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<p class="MsoNormal">Greetings,<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">I wanted to update this group on a recent change which was made with regard to the Volunteer Hours Reporting platform. In 2019, we were told by CCT we needed to migrate the current volunteer hours tracking system as it sat on a Windows
7 server which was being decommissioned with the sunsetting of Windows 7 security updates. We worked with a team of key stakeholders for Master Gardeners and quickly developed a simplified version of the tracking system using Qualtrics. We were told by UITS
that we had until the end of January to make the switchover. However, there was a heightened sense of urgency entering 2020 as they felt the server in question was vulnerable to security risks if we didn’t act fast. The obvious issue being that all personally-identifiable
information of our MGers could be leaked causing huge issues for Extension down the road.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">So, instead of being able to pilot, test, communicate, and then roll out the new platform, we just rolled it out on Friday, January 17<sup>th</sup>. For the majority of volunteers who use it, we’ve gotten great feedback about it being
easier to enter information without having to remember logins and navigate too many screens to simply enter hours volunteered. Internal staff agree it’s a much cleaner and easier-to-use platform. There have been a few grumblings from some of our volunteers
and we are working with them to try to incorporate some of their feedback. We are currently in the process of developing a communication rollout which will include some job aides for volunteers and other users of the system.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Some benefits of the new system include:<o:p></o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo1"><b>No need to login</b> – several requests were sent weekly from volunteers needing help to reset usernames and passwords. That will no longer be needed. All that’s required is First
Name, Last Name, UA Net ID and/or Personal E-mail address. Volunteers should have received their UA Net ID when they became Designated Campus Colleagues. We can pull a report and send them an e-mail letting them know their net id if they don’t remember it.
That communication is forthcoming.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo1"><b>Access from any device</b> – because there isn’t a need to enter login credentials, access to the site can be done from any device (mobile, desktop, tablet). Volunteers use to
have to wait until they completed their hours, go home, log in, and enter hours. Many times, volunteers would forget until may months down the road. Now, hours can be added immediately.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo1"><b>Added security</b> – since we’re not requiring a full profile of volunteers, we’re not storing personally-identifiable information and are less likely to be the source of a data
breach putting our volunteers at risk. Sensitive information like home addresses, phone numbers, and other contact names are no longer being stored in this system.
<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo1"><b>Confirmations</b> – when hours are entered, volunteers will receive an auto-generated confirmation e-mail with the details of their submission. They can be sure that they have
entered data correctly and that they can reach out to correct any mistakes. <o:p>
</o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo1"><b>Multiple entries</b> – the system allows for users to make multiple entries without having to continuously re-enter their name, net ID, and e-mail address.
<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo1"><b>Access to all data by MG Leaders</b> – since Qualtrics is a University-provided platform, I will share the platform with all leads so they can see the entries and have access to
any reporting above what I’m already working on to provide. <o:p></o:p></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">The link to the new platform is here: <a href="https://uarizona.co1.qualtrics.com/jfe/form/SV_0eLcW2olab4ZT49">
https://uarizona.co1.qualtrics.com/jfe/form/SV_0eLcW2olab4ZT49</a> We were solving for the immediate need to develop a platform for simple hours tracking and data entry. Now, we can move to the next phase of creating multiple reporting methods, and then merging
data from the old system to the new system. In the long run, it is a vast improvement – especially for the newer MGers and those going through the initial online training program – but there’s always going to be those who felt we didn’t bring them along for
the journey. <o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">I’m working on developing a way for each of our county-specific MG leads and coordinators to be able to pull information from the system. And the previous data is available and I’ll work with each county on parsing that historical data
from the old system to get into their hands soon. <o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Please reach out to me directly for any questions.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Thank you,<o:p></o:p></p>
<p class="MsoNormal"><b><i><span style="font-size:14.0pt;color:#1F4E79">Dominic J. Rodriguez, M.A.<o:p></o:p></span></i></b></p>
<p class="MsoNormal"><b><span style="color:#44546A">Chief Operations Officer<o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="color:#44546A">Arizona Cooperative Extension<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#44546A">520-626-4921 Office<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#44546A"><a href="mailto:drodriguez1@email.arizona.edu">drodriguez1@email.arizona.edu</a><o:p></o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:10.0pt;color:#1F3864"><br>
</span></b><img border="0" width="623" height="100" style="width:6.4895in;height:1.0416in" id="Picture_x0020_1" src="cid:image003.png@01D5D5BF.58C54210" alt="Cooperative-Extension_PRIMARY (3)"><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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