Bridger Dyson-Smith
Roger Weaver
IS 520 Project
Dr. B. Mehra
May 1, 2006
DiscoverET.org Volunteer Database Needs:
An Analysis & Recommendation
Introduction
Volunteer organizations could not exist if they did not have access to persons
willing to devote time and effort to the causes supported by the organization;
therefore easy access for these willing volunteers is important to the success of
the organization. There is no widely used database covering the 16 counties of
DiscoverET.org providing basic volunteer service to the communities covered.
There are many national organizations providing these services, unfortunately
they do not provide detailed local coverage or local coverage at all in some
cases. There are also software providers offering options for creating and storing
volunteer databases to organizations. We performed a case study on both
available routes, conducted a needs survey, and developed recommendations
based on our evidence.
Our project was broken down into several steps. Initially, with assistance from
David Massey, a needs survey for DiscoverET.org’s clients was created. Also,
the current options of preexisting services and software providers were analyzed.
As responses were compiled from the needs survey, we were able to make
decisions for our recommendations. Based on responses to the needs survey
and our case studies, we have come up with 4 recommendations for DiscoverET.
The Needs Survey
With the assistance of David Massey, a web-based survey was developed. In the
survey, care was taken to give consideration to the breadth of possibilities in
volunteer services in Eastern Tennessee. Questions were raised regarding the
annual budget of the organization, the county where they are headquartered, and
the amount of paid staff employed. Organizations were required to answer 15
questions in an effort to create a detailed picture of their needs. From basic
questions concerning the usage and number of volunteers to determining
previous online matching service usage, types of volunteer opportunities
available, recruitment of volunteers, and possible fees for local coverage, care
was taken to provide enough options to give us the detail we needed to analyze
the current climate of volunteer needs in East Tennessee.
1
A majority of organizations responding to the survey are located in Knox County,
with Anderson County following. Paid staff for local organizations responding was
just over 5100 persons, with the number of volunteers approaching 5800, with 18
organizations using volunteers. The types of services offered by local agencies
varied, the highest reporting organizations listed Other, Children & Youth, and
Community as the most frequently offered services. Descriptions of the “Other”
services offered were Heritage Education, Character Education for all ages,
Voter Education and Information, Fundraising, Historical Preservation, and
Professional Development. Slightly more organizations did not use Volunteer
Coordinators, and significantly more organizations reported a lack of satisfaction
with their volunteers. This raises an important question, and needs to be
answered as the team continues to pursue the database project. What, if any, is
the link between Satisfaction and, perhaps use of a Volunteer Coordinator, or
Advertising Methods Used? There will be a need to display a relationship
between this lack of satisfaction and the cause to truly create a volunteer
matching service for the area. Only two of the responding organizations
mentioned prior usage of an online volunteer matching service, and they both
have used VolunteerMatch.org, and consider their use a success. A primary
cause of confusion for respondents to the survey seemed to be having the option
to check a box marked other and provide a description; the confusion arising
when our respondents did provide us with descriptions for “Other.” There was a
surprising amount of diversity in the responses to the question of a fee-based
database. While the reporting numbers are close, there is evidence to suggest
that DiscoverET may be able to partially fund an in-house project, or help
purchase use of an existing resource. There was also broad support for
implementation of basic usage protocols through password protection, and a
majority of respondents agreed to the placement of DiscoverET’s banner on the
database. The positive indications of the survey heavily influenced our decision
making process; clearly having the survey will be an asset to DiscoverET in the
further development of the database.
To view graphs and the excel compilation page, please refer to the attached
documentation pages.
We made an effort to provide feedback space throughout the survey, allowing the
local organizations the option of personalizing their responses. Some of the
respondents provided excellent feedback in the survey. Concerns voiced by
respondents varied. “We use our good volunteers a lot and I’m always afraid of
burn out,” keeping volunteers motivated also was a concern for several of the
responding organizations, while others worried about finding enough volunteers
motivated to stay with the organization because of the lengthy certification
process, “Folks having the time to commit to all the mandatory training required
to be a member of our organization. (The volunteer) Must complete a State First
Responder Course, Emergency Vehicle Operations Course, Vehicle Extrication
Course, Weapons of Mass Destruction Course, CPR, and Bloodborne Pathogens
Course just to be a basic member.” Other responses varied significantly. One
2
respondent provided feedback and suggestions for improving the survey, “ Need
the choice of maybe (in response to the question #10: If an online volunteer
matching service were available just for East Tennessee, would you use it to list
your group’s volunteer positions?)—I’m not sure whether I’d use it or not since
our work requires some explanation to understand. Maybes are my answers to
11 and 12 below.” In compiling results from the survey, responses such as these
prevented simple data analysis; it became necessary to try to understand how
the survey’s users were interpreting the questions. This proved difficult and
frustrating in some cases.
