2008 Reporting Guidance by pengxiang


									2008 Annual Affiliate Report
Reporting Guidance v1

May 2008
2008 Overview
   We are providing affiliates with support needed to collect the
    right data and be prepared to complete the annual report

   We understand that might not have tracked this information
    in the past

   However, we strongly encourage you to collect each piece of
    information now and we are here to help you figure out how.

   The successful completion of the annual affiliate report is a
    requirement of Points of Light & Hands on Network

   This presentation contains:
      List of questions that will likely be asked on the report
        and explanations about what the questions really mean.
      Definitions of words used to describe things (eg.
        Volunteer Leader, Opportunity)
Why Reporting Guidance Now?
   Cycle completed last year was highly subjective
        (I engaged 500K apples and you engaged 500K oranges. But they are
         all fruit so why does it matter?)

   Interpretation of the questions created limitations making it
    difficult for affiliates to complete the report
        (They are asking about my apples, but I don’t eat apples, only
         oranges. I guess I will just tell them about my oranges)

   Lack of consistency made the data very difficult to analyze and
        (Do my Fuji apples taste better than your Navel oranges?)

   The data collected during the 2008 reporting cycle will serve as
    our baseline Network data and will help us raise money to pass
    through to our Affiliates

                 We must do a better job this year!!!
Data Collection Plan
You need to collect and provide data about:

   General Affiliate Information
   Staffing
   Finance and Fundraising
   Programming Summary
   Program Impact
   Volunteers and Volunteer Leaders
   Technology and Exposure
   Challenges and Successes
General Information
       Affiliate Name

       Contact Information

       Year Affiliate Joined Hands on Network
          If you were a member of HON prior to the merger,
           enter the year that you joined. If you were not a
           member prior to the merger, enter July 2007.

       Year Affiliate Joined the Points of Light Foundation-
          If you were a member of POLF prior to the merger,
           enter the year that you joined. If you were not a
           member prior to the merger, enter July 2007.
       Enter the total number of paid staff members that were
        with your affiliate for at least ¾ of 2008?
          For example, if you have 2 full time staff (40 hours per
           week) and 1 part time (20 hours per week), the total would
           be 2.5

       Enter the number of members of each type of National
        Service Program that were with your affiliate for at least
        ¾ of 2008?
          This is the number of National Service members that were
           placed with your affiliate to help you better execute your
           mission. If you run an AmeriCorps program out of your
           office to engage the volunteers, do NOT enter the number
           of participants. You will be asked about National Service
           Programming later in the report.
       Vista____
       AmeriCorps____
       Learn and Serve____
Finance and Fundraising
     In order to understand the scale of our Affiliate
      network, we ask questions about your Affiliate
     Since many of our Affiliates are operated as
      programs of another entity, we also ask about
      that entities financial picture

     First we ask….
         Are you an independent organization or are you a
          program or initiative of another organization?

     If you are independent, you answer Part A only

     If you are embedded within another organization,
      you answer Part A and Part B
         Finance and Fundraising
         Part A: Independent
       Total annual revenue for your Affiliate organization

       Percentage of total revenue for each of the following
        categories. (The total must add up to 100% !!! )
          Corporate
          Corporate fee for service/ earned income
          Foundation
          Government
          Individual Giving
          In-Kind
          Special Events
          United Way
          Interest/Other

       Total annual expenses for your affiliate/Volunteer Center

       Percentage of total expenses for each of the following
          Programmatic
          Fundraising
          Mgmt/Admin
Finance and Fundraising
Part A: Independent

   Total Revenue- $100,000

   Revenue by category
       Corporate = 20%
       Corporate fee for service/ earned income = 10%
       Foundation = 5%
       Government = 5%
       Individual Giving = 10%
       In-Kind = 10%
       Special Events = 5%
       United Way = 30%
       Interest/Other = 5%

   Total Expense- $96,000

   Expense by category
       Programmatic= 82%
       Fundraising = 10%
       Mgmt/Admin = 8%
Finance and Fundraising
Part B: Embedded

       If your Affiliate is a program or an initiative of
        another organization we ask that you tell us a
        couple things about that organization or

          Name of organization
          Total annual revenue of the organization

       Example:
          Fulton County Department of Public Affairs
          $750,000
         Finance and Fundraising:
         Useful Definitions
   Corporate- Straight capacity gifts or support and corporate foundations.

