Keeping Track

1. Keeping Track Where Are You? Stacey Luhring Point Defiance Zoo & Aquarium Tacoma, Washington

2. An online system for recruiting, tracking and coordinating volunteers Program designed and managed by Red Ridge who created VolunteerWorks and VolunteerTools.

3. Why Use Volgistics • Online system • Accessible anytime, any place by multiple managers and volunteers • No software to install • Conversion • Easy conversion from commonly used Volunteer Management Systems, including VolunteerWorks and Microsoft Excel • Security • High level of network and data security • Organizations can design who has access to what information • Support • Extensive database of help topics providing step by step guidance • Customer questions via email responded to quickly

4. First Step to Volgistics • First time using Volgistics • Getting Started Interview • Type of organization • Time Zone • Fiscal Year • Volunteer Availability (various options) • Volunteer profile information • Flags • Can adjust items later if you don’t know initially • Then to Setup Tab

5. Volgistics Features Features may be customized and adjusted to fit your application using the Setup link.

6. Set Up for Volgistics • Add system operators Who is going to be able to manage volgisitcs? Number will change your total cost. Can limit what they can do?

7. Set Up for Volgistics • Add Assignments • Plan out how you want to track your assignments

8. Assignment Set-up Assignment details for each assignment

9. Set Up for Volgistics • Add Checklist items • Paperwork becomes paperless

10. Set Up for Volgistics • Add Awards

11. Set Up for Volgistics • Build Schedules • You need to determine how you want to schedule: • Volunteers schedule themselves • Volunteers schedule themselves and you post openings (assignments you want filled) • You schedule everyone • Are you going to use VIC Net, VIC Touch, or neither? • Set features under Setup scheduling (ground rules, holidays, reminders) • If Volunteers can self schedule go to setup Vic Net and Vic Touch

12. Set Up for Volgistics • Tailor System features • Field Options – allows you to adjust field on each tab • Service Tracking • Travel Time • Visitor Counts • Absences • Guest Passes • Email categories – volunteers can be marked for specific ones • Notes Tab • Assignment Clusters – same job type in different sites or places, you create a cluster

13. Set Up for Volgistics • Report Questions • Print is the tab • Then it goes to your mailbox for printing • Support • Through email and they respond quickly but sometimes have stock answers • Mailbox features • Audit hours • Send email with attachments • Documents for VIC Net or email

14. Dislikes/ think first Likes • Email text is limited in size and style • Limitation in some set-up boxes • Assignment list – need to map out before inputting • Coordinator login not as useful • Admin vs coordinator access • Cost - # of volunteers, records • Internet down can’t use • Reminder emails • VIC home page updates • VIC Touch capabilities • Flexibility in assignments • Tracks training hours & classes • Send emails from system • Attachments to emails • Export in Excel or PDF • Preview of Volunteer’s page & can access while they are using • Bulk entry of volunteers for assignments, hours • Application attached to database and linked from website • Volunteers Self Scheduling include removal from shifts • Stock reports usefully, but can create own

15. Plan out what you need… don’t stress… And you’ll have success!

16. Volgistics Features Links provide for quick navigation Easy to navigate layout

17. Easily organize volunteer information Name Contact Information Organizational Tools

18. Assignments Volunteers may be assigned to jobs, tasks, or areas based on skills and abilities. Volunteers can then be scheduled based on these assignments