Weekly Report

Leadership

T&E Leader:(Required)

Service line Metrics

Include your entire service line (MMAC, VWVP, MSI) or Regional Program (V3) data.

# of clients services were provided to:(Required)

Only include newly initiated services with the exception of VCRC, scheduled appointments (via Microsoft Bookings, and Office Hours).

# of clients served at VCRC:(Required)

Only include newly initiated services staff rendered at the location.

# of clients served through appointments:(Required)

Only include newly initiated services staff provided via scheduled appointments via (Microsoft Bookings) or Office Hours.

# of clients closed:(Required)

Only include clients in which services were provided in full/totality and not longer need DVS support at this time.

# of external referrals for services:(Required)

Include new referrals for clients, partners and employers.

# of internal referrals to VVFS/Benefits service lines:(Required)

Include new referrals for clients to ONLY VVFS and Benefits.

# of total military installation visits:(Required)

Include HVN, TAP, presentations, workshops, resource days, etc. and other coordinated events. Do not include general check-ins our outreach to bases.

# of spouses referred to the US Chamber Military Spouse Fellowship Program:(Required)

Only include spouses in which their contact information was provided to the MOU partner through, SOP process, for a referral to participate in their program.

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# of clients assisted with Virginia SkillBridge Interest Forms/Applications:(Required)

Only include the number of clients that completed the online form to participate in a SkillBridge program.

# of clients assisted with WEAMS online system to identify active OJT/Apprenticeship Programs:(Required)

Only include the number of clients that were assisted with identifying a SAA Approved G.I. Bill OJT/Apprenticeship program to apply for.

# of clients referred to VMSDEP for G.I. Bill assistance for training/education:(Required)

# of clients referred to the ACP program for participation:(Required)

Only include spouses in which their contact information was provided to the MOU partner through, SOP process, for a referral to participate in their program.

# of clients referred to MEWI for credentialling and licensure programs:(Required)

Only include clients that submitted applications to a MEWI pathway for credentialling. Example: CCWA, RTR, Marine Trades Training Program, Eastern Education Project (with TCC).

# of employers Welcome Meeting was provided to:(Required)

Only include meetings in which newly certified employers were contacted by their assigned EL.

# of employers serviced/met:(Required)

Only include meetings for general discussion, check-in's etc. Do not include OVHEP Meeting, Newly Certified Meeting or Training Provider/Plan discussions.

T&E Admin Metrics

Report:

Training Provider Development

# of employers serviced to develop Training Opportunities:(Required)

Only include meetings in which developing a SkillBridge, OJT, Apprenticeship, Fellowship, etc. were discussed.

Employer Names:

*Use the "+" symbol to add more rows to add more employer names.

VETE Program Name:

Enter: Virginia SkillBridge, OJT, Apprenticeship, or Military Spouse Fellowship

# of employer ACP referrals:(Required)

Only include employers that completed the ACP Mentor registration.

Employer Names:

*Use the "+" symbol to add more rows to add more employer names.

# of employers OVHEP assistance services were provided to:(Required)

Only include meetings/assistance provided to current employers where staff literally provided assistance with the employer developing, reviewing or providing information related to the OVHEP and/or aspects of the document.

Employer Names:

*Use the "+" symbol to add more rows to add more employer names.

Supervision

# of staff meetings held:(Required)

Only include entire region or entire program meetings.

# of staff trainings and/or SOP reviews held:

Only include entire region or entire program meetings.

# of monthly staff 1-on-1 meetings held:(Required)

Each supervisor should meet with assigned staff monthly to provide check-ins and pre-evaluation feedback.

# of disciplinary actions taken:(Required)

Only include when you had to provide verbal or written consultation/action. Include formal steps to document performance issues.

Tasks and Assignments:(Required)

Only include upcoming tasks and assignments that you plan to have completed by your service line. Include overall tasks assigned to the service line and any specialize tasks assigned to designated staff. Only list one task/goal for each line. Use the "+" symbol to add more rows to include additional tasks/assignments. For example: V3 Hiring Report Scrub - ELs to complete (example of service line task) or T&E SOP draft submission - Jane Doe to complete (example of a designated task, worth including). Refrain from listing day-to-day tasks and assignments distributed.

Upcoming plans/objectives:(Required)

Include your internal goals and objectives for next week. Please be advised that this submission does not constitute priority goals/tasks and assignments that may be provided to you by leadership to complete during that week.

General observations, concerns, ideas and needs:

This section is voluntary. Feel free to share any general observations related to your service line duties and/or staff assigned to you (basically share observations related to your work and work area). The same guidance is also for concerns and needs. All ideas are welcome to be shared.