   Corporate Fee for Service/Earned income- Total revenue earned from projects
    created for corporate groups. Also includes fee for service, consulting,
    products and services

   Foundation: Community and family

   Government: Federal, state and local funding

   Individual Giving: Includes donations from UW campaign. Excludes special
    events, grants from United Way

   In-Kind: Donations of materials and services

   Special Events: Individual, team and corporate revenue and sponsorships

   United Way: Includes United Way grants and non-campaign revenue

   Interest/Other: Bank and other investment interest earned and all other
    miscellaneous sources of funding
       Programming Summary
     In this section we ask for a rolled up total to include all
      types of programming that was offered by your Affiliate.
        The remaining program sections and information you
         provide, should add up to the total number entered here.

    Last year, we asked that you provide two sets of figures
     based on the typical program model that is offered by your

    For example, some affiliates operated using the volunteer
     center model and the bulk of their programming was often
     providing training to nonprofits on how to manage
     volunteers and also providing referral information on
     volunteer opportunities through the use of technology.

    Many affiliates also operated a Hands On model, where the
     bulk of their programming was often to create and manage
     volunteer service projects.
Programming Summary
       Now that we are a fully merged organization,
        we will not be reporting separate sets of

       Instead, each affiliate will enter the total
        number of the following variables. (If you are an
        affiliate that offers programming under both the typical
        volunteer center and hands on model, you need to add
        them up and report just one total figure)

          Active volunteers engaged
          Active volunteer leaders engaged
          Volunteer hours completed
          Opportunities offered
             Projects completed
              Courses offered
         Programming Summary: Useful Definitions

   Volunteer: An individual who participated in at least one volunteer opportunity in

   Volunteer Leader: An individual that planned and managed activities that engaged
    people in meaningful volunteer opportunities in 2008.

   Volunteer Hours: The amount of time volunteers spend performing service
    opportunities with community partners and affiliates. This number is based on the
    total service hours recorded for each opportunity offered.

   Opportunity: is a an action or an experience. It is a chance for a volunteer to serve,
    learn, celebrate, or network. Opportunities are further defined by four elements:
        Type= project or course
        Service Hours= 0 or more
        Management= Affiliate managed or volunteer connection to agency
        Occurrence = ongoing, specific date range, recurring, or specific date, time,
         and location (Note: when completing the annual report, each unique
         occurrence will be aggregated and you will report only the total and type.)
             Examples: Volunteer at a Food Bank, become an office volunteer
              at a local nonprofit, participate in an issue-based book club or film
              series, attend an orientation, attend a volunteer recognition even
        Programming Summary: Useful Definitions

   Project: It is a type of a volunteer opportunity. It may be ongoing or
    calendared (i.e. date & time specific). It is a An event at which volunteers
    are contributing to a cause Projects may include beach cleanups, office
    internships, committee meetings, volunteer celebrations, etc.
      Examples of projects or courses with service hours: beach cleanups,
        packing boxes at the food bank
      Examples of projects without service hours: an issue-based film series,
        volunteer recognition event

   Courses: It is a type of volunteer opportunity. A learning opportunity; a
    training of some sort. Courses may include volunteer management
    training, volunteer leadership training, volunteer orientations, citizen
    academy, etc

   Example: 100 volunteers and 10 volunteer leaders provided a total of 500
    volunteer hours in affiliate managed courses that occurred 25 times. Also,
    500 volunteers provided a total of 1000 volunteer hours in volunteer
    connection to agency (referral) projects that occurred 100 times.
Programming: Courses
       You need to record how many people participated
        and/or were trained in each of the courses that you
          This demonstrates how affiliates are contributing to the service
           movement and increasing knowledge, skills and awareness in
           the communities they serve.

       These are the most common types of courses offered
              Volunteer Management (eg VMTS)
              Volunteer Leader
              Citizen Academy
              Special Events
              Board Development
              Grassroots Leadership

          Example: We offered 20 VMTS courses with 250 participants
           and 10 Volunteer Leader courses with100 participants
Programming: Partnerships
   Total number that were served by your affiliate for
    each of the partner types.
        Examples of how you serve partners include when you
         collaborate on offering an opportunity, provide a
         volunteer, provide a training, speak at an event they host,
        This demonstrates how affiliates are improving the ability of
         partner organizations ability to effectively execute on their
         mission and meet community needs.

