Lesson 1: A program using the pre-packaged software,
Voltrax, emphasizes the need to use the customer support offered by a software
company to its fullest potential.
Lesson 2: This program is taking advantage of
the flexibility that a customized database system can provide.
Lesson 3: The pre-packaged software, VolunteerWorks
is being utilized by this program that communicates their requirements to improve
the software package.
Lesson 4: See the importance of planning for
your data needs with this program, now using the pre-packaged software Maverick.
Lesson 5: With research, this program moved from
tracking their data with spreadsheets to using the pre-packaged software, RSVP
Reporter.
Lesson 6: See just how far technology can take
your organization. This program is using hand-held scanners and bar codes to
track their data with the pre-packaged software RSVP Reporter.
Lesson 1:
Carol Childers, CSU Chico Research Foundation
Carol Childers is the Director of several Senior Corps programs, sponsored
by Chico State University Research Foundation in northern California. They run
a Foster Grandparent Program, a Senior Companion Program, and an Interfaith
Volunteer Program. In all three of these programs, Carol manages approximately
175 volunteers. Carol has three part time volunteer specialists, and an Outreach
Specialist on staff.
These programs are relatively young - they were created about 4 years ago.
At the beginning stages of these programs, Carol decided to purchase Voltrax
to manage the information on their volunteers. This meant that they were able
to collect and manage all data on this packaged database system from the start
- and did not have data in old formats to convert when they began using Voltrax.
Carol and her staff have worked with Voltrax for over 3 and half years. The
success of the programs created growth, and a need for changes. Throughout this
time, they have identified several functions or reports that they wanted to
perform in Voltrax, but couldn't' figure out how.
Undaunted, Carol contacted the Tech Support at Leaping Ware (producers of Voltrax)
to get assistance in using this program in more complex ways. When it turned
out that there was a way to perform a function in the existing program, Carol
has always received prompt, patient, and detailed assistance in learning the
functions of Voltrax.
In a few instances, Carol wanted to perform a function that wasn't possible
within Voltrax. However, James Gunnels, of Leapingware, has been able to customize
this program to serve the unique needs of the Chico State Program.
For example, a few of Carol's stations reimburse mileage for their volunteers.
Carol needed a way to develop mileage reports with a dollar amount for each
of these stations. James created a special report that would give her this information.
She now uses this report to bill the stations much more quickly and accurately
than if she were figuring this by hand!
Also, Carol faced a challenge with payroll. Because this program is sponsored
by a university research foundation, the university business office cuts checks
for the program. The university business office needed a report in specific
format, with precise information, in order to be recognized by their system.
In its basic state, Voltrax was unable to provide a report in their required
format.
Once again, Carol contacted James and asked about producing a report as needed
by the business office. And once again, James was able to configure a specialized
report that provided the information required by the university, in precisely
the format they needed. This new reporting function has saved Carol countless
hours and much frustration, as she had been compiling this information by hand.
What is the moral of this story?
Carol took the time and initiative to learn how to use the packaged database.
However, when confronted with functions that did not appear to be possible within
the system she purchased, she did not give up. She contacted the developer of
the system and talked with them about what she needed to do.
If the system could provide what she was looking for, Tech Support clearly
explained how to perform the function.
In the few cases where what she needed to do was not possible within the system
as developed, Carol worked with tech support to help them design what she needed.
We can learn from Carol that you should expect a lot from your packaged database!
Be creative - think about how the system could evolve to help you better. There
just may be functions in there that you don't know about. And if not, it's highly
likely that the database provider can work with you to develop a special function
to serve your needs.
Your database should help alleviate the burdens of record keeping. Use it to
its fullest potential!
Lesson 2:
Penny N. Corn, Hinds/Rankin Foster Grandparent Program
Penny Corn is the Program Director of a Foster Grandparent Program in Jackson,
Mississippi. Their grant is for 74 volunteers. Penny manages this program with
the help of one additional staff person.
About a year ago, Penny realized that they needed a comprehensive method for
managing all the data on their volunteers and their activities. At the time,
they were utilizing a combination of WordPerfect, Excel, and Quicken programs
to keep track of this information.
Penny reviewed the various types of packaged software that were available.
As she learned about them, she concluded that no one program seemed to offer
everything that she was looking for.
One day, she was discussing her data management dilemma with a friend. This
friend remarked that she could write a simple program that could do all that
Penny needed and more. Penny sat down with her friend and reviewed everything
that she needed to track. She familiarized her friend with the details of a
FGP, and the terminology of senior corps programs.
Sure enough, after a few weeks, her friend created a customized database, written
in Delphi. She explained how the system worked, and Penny began to use it. Initially,
Penny identified a few items that were not included in the system, or were not
being tracked the way she wanted them to be. She met with her friend again,
who made adjustments to the system to suit the needs of Penny's program.