External Meetings & Outreach

# of meetings HELD with external stakeholders:(Required)

# of meetings HELD internal to DVS (outside of direct service line)(Required)

Only include "formal" meetings between service lines to discuss workflows, collaboration, etc. VETE programs, initiatives, VVFS, Benefits, and all other departments must be included in count.

# of meetings HELD with MOU parnters:(Required)

This excludes MMAC Partner Healthcare System employers/participants.

# of potential external partnership/collaboration requests submitted:(Required)

Only include requests submitted this current week that require approval prior to proceeding. As a friendly reminder, this include participation in workshops, conferences, panel discussions, interviews, etc. and events in which the agency/service line's logo may be used. For example: You were asked to speak on a panel to discuss employment and have a vendor table at a conference. Prior to committing, leadership approval would be required.

# of VVN vendor referrals submitted:

As a reminder, VVN recommendations must be sent up through the chain of command to the Transformation Team.

# of draft partner MOUs submitted:

As a reminder, MOU recommendations must be sent up through the chain of command for approval and execution. Staff should not engage in official capacity to draft MOUs with potential partners without prior leadership approval. Staff is free to engage and interact with prospects as they see fit; however, commitment or appearance of a formal partnership should be avoided if not authorized.

Upcoming meetings with external stakeholders:

Include the 5W's, ROI, tangible outcome, initiator and stage. Example: Who- John Doe, VCU Health Outreach Coordinator and Jasmine Gore What - Discussion on how DVS and VCU can share job vacancies. When - 2/15/25 Where - Virtual Why - VCU is struggling to hire veterans and MMAC has a shortage of job vacancies for nurses. ROI - MMAC will obtain a real-time list of vacancies to share with current clients seeking employment. Outcome - MMAC will have more documented hires. Initiator - External email from John Doe Stage - First Meeting

Upcoming meetings with external stakeholders: (Approved)(Required)

Refer to example above. The example written out would look like: 2/15/25 Virtual Meeting- Jasmine Gore, plans to meet with John Doe, VCU Health Outreach Coordinator, to discuss how DVS and VCU can share job vacancies. If achieved, MMAC will obtain a list of vacancies to share with current clients. This will result in more document hires. This is discussion is in its initial stages. ******Use the "+" symbol to add more rows to include information about separate meetings.

Upcoming meetings with external stakeholders: (Requested)(Required)

Example under this scenario: Jasmine Gore, was contacted by John Doe, VCU Health Outreach Coordinator, to discuss how DVS and VCU can share job vacancies. This is a great opportunity for MMAC to obtain a list of vacancies to share with current clients. This will result in more document hires. Confirmation to pursue needed by the end of this week. ******Use the "+" symbol to add more rows to include information about separate meetings.

Upcoming meetings with internal to DVS (outside of direct service line):(Required)

Example under this scenario: 2/15/25 In-Person Meeting- Jasmine Gore, plans to meet with John Doe, Benefits East Outreach Coordinator, to discuss how DVS and Benefits can share information from VCU. MMAC can share job vacancies. If achieved, MMAC will obtain a list of vacancies to share with current clients. This will result in more document hires. This is discussion is in its initial stages. Benefits agency leadership is not included in discussion at this stage. ******Use the "+" symbol to add more rows to include information about separate meetings.

Events

# of external events:(Required)

Only include events in which staff served as resource providers/vendor tables (do not include military installation events).

# of external engagements:(Required)

Only include engagements such as panel discussions, interviews, workshops, etc. not related to direct service delivery.

# of internal events:(Required)

Only include events in which staff organized, co-hosted and primarily organized. Do not include trainings or workshops.

# of trainings/workshops hosted:(Required)

Only include staff lead/VETE co-hosted trainings and workshops.

# of TAP events(Required)

Only include tap briefings. Do not include resource table opportunities.

# of external board, working group, commission and/or authority meetings:(Required)

Do not include DVS boards, commissions and authorities. Example: Hampton Roads Veteran Coalition Quarterly Meeting.

External board, working group, commission and/or authority meetings:

List who attended, organization, frequency and purpose for presence. Example: Kendra Hayes, V3 Regional Program Manager, attended the Hampton Roads Veteran Coalition Quarterly Meeting. Attendance was due to active voting member status. (or attendance was due to interest in regional discussions). ******Use the "+" symbol to add more rows to include information about separate events.

Past Events- Detailed Information(Required)

Include 5 W's, attendance, outcome, phase and next steps. Example: Mariah Carey, T&E Spy, attended the Northern Virginia Pilot Association meeting on 2/24/25 at the Gateway Center located in Crystal City, VA. Purpose of attendance was to hear industry plans for training programs. Outcome included obtaining the contact information of the Pilot Association President for possible collaboration on creating a SkillBridge program. Attendance included approx. 75 people, that comprised of HR professionals, pilots and business owners. ******Use the "+" symbol to add more rows to include information about separate events.