   Types of Partners
      Schools
      Faith based organizations
      Civic groups
      Non-profit organizations
      Corporate and business
      Others

        Example: We served 40 schools and 200 faith based organizations.
              Programming: National Service
   Types offered and number of participants in each
       This demonstrates the scale of the national service
        programming that is offered by affiliates and supports our work
        in as we advocate for federal support and policy change to
        enhance the promotion of national service as means for
        community change

             AmeriCorps
             AmeriCorps VISTA
             Learn and Serve
             Senior Corps
                  RSVP
                  Foster Grandparent Program
                  Senior Companion Program
       Example: We offered AmeriCorps and Senior Corps at our affiliate and had 10 AmeriCorps and 3
        Senior Corps participants in 2008. You should also record what was achieved because of these
        programs and people!
Programming: National Programs and Events

      Types offered and total number of
       volunteers engaged
          Knowing what programs and events are most commonly
           offered by our affiliates helps us coordinate national
           fundraising ventures and provide affiliates with support
           and training to enhance program quality and

               MLK Day
               National Volunteer Week
               Make a Difference Day
               National Youth Service Day
               Corporate Month of Service
               Family Volunteer Day
               Earth Day
               Join Hands Day
               Kids Care Week
Programming: Volunteer Recognition

          We want to know about how you
           recognize and celebrate volunteers in
           your community.
            Recognizing volunteers may increase community
             awareness about issues affecting your community
             and how your affiliate is helping to fix them,
             promote client and volunteer satisfaction and
             increase funding opportunities.

          We want to know how many
               Volunteer recognition events were offered
               Volunteers were recognized
               People that attended recognition events
               Presidential Volunteer Service Awards that
                your affiliate awarded
Program Impact
   We ask a lot of questions about programming offered
    to understand the scale of our organization. We also
    need to go a step farther and ask about program

   In short, what changed due to the programs and
    activities that were offered by your affiliate?
       Lives are improved, needs are met, awareness and skills are
        increased, etc.

   As we continue to compete for limited resources
    (especially during this economic slump) and are
    increasingly being held accountable for the dollars
    invested in us, it is becoming more and more critical
    that we demonstrate the impact of our work.

        Bottom Line: WE MUST SHOW IMPACT!!!
           Program Impact
        Record the number of each type of project completed, volunteers
         that participated and volunteer hours that were completed.
        These categories will likely be used for the 2008 reporting cycle.
         However, once the new technology system is implemented these
         categories may be edited.

        TOP 4 Categories accounts for over two-thirds   of all programming
    1.       Children & Youth
    2.       Homelessness & Hunger
    3.       Renovation, Revitalization and Repair
    4.       Environment

    1.       Adult Literacy & Education
    2.       Animal Support
    3.       Citizen Action & Academy
    4.       Community Enrichment
    5.       Computers & Technology
    6.       Disaster Relief
    7.       Employment & Career Assistance
    8.       Health & Wellness (i.e. Disability, Family and Women’ Services; Substance Abuse,
             AIDS and Cancer Support)
    9.       Seniors
       Program Impact

     We are going to be utilizing national campaigns to
      demonstrate impact of our programming
     Over the next few years we will be implementing impact
      campaigns likely in the following impact areas
       Schools
       Poverty
       Environment
       Disaster

    You will need to collect and report data to answer how
     effective we are at meeting our goals and objectives for
     each of the campaigns, and achieving real impact on the
     volunteers, the agency partners and the communities that
     we serve!
Volunteers and Volunteer Leaders
       Research and common sense tells us that the more
        you know about your customer, the better you are at
        serving them!

       Types of Volunteers Engaged
         Youth (17 and under)
         Baby Boomers (born 1946- 1964 or aged 43-61)
         Families (2 or more members of a family)
         Skill Based (using skills using skills, passions, and
          experience in a service opportunity)
         Corporate (volunteering with your business employer)

       Volunteer Demographics
         Age, Ethnicity, Gender, Education, Employment Status,
          Marital Status and Household Income
Volunteers and Volunteer Leaders
   We want to know more about the depth and breadth that volunteers
    and volunteer leaders were engaged in programming by your

   Frequency of Volunteering
       How many service opportunities did Volunteers complete each year?
       Increasing volunteers frequency of participation can lead to increased
        impact we are able to achieve with the same volunteer base

   Volunteer Retention
       How many years have Volunteers been active?
       Volunteer retention (year after year volunteering) is known to be a
        challenge and is cited by CNCS as a primary concern. One goal of our
        organization is to improve volunteer retention

   Volunteer Leadership
       How many projects did Volunteer Leaders manage?
       Moving volunteers from being one time a year volunteers to engaged
        leaders in their communities who create and manage service opportunities
        will create exponential change
Technology and Exposure
   We must capitalize on the use of technology to meet the
    needs of our volunteers, improve our ability to create impact
    and manage our programs and activities effectively.
   Is technology is working for you!

   We want to know
        How many unique visitors looked at your website
        Total number of homepage views
        Did you offer volunteer orientation online
        What percent of volunteers signed up online

        What technology tools did you use to manage programs and
         collect data
             HOT, 1800, Volunteer Match, Volunteer Solution

        What technology tools did you use to communicate with your
             Blogging, Electronic Newsletter, MySpace, FaceBook, YouTube

                  Is technology is working for you?

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