Tracking Volunteer Recognition
If your organization gives formal volunteer recognition, such as Awards for volunteer service, you can use Volgistics to manage your recognition program. You can track Awards based on measurable volunteer service (such as hours and years of service), as well as "subjective" Awards (the kind where a committee decides who the recipient will be).
For Awards based on measurable volunteer service - such as hours served or years of service - Volgistics will automatically keep track of who is eligible for each Award based on the service recorded for them in the database. You can view which volunteers are eligible for any Award at any time, create lists of Awards and which volunteers are eligible for them (such as "pin lists"), easily post the Awards you've presented; and view or report each volunteer's Award history. You can present Awards as often as you choose: monthly, semi-annually, or annually for example.
This help topic starts by looking at two steps you must perform when you're just getting started with Volgistics. You need to complete these two steps before Volgistics can begin managing your Awards automatically:
This help topic also describes the steps you take to manage volunteer recognition activities in the order they're often performed:
Setting up Awards
If you've converted data from another program or if you've inherited a Volgistics database someone else created, some or all of the Awards you give volunteers may already be setup. In this case you can follow along with this section to learn about how to setup Awards, or you can skip ahead to the next section.
If you're just getting started from scratch, you'll need to initially setup your volunteer Awards. This is something you only need to do once when you're getting started (unless you later want to change the rules you use for giving Awards, or add more Awards).
To setup a new Award:
Your new Award is now setup in Volgistics.
You can change the way any of your Awards are setup later if you want to. To change the way an Award is setup, simply return to Setup, click Awards, and then click on the name of the Award you want to change. Remember to click the Save button when you're finished to save your changes.
Repeat the steps listed above to create each of the Awards you want to track in Volgistics. You can track up to 120 different Awards.
Catching-up Volgistics to your old system
This is the second step you'll need to perform if you're just getting started with Volgistics, or if this is the first time you're using Volgistics to prepare for volunteer recognition.
If you've never had a formal recognition program before, or you do not have any records that show which Awards volunteers have received in the past you can skip this step. However if you have an existing database or list of Awards presented to volunteers in the past, you should enter that information into Volgistics. Specifically, Volgistics needs to know what the last Award was that each volunteer received.
When it comes to Awards based on measurable volunteer service-like hour or years-of-service Awards- Volgistics determines which Awards a volunteer is currently eligible to receive by looking at two things:
For example, suppose you give Awards for 500 hours of service, 1000 hours of service, and so forth. If volunteer George Bailey has 1,050 hours of service, and he has already been given the "500 hour Award" you know that he has now earned the "1,000 hour Award."
If you track volunteer service using Volgistics, Volgistics knows how many hours and years of service each volunteer has, so all it needs to know to get started with automatic Award tracking is what the highest Award is that each volunteer has already received. Once you enter this information, Volgistics can take it from there.
Instructions on how to enter your volunteer's past Awards are available in help topic 2146. You can either enter all of your volunteers' past Awards (if you want to keep their Award history), or you can just enter their most recent Award. If you enter only their most recent Award, and your Awards are setup to be given sequentially, make sure your settings on the Awards Ground Rules page are setup to only show eligibility for the highest level achieved. Otherwise all the sequential Awards will appear on the volunteer's History tab. Help topic 2286 explains how to do this.
Once you've setup your Awards, and entered (at least) each volunteer's most recent Award, you're ready to start using Volgistics to manage volunteer recognition.
See who is ready to receive Awards
Once you've setup your Awards as explained above, you can see which Awards individual volunteers are currently eligible to receive by looking at the Checklist box on the History tab of their volunteer record. The Checklist box displays each of the Awards the selected volunteer is ready to receive, as shown here:
You can also see lists of all of the volunteers who are ready to receive Awards by using the Checklist page like this:
Volunteer eligibility for Awards based on service is updated nightly during the overnight maintenance cycle. If you have entered service hours since the last overnight maintenance cycle and want the Checklist page to find eligible volunteers based on the latest service entered, click the Re-evaluate now button. When the date and time in the message update, the Checklist page will reflect Award eligibility based on the latest service entries.
If you setup Awards to be based on service performed "through a certain date," it will affect when volunteers will appear ready to receive the Award. Volunteers are shown to be ready for Awards that have cut-off dates if they have the required amount of service recorded and the cut-off date for the Award has past.
For example, if you setup a service Award to be based on service performed through the end of December 31st each year, volunteers will not appear ready to receive that Award until after December 31st (if they have the required amount of service).
Running reports listing volunteers eligible for Awards
You can create lists that show the Awards volunteers are currently eligible to receive like this:
Your report will appear in your Volgistics Mailbox within several minutes.
See which Awards a volunteer has received in the past
You can see which Awards an individual volunteer has received in the past by looking at the History tab in their record.
Reporting volunteers' Award history
You can also run reports that include all (or certain) volunteers, and their Award history. To do this:
Your report will appear in your Volgistics Mailbox within several minutes.
Recording the Awards you have presented in the database once they have been given
Once a volunteer is eligible to receive an Award, a System Operator must indicate when he or she is presented with that Award. Recording the Awards a volunteer receives is an important part of tracking recognition in Volgistics as the system uses this information to determine Award eligibility, volunteer inclusion in Sets based on Award dates, and more.
There are two ways to record that an Award was presented to a volunteer: by marking the checkbox next to the Award name on the History tab Awards list, and by adding an Award date entry in the History tab Dates box.
Marking an Award checkbox to record that an Award has been presented
Once the Award has been marked, an Award date entry will automatically be recorded in the Dates box on the History tab.
In addition, the Award will no longer be listed as one the volunteer is eligible to receive.
Making an Award date entry to record that an Award has been presented
This Award date entry indicates the volunteer was presented with the Award. Note that, as with the previous method, the Award name will be removed from the volunteer's Awards list once this date record is saved.
Help topic 3022