Dc vet
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This document discusses a volunteer centre's transition from an Excel-based system to Salesforce for managing their Garda vetting service. Their previous system had gaps like inflexibility, data protection issues, and a lack of automated features. They were looking for a customisable, automated, low-cost system that provided flexibility, protected data, and allowed for data analysis. Salesforce met their needs with features like multiple simultaneous users, remote access, customizable access settings, and automatic dashboards for analytics. It then demonstrates the new Salesforce-built DC-Vet system.
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Dc vet
- 1. SALESFORCE AND OUR GARDA VETTING SERVICE
- 2. INTRODUCTION • Background of our Service • Our previous system • Gaps in our previous system • What we were looking for in a new system • How Salesforce has helped us • Demonstration of DC-Vet
- 3. ABOUT OUR SERVICE • Volunteer Centre in Dublin City • Provide a Garda vetting processing service to non profit organisations who are looking to Garda Vet their staff and volunteers • We act as a liaison between the organisation and the National Vetting Bureau Vetting requests Organisations
- 4. Organisation Organisation looking to get a volunteer or staff member vetted. Organisations must attend a Garda Vetting Information Workshop before we will vet for them. Garda Vetting Officer Person within the organisation who is the administrator of Garda Vetting Garda Vetting Service Us, we process the Garda Vetting requests and return the results to the Organisation Vetting Subject/ Applicant Person being vetted National Vetting Bureau National Unit that carries out the background check ABOUT OUR SERVICE - TERMS
- 5. 1. Organisation submits a request for Garda vetting 2. We process the request and an email is sent to the vetting subject with a link to complete the online form 3. The vetting subject completes the online form and it is returned to us 4. We review the form and either return it to the vetting subject to be recompleted or we submit it to the National Vetting Bureau 5. The National Vetting Bureau carry out the background check 6. The results are returned to us and we send it to the Organisation
- 6. OUR PREVIOUS SERVICE SurveyMonkey - Organisation submit a vetting request - Stores vetting subject’s personal data Excel - Record and track applications - Store Garda Vetting Officer’s details - Track Workshops and attendees - Count applications for invoicing Outlook - Correspondence - Sending results
- 7. Requesting Organisation Vetting Subject NVB Reference Number Invitation Sent Request Forwarded to NVB Request rejected and returned to VS Reason for Rejection Disclosure returned Aspiration Joe Bloggs NVB00896478 10/10/2018 13/10/2018 20/10/2018 Aspiration Jim Biggs NVB00896479 10/10/2018 15/10/2018 Incomplete Irish address Aspiration Chloe Ryan NVB00896480 10/10/2018 13/10/2018 20/10/2018 Aspiration Bill Albert NVB00896481 10/10/2018 13/10/2018 20/10/2018 Aspiration Michael Higgins NVB00896482 10/10/2018 14/10/2018 20/10/2018 ABC Youth Club Britney Gunns NVB00896483 25/10/2018 M. Poppin's After School Care Chiara Swan NVB00896484 25/10/2018 05/11/2018 M. Poppin's After School Care Eoin Metcalfe NVB00896485 25/10/2018 ABC Youth Club Jade Martins NVB00896486 07/11/2018 08/11/2018 ABC Youth Club Sebastian Duffy NVB00896487 07/11/2018 M. Poppin's After School Care Faye Trejo NVB00896488 07/11/2018 M. Poppin's After School Care Sanjeev Cornish NVB00896489 07/11/2018
- 8. THE GAPS Inflexible 1. Excel - only one person could be working at once 2. Security - could not work remotely Data Protection 3. Vetting request had to be manually and individually deleted from the system weekly 4. Outlook contacts unreliable
- 9. WHAT WE HAD Correspondence 5. Emails sent manually 6. Tracking emails with organisations and vetting subjects All actions were manual 7. Tasks 8. Obtaining figures for invoicing THE GAPS
- 10. WHAT WE WERE LOOKING FOR Customisation Automated features Low cost Flexibility Protect data Analyse data Easy to learn/ User friendly
- 11. WHAT WE WERE LOOKING FOR Low Cost • 10 free licences, we only had to pay for the build Customisation • Fully customisable, built for our needs • Access to other apps (Taskray) Easy to learn • Already familiar with Salesforce • Resources already available to learn – Trailhead WHY SALESFORCE?
- 12. Flexibility • Multiple users logged in at any time • Safe for remote access Protect data • Could decide what users had access to Analyse data • Numbers for invoicing took minutes, rather than hours • Dashboards show you figures automatically….. WHY SALESFORCE?
- 15. AUTOMATED FEATURES - LET’S TAKE A LOOK
Editor's Notes
- 1. 2. And what applications we used 3. 4. 5.
- 1. 2. The process by which the National Vetting Bureau gives a statement (disclosure) on whether a person has any convictions recorded against their name Data protection, attention to detail and accurate tracking is essential 3. 4. When I started 3 years ago approx. 100 organisations. Legislation: April 2016.
- How our Service works and the people involved
- Outdated Wasn’t suited to our fast growing Service Too manual, not enough automation – human error
- This is not an attempt to disrepute any of these computer applications. highlighting how in our circumstance they did not suit the functionality of our service and the ever increasing workload. They are great applications and can be incredibly helpful Manual: human error & time consuming 1. 2. 3. As they contained personal details. 4. Outlook contacts: Would not always update a contact’s details so emails were being sent to an old email address. Deleted contacts would still appear
- 5. Higher risk of human error – sending emails to the wrong person – not paying enough attention 6. Have to be archived, I could spend ages going through old emails trying to piece them together 7. Easy to forget 8: not time efficient: Vetting applications had to manually counted for each organisation
- Customised to our Service and our needs Low cost – we’re a charity, keep fees down for our organisations Put the data together in a way that would be useful – end of year figures Could use remotely Not overly complicated More important, would cut out as much manual tasks as possible
- Tricia showed me the system she already had in place for their Volunteer Centre’s Garda Vetting Service 1. 2. Can be continually customised, not stuck with the original system you built. You become more familiar with its capabilities, you think of better ways of carrying out your processes. Or rather better ways salesforce can carry out your processes for you 3. 4. We were already familiar with salesforce as we use it for our volunteering database 5.
- 6. 7. Unlike excel 8. Handy if others were helping. certified to comply with a number of international standards. Cloud may well be the most secure place to store data 9. Could just create a report 10.
- Contacts awaiting training: time to do another workshop How many attended the workshop but didn’t sign up End of year figures Check if there are any applications to be processed
- To see for next year will be our busiest months Customisable to show the data you want to show