REMINDER TO KEEP YOUR SOCIAL MEDIA PHOTOS AND VERBIAGE FOR THE MONTHLY SUBMISSION:(Required)

Yes, I am tracking

Be sure to submit your items to the online form created by the T&E Operations Manager.

Client/Employer Testimonial (Quote) - #1 - Marketing Submission

Max. file size: 10 MB.

Include a Word Doc with the client/employer quote. Receive approval to submit for social media prior to including in weekly report. Do not forward email Thank You's and kudos as a part of this submission. Include messages like that under the "Good to Know" section.

Client/Employer Testimonial (Photo) - #1 - Marketing Submission

Max. file size: 10 MB.

Client/Employer Testimonial (Photo) - #1 - Marketing Submission

Max. file size: 10 MB.

Client/Employer Testimonial (Quote) - #1 - Marketing Submission

Max. file size: 10 MB.

Upcoming Events (Attendance)

Event Planning: Include requests to host/co-host, interview or serve on panel. Include 5 W's. (External representation of agency) Include events that require approval by the DD or Director.

Special Projects

Refer to the "Task" app within TEAMS to refer to tasks assigned. Special Assignments will be annotated as such. Provide a status report on progress completing each task. Do not lump tasks/projects into one update. Only include tasks that have not been started, in progress or stalled. No need to update "completed tasks". That information will be visible in TEAMs along with required work products (unless provided via email).

Special Projects - Include status, action taken, progress acheived, and anticipated outcome.

Example: SOP Review (Assignment) - On 2/14/25 staff were assigned the SOP review for completion by 2/20/25. After that date, I plan to review their feedback for errors. We held four meeting to review the expectation. I believe we will meet the assigned deadline. *****Use the "+" symbol to add more tasks.

Request From the Commissioner - Include his directive, 5 W's, status, progress acheived and anticipated outcome.

Example: Carr Brothers Outreach (Assignment) - On 2/14/25 I was contacted to conduct outreach to Carr Brothers about joining the Sky's the Limit Program. I have a virtual meeting scheduled for 3/15/25 to provide an overview. Staff have researched the program and contacted the administrator with clarifying questions. I believe we will meet the assigned deadline. *****Use the "+" symbol to add more tasks.

Marketing & Event Planning

Only include previously approved events and engagements.

Upcoming Events PLANNING: Include 5 W's. Include the names of all staff that are expected to support the event. Include events within your purview to organize/approve.

Draft Flier for Communications Approval

Max. file size: 10 MB.

Draft Flier for Communications Approval

Max. file size: 10 MB.

Draft Flier for Communications Approval

Max. file size: 10 MB.

Draft Flier for Communications Approval

Max. file size: 10 MB.

Procurement and Operational Requests

Purchase Requisition Form Request - #1

Max. file size: 10 MB.

Purchase Requisition Form Request - #2

Max. file size: 10 MB.

Office Supply Request:

Include staff name, what is needed and when it is being requested by. Example: Mary Lou needs pens and ink for her home printer. She is available to come to HQ to pick up items on 3/20/25 or any other date that meets HQ's availability. *****Use the "+" symbol to add more rows.

Swag/Restocking Request (Not Office Supplies):

Include staff name, what is needed and when it is being requested by. Example: Mary Lou needs a variety of small promotional for the East. She is available to come to HQ to pick up items on 3/20/25 or any other date that meets HQ's availability.. *****Use the "+" symbol to add more rows.

IT, laptop refresh, virtual subscription and online application needs:

Include staff name, what is needed and when it is being requested by. As a reminder, routine IT issues may be coordinated by staff (for example: locked out of email); However, equipment requests, laptop refreshes, outreach to Mario/IT Director/IT Deputy Director must go through proper chain of command for items outside of regular/routine IT assistance. Access to subscriptions, platforms, ideas for new virtual services, upgrades, website changes, access to emails/systems, etc. must be sent to the T&E Operations team for assistance and coordination. *****Use the "+" symbol to add more rows.

Travel Requests (Requiring Approval/Signatures from DD or Director)

Requests that include Out of state, Airfare, Lodging. Do not bypass the submission process and submit travel requests, lodging assistance, rental car assistance, etc. to Operations for processing/inquiries. . *****Use the "+" symbol to add more rows.

Travel Request - Include staff name, date, purpose, anticipated outcome (why do we need to approve travel).

Include you and your teams travel requests in this one section.

Travel Request - Staff Member 1

Max. file size: 10 MB.

Travel Request - Staff Member 2

Max. file size: 10 MB.

Travel Request - Staff Member 3

Max. file size: 10 MB.

Travel Request - Staff Member 4

Max. file size: 10 MB.

