VIEWS: 18 PAGES: 3 POSTED ON: 7/21/2012
Get Involved Volunteer Management System Pilot-Test Report INFORMATION RESPONSES Name of Library Tulare Public Library Contact Person Jane Zikratch Email email@example.com Phone (559) 685-4517 Date of Completion 25-Aug-11 How many volunteers do you currently track annually? 95 In how many branches/ locations do you have volunteers? 1 Do you have a literacy program? yes Did you track literacy volunteers with this VMS? yes Name of VMS Tested EXCEL spreadsheets Technology Requirements Web-based or software? software Operating System Minimum This is part of the Microsoft Office Suite. Any computer that has Microsoft Word probably already has EXCEL Requirements or Limits also. Features and Functions Tell us if the VMS you tested has our volunteer tutors: intake information, monthly tutor hours and books We maintain three spreadsheets forthis feature, whether you used it, and your assessment of its functionality Volunteer Profile- basic contact info, given. It works well for us. Each piece of information on the intake form has a column on the spread sheet. skills, availability, tracks training and There is a page for active tutors, one for inactive, one for prospective tutors, and one for prospectives who did background check completion, etc. not follow through. The columns are the same on each of these four pages, so the volunteer can easily move The hours worked, as reported on the monthly tutor reports, are recorded on the "Monthly Tutor Hours" Activity Tracking- hours worked, dates, spreadsheet. Tutoring hours are recorded in a separate cell from the other hours. We use excel to total these locations, outcomes by job/role for every six month period. It works very well as long as the tutors turn in their reports. The outcomes that we track would be the Roles and Goals, a seperate spreadsheet with learner data. Scheduling- job assignment, auto scheduling, search availability and skills Excel could be used for scheduling, but since people are constantly changing, we don't do this. It will not do auto match scheduling, searching or skills matching. Get Involved Volunteer Management System Pilot-Test Report INFORMATION RESPONSES Email- broadcast, custom emails, mail- All the e-mail addresses in our tutor list are in one column, so it is very easy to simply highlight that column and merge copy and paste it into the "to" line of an e-mail to be sent to all the tutors. It won't do custom e-mails. Print Communications- mail-merge, I believe excel will do mail-merge, but we don't use it for that. I don't know about exporting files. They can be export files sent as an e-mail attachment or saved to a flash drive. Online Accessibility for Prospective and Current Volunteers- update profile, availability, skills/ interests, input hours worked No Reporting and Exporting- generate monthly and annual reports and It is very helpful when making reports. All the information is organized and easy to find. The auto sum feature customized reports, data export quickly lets us calculate volutneer hours and number of books given. Ability to use Library Logo/Branding- Logos/branding can be put onto excel. Our website requires that documents be in PDF. Excel will save to PDF. to integrate with website, for We have also made flyers (publications) using excel. It is great for "tear-off" flyers in which info at the bottom publications, etc. repeats (such as date, time, location) and interested patrons can each pull off a piece of "fringe" to keep as a reminder. The words can be oriented to read from bottom to top, instead of left to right. Although the tear-off flyer is used in recruiting volunteers, those features are not used in tracking volunteers. Customization- ability to add custom data fields to suit your needs Simply insert another column or row. Not much technical skill is required. The tool bar is very user-friendly. The copy and paste function makes Ease of Use- technical skills required, duplicate data-entry very fast. As long as the columns on the different sheets are in the same order, whole rows reduce duplicate data-entry, etc. of data can be moved from one sheet to the other, for example, from prospective to active to inactive. Excel can also add numbers and alphabetize! Data can also be graphed using excel. This is not quite so easy, but the capability is there. how your computer is set up to restrict access. Our volunteer file is maintained on the Library Yes, depending on Multi-user capability- allows multiple staff network "J" drive. All full time staff members have access to it, however only literacy staff goes there. administrators, simultaneous users Multiple users can view the information at the same time; however only one person can manipulate data at a Differential levels of access- allows full or limited access, i.e. branch/ program admins have access only to their domain not the whole No. There is only full access by those with access to the "J"drive, no variety of levels. Get Involved Volunteer Management System Pilot-Test Report Mobility/ flexible access- allows access offsite or limits to onsite computer Ours is set up to be on site only, at avariety of stations within the library. If we saved the files to the "S" drive station then we would have access at the many libraries throughout the San Joaquin Valley Library System. Security- levels of security to protect confidential information, user access, etc. Only library staff has access to the J drive. We are all bound by the rules of confidentiality. INFORMATION RESPONSES Pricing- differential cost per year, by Many computers are programmed with the Microsoft Office Suite, which includes excel. So you could almost number of volunteers, by number of think of it as FREE. It can accommodate an unlimited number of volunteers and administrators. The number of administrators/ sites, etc. sites would be determined by your network. Training and Support- availability by phone, online Support is available online - Microsoft Office help. Training and Support- quality of/ satisfaction with training and support You are basically on your own with this one. You can search for help on line, or, since excel is so widespread, actually received often you can find a co-worker who is knowledgeable and helpful. Additional Questions Comment on the VMS’ overall Overall, I am satisfied with using excell spreadsheets for our VMS. I have never used anything else, so, if there is functionality and your satisfaction (or something better out there, I don't know what I'm missing! dissatisfaction) with it. Does it suit your library’s volunteer management needs? If not suitable to your needs, why not? Yes, it are quite a few features that I really appreciate: insert column or row, copy or cut 'n paste, auto sum, There does suit our needs. What features do you find most alphabetize, color (We use different color highlighting to indicate the year our volunteer went inactive, for valuable? example.), insert a comment in a particular cell (e. g. personal notes by a name, or not in service by a phone Would you recommend for purchase? Yes, it's simple and often times free!! Additional Comments- tell us anything We use excel for tracking learner data as well as volunteer management. Our different spreadsheets include: pertinent to your use of the VMS that Books Given, Monthly Tutor Hours, Tutor List, Learner List, Tutor Training Attendence, Learner Study Log, Roles may be useful to others and Goals, tutor talk attendence, additional activities e.g. computer class, book discussion, workshops, recognitions.
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