Now, for a reasonable fee, Penny has a comprehensive and straightforward system
that tracks volunteer hours, travel, and meals for each time period. It calculates
the travel and stipend reimbursements. It tracks when items are due such as
physicals and TB skin tests, income reviews, performance appraisals; it calculates
vacation and sick leave hours, and provides all of the information that they
must track for the Project Profile Report. And, this system works in conjunction
with Quicken, which Penny uses to generate checks and monitor her budget.
Penny and her staff can add and delete volunteers as the program grows. Also,
as needed they can update the software with the help of her friend, if new information
is required regarding her program or volunteers.
What is the moral of this story?
While there are many useful and comprehensive packaged database programs on
the market, several of which are described on this website, these are not the
only alternatives. Some programs may find it preferable to develop their own
tracking system that suits the specific needs of their program, staff, funders,
sponsors, and reporting requirements. Of course, in order to develop a customized
database, you have to find someone who can do this for you. And it is important
to be sure that the system can grow as your program evolves - which Penny has
insured her system can do!
It is important to define clearly what you need out of your data management
system. Then, shop around to see what's out there. Will it serve all of your
needs? Can you afford it? How is the technical support? In making this important
decision, keep in mind that a customized database might be the answer for some
programs!
As a footnote, the person that developed Penny's system has indicated that
she can adapt the program to the needs of other senior corps programs. If you
are interested in learning more about this, you may contact Penny Corn at 601-664-6018,
or email her at foster.grandparents@hrc.state.ms.us.
Lesson 3:
Vicki Daily, Director, RSVP of Scioto County, OH
Vicki is the Director of an RSVP program in Portsmouth, Ohio. She works with
a staff of 2. They have approximately 611 volunteers in their database, with
416 currently active. Their volunteers serve at 54 stations.
This program utilizes Volunteer Works, which they purchased about 3 years ago.
They are very pleased with it. Some of what Vicki has learned, which we will
discuss here, is applicable to all of the packaged database programs. She has
learned how important it is to take full advantage of the tech support offered
by the software companies. She has learned to communicate with them regarding
problems she is having, and also about functions she would like to perform with
her software that don't appear to be available.
At one point, Vicki was pulling together information for her PPVA report. She
was attempting to "reinvent the wheel" by creating the report herself.
When she experienced some difficulties with a few fields, she called the tech
support people at Red Ridge, and discovered that Volunteer Works was programmed
to provide the PPVA report data for its users. All the hard work was done for
her!
Relieved, she continued to process the information she needed for this report.
However, she was soon confronted with another problem when she had difficulty
deriving the information she needed on the type of stations, and the number
of volunteers at each. After struggling to figure this out on her own for many
hours, a quick phone call to Red Ridge once again revealed a simple way to approach
this challenge.
What is the moral of this story?
Vicki learned how important it is to stay in contact with the developers of
the packaged database. This is true for all software packages, not merely Volunteer
Works which is the one that Vicki is using.
Often, we might assume that something we want to do in a report is not possible,
when in fact, there is a way to do it that we are not aware of. It can take
hours to figure this out yourself - why not call tech support? That is what
they are there for, and they will be glad to help you.
Also, at times there may be a new reporting requirement that, upon discussing
this with the tech support folks, you discover is not yet a part of the software.
Most software companies continually upgrade and improve their product. They
need to hear from you to learn how their programs need to grow and improve!
Lesson 4:
Fran Ferguson, RSVP - Riverside County Office on Aging
Fran is the Program Director of an RSVP in Eastern Riverside County, California.
The program has approximately 1,500 active volunteers, with another 1,000 volunteers
that are inactive yet still in their database. Their volunteers serve at about
100 sites. Fran runs this program with one fulltime and one part-time staff
person.
Several years ago, Fran and her staff were maintaining all of their records
manually, which took a huge amount of time. They wanted to upgrade to a computerized
system and initially, had someone in their office develop a customized database.
However, this did not work as well as they had hoped, for a variety of reasons.
Fran and her colleagues decided that it might be a good time to try one of the
packaged database programs. After much research, they selected Maverick.
They worked closely with the programmer for Maverick, and spent a good amount
of time at the outset thinking through what they needed out of their database
system. They thought about current and future needs, and explored the limitations
of the manual system they had been using. They did not let their lack of experience
with this database serve as a limitation; rather, they creatively brainstormed
about how it could improve the management of their program.
With the system up and running, and their old data converted into the new system,
Fran discovered many new ways in which they could use Maverick. For example,
Fran wanted a report that she could run several times throughout the year for
her volunteer recognition program. She wanted to be able to identify which volunteers
worked a specific number of hours over a precise time period.
Sure enough, this was something that the programmer at Maverick was able to
arrange for Fran. Now, whenever she needs this information, Fran can simply
determine the level of hours she wants to recognize and the time period involved
- the computer does the rest!
