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					                                VOAz Website Administration
Note: The Executive Director holds access passwords for site admin, including email accounts.

The VOAz website is the back bone of its project and event management process. It employs ASP.Net
software for dynamic elements and data management. There are conventional HTML pages that are
embedded in asp master pages.

The web hosting service (CrystalTech) provides “@voaz.org” email accounts. SmarterMail is web based
but can also be accessed using resident email programs such as Outlook.

A complete copy of the web site is stored at Michael Bakers home computer. The Webmaster should
make sure that a complete copy is stored off the web host computer and regularly backed up. The webhost
maintains backup copy but not sure we could access if we lost a page.

This document only covers administrative information that does not reside on the web site at
Forms, Docs, and Links pagw.

In addition to this document, web_tech_event_tasks.htm covers website configuration work done by Web
Techs (primarily setting up new events), and “OutdoorVolunteer.org Management.doc” covers
administrative tasks associated with the operation of OutdoorVolinteer.org performed by the Manager of
this service (a VOAz administrator).
                                                            Contents
      Site page structure .............................................................................................................. 2
      VOAz.org & OutdoorVolunteer.org domains ........................................................................ 2
      Authority levels .................................................................................................................... 2
      Folder structure on server ................................................................................................... 3
      Membership Management - Web Based Functions ............................................................. 3
      Error Messages ................................................................................................................... 4
           Time Out ...................................................................................................................... 4
           Bulk Email Failure ........................................................................................................ 4
      Routine Maintenance .......................................................................................................... 4
           VOAz email accounts ................................................................................................... 4
           System emails .............................................................................................................. 5
           Completed Projects ...................................................................................................... 5
           Active Projects ............................................................................................................. 5
           Map of Web Projects (This has been disabled - July 2011) .......................................... 5
           Partner Information Placement at Web Site.................................................................. 5
           Returned emailsfrom bulk email ................................................................................... 6
           Announcements(News) ................................................................................................ 6
           Replace Page Images .................................................................................................. 6
           Out of date materials .................................................................................................... 6
      Troubleshooting Volunteer Account Problems ..................................................................... 6
      Page modifications .............................................................................................................. 7
      Menu Modifications ............................................................................................................. 7
      yVOAz Account at OutdoorVolunteer.org ............................................................................ 7
      Test Accounts ..................................................................................................................... 7
      SmarterMail ......................................................................................................................... 8




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Site page structure
There is a constant page structure to the web site, which is shown below. The content changes depending
on who you are and where you are.

           LOGO                                                   login
           Menu Bar with drop-down sub-menus

           Content Page




                                       Footer


The Header, Menu Bar and Footer are controlled by Active Server Pages programming. ASP provides for
dynamic or interactive program. Display on the web is still rendered using html coding so that familiarity
with html coding will allow you to edit, with care, .aspx pages. Some Content Pages are asp and others
are html. These are integrated on the web using Master Pages, which have a .master extension and are in
the root directory. MasterMain.Master is the primary master pages. It contains the menu bar and sub-
menu coding.

VOAz.org & OutdoorVolunteer.org domains
VOAz owns both domains, OV.org was created to provide a different entry way for agencies and
volunteers using the clearinghouse calendar. If you enter at either domain you get to the public home
page. Notice the menu differences. Both reside at voaz.org.

If you login to any existing account at either domain, the only things that should change are the menu and
the content page. The system recognizes you and gives you the appropriate menu irrespective of the
domain you start at.

If you switch domains after you have logged in, you will be logged out.

Authority levels
Access to various pages and the authority to make changes is determined by the user’s authority level.
This applies to both domains. Everyone enters at the public level. Once you login you are taken to one of
three levels. As noted above you will retain the header of the domain that you logged in at (voaz or
outdoorvolunteer). However, your menus will change depending on your authority level as well as you
status your status as a dues paying member of VOAz. Three basic authority levels of the system are

        volunteer – everyone who creates an account starts at this level – a new menu and home page
        appear for volunteers who are also members when they login.
        staff – assigned by a VOAz administrator or an OV agency administrator
        administrator – assigned by a VOAz administrator or an OV agency administrator

VOAz administrators arealso super administrators in that they can assume the role of administrator for
any OV agency.