Travel Request - Staff Member 5

Max. file size: 10 MB.

Travel Request - Staff Member 6

Max. file size: 10 MB.

This section is for staff and leader. ALL VOUCHERS.

Staff Travel Reimbursement Voucher (Requiring Approval/Signature from DD or Director)

Do not resubmit previously supplied vouchers. Contact your direct supervisor if you have questions about pending voucher reimbursements. Ensure staff submit full packets. Packets include Signed travel authorization form, maps, receipts, agendas/fliers, etc. Failure to perform quality checks may result in disciplinary action. Do not bypass the submission process and submit vouchers to Operations for processing.

Reimbursement Voucher- #1 Excel Sheet

Max. file size: 10 MB.

Reimbursement Voucher- #1 Receipts and Supporting Docs

Max. file size: 10 MB.

Reimbursement Voucher-#2 Excel Sheet

Max. file size: 10 MB.

Reimbursement Voucher- #2 Receipts and Supporting Docs

Max. file size: 10 MB.

Reimbursement Voucher- #3 Excel Sheet

Max. file size: 10 MB.

Reimbursement Voucher- #3 Receipts and Supporting Docs

Max. file size: 10 MB.

Reimbursement Voucher- #4 Excel Sheet

Max. file size: 10 MB.

Reimbursement Voucher- #4 Receipts and Supporting Docs

Max. file size: 10 MB.

Reimbursement Voucher- #5 Excel Sheet

Max. file size: 10 MB.

Reimbursement Voucher- #5 Receipts and Supporting Docs

Max. file size: 10 MB.

Reimbursement Voucher- #6 Excel Sheet

Max. file size: 10 MB.

Reimbursement Voucher- #6 Receipts and Supporting Docs

Max. file size: 10 MB.

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Program Leader Travel

RPM, Program Manager, etc. (This is your personal travel requests).

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Request #1

Max. file size: 10 MB.

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Request #2

Max. file size: 10 MB.

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Request #3

Max. file size: 10 MB.

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Request #4

Max. file size: 10 MB.

Leader Paid Time Off (PTO)

Enter request that you are seeking permission/approval for. Once approved, send a calendar invite and add to Cardinal.

Service line leader PTO Requests that need approval:

Share reason, if applicable. *****Use the "+" symbol to add more rows.

Date

Suggested Coverage: (Staff Name)

Cardinal Approval Delegation:

Staff Upcoming Approved PTO

Enter staff PTO that you have approved for situational awareness.

# of staff out of office this week:

Upcoming PTO - Staff Name:

Include PTO that you have already approved. *****Use the "+" symbol to add more rows.

Upcoming Staff PTO Off Date:

Good to Knows

Include FYI's that you want to share with leadership. Submission style is optional. You may use the list function or paragraph format below. *****Use the "+" symbol to add more rows.

GTKs Itemized:

GTKs general satement:

GTK Backup - #1

Max. file size: 10 MB.

GTK Backup - #2

Max. file size: 10 MB.

GTK Backup - #3

Max. file size: 10 MB.

Requests for Leadership Support and Reminders

New urgnet needs:

Provide 24-48 hours for response/assistance. If immediate send an email or contact leadership via phone.*****Use the "+" symbol to add more rows.

New asks for leadership:

Provide at least 3-5 business days at a minimum for a response. Include requests not covered elsewhere in the report that require approval, guidance and/or action.*****Use the "+" symbol to add more rows.

Reminders:

Include items previously requested that are outstanding. If urgent provide 24-48 hours, if not urgent/immediate/due or pending deadline, provide at least 3-5 business days at a minimum for a response. *****Use the "+" symbol to add more rows.

Ideas, concerns and questions:

Provide at least 3-5 business days at a minimum for a response. *****Use the "+" symbol to add more rows.

Friendly Reminders

T&E Personnel Calendar Completed (You/Staff)

Completed

Virtual Contact Center Usage (You/Staff)

Have you checked sign in's for usage?

Vehicle Travel Information (You/Staff)

Have you checked to see if the information has been uploaded? usage?

TEAMs Task Updated

Completed

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Weekly Report

Weekly Report

Leadership

Service line Metrics

T&E Admin Metrics

Training Provider Development

Supervision

External Meetings & Outreach

Upcoming meetings with external stakeholders:

Events

Upcoming Events (Attendance)

Special Projects

Marketing & Event Planning

Procurement and Operational Requests

Travel Requests (Requiring Approval/Signatures from DD or Director)

Staff Travel Reimbursement Voucher (Requiring Approval/Signature from DD or Director)

Program Leader Travel

Leader Paid Time Off (PTO)

Staff Upcoming Approved PTO

Good to Knows

Requests for Leadership Support and Reminders

Friendly Reminders

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