Calculating Your Organisations Volunteer Investment to Value Audit (VIVA) The VIVA is a tool which helps organisations / groups to quantify the economic value of activities which they carry out as volunteers or with the help of volunteers. Being able to demonstrate value for money and evidence economic impact is increasingly important for all organisations that receive funding. The monetary value of volunteering is often overlooked in national statisitcs because it is not seen as relevant or is deemed too difficult to measure. Although the impact of volunteering should not be focused solely on economics; efforts to measure the monetary value of volunteering serves a useful purpose in demonstrating where a return on investment is being made through involving volunteers in service delivery. The VIVA offers a quick and easy way of being able to calculate the difference between the money put into a volunteer programme / initiative and the economic savings gained in return, from people doing tasks or roles without receiving a wage. In its simplest terms the VIVA can be understood in the form of the following equation. VOLUNTEER OUTPUTS (value of volunteers time) MINUS VOLUNTEER INPUTS (the resources invested to support volunteers) How this spreadsheet works The spreadsheet has been designed to automatically calculate your VIVA Ratio based on all the figures you have included as volunteer inputs and outputs. You are asked to enter all the 'investment' you place in volunteering in one sheet and the 'value' of volunteer time in another. The overall ratio figure will be automatically entered into the sheet labelled 'Ratio', once you have entered all the figures into the 'investment' and 'value' sheets. Enter the input and output figures into the 'Green boxes'. The automatic calculations will be entered into the 'Blue boxes'. The VIVA helps organisations to measure economic impact, and is only one type of impact which organisations / groups can measure as an outcomes from volunteering. Other impacts which are important to consider are- physical i.e. number of people contacted by volunteer manned helpline, social i.e. building social networks, human i.e. skill development, confidence and cultural i.e. contact and understanding between people of different backgrounds. The Volunteer Impact Assessment Toolkit offers a holistic way of measuring the full range of possible impacts- the toolkit contains a range of instruments, including questionnaires and topic guides which groups can use to quickly measure the full range of impacts which comes from volunteering, for volunteers, staff, service users and the wider community. If you have any questions about how to use the VIVA spreadsheet or are interested in using the toolkit, contact Christine Irvine on Christine.Irvine@volunteernow.co.uk or telephone 02890 818332. Volunteer Now have an exclusive licence to promote the toolkit and provide training courses in Northern Ireland and the Republic of Ireland. In Northern Ireland, the Red Cross Transport & Escort Service, Millennium Volunteer Delivery Partners and the Belfast City Council have used the Toolkit. To read more about the toolkit, go to www.volunteering-ni.org/what_we_do /Impact Assessment Toolkit. This VIVA spreadsheet is based on the work of Katherine Gaskin in 1996. The Volunteer Impact Assessment Toolkit is a creation of the Institute of Volunteer Research- an Inititative of Volunteering England and the Birbeck, University of London. Total Volunteer Investment (INPUTS) - VIVA adds up all costs associated with involving volunteers. Ask yourself 'would we have spent this if we didn't have volunteers?' If the answer is no, then include it as a volunteering cost. Collect expenditures for a period of one year, taking figures from your volunteering budget or the previous year's accounts. Estimate the cost if the actual figure is not available. Annual Category of Expenditure Cost details Amount (€) 1. Volunteer Co-ordinator / Manager Annual Salary (Gross)- if this role is a paid position. 2. Volunteer Co-ordinator's Assistant / Secretary Annual Salary (Gross)- if this role is a paid position. Annual Salary (Gross) corresponding to % of time spent on 3. Other paid staff managing or supporting volunteers . Cost of printing leafelts, posters etc., and of producing and placing 4. Advertising and recruitment (for volunteers) advertisements. Cost of materials, lunches, childcare, staff time (unless already 5. Induction and training included, above) and fee paid for external training. 