Manage Facilities
Select the “Manage
Facility Screen”from the “Maintenance
Menu”dropdown option.
Users with the following
access roles are permitted to use this menu option.
· Select
the “Manage Facility Screen”from
the “Maintenance Menu”dropdown
option.
NOTE: All
page functions are attached to the current logged in facility.
From
this screen the user can view or edit facility specific details. This
screen permits the user to complete the following:
· Manage physical locations at facilities
- Manage
facility donation parameters (e.g. GPF & donation references)
- Manage
facility meal ticket parameters
- Manage
facility Kiosk parameters
Listed below are the panels within the “Manage Facilities Screen.”
Facility Details Panel
Data Fields
- Facility Name:
Required*
- Official VA Facility: Read only
- Parent Facility: Read only
- VISN: Read only
- Address: Required* (city, state, zip)
- Time Zone: Required* dropdown list option
Physical Location Panel
Physical locations
are used within Voluntary as part of the assignment. These assignments
represent different physical mailing addresses and are managed as part
of the facility. Examples
are: Cemeteries, CBOCs, or warehouses. The
“Main Facility” is the default option at every facility.
Physical locations
cannot be deleted if volunteers have logged time against an assignment,
they must be inactivated instead. Inactivating
a physical location will also inactivate all of the associated assignments
and associated volunteer assignments.
If a user wants
to reactivate an assignment or volunteer assignment after reactivating
a physical location, it must be done manually.
Data
Fields
- Location
Name
- Address
- Contact
Information
- Volunteers: Contains the volunteers
count:
o Active: All volunteers with an active
assignment for the location
o Total: All volunteers with an assignment
of any active/inactive status.
Kiosks
Panel
Data Fields
- Default
Language – This is the facility specific welcome text that will display
to volunteers on the Kiosk login splash screen.
- Alternate
Language – This is the default Spanish language equivalent welcome
text.
- Kiosk
Location – For each Kiosk at a facility an entry must be made to this
table. The location is free form text that is represented where the
Kiosk is physically located at the facility. The
default value is “Main” but is changed to accurately represent where
the Kiosk is located. Additional
Kiosks information must be entered here before local information technology
can set them up for use. Expected
values are descriptive locations where you place the Kiosks (e.g.
Recreation Room, VSS Office, and Main Entry).
- Printer
Status – This will let you know if a Kiosk is currently functioning
properly. Clearly marked Kiosks are important for identifying purposes
should a problem arise
- Queued Jobs – Number
of queued print jobs. Normally this value is 0 or 1.
o If the Kiosk printer is in queue multiple
jobs, there is likely a concern (out of ink or paper, other issue).
- Last Error
– This is a system error message from the Kiosk designed to assist
Tier 2 and Tier 3 Support in trouble shooting, If there are Kiosk problems
and this field contains a value, include it with your HelpDesk ticket
- Action
– Edit Kiosk name or Delete. If deleted, the Kiosk will need to
be reset with a new id; recreate it with the same name will not work.
Meal
Ticket Settings Panel
Facility meal ticket settings are dependent
on available canteen hours at each facility.
Data Fields
- Number
of Meals: The number of meals offered varies between canteens. For
example: The canteen opens for breakfast and lunch, but the program
may only provide 1 meal a day, so the volunteer has to choose which
meal. This
setting should not exceed the number of meals the canteen provides
daily (if your canteen only does breakfaster and lunch, it should
not be set to 3).
- Meals
Allowed on Days
- Meal
Authorization Type: If your facility does not have active Kiosks you
can set the Meal Authorization Type to List. This indicates you will
use the meal ticket form and deliver it to the canteen manually each
day.
- Meal
Price: This is the maximum value the meal tickets are good for. The
price is the same for all meals served.
- *Required
Hours: Each subsequent meal
must require more hours than the previous one.
- *Required
Cutoff times for meals: Cutoff
times are set in military time and descend chronologically for each
subsequent meal.
o Example:
Volunteer with 3 meals for canteen that serves Breakfast 7am-10am, Lunch
11am-2pm, and Dinner 4pm-7pm.
The cutoff time for 1 meal would be
1900 because the last meal is dinner, but the cutoff time for 2 meals
would be 1400 because they could only eat lunch & dinner. The
cutoff time for the third meal would be 1000 because the only way
to eat all three meals is to make it to the canteen for breakfast
before 10:00a.m.
Donation Settings Panel
Data Fields
- Voluntary
Service Signature: This is typically the name the of the program manager
at the facility who will be signing the letters.
- Director’s
Signature: This is the name of the (usually non-VSS staff) senior
level staff member who signs high value donation thank you letters.
This person does not
have to be a director, but the term for that role in VSS is Director.
- Set
Value Amount: This is the donation value threshold that determines
if the thank you letter prints out with the Voluntary or Director’s
signature line. Values above the threshold are printed with the Director’s
name for signing.
- GPF:
These are the accounts that donations may be directed to. Items
added to this list will show up for selection on donations. A GPF can only be deleted
if there are no associated donations; otherwise it may only be inactivated.
Inactive GPFs will not
show up for selection on new donations.
o Add GPF (optional performing task
function)
- References:
References are a way to mark donations with a specific note that will
allow ad hoc national reporting (Example: Hurricane Katrina, VA2k).
References may be deleted
if they are not used on any donations; otherwise they may be inactivated
instead. Inactive references
will not show up for selection on new donations.
o Add Reference (optional performing
task function)