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Folder structure on server
The root directory contains the VOAz home page (default.aspx) and other basic pages including the style
sheet and the menu file. There are several other folders related to different functions including three
(administration, staff, volunteer) that contain pages that serve each of theses authority levels.

Most HTML pages are stored under one folder labeled HTML to help keep unqualified hands away from
asp pages.

The folder “devvoaz” is for developing new functions. It is tied to separate test database. Once revisions
are validated there they are moved to the main (production) site.


Membership Management - Web Based Functions
There is separate documentation on managing and processing memberships in an appendix to
Bookkeeping in QuickBooks.

The VOAz web site is configured to facilitate on-line donation and to provide members with a complete
record of their donation history. The donations page enables anyone with a VOAz account to establish a
membership, renew a current membership, provide a gift membership and make a separate donation at
any time in any amount (up to $10K). The system treats donations made with the button without logging
in as anonymous (vol ID is 0).

Once logged in, volunteers can see their donation history by donation date since the date of this system
upgrade (June 22, 2009), total donations and donations for the current and past years, as well as their
membership details as before. Some of this information appears when they login on their home page.
Complete information is accessible though the menu under the My VOAz.

The VOAz web site is integrated with Pay Pal for seamless processing of membership and special on-line
donations. Upon completion of an on-line payment confirmation emails are sent by Pay Pal and the
VOAz web site to the donor and to support@voaz.org. Certain payment modes entail a delay which
results in a special notice stating that fact. Occasionally payments do not complete. The VOAz system
only record online donations after they have been confirmed by Pay Pal.

Most renewals are responses to prompts auto-generated email from the web-site. VOAz integrates
automatic (schedule) email prompts with surface mail and calls where email prompts fail.

Automatic emails to prompt renewals and membership cancellations
Every 28 days the web hosting service sends out emails to the following members whose renew
emails/dates are:

    1. “renew_28 to 83future.txt” days from today (Your membership renewal date is coming up.)
    2. “renew_0 to 27future.txt” days from today (Your membership renewal is now due)
    3. “renew_28 to 83past.txt” days ago (Your membership dues are overdue)
    4. “renew_84 to 111past.txt” days ago (Your membership has expired, please renew) – membership
       is set to inactive
    5. An Auto Membership Report is emailed to member.services@voaz.org listing recipients of each
       email message. Note that the first and last groups listed are identical—an artifact of the
       conversion process,




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If the membership is renewed on-line the renewal date is reset one year out and no more messages are
sent, other than the confirmation/thanks you messages. The Google Calendar for VOAz Admin shows the
mailing dates.

Manual donation entries at the web
Individuals who donate in cash or by check will have their donations entered manually on line.

Manual assignment of anonymous on-line donations is possible (VolID = 0; name is ANONYMOUS).
Using the donation button does not require one to login. If someone does that and later realizes they want
it recognized in their account, it can be reassigned.

Integration with QuickBooks
Currently (Summer 2010) QB is not integrated with the web site. Donations, other than those made on-
line, are individually recorded in QB (this may change to batch, after web site conversion). Donations
made online through Pay Pal were entered in QB individually. With the Summer 09 changes, these
donations will be done using the Pay Pal monthly reconciliation report.

QB is reconciled with all accounts and is used to assemble data for tax returns. For accounting and tax
recording purposes it does not depend on reconciliation with the web site data. The web site is the place
where members and non-anonymous donors can retrieve donations records. In addition a Pay Pal and
VOZ confirmations provide additional records for individual tax reporting purposes. There is some risk
that QB and web/email recording will not be consistent because of recording errors. We rely on member
feedback to correct web entry errors.


Error Messages
Server malfunctions send a message on a bright orange page with lines of code that may provide a clue to
the source. Sometimes this is the result of a temporary or a more serious problem at the host server. It is
most helpful if the person receiving such a message can report the exact activity web underway when it
occurred. Our web consultant gets these messages.

Time Out
A time out will occur when a content page has been opened but not used—no menu selection executed or
saves (Submit button at bottom of page) made—for a considerable period of time. The connection to the
site will be lost and un-submitted entries will be lost. As with routine computer work, it is advisable to
periodically click the Submit button.

Bulk Email Failure
Bulk email failures will occur if the address list contains a @voaz.org address that no longer exists.
When voaz.org email accounts are deleted, make sure there are no volunteer accounts using the deleted
address.

