Finalize temple VSAs in the PAC Tool: transcript
This transcript was generated automatically from the recording and may contain errors. It has not been manually verified. Time links return to that point in the video.
00:00:01 In this video, we're going to go into the PAC Tool and we're going to finalize some volunteer service assignments. We're going to use the Phoenix Temple as our example here. First thing you want to do is make sure you've got your shifts set up the way you want them. The only thing important here is the times. The descriptions here are optional. The time frame should be set up.
00:00:31 be really all that's needed there, you're going to have a start time and an end time,
00:00:36 and you'll see dates here, but the dates are unimportant, as long as the date showing
00:00:42 for the start time is identical to the date showing for the end time for each item here.
00:00:51 The only exception would be is if you've got an overnight shift, but if you have a different
00:00:57 date on the end time you're going to end up with a corruption of the number of
00:01:03 hours that are needed. Under task you want to make sure you have days of the week
00:01:08 identified and then you're going to create work shifts, work and work shifts.
00:01:14 The work items will consist of a combination of a range of dates with a
00:01:23 group of days or an individual day and within each work item there will be at
00:01:31 least one work shift that will be defined that will indicate the number of
00:01:38 people that indicate the shift that they're on and the days of the week and
00:01:43 whether it's daily or weekly and if it's daily it means that you're gonna have
00:01:49 even if you're doing multiple days of the week it's going to have a different
00:01:52 stake assigned. In this particular case we want 16 people with two stakes and so
00:01:58 we're going to double check all of the work items here. In this particular
00:02:05 temple we have closure cleanings in May and November so we have a January
00:02:12 through May open date then we have the cleaning daily cleaning in June and
00:02:19 November and we have daily cleaning in November and December. You'll notice that
00:02:24 the closure dates do not have any assignments. In this particular temple
00:02:30 there are no assignments during the closure dates. If there were assignments
00:02:35 for the closure dates those would need to be defined. Now sometimes people come
00:02:40 to me and they'll say, well, if we're not going to have assignments during the closure dates,
00:02:47 can we reduce the number of these date ranges to be the whole year? And the answer is you could.
00:02:55 The problem with that is that if you do a annual range of dates on any of these work shifts,
00:03:02 then there will be assignments made during the closure periods unless you have defined
00:03:09 the holiday schedule or the non-VSA schedule to include every single day in
00:03:16 the closure periods. The non-VSA schedule does not allow for a range of dates and
00:03:24 so unless you're willing to go in for every single day of a closure period and
00:03:28 say no VSA's on that date it's easier just to have the three cleaning periods
00:03:37 reflected in separate date ranges here. So we have a date range from January to May, we have date range from November, I mean from June to November, and a date range from November to the end of the year.
00:03:53 And that's appropriate. Now when you're done with the work and the work shifts and everything looks okay, you'll notice that right now they say they're unapproved
00:04:04 and we're going to approve them. So we're going to click on this checkbox next to
00:04:11 the to the name column and identify all of them. You could individually approve
00:04:19 them but I don't see a purpose in that and then you're going to click on approve.
00:04:25 Now that starts the process of actually generating volunteer service
00:04:31 assignments. So we're going to click on the volunteer service assignments tab here,
00:04:38 and you'll see that the days in this days assigned column are starting to be
00:04:43 filled in, and you can refresh this as often as you want, and every time you do
00:04:50 that you'll see more and more are being filled in, and you're going to want to
00:04:54 see that these are done for the for the full year. In this particular temple there
00:04:59 aren't that many assignments and so it's not going to take as long as it will for other temples.
00:05:06 But again you can click refresh. Now we've had a couple occasions where this refreshing
00:05:11 doesn't seems to get stuck and refreshing doesn't seem to fill in all the days. If that happens to you
00:05:19 go up to the top refresh button and click on that. Now that'll take you out of the volunteer
00:05:25 volunteer service assignment screen, you need to come back for that.
00:05:28 But then you'll have a more up-to-date version here.
00:05:33 In the worst case scenario, you could, to refresh it, you would come back to annual VSA planning
00:05:40 and come back to this specific temple that you want to come into and then click on volunteer
00:05:47 service assignments.
00:05:48 And then, again, that will be more refreshed.
00:05:50 and so but you just need to be patient until all of the days are filled in
00:05:57 under days assignment. I'm going to pause the video until that's complete. Once you
00:06:04 can see that all the days are filled in you can look at the assignments and make
00:06:08 sure that they're consistent with the schedule that you thought you were
00:06:13 creating, the number of hours, the number of volunteers, the total volunteers, and
00:06:20 and the number of, total number of volunteer hours.
00:06:25 And you can just scroll through that.
00:06:26 You can use the outer scroll bar to get down farther.
00:06:29 You can use the inner scroll bar to see it.
00:06:33 But you can look through the whole year,
00:06:35 make sure that's all right.
00:06:37 You can, there are no stake assignments yet
00:06:41 because we haven't got that far.
00:06:43 But you can sort this by days.
00:06:45 You can sort it by the shift start, which is the default.
00:06:48 and you can take a look at that make sure that everything's consistent all
00:06:52 through the year. Once you're satisfied that these are accurate then the next
00:06:59 step is to assign stakes to these assignments. Now ostensibly you could go
00:07:07 through each one individually, click on the name of this assignment, look up a
00:07:18 make an assignment here. We're not going to do that in this particular
00:07:23 temple there while I did inadvertently
00:07:28 do that. I want to clear that off and
00:07:32 then save and close. So we have no
00:07:37 stake assignments here and we're just going to go up here to the top
00:07:42 and click on auto assign volunteers.
00:07:45 And again, this is a process that is going to take a while to do.
