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Include (Service Summary Reports)

The Include page appears when you create a new report or modify an existing report. Use the options on the Include page to choose which volunteers or service records you want to include in your Service Summary report.

What format do you want for this report?

You can choose to create a Service summary report as either an Adobe PDF file, or as an Excel spread sheet file. Use this control to make this choice.

Choose "PDF" if you would like your report returned to you as an Adobe 'portable document' file. You can use Adobe reader to view and print your report.

Choose "Excel" if you would like your report returned to you as an Excel spread sheet file. You can use Microsoft Excel (or other spread sheet programs) to view and print the report.

Which fiscal year(s) do you want to include in this report?

This option appears if the report is summarized by fiscal year.

Choose Start with the earliest year that has service, end with the current year if you would like the report to include a column for every fiscal year beginning with the earliest fiscal year for which your Volgistics database has a service entry, and ending with the current fiscal year. Intervening fiscal years appear on the report even if there are no service entries for that year. This option is appropriate if you want a historical report showing all recorded service.

Choose Start with FY if you do not want to include every year in the report. Select the fiscal year with which you would like the report to start, and the fiscal year with which you would like the report to end using the drop down lists provided. If you want the report to include just one fiscal year, choose the same year in the Start with FY and End with FY fields.

The calendar year in which a fiscal year begins is used to denote the fiscal year. For example, if your fiscal year begins on July 1st, fiscal year 2003 is the period July 1st 2003 through June 30, 2004.

Which calendar year(s) do you want to include in this report?

This option appears if the report is summarized by calendar year.

Choose Start with the earliest year that has service, end with the current year if you would like the report to include a column for every year beginning with the earliest year for which your Volgistics database has a service entry, and ending with the current year. Intervening years appear on the report even if there are no service entries for that year. This option is appropriate if you want a historical report showing all recorded service.

Choose Start with FY if you do not want to include every year in the report. Select the year with which you would like the report to start, and the year with which you would like the report to end using the drop down lists provided. If you want the report to include just one year, choose the same year in the Start with FY and End with FY fields.

A calendar year begins on January 1st and ends on December 31st.

Which quarter(s) do you want to include in this report?

This option appears if the report is summarized by quarter.

Start with the quarter that begins on:

Use the drop down lists to choose the month and year of the quarter on which you want the report to begin. For example, if you want the report to begin with the second quarter in calendar year 2016 you would choose April 2016. One quarter is a three-month period that may begin on any month you choose. The quarter that begins with April 2016 includes April, May, and June 2016.

Include x quarters

Choose the number of quarters you want to appear on the report. Choose 1 if you would like the report to include just one quarter.

Which month(s) do you want to include in this report?

This option appears if the report is summarized by month.

Choose All of the months so far in the current calendar year if you would like the report to include each month that has passed so far in the current calendar year, including the current month. Your report will begin with January and end with the current month no matter which month it is when you print the report.

Choose All of the months so far in the current fiscal year if you would like the report to include each month that has passed so far in the current fiscal year, including the current month. Your report will begin with the first month of your organization's current fiscal year and end with the current month no matter which month it is when you print the report.

Choose Start with if you would like to select a specific range of months for your report. Using the drop down lists provided, choose the month and year of the month you want the report to begin with in the Start with field, and the month and year of the month you would like the report to end on in the End with field. If you want the report to include just one month, choose the same month and year in the Start with and End with fields.

Only include service for this Directive

This option appears only if you track Mandatory Service in Volgistics.

If you track mandatory service in Volgistics you can make this report include only the service volunteers performed toward the completion of their service mandate for a particular program. Choose the mandatory service program from the drop down list provided beneath the checkbox.

By checking this checkbox and choosing a mandatory service program, only service entries that list the selected mandatory service program appear on the report.

Select this option if you need to assess or report service performed in a specific mandatory service program. For example, if you require summer interns to perform 80 hours of service each summer, you can use this option to produce a report that includes only the service summer interns performed as part of this program.

Only include service in...

If you want this report to include only volunteer service performed in a specific Site, Place, or Assignment, check this box and choose the Site, Place, or Assignment from the drop down list beneath the checkbox.

By checking this checkbox and choosing a Site, Place, or Assignment, only service entries that list the selected Site, Place, or Assignment in the Assignment field appear on the report.