Routine Maintenance

VOAz email accounts
        The SmarterMail program that is part of the hosting package. It provides more professional
        looking communications than yahoo or Gmail accounts. Leaders should use their voaz email
        accounts at least for initial contacts.




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       The accounts should be periodically reviewed and old accounts deleted. Whenever this is done
       make sure a volunteer account no longer uses this email address by search at Volunteers for this
       address. Failure to do this will cause bulk email operations to crash.

       The default capacity is 10mb. This can quickly fill if large attachments are sent to voaz email
       accounts. Accounts may be set to a higher limit. Spam is a huge problem because the
       SmarterMail system side filters are relatively primitive. Spam usually does not cause accounts to
       exceed their limit because these are small files. Setting up a Gmail account and forwarding voaz
       email to that account screens out most spam.

       Administrative email accounts include several that are system triggered by actions occurring at
       the web initiated by all levels of users. Emails to many of these are forwarded to VOAz staff.
       Otherwise they must be monitored and cleared periodically-many get loaded with spam.

System emails
       The text of each message is in the EmailText folder at the web site. These messages should be
       reviewed at least annually to make sure the content is current.

Completed Projects
       Projects should be “archived” one year after the final event. This can include replacing web or
       html photo album links with one or two images from these albums and then deleting the albums.
       Additional storage for the Google web albums has been purchased, therefore, trimming these is
       not urgent.

       The project folder should have an images folder with all the pre-Google album images referenced
       in the web report. Any special reference files linked to the report or event old map file may be
       retained. The narrative should be edited to reflect its past tense.


Active Projects
       These should be reviewed at least annually (see master schedule). Events that are over one year
       past should be archived as per completed projects.

Map of Web Projects (This has been disabled - July 2011)
       As projects are completed, this map should be amended by revising the description and adding a
       “(completed)” at the end of the description. Only active and high value completed projects are
       shown on this map. The administrators menu has a link to a page explaining how to make
       additions and changes to the map.

Partner Information Placement at Web Site
       Changes in personnel and new projects require additions to the drop-down list of partners
       available at the web site. While we do not customarily create accounts, this is an exception.
       Before adding a new volunteer record, do a volunteer search to make sure a record does not
       already exist. Then, login in as administrator and click “Volunteers” in menu under Management.
       At top of page click “New account” and enter all the contact info you have and fake the required
       data you do not have. Submit the data and then return the Volunteer Search screen and retrieve
       the record just created. Below the line at “Supporters,” check partner box and enter the agency
       same and click submit. This name will now appear on the partners drop-down to add to a project
       or event.


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Returned emailsfrom bulk email
        The bulk email system can generate replies from defunct email accounts, out of office replies, etc.
        The process for clearing these (monthly) is described in a document at the Forms, Docs, Links
        page under the web tools section.

Announcements(News)
        Announcements should be set up with an expiration date, so this function should not have stale
        items. Annual review is appropriate.

Replace Page Images
        Periodically replace existing images from web pages with newer ones fro recent events. Look for
        poor images to replace.
            1. Scan web album and download good images.
            2. Crop, improves quality and resize using Picassa, IrvanView or other editing software. All
                page images are a maximum of 300 pixels wide. Note the height once resized to 300
                width.
            3. Open the page that you want to place the new image in. The images are usually in a right
                hand table column.
            4. Insert the image name (you can rename the modified image) over the one your are
                replacing and change the height spec.
            5. Reload the page and place the new image in the images folder of the folder in which the
                page resides.

Out of date materials
        As of this writing there is no established schedule for clearing out old materials except for web
        albums, which is covered above under Completed Projects. This would include:
             Old images. The page images are small so this is not so critical.
             Old Factsheets in the FACTSHEETS Folder under projects_events. As these are dated it
                is safe to remove ones that are two years old.
             MOU documents. Event MOU documents that are two years old may be removed.
        Defunct pages should be deleted or archived when they are removed from the menus. Closing
        volunteer accounts with bad email addresses is addressed in the document dealing with clearing
        bulk email returns.

Troubleshooting Volunteer Account Problems
People occasionally report inability to access their account. They have forgotten their username or
password and for some reason do not successfully use the “forgot” utility at login. Go the Volunteers link
(as Administrator) find the record and enter a new password. Note their user name and send this plus the
password to them. Remind them of the “forgot” utility for resetting their password. (If their email address
is no longer valid, this utility will not work.)