00:07:51 It will refresh as it completes.
00:07:53 It will start filling in stakes under the stake column.
00:07:58 And you can click refresh as often as you like.
00:08:02 And the same thing that applied to the others.
00:08:05 If it seems to get frozen, you can click the refresh button here and then come back to
00:08:12 volunteer service assignments. And I'm going to pause this until it's completely filled in.
00:08:23 Once the process is filled in all the stakes, now you have your VSA schedule and it's time to review
00:08:29 it. You're going to go through this and make sure that there's no stake that's unduly
00:08:36 burdened. You can look at the stake allocations and see what's done here. You can click on
00:08:43 shift stake summary to get a view of how it's been allocated by by-stakes and
00:08:48 how the assignments are are shared. Of course this is done through a process of
00:08:54 stake memberships and allocating equitably based on that. Now there are
00:09:02 sometimes where you might say okay there are some stakes that are far away
00:09:07 from the temple maybe they need to be relieved of some of the responsibility
00:09:11 you can go into any of these items and edit it and change the assignment to a
00:09:16 different stake. If you want to look at what a stake, a particular stake has, you
00:09:21 can filter by a stake and say I want to look at just what one stake has and it
00:09:29 will give you the list of what's for that stake and you can look and make sure
00:09:34 that there aren't too many assignments close together and that the assignments
00:09:38 are spread out roughly equally or equitably around the year and you can do
00:09:45 that steak by steak. Another thing is that you can export this spreadsheet and
00:09:54 you can get a little more filtering possibility if you do that you can say
00:09:58 I want to export this to an Excel spreadsheet and save that and then open
00:10:05 open that up in Excel.
00:10:09 The Excel spreadsheet is formatted in what we call a table view, which is very useful
00:10:22 in being able to sort things and filter things.
00:10:27 So for example, if you just want to see one stake, you can unselect all and just pick
00:10:33 a particular stake and see what their stake assignments are. And now it's going to be
00:10:39 defaulted by the shift star time, which is not bad. You can see again what's there and
00:10:45 the number of volunteers, hours and everything that's going on here. You can filter this
00:10:53 by different steaks so that you can see one steak at a time and this spread sheet
00:11:03 is useful for sharing this information with the temple and others. Once you have
00:11:15 reviewed the next step really is to take the shifts after you've made any
00:11:27 adjustments that you need and you've got it the way you want it then you want to
00:11:31 use that spreadsheet the entire spreadsheet unfiltered so you want to
00:11:36 select all the stakes and you want to share that with the temple and make sure
00:11:42 that this is a workable schedule, that it's consistent with their requests, and they can
00:11:48 review it with a fine-tooth comb to make sure that everything that they need to be done
00:11:53 has an assignment and that it's been allocated to a stake.
00:11:59 Once the stake has, I mean once the temple has approved this, then you want to take some
00:12:08 of the stake data, stake by stake, and share it with the stakes.
00:12:12 Now you do not want to send this spreadsheet as it is now to the stakes because we do not
00:12:17 want the stakes to have any information aside from their own stakes information.
00:12:24 So if we're picking a particular stake, we take this spreadsheet, we highlight the fields,
00:12:35 the lines that we want copied and then we can copy that into a new spreadsheet and paste
00:12:43 that there and then you then you don't have other stake's data that you're sharing with
00:12:52 other stakes. This will not have the data from the other stakes in it. Even though on
00:12:58 this one you filtered it, the other stake's data is still in it and they could unfilter.
00:13:04 We don't want steaks comparing with each other, so we encourage you to make a separate spreadsheet
00:13:11 for the steak with just that steak's data before you share it with them.
00:13:16 So once you have submitted it to the steaks and they've approved it, then the next step
00:13:24 is to approve all of them and you can just click Submit All and it will through, approve
00:13:31 everything.
00:13:31 Now, of course, if they don't approve it and you need to make changes, you want to make
00:13:36 those changes and get those approved before you submit them.
00:13:40 Now once you click submit all, then the final step for that is to let your support advisors
00:13:51 know that you've done that and that it's ready to go.
00:13:55 And then the support advisors will advise the service mission office that this is done
00:14:00 for this particular temple, and then they can send it on to the area of
00:14:05 presidency for their approval. Once the area of presidency has approved it, then
00:14:10 we can take the the final version and share it with the stakes. Again, if there
00:14:17 are no changes, you can just confirm that there are no changes, or you can share an
00:14:22 updated spreadsheet with them, just like you did before. The, in addition to the
00:14:30 sharing that you do, the service mission officer, I mean, the PAC tool itself will
00:14:37 automatically generate a connection to the leadership and clerk resources, the
00:14:41 LCR system, and the assignments will be available there, and the status will,
00:14:50 after you submit them, will show us submitted, and everything will be done for
00:14:55 that particular operation. Now, if you decide at any juncture that you have made a mistake,
00:15:04 you want to start over, that you don't want to approve these yes, you want to undo all
00:15:09 the assignments that are being made, you can come back to the main pack tool, plan details
00:15:15 page, go down to the work section at the bottom, highlight all of these things and click
00:15:25 it will eventually delete all the VSA assignments. Now before that improved we
00:15:33 had a correct number for the number of VSA's and it would have eventually if we
00:15:39 had let it percolate long enough this number of unassigned VSA's would have gone
00:15:45 to zero and but this gives you a summary of of that. Now we're going to hit
00:15:53 refresh here, and it will now show that these are unapproved, and if we go to volunteer
00:16:02 circuit assignments and we hit refresh, the VSA's eventually will go away because we
00:16:11 we undid everything. So that is the way that VSA's are approved and reviewed and submitted
00:16:23 and then finalized. If you have questions, let me know.