Volunteer & Admin Portal - THE Admin Burden Reduction Tool

Adult Staff Execs
201

Evening all,

I thought it might be useful to provide some clarity re the minimum claim duration and scenario outlined by @pEp.

As per IBN 009 - 2024 activity duration has to be a minimum of 4hrs to submit a claim for VA.

Our interpretation of reference in ACP300 shared by @mike_gormley is that this specifically relates to activity across 2 days and therefore the system is currently configured to only allow a claim where the activity duration is a minimum of 4 hours.

It is clear that there is some conflict between the IBN and ACP300 if for no other reason than the language used being unclear.

We will reach out to Business.& Finance for clarification so that ACP300 can be made clearer and if needed we will amend the criteria for claiming in Volunteer Portal.

@pEp can I ask who you initially reported this query to as it seems not to have been picked up sooner.

Kind regards,
Ben

202

This isn’t aimed at you Ben, just a general comment, but this keeps winding me up. We’re talking about an IBN released over a year ago, and policy still hasn’t caught up. Or isn’t clear because the IBN still exists.

Given ACP 300 has been updated 5 times since the IBN was issued, surely the ACP takes priority over any old IBN? Again, not a Q for you, Ben. It just winds me up.

How a new staff member is meant to follow any of our policy is beyond me.

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203

No problem at all and I can certainly appreciate the frustration.

We’re going to seek clarity re this and I’ll be sure to raise the IBN vs Policy matter with colleagues at HQ.

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204

Thanks for the reply. I used the feedback system built in to VP initially - I don’t think I emailed it as well.

205

Just had my first workflow for VA completed. Less than 4 hours from submitting claim to approval & uploading to JPA. Adding to JPA took less than 10 minutes after workflow received at HQ RAFAC. Took a minute or two to understand the system but it was reasonably simple to understand & complete much more than the previous system. Hopefully we will get just as good as system for 1771 & 7101s soon.

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206

Is everyone’s digital VA claims going via RC’s (as I think it was during the trial when Acting claims were the exception rather than the norm), or is everyone’s going straight from Unit HQ to entry on JPA?

207

Me > ATS Pillar > HQ

208

Me > Head of Branch > HQ Finance Peeps

209

I’ve put in three as a wing SME in SW region and they’ve all gone ATS pillar, then RC then HQ.

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210

Does the event have to be marked as completed before being able to select the activity for a VA claim?? If so, how is that going to be managed properly, as my Wing still have SMS records from 5+ years still not marked as completed…

211

Yes. I think you’ll find it will manage itself now that people can’t claim without completing an event.

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