Texas Master Naturalist

Volunteer Management System

(VMS)

? ? ? ? ? ?

How do I use it ?

Your Volunteer User ID & Password

We go live on December 15, 2015.My Christmas present to you will be your new TMN

user ID and a password. • If your user ID was created earlier by the TPWD,

you can use it and you do not need to change your password.

• If you are using our TMN user ID and password, you should change your password after you first log in.

• The password is case sensitive• Passwords must be at least 8 characters long and

include at least one numeral (digit 0-9)• Please DO NOT log into the system until we

notify you that we are finally LIVE!

Texas Master NaturalistOpen your web browser by typing in –

http:// txmn.org

1) The new TMN Volunteer Management System (VMS) will appear on your computer screen.

2) You will see several title options. About Chapter Resources Stay Connected Find a Chapter Annual Meeting

3) It will takes you into the first page of the Volunteer Management System Portal

Click on

this.

Yea,

I’m

in!

Texas Master Naturalist

Welcome to the Texas Parks and Wildlife implementation of the Volunteer Management System (VMS) for Texas Master Naturalists ..

There are six options that you can enter into for different functions.

VMS- Volunteer Login

VMS – Administrator Login (eCoordinator_7.3

Apply to Become a New Volunteer

Submit a New Service or AT Opportunity Login

Help Desk – TMN

TPWD Volunteer FAQs

Volunteer Management System Portal

Once you can finally login to the system, be sure to enter the system again and change your password to something only you know.

This is were you go to login.

This is were you go for Help!

Do NOT enter here

Do NOT enter here

We will not use this one.

Our chapter has chosen not to use this

one.

VMS Volunteer Login

If you already have a TPWD user ID and password you can use this option to log into the TMN - VMS system.

If this is the first time that you will log into this system, you will also use this option. Use your TMN user ID and password that you will receive when we go live on this system. You should change your password after you first log in. I will tell you how to do this in the following screens.

• If you are currently a Rio Brazos Master Naturalists and you have not gotten your User ID and password, you should contact Wanda Riley, our VMS administrator and ask her for them.

Click on VMS Volunteer Log In

When you click on the VMS Volunteer Log In, it will take you to this screen. You will see:

Volunteer Login If you are already a Texas Master Naturalist Volunteer

please log in

User ID

Password

(Click here) Forgot your Password

New volunteer, please start here

RIO-

Log In

Start Here

Wavers & Agreements Date Electronically Signed

This is where you change your password. User ID

New Password Password Verify

12/10/2015

Background checkedIn connection with the evaluation of my suitability for volunteer service, I give my consent for TPWD to obtain criminal history information related to my application for volunteer service. I understand that criminal history information includes any criminal records for deferred adjudication, misdemeanor or felony offences at age 17 or older. Please check (Yes)

Media Waver (optional)I agree to be photographed or video tapped as a TPWD volunteer. Yes or No

Alternated Workforce Waiver Please check Yes

Type in a NEW password and Verify it.

Waivers & Agreements (continued)

Personal InformationFirst NameLast Name

Furnish the information that you want them to know.Click on Continue

When you click on Accept at the end of the questions, it will take you out of this screen and back to the

Dash Board .

If you ever want to change or edit your profile, you can do it from the Dash Board. You can also change your password here. Just click of the “Edit My Profile” option.

VMS – Administrator Login (eCoordinator 7.3)

• DO NOT use this option. It is used only by the eCoordinators/Adminstrators of the system.

• It requires a special ID and password to use it.

Submit a New Service or AT Opportunity Login

Our Rio Brazos Master Naturalist chapter WILL NOT use this option. We are going to use our old way of approving new Service and Advance training options.

Go to our web site at: riobrazosmn.org to print out these forms.

• RBMN eCoordinator, Kenneth Coy, will have to approve a new Service Project before it is added to our list of Opportunity/Projects.

• For new Advanced Training options, contact Robert Theimer.

• Current TMN - VMS user guides and procedure documentation.

• Training videos and the TMN Volunteer Management System Helpdesk.

• Frequently asked questions about Samaritan’s Volunteer Management System (VMS) specific to the Texas Master Naturalist Program.

• Search for solutions to your question or ask a question about the TMN VMS system or the procedures.

How

can I

help you?

Help DeskYou can get help

with:

This is how you get to theTraining videos.

• Go into the system and explore. You can go several places without logging in.

• Open your web browser, type in –

http:// txmn.org • Scroll down to the Help Desk – TMN VMS option and

enter.• This will take you to the Help Desk section of the VMS. • How can I help you?

The first option: “Logging in as registered user and update Profile”. Click on the Video Link icon and it will take you to the 1st of 4 videos.Watch all of them several times and it will help you to understand how to use the VMS.

Logging in as registered user Select

TPWD Volunteer FAQs

• Since we are not Texas Parks & Wildlife Division people, we will not use this option.

• It is meant only for TPWD. If you are not a TPWD person, STAY OUT!

There are several terms and changes that you will have to learn.

(1+𝑥 )𝑛=1+𝑛𝑥1 !

+𝑛 (𝑛−1 ) 𝑥2

2 !+…

Opportun

itySurvey

(Volunteer + Travel) = Total Vol. Time

AT = Advanced Training — Travel

Time

Log Book

Dash

Board

45

Days

Service

Important Changes to reporting your hours.

• You only have 45 days after the event to report your hours to the new system. If you wait longer than that, the VMS system will not record them. Be sure to get your hours in early.

• Volunteer Time + Travel Time are reported as one total number.

• When you are recording your hours, the system will ask you for the number of miles that you have driven for each service day. This is a good way to keep a record of your travel miles when filing your income tax. If you do not wish to do this, you can leave it blank.