Select this option if you need to report only the volunteer service performed at a specific Site, Place, or Assignment.

Active vs. Inactive Assignments

By default, Service Summary reports include service information related to both active and inactive Assignments. You can change the report to only include service information for active, or inactive, Assignments by selecting Active assignments or Inactive assignments instead of the default, Both active and inactive assignments.

Which volunteers do you want to include in this report?

Use these fields if you want to limit the service included on this report to just the service performed by certain volunteers.

Tagged volunteers

This checkbox is disabled unless you previously tagged one or more volunteer records. Check this checkbox if you want the report to include volunteer service performed by the tagged volunteers.

These volunteers:

Check this checkbox if you want the report to include service for all of the volunteers you specify using the fields listed below. If you want this report to include service for all volunteers be sure to check this checkbox.

Uncheck this checkbox only if you selected the Tagged volunteers checkbox, and you want this report to include only volunteer service performed by the tagged volunteers.

Status

Choose Any if you want this report to include volunteer service performed by volunteers regardless of what their current status is.

Choose Any of these if you want this report to include only volunteer service performed by volunteers whose current status is one of those you check, then check the statuses you want to include. With this selection the report will not include all volunteer service, but only the volunteer service performed by volunteers whose status matches the status checkboxes you have checked.

As a general rule you should always choose Any volunteer status (not Any of these) in service reports. This print range option is based on a volunteer's current status, which is not necessarily what their status was at the time they performed their service. Suppose, for example, you're running a 2015 service report. George Bailey's status may have been Active when he performed service in 2015, but his status might currently be Inactive. If you include only volunteers whose status is currently Active, your report would not include George Bailey's 2015 service (nor service for anyone else who is now Inactive). For this reason, you should never exclude volunteers based on their status unless you have a specific reason for wanting service reported only for volunteers who currently have a particular status.

Type

Choose Any if you want this report to include volunteer service performed by volunteers regardless of what their Type is.

Choose Any of these if you want this report to include only volunteer service performed by volunteers whose Type is one of those you check, then check the Types you want to include. With this selection the report will not include all volunteer service, but only the volunteer service performed by volunteers whose Type is one of those you have checked.

The Type field appears in the Name box on the Core tab, and it is typically used for classifying volunteers by major program type, such as 'adult,' 'junior,' 'student,' 'regular,' 'occasional,' 'auxiliary,' and so forth.

Kind

The Kind field is located on the Core tab in each volunteer record. It is used to show if a volunteer record is for an individual person or a group that volunteers.

Select Both individuals and groups if you want the report to include both individuals and groups.

Select Individuals only if you want the report to only include individual volunteer records.

Select Groups only if you want the report to only include group volunteer records.

Flag

Choose Any if you want this report to include volunteer service performed by volunteers regardless of what Flags appear on their Core tab.

Choose Any of these if you want this report to include only volunteer service performed by volunteers who have at least one of the Flags you check, then check the Flags you want to include. With this selection the report will not include all volunteer service, but only the volunteer service performed by volunteers who have at least one of the Flags you have checked.

Flags appear in the Flag box on the Core tab for each volunteer. Flags are typically used to classify volunteers into different overlapping groups, such as 'board of directors,' 'donor,' 'sponsor,' 'day of caring,' 'red team,' and so forth.

Site

This option appears if you use Site Level Access in Volgistics, and you have access to the volunteer records for all Sites in your organization.

Choose Any if you want this report to include volunteer service performed by volunteers regardless of which Sites they serve at.

Choose Any of these if you want this report to include only volunteer service performed by volunteers who serve at at least one of the Sites you check, then check Sites you want to include. With this selection the report will not include all volunteer service, but only the volunteer service performed by volunteers who serve at at least one of the Sites you have checked. Note that, unless you limit the report to service performed in a certain Site, Place, or Assignment using the Only include service in... control, your report will include all of the service performed by volunteers who have one of the Sites you select listed in the Sites box on the Core tab, even if that service was performed at a different site.

When you're finished choosing the Include options for your report click Next to continue to the next step.

Related help
Help Topic 2223 - Creating custom reports
Help Topic 2106 - How reports print


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Help topic 1044
Added or revised 03-29-2016
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