6. Volunteers expenses Travel and out of pocket expenses reimbursed to volunteers. Volunteer newsletters, meetings, socials, parties, awards, 7. Administration, support and recognition certificates, offices expenses and other non-salary costs. Clothing, badges, materials and equipment provided free to 8. Supplies and Equipment volunteers for their volunteering. Costs of drinks, food and accommodation provided free while 9. Food and accommodation volunteering Cost of the volunteer insurance policy or a percentage of the 10. Volunteer Insurance organisations overall insurance policy to cover volunteers. Rent and utility costs where buildings are maintained solely for 11. Volunteer related building costs or expenses volunteers. specify 'other' 12. All 'Other' expenditure Total Annual Expenditure €0.00 Total Volunteer Value ( OUTPUTS)- VIVA analyses what volunteers do and for how much time, matches it to an equivalent paid post and applies the market wage. This produces a notional volunteer wage bill- 'what an organisation / group would have to pay people to do the work of volunteers. If you are unable to find the hourly salary of a suitable equivalent job, you could use the national minimum wage or the national average hourly wage as your guide. Include regular volunteers who volunteer week on week, and non-regular volunteers such as management committee members, occassional / seasonal and fundraising volunteers. It may be easier to estimate hours for non-regular volunteers over a whole year rather than per week. For fundrasing volunteers, use the national minimun wage. Do not add in the amount of funds raised by these volunteers, but be sure to mention this extra income as 'value added' in your final report. Make estimates if exact figures are not available. Total hours per Total hours per week Value of this Hourly wage rate Total number of week volunteered by all Number of weeks gifted per year volunteer role in a Volunteer or Volunteer Title Equivalent Paid Job for equivalent volunteers in volunteered (per volunteers in this by each volunteer year (€). Job this role volunteer) role Example: Volunteer Driver Taxi / Cab Driver €8.67 30 5 150 48 €62,424.00 0.00 €0.00 0.00 €0.00 0.00 €0.00 0.00 €0.00 0.00 €0.00 0.00 €0.00 0.00 €0.00 0.00 €0.00 0.00 €0.00 0.00 €0.00 0.00 €0.00 Total Hours Gifted Total Number of Total Hours Per Week Volunteered Per Year by All Total Annual Value of ALL Volunteers by All Volunteers Volunteers Volunteer Involvement 0 0.00 0.00 €0.00 Volunteer Investment to Value Audit Ratio Total Investment (inputs) €0.00 Total Value (outputs) €0.00 Total Value MINUS Total Investment (Excluding Overhead Costs) €0.00 Volunteer Investment to Value Ratio (Excluding Overhead Costs) #DIV/0! Employment Overheads i.e. national insurance & pension contributions % Employment (see notes below ) ** Overheads? Value of notional Employment Overhead Costs €0.00 Total Value including Notional Employment Overhead Costs €0.00 Total Value MINUS Total Investment (Including Overhead Costs) €0.00 Volunteer Investment to Value Ratio (Including Overhead Costs) #DIV/0! Average € cost per volunteer per year #DIV/0! Average € value per volunteer per year (Excluding notional Costs) #DIV/0! Average € value per volunteer per year (Including notional Costs) #DIV/0! Employment Overheads ** In additon to paying salary to employees, employers cover other costs i.e. national insurance and pension contributions. To give a more accurate reflection on volunteer value, you can add an additional % on to the total volunteer value to include notional costs of these employment overheads. The actual % can vary widely from one organisation to another. How to interpret the figure produced by dividing total value by total investment The VIVA Ratio is calculated by dividing the total volunteer value by the total volunteer investment. For example, a total value of €50,000 and investment of €10,000 yields a ratio of 5. The ratio has a simple meaning: 'for every €1 organisation Y spends on volunteers, they get back €5 in the value from the work they do' or in other words- Organisation Y gains a five- fold return on investment from involving volunteers. If the ratio provided a minus figure (-). This would indicate that the investment is greater than the value gained. Gathering the figures needed to calculate the VIVA also provides other interesting information which can add to your understanding of the economic contribution of volunteers to your organisation. *The total number of volunteer hours given to your organisation per week or per year. *A full activity profile of what volunteer roles you have and the amount of hours gifted within each role. *By looking at the detail of the investment and value sheets- you can see where most of the costs associated with involving volunteers are concentrated and which roles are offering the best return on investment. NB: The VIVA is very useful tool for giving an economic value of volunteering. However, it is only one way which volunteering can impact on an organisation. The social, human and cultural impacts are also very powerful indications of what difference volunteering can make. So consider using the toolkit, which can help you to gather a more holistic perspective on the impact of volunteering in your group / organisation. NB: The VIVA is very useful tool for giving an economic value of volunteering. However, it is only one way which volunteering can impact on an organisation. The social, human and cultural impacts are also very powerful indications of what difference volunteering can make. So consider using the toolkit, which can help you to gather a more holistic perspective on the impact of volunteering in your group / organisation.
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