 new needs
    • In Kind Need
  • Donate Directly Against the need you entered and accept it.
aidmatrix network 101 recipient
Aidmatrix Network 101 –Recipient
  • 1. Accept or Decline an Offer
  • Keep your inbox clean! When you are notified of a donation, log in and either Accept or Decline the offers in your Offer Inbox. If you Accept, call the donor and arrange delivery.
aidmatrix network 101 recipient13
Aidmatrix Network 101 –Recipient
  • 2. Receive an Offer
  • Once you have called the donor, arranged delivery, and have physically received the donation, log back into the network. Receive the offer by going to your Accepted Donations and updating the donation you received.
aidmatrix network 101 recipient14
Aidmatrix Network 101 –Recipient
  • 3. Enter a Product Need
  • Let donors know exactly what your organization needs, by entering a Product Need. Go to Enter a New Need under Needs on the Toolbar. When an organization donates to fulfill that need, you will be notified via email.

Hint: Donors are more likely to give if they know how the goods will be used. Make sure and enter as much information about your need as possible.

aidmatrix network 101 recipient15
Aidmatrix Network 101 –Recipient
  • 4. Enter a Transportation Need
  • Aidmatrix has partnerships with transportation providers across the country. Request transportation by clicking on the truck icon on the donation’s line item. If you need transportation for an item donated off the site, go to Needs and Enter a Transportation Need.

Hint: The more complete your transportation request is, the more likely that a transportation provider will respond. Give as much detail as possible.

summary it all starts with the voad role in donations
SUMMARY: It all starts with the VOAD Role in Donations

When you receive an offer – make a decision to accept or decline the offer within 48 hours.

Once you’ve accepted the offer contact the donor to make arrangements promptly.

For donors to make offers, they MUST know your needs. Enter needs into the California portal for products, services and transportation promptly once known.

slide18

Thank You !

  • James McGowan james@nvoad.org
  • Mike Seifert mike_seifert@aidmatrix.org
  • Kory Schulze kory_schulze@aidmatrix.org
  • Charles Craig charles.craig@dhs.gov

femasupport@aidmatrix.org

admin user guide
Admin User Guide
  • Accessing the Site
    • Gotohttp://sandbox.aidmatrixnetwork.org/fema/states.aspx?ST=California
      • Or http://sandbox.aidmatrixnetwork.org/fema/ and click on California map
  • 2. Login as admin
  • username: caadmin1,2,…5
  • password: change12
administrator workflow
Administrator Workflow
  • Decline 3 low quality offer
  • Offer 3 high quality offer to VOAD team
  • Share 1 offer with another State (North Dakota)
    • Action: assign to portal
  • Publish need to a Portal
  • Subscribe to need from another Portal
  • Review your Needs
  • Create a custom report for donations
aidmatrix network 101 admin
Aidmatrix Network 101 –Admin
  • Follow these steps to either share donations (push) or share needs (pull).
aidmatrix network 101 admin22
Aidmatrix Network 101 –Admin

In a Push system…

Share Donations

Nonprofits

aidmatrix network 101 admin23
Aidmatrix Network 101 –Admin

In the push system, the admin will first…

Go to your NewDonations and take action on the offers!

Either Assign or Decline— Assign to a Recipient or Portal, or Decline the Offers.

aidmatrix network 101 admin24
Aidmatrix Network 101 –Admin

Then…

If assigned, go to your Allocation Cart to assign the offers to a specific recipient or group.

Select the offers, choose a group and recipient, and hit Offer. The recipients will receive an email notifying them of the available offer.

aidmatrix network 101 admin25
Aidmatrix Network 101 –Admin

In a Pull system…

Share Needs

Nonprofits

aidmatrix network 101 admin26
Aidmatrix Network 101 –Admin

In the pull system, the admin will first…

Go to your Needs Inbox to take action on the needs.

Select the item, and hit Publish to make the need known to other portals. (Besides publishing to your own portal, you can publish to industry portals like ALAN, BENS, Northcomm, RxResponse.)

aidmatrix network 101 admin27
Aidmatrix Network 101 –Admin

Then…

When needs are published to your portal, you need to Subscribe to those needs to publish them on your portal.

Go to Subscribe Needs to view the needs. To make them visible on your portal so that donors can respond, hit Subscribe on each needs’ line item.

wrap up
Wrap - UP
  • Questions and Answers
national efforts and state local actions framework for partnership
National Efforts and State/Local ActionsFramework for Partnership

Needs Are Published/Subscribed, Right Aid Received

Private Sector/General Public

Public Side of Network

VOAD Donate Now Website

Products/ Services

Volunteer

Time

Financial

Transportation Network

Network

Portals

Registered Donors

California Portal

State VOADs, Local gov’t etc.

US NORTHCOM

People in Need