Analysis and Recommendations
There are four possible solutions available to DiscoverET.org:
1. Do Nothing
2. Use an Existing On-line service or purchase commercial software and
database
3. Contract with an existing online service
4. Develop an independent solution
The number of survey responses is not encouraging. The response rate, 21 out
of approximately 300, less than 10%, is extremely low which can be interpreted
as indicating little to no interest in the project. Therefore do nothing. This is in fact
false. The lack of response is simply that. We can not predict or assume why
people did not respond to the survey. The circumstances causing the low
response are not known and could vary greatly from individual to individual and
could in fact have nothing to do with lack of interest. What is known is the data in
hand what does indicate an interest in the project. Based on this simple fact we
do not recommend doing nothing.
Commercial Software
Using an existing on-line service or purchasing commercially available software
could be a good solution dependant upon the features and performance of the
selected solution; the initial cost of the solution; and continuing maintenance
costs for the solution. Issues to be considered here are:
1.
2.
3.
4.
5.
6.
7.
Is the company reliable?
Is the solution affordable?
Can local requirements be managed?
Will good support be provided?
What is the investment in manpower to operate the solution?
What happens when the solution is updated?
Will updates be at an addition cost?
3
There are many software providers currently offering database software, or even
volunteer organization specific software. For our case study, we chose the four
most relevant providers: Volunteer Software, Samaritan Technologies,
Volunteer2, and Count Me In. Each provider has their own strengths and
weaknesses. The overall similarity between the providers ultimately is the basic
graphic interface of the software; all companies are providing a similar service
with implementation being the difference.
Volunteer Software, at www.volsoft.com, is the first retrieved source when a
search for “volunteer software solutions” is performed in Google. Volunteer
Software provides an off-site storage and access solution for $695, “Volunteer
Reporter.” The first year’s technical support is free, however after the first year,
tech support is $250 dollars per year, with unlimited toll-free support. This $250
also provides software updates. There are concerns with Volunteer Software.
Initially this appears to be a relatively good price for a solution, however, the
initial package appears to offer only one administrative account, limiting the
ability for multiple administrative users. In addition, providing online access to
volunteers to allow management of their own hours and opportunities is another
$300 yearly subscription fee for their “Web Assitant” package. Microsoft Windows
is the only supported software, which could possibly lead to exclusion of some
possible volunteers.
 Minimum initial cost of $700 (includes $5 for shipping and handling). Cost
may increase up to $1000 to include Web Assistant software to allow
volunteer self-management.
 Yearly costs range from $250 for tech support and software updates to
$550 for tech support/updates and the yearly subscription fee ($300) for
Web Assistant.
 Volunteer and organizational information is stored off-site on Volunteer
Software’s servers.
Samaritan Technologies, on the web at www.samaritan.com, offers a complete
package, called the Samaritan Enterprise Suite. Chattanooga, Tenn., local
volunteer service uses Samaritan’s software, at www.volanooga.com. The
Samaritan Enterprise Suite is the bundled option that is available to use on a
local server, rather than hosted on Samaritan’s. The Enterprise Suite also allows
for customization using Samaritan’s back-end editing software. Pricing is heavily
dependent upon the number of accounts, both administrative and end user,
required.
 Pricing is an unknown without an accurate count of possible users.
Additional fees can be incurred through requesting Linux server
compatibility. Prices are a one-time licensing fee, however, there is an
additional yearly maintenance and support fee.
 On- or off-site server capabilities.
Volunteer2 , www.volunteer2.com, while quite expensive, offers a very visually
appealing off-site software solution with significant functionality. The drawback to
4
Volunteer2 is pricing. Initial pricing starts $995 per year, plus a yearly
maintenance fee based on the number of volunteers. Based on initial responses
to the Needs Survey we conducted, maintenance fees for using “Volunteer
Impact” would be $1000 per year.
 Pricing is significantly higher than other options, over $1900 per year,
including maintenance and usage fees.
 Allows multiple administrative accounts and allows flexible usage for end
users.
 Off-site solution.
 Compatible with Microsoft and Apple/Macintosh OS.
Count me in, www.countmein.com, is the least viable and most confusing of the
software solutions we analyzed. There could easily be confusion as there is
another volunteer and community awareness page at
www.countmeincalendar.info. The similarity in names could create problems for
end users. Count me in’s web site is unfortunately confusing to navigate, making
access to their solutions difficult. In addition, the pricing for their services is very
difficult to understand. Administrative accessibility is hinted at, but not described
in sufficient detail.
 Odd pricing based on percentages of credit card, through transaction fees
leveled to participants. Depending on the volume, this fee can decrease.