When people change their email accounts but fail to change it at their VOAz account, they cannot even
use the “forgot” service to reset. This leads some to create a new account (discussed below) or request
help. Admin must rest for these users.

When a new password is requested for an account that has the same email address as another account, the
system resets the password for ALL user accounts that use that email address. The email that is sent
indicates this and lists all of the user accounts that were updated. Since this is primarily same family
situations or husband and wife situations it shouldn’t be a problem.


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Multiple accounts. Computer inept users and those who have not participated for a long time will
sometimes create a second (or third) record. This can be problematic especially if they are members. It
will usually come to our attention when someone asks why they are not showing credit for all of their
events or encounter login problems. If a membership is involved, find the account with the correct
membership info and use the “Pre-web Event Count.” When volunteers report an error, we take their
word for it.

Participation Record When volunteers register as individuals and participate, the system retains this
information and displays it (more recent event names and total count) at “My Participation.” If volunteer
creates multiple records or is part of another registrant’s group, their participation record will not be
accurate. We cannot correct errors on the list of events participated in, but we can adjust the count as
described above—again, take them at their word. Remind such volunteers to register in the future under
their own volunteer record.

Page modifications
Avoid using program like FrontPage for page editing. They tend to deposit extra code. Notepad or a plain
vanilla freeware like CoffeeCup works just fine for html pages. Changes to Active Server Pages must be
done with great care and in a text editor. See the tips docs at Docs, Forms,… page. Whenever an aspx
page is modified, notified JWS Web Design.

Menu Modifications
Menus are in a root directory file called: MasterMain.master. To edit this file change extension to .txt, edit
in notepad and change the extension back to .master before loading. Notify JWS Web design.

yVOAz Account at OutdoorVolunteer.org
YVOAz is listed as a separate “agency” at OV.org. Michael Baker has an admin account for this with a
username = arusha2 and password = mar1967. There is a an email account in SmarterMail
(yvoaz@voaz.org; pw = mar1967)

Test Accounts
To allow administrators to look at menus and pages as they are seen by all users, we maintain the
following demo/test accounts.
First Name         Last Name           Username            Password              authority level
Demo               Vol                 voazvol             password              volunteer
Demo               Member              member              password              vol member
Demo               Staff               staff               password              VOAz staff
Demo               Admin               admin               demoadmin             VOAz Admin

Development Site




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SmarterMail
Admin creates email accounts for all leaders, which they are encouraged to use when do VOAz
communications. The default set up is firstname.lastname @voaz.org with the password set to the
firstname. We sometimes set it to forward to the email address the volunteer has in their voaz account—
especially for the computer challenged. They can do this as well.

Here are some instructions we send to new account holders:

        There are two ways to send and retrieve email using your voaz.org address.

        You can create an account within your current email program (Outlook, etc.) Please set you
        email program filters to accept all email from the "voaz.org" domain. You should set your program
        to remove emails from the server after a few days so that you don’t exceed the available storage
        space (10MB).

        You can also access it through the web (as you do with yahoo email) by going to the web email
        interface at http://mail.voaz.org (note that there is no “www”) and make that a favorite in your web
        browser. Enter VOAz email address as user name (for example bill.smith@voaz.org -- we use the
        first.last convention, all lower case, so you can always remember VOAz email addresses). Enter
        your first name for password (you may change if you wish). As you will notice, this web based
        service is a pretty full service email program, but like most web based services, it works a bit
        slower than your computer resident one.

        If you start generating too much new spam you can do two things. Tighten the spam rules
        available through the web interface and shut off the forwarding, if you can remember to check on
        line. We advise against using the auto responder when you are away because of email
        harvesting software used by spammers.

        The MY Today page tells you how much of your available disk space you have used.


        extras.....................

        save - for mapping tool at fact sheet
        lat/ 33.425639141741996
        long -111.89291954040527
        of office

        On the site screen I zoomed in the map by one. See if that’s what you’re looking for. This is
        something you can mess around with if you’d like. In the eventsite.aspx file look for the following
        line of code about 28 lines down

        map.setCenter(new GLatLng(34.5, -111.5), 7);

        This is the line that changes the initial look. The 34.5, -111.5 is the center latitude longitude point
        and the 7 is the zoom. You can change this between 1 to like 15 I think with 1 being the world
        view and 15 being to a street.




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