• Advanced Training (AT) is reported separately from service hours. ( AT – Opportunity). You do not get travel time for Advanced Training.

• Service/Volunteer time is reported under (Opportunity Name). Be sure not to select any service/project with an AT – in front of it. This will be recorded as Advanced Training instead of Volunteer time. This will not be approved.

• Your hours will not be recorded until they are approved by the eCoordinator.

• You will learn a new language . Project is now an Opportunity, Volunteer hours are now a Service.

45 DAYS

New Terms - Definitions• Opportunities:

• Service Projects or AT events. Volunteer or Advanced Training

• Common Opportunities: • are projects that you worked on

and do not know what to enter them under. If the opportunity is not listed, just enter them under RBMN.

• Survey: • This Is simply the Form that

we use in system to enter hours.

• Log book: • This is your record of

volunteer/AT TMN hours. You get to this option by going to the Dash Board and clicking on “View My Hours”. You can choose a specific date range to get the information that you are looking for.

• TMN Hours: • They are your Volunteer

Service hours, not Advanced Training hours.

• AT Hours: • They are Advanced

Training Hours (TMN)

• Hours:• hours earned at any TPWD

event other than the ones on our Opportunity list.

• VMS Web Portal: txmn.org/tmn-vms-users/

Summary of “Common Opportunities”

• AT: Chapter Meeting – Use this if we have a speaker at the meeting. The AT: Chapter Meeting has (1 hours) listed with it. If we have two speakers or the speaker talks more than 1 hour, you can add additional time. Record it by the quarter hour.( i.e.: 1.25-1.5-1.75)

• Chapter Meeting - non-AT – No AT componentYou will have to enter Chapter Meeting twice if there is a speaker. Once under AT, and once under Service time.

• Administrative Work – Includes officer duties, chapter support, set up and tear down.

• Presentations – used by TMN member presenters.

• Initial Training – prospective MN’s interns in training

• Historical Data - (AT or Service Hours), Accumulated hours DO NOT USE THIS SELECTION PLEASE.

December 15th we go live on the TMN - VMS system.

Once you are able to log into the system, it will take

you to the user Dash Board. This will help you to navigate through the system.

Do I have to remember all of

this?

Red items are NOT used by us – don’t even try

Your Own Project

list Use your own

Calendar

We do not use

(now)

Not for Our Use

AT ALL

IGNORE IT

VMS Member DashboardWhat Works and What Doesn’t

Add your

Hours Here

View your reported

Hours

Log out

Dayna Inbody

You have 45 days to enter your

hours.

Log OutEdit My Profile

Opportunities that you

are approved

for.

Change your

password here.

How to Enter Your MN Hours.

1) Log into the TMN Volunteer Management System (VMS) at http://txmn.org/tmn-hours-entry/ using your TMN user ID and password.

2) Once you are logged in, you will see the Dash Board screen.

3) To report Service or AT hours, click on the Report My Service icon.

4) From a drop down screen or the Opportunities icon, pick the one that is named for where you worked.

5) Opportunities are sorted alphabetically, with the AT- Projects hours listed toward the top of the list. (5 of our volunteer projects sorted above the AT options).

6) Advanced Training hours will always start with AT.

7) If you choose AT here, always select Advanced Training in the screen that appears next.

8) All other Opportunities are Service hours.

Opportunity Since the Rio Brazos MN chapter is small,

everyone is allowed to work on any project that they wish.

Select an opportunity to report hours service _Rio - Administrative WorkANCANC Bird BlindANC Butterfly GardenANC: Facility MaintenanceAT: Acton Nature CenterAT: BRITAT: Burleson Park ActivitiesAT: Chapter Meeting (1 hour)AT: Cleburne State ParkAT: Comanche Peak TrailAT: Cornell Great Backyard Bird CountAT: Cornell Project feeder watchAT: Dinosaur Valley State ParkAT: El TesoroAT: First Saturday Bird WalkAT: Fossil Rim Wildlife CenterAT: Ft. Worth Nature CenterAT: Monarch ProjectAT: Native Plant Society of TexasAT: Night Sounds

• TMN Report Hours-1X : Single use survey used when members will only enter hours once for this opportunity.

• TMN Report Hours:: Multiple use survey used for activities or events where there is prep or finish work done by your members or they recur or they occur over multiple days.

• indicates that you can add hours multiple times

• TMN New Opportunity: must be approved by going into our website, riobrazosmn.org, printing out the “New Project” form and giving it to Ken Coy.

• TMN Field Research:: Survey used for Field Research category opportunities (allows for a date range) CoCoRHs

View My Log Book – My HoursLog

View My Log Book – My Hours

Log Book SummaryOpportunity Type Chapter Administration 21

Service Project 7Advanced Training 4

TMN Hours 93.25

Admin Activity Samaritan Roll Out 25Board Committee Work 1Commutations 1Fund raising 3Project Management 1

AT Hours 1

AT Evaluation It was interesting and helpful.

Service Preformed N/A

Mileage round trip 237

Travel Time 4.5

Trail Miles 0

New Opportunity Type Service Project 2

I’m Not Sure What Opportunity My Hours Go Under !

The most important thing: REPORT YOUR HOURS!Don’t just quit if you can’t figure out where they go; do the best you can. Call one of us for help or ask the help desk.

Do not forget to log out!

Do you have any Questions?Call Wanda Riley at 817-279-8249.

This is a good time to stop!• Go home, get into the system Help Desk and check out the

training videos.

• If you practice enough you can:

Log in and start entering your hours - when we go live.