# Administration

To access the “Administration Menu,” select it from the “Reports” dropdown list. There are 2 options from this screen:

1. Address Label Reports

2. Voluntary Service Directory

### Address Labels Report

To access the “Address Labels Report Screen,” select it from the “Administration” dropdown option. A secondary pop-up screen will appear with 3 options:

1. Volunteer Address Labels

2. Voluntary Service Directory Label

3. National Official Labels

Address Label Reports are designed to support Avery 5160 compatible label sheets.

#### Volunteer Address Labels

The “Volunteer Address Label Screen” displays address labels for volunteers with specific parameters. The report is restricted to the user’s assigned Facility (s) and allows the user to print reports. Also, the Graphical User Interface (GUI) includes helpful breadcrumbs at the top of each report screen.

The “Volunteer Address Labels Screen” allows the user to print address labels for mailings to volunteers associated with a selected station.

Report Parameters

- Filters (dropdown list)

o Age Range

o Birth Month

o Organization

o Service

o Selected Volunteers

o All Volunteers

o All VAVS Representatives

o Zip Code

Facility

- Facility: The user is ab le to f ilter the report based on a list of Facilities to limit the report output to on ly the selected Facilities.

o Keyword Search

Age Range

- Range: From a specific age – To a specific age

Sort By

- Volunteer Name
- Zip Code

Email Option

- Volunteer with No Email Address
- All Volunteers

Number of Labels to Skip

After entering the values, Submit. Another screen will open to run the report and print.

Report Details

1. The rep ort runs as of the Current D ate/T ime. Any data on f ile as of the current Date/T ime is included on the report.

2. The rep ort is formatted to A very 5160 address labels (3 columns by 10 rows).

3. The rep ort includes a note on the s c re e n s tati n g “*E x p o rted l a b e l s may r e q u i re a d d i t i o n al f o r ma t t i n g.”

4. The system displays the follow ing detail lines on each address label.

· Name

· Address Line 1

· Address Line 2

· City

· State

· Zip Code

#### Voluntary Service Directory Labels

This report displays the “Voluntary Services Directory Labels” by Facility, VISN, and State or by All Facilities. The reporting tool allows the user so print the report and the GUI includes helpful breadcrumbs at the top of each report screen.

The “Voluntary Service Directory Labels Screen” allows users to print address labels for VHA stations. You can print labels for an individual station, for all stations in the country, or for all stations in a selected VISN or state.

Report Parameters

- Filter s (dropdown list)

o Facility: The report displays only the selected Facilities.

o VISN: The report displays only the Stations within the selected VISNs.

o State: The report displays only the Stations within the selected States.

o All Facilities: The report displays all Facilities.

Sort By

- Facility
- State

After entering the values, Submit. Another screen will open to run the report and print.

Report Details

1. The report runs as of the Current Date/Time. Any data on file as of the current Date/Time is included on the report.

2 T he re p o rt is f o r m a t t ed to A v ery 5 1 60 a d dre s s l a b e l s (3 co l umns by 1 0 ro w s).

3. The report includes a note on the screen stating “*Exported labels may require additional formatting.”

4. The system displays the follow ing detail lines on each address label.

· Name of Facility

· Service T itle (Mail Stop)

· Address Line 1

· Address Line 2

· City

· State

· Zip Code

#### National Official Label

This screen displays address labe ls f or the N ational Officials by Represe ntatives (Reps), Dep uties (Deps), National Cert i f y ing Officials (NCOs),Only Reps in O r gan i zations de f ined as the National Acquisition Center (N AC) E xecuti ve Comm ittee Members and All National Officials not Rep s/Deps/NCOs.

This rep orti ng tool al lows the user to print the report and the GUI includes helpful breadcrumbs at the top of each report screen.

Report Parameters

- Filters (dropdown list)

o Reps: Thereport displ ays on ly Reps.

o Deps: Thereport displays on ly Deps.

o NCO s: The report displ ays on ly NCOs.

o Only Reps in O r gan i zations de f ined asN AC E xecuti ve Comm ittee Members: This report displays Represe ntatives de f ined asN AC E xecuti ve Committee M embers.

o This report displays all National Off icials that are notReps, Dep s, or NCOs.

- Organizations (dropdown list)

o The user is ab le to f i lter the report based on a list of Or gan i zations to limit the report output to on ly the selected Or gan i zations.

o Keyword Search

- Sort Order

o The rep ort output may be sorted by the Contact Name

o The rep ort output may be sorted by the Or gan i zation Name

- Email Option – The user can choose to filter the report on:

o Only National Officials who do not ha ve an email address

o A ll National Off icials

- Number of Labe ls to S k ip

o A number 0 to 27 may be selected to s k ip printing in those label spaces. The de fau lt cho ice is zero. S k ipped label spaces are hori zontal acro ss rows.

After entering the values, Submit, and another screen will open to run the report and print.

### Voluntary Service Directory (Summary/Detail)

This screen provides the users with detail and contact information related to the Voluntary Service office at each facility. The user is able to select the facilities to include on the report.

NOTE: This report co mbines the current VSSreports: Service Chie fs, Service Directory, Station In for mation Detail, and Station In formation Contact List.

The reporting tool allows the user to export, print and is available to all VSS users as well as the GUI includes helpful breadcrumbs at the top of each report screen.

Report Parameters

- Filters (dropdown list)

o Facility: The report displays only the selected Facilities.

o State: The report displays only the Stations within the selected States.

o VISN: The report displays only the Stations within the selected VISNs.

- Type

o Summary: The Summary Report displays the main point of contact at the station (Program Manager or Acting Program Manager), along with the phone number and email address for each person.

o Detail: The Detail Report displays a Station Information Detail report. This report contains detailed information such as the following: Station Name, Station Number, VISN, Address, Phone Number, Voluntary Staff, and Operating Costs.

- Sort By:

o Alphabetical

o State

After entering the values, Submit and another screen will open to run the report and print.

R eport Details

1. The report runs as of the Current Date/Time. Any data on file as of the current Date/Time is included on the report.

2. Both reports display a footer that contains the Report Execution Time and “Page x of y” page numbering.

3. The Detail Report displays the following Voluntary Service Information on each selected Facility:

- Voluntary Service Information

o Facility Name

o Facility Number

o VISN

o Primary Site

o Service Title

o Type

o Has Own VAVS Committee

o Street Address 1

o Street Address 2

o Mail Stop

o City

o State

o Zip Code

o Primary Phone

o Secondary Phone

o Fax Number

o Description

o Program Manager’s Supervisor

o Supervisor’s Title

o Operating Costs

o Staff Costs

o Last Updated

- Employee Information

o Prefix

o Name

o Nickname

o VAVS Leadership Board?

o Grade

o VAVS Role

o Position Start Date

o Email

4. The “Summary Report” displays the following contact Information for each Station selected:

- State
- Station Name
- Salutation
- First Name
- Last Name
- Phone
- Email