What is the moral of this story?
Fran offers two pieces of advice to programs graduating from a manual to a
packaged or customized database system. One, be sure to comprehensively and
clearly think through everything you might need from your system in the future!
Don't address only your current challenges - think about what you might want
from your system in the future. Be creative, and make the system work for you!
Two, be positive. Sure, there may be setbacks and frustrations along the way.
However, there is usually help available to get you through these challenges,
and with this support, no management challenge is insurmountable!
Lesson 5:
Debbie Dalton, Volunteer Center Greater Orange County
Debbie is the Director of the Retired Senior Volunteer Program (RSVP) of the
Volunteer Center of Orange County. With her assistant, a part time employee,
she runs a large and successful RSVP program in California. They have approximately
1,200 volunteers serving at 205 stations in 34 cities throughout the county.
A little over a year ago, Debbie decided it was time to upgrade their record
keeping. They had been tracking all their volunteers and the related data on
various Excel spreadsheets and a Dbase program. After much research, which included
requesting information on the NSSC listserv from other RSVP programs regarding
their database experience, they selected RSVP Reporter.
They invested the time necessary to input the basic data into their new software,
and learned how to use it. Now that their program is up and running, it has
proven to be an asset to their organization and their ability to provide specific
information and reports as needed. Not only has the database consolidated their
record keeping but the spreadsheets and data sources are within the one program.
They are able to provide very specific and unique reports to funders and program
partners as needed. For example, they can report the number of volunteers serving
in one out of their 34 cities, and the average number of hours served. This
may be required if a city provides some funding for their program, and needs
this type of information to maintain the grant.
Also, they have been able to learn many interesting facts about the demographics
of their program and their volunteers. They can, for example, determine the
average number of volunteer hours for all 75 year olds in their program. Or,
they can determine how many volunteers live in a certain area. This information
has proven useful in their recruitment campaign for additional volunteers. Knowing
whom you have in the program can help you recruit more volunteers!
What is the moral of this story?
We can learn several things from Debbie. First, in order to insure that you
will get what you need it is important to do adequate research before you make
a decision about which packaged database to purchase. Take the time to ask all
your questions before you make a purchase!
Second, don't be afraid to leave behind the comfort of your old, manual methods
of tracking data. While excel spreadsheets and ledgers might be familiar to
us, there is a good chance that you can become even more efficient and have
time for activities other than tracking data if you upgrade to a packaged database!
Third, once you settle on a packaged database and get it up and running, don't
be afraid to use it to its fullest potential! Experiment with reports and information
that you can generate about your program. You might be surprised at how helpful
this information can be in your program management, recruiting, reporting, and
fundraising!
Lesson 6:
Lupita Martinez, City of Santa Fe
Under the direction of Rita B. Maes, Director of the Division of Senior Services
(DSS) for the City of Santa Fe, New Mexico, Lupita Martinez is a Program Administrator
for DSS. The division currently has over 4,400 seniors registered throughout
Santa Fe County who receive some sort of service from them. DSS runs 8 senior
centers with many important services. One of the many programs that Lupita oversees
is the city's RSVP Program, with over 500 volunteers, and with two program staff:
Kristin Slater-Huff, RSVP Program Coordinator, and Cristina Villa, RSVP Program
Secretary.
In order to successfully manage so many programs and so many people, this office
has forged ahead using technology as an important tool in this effort.
DSS utilizes RSVP Reporter to track volunteers in this program. However, in
order to track all of their service recipients, they have purchased and developed
a system using hand held scanners and bar coded ID's for all clients and volunteers.
All 4,400 plus seniors have an ID card with their own bar code. With this system,
each time a senior, for example, gets a ride or has a meal, their ID is scanned.
This provides a simple and immediate way to track this information, which is
crucial in reporting to their grantees, government agencies and sponsoring organizations.
How does this help their RSVP program? Well, each of their stations receives
a roster of volunteers, with corresponding bar codes for each person. The hours
are logged onto these rosters at the station, and the main office can then scan
these rosters to calculate hours for the volunteers. This increased automation
helps speed up processing, and also goes a long way to reducing the chance of
human error - and the problems it leads to.
DSS is increasing the use of scanners and bar codes in all of its programs,
and will be increasing their use in the RSVP program. They may need to purchase
additional scanners in order to work with all of their stations. They hope that
it will help them track many of pieces of information regarding their volunteers.
What is the moral of this story?
Don't be intimidated by new ways to use technology! By forging ahead into the
new world of technology, Lupita and her colleagues have developed ways for advanced
technological tools to help facilitate their program and data management.
As a footnote, Lupita is very happy to help other programs that want to learn
more about these systems. If you are interested, you may contact her at lmartinez@ci.sant-fe.nm.us,
or 505-955-4720. |