 Oddly formatted web site with no clear indication of the visual
representation of their offering.
 Off-site storage, with possibly only one administrative account.
Dependant upon existing funding, one of the mentioned solutions could be a
viable option. However, a detailed survey use would be necessary, considering
the outlay of money towards a solution of this nature.
Existing Solutions
There are several preexisting solutions that offer national focus for volunteer and
non-profit organizations. Similarly with the preexisting software solutions, all of
the national organizations offer a similar function, with a roughly similar graphical
interface. However, navigation through some of the sites is easier than with
others, and retrieval of opportunities can be problematic. The overarching
difficulty with all of the national databases is the almost total lack of regional
focus. Other problems include a lack of variance in database access. 1-800Volunteer, VolunteerSolutions, and 211 Information & Referral all rely on the 1800-Volunteer databases, which are tied to the United Way. NetworkingforGood
and VolunteerMatch both use the same database, powered through
VolunteerMatch’s databases. Idealist.org, while comprehensive and international
in scope, fails to provide coverage for the eastern portion of Tennessee. For our
recommendations, we felt it imperative to provide a localized solution. If linking
through the local United Way as a possibility that could be an option, as it would
5
allow for local chapters of the United Way in various counties to join efforts and
pool volunteer resources. However, unless such an opportunity presents itself,
the team’s ultimate consideration rested upon a simple, easily customizable
solution created locally.
Developing an independent solution which can be managed with a minimum
effort by DiscoverET.org and be housed on the DiscoverET server is the most
viable solution. The primary reason is that it takes advantage of DiscoverET’s
strongest attribute: A strong local presence with a preexisting non-profit client
base already involved in participating in the online community offered by
DiscoverET. Much of the client base already exists and can be easily
communicated with and marketed to using the existing formal and informal
communications channels controlled by DiscoverET. A localized solution by a
local organization is the solution of choice.
This team’s recommendation is that an Internet accessible database to match
volunteers with opportunities be created and managed by DiscoverET and made
available to local no-profit organizations. Due to both the limited manpower and
budget the solution must be easy to maintain and require little maintenance.
To best accommodate these requirements a two phased solution is proposed.
Phase one will be the implementation of basic services only. These services will
be the creation of a database and necessary code to manage:
1.
2.
3.
4.
5.
Information related to volunteers (Volunteer Profile)
Information related to organizations (Organization Profile)
Information related to volunteer opportunities (Opportunity Profile)
The ability to match a volunteer to an opportunity
The ability to notify by email both the volunteer and organization when
a match is made
6. The availability of simple password protection for both the volunteer
and the organization
Phase Two which will be an extension of the services provided in Phase One is
not part of this recommendation except as recommendations for improvement.
Nothing within phase two will be actually implemented. The recommended
improvements for phase two are:
1.
2.
3.
4.
The incorporation of an automated matching process
An integrated mapping solution
Statistical and trend reporting
Advanced password and user control
These recommendations for improvement will be discussed in detail later in this
report.
6
As stated earlier the database housing this solution will be located on the
DiscoverET server. MYSQL will be used to house the database tables and a
combination of HTML and PHP coding will be used to develop the web pages
accessing the database. MSQL is being recommended because DiscoverET
already owns this database platform. HTML and PHP are common languages
utilized in accessing data from and MYSQL database. In short, there is no need
to purchase a database platform which will save a substantial amount of money.
The Database Design
The proposed database structure will begin with five related base tables with
additional tables being added in phase two. The base tables will be:
1. The Volunteers Table which will contain a record of each volunteer
2. The Organization Table which will house a record for each organization
3. The Opportunities Table which will house a record of each volunteer
opportunity offered by each organization
4. The Opportunity Type Table which will house a record for type of
opportunity
5. The Volunteer Interest Table which will house a record for each
opportunity of interest to a volunteer
The diagram below shows how each table is related to the other using relational
keys:
Related via Organization Record Id
Related via Opportunities Record Id
Organizations Table
Related via Volunteers Record Id
Opportunities Table
Interest Table
Volunteers Table
Related via Opportunity Type Record Id
Opportunity Types Table
The illustrations below show the fields contained within each table and their
associated attributes:
Organization Table
Field
Name
Field
Type
Field
Length
Unique
Key
Record Id
AutoNumber
12
Yes
Name
Street Address
City
Text
Text
Text
60
255
30
State
Text
2
Zip Code
Text
10
County
Text
16
Format
99999-9999
7
Comments
Unique identifier for each record.
This field serves as the relational
key to other tables in the database
Official organizational name
Full street address
City in which organization is located
State in which organization is
located. A controlled vocabulary list
will govern entry of information
Mailing zip code of organization
County in which organization is
located. A controlled vocabulary list
Contact Person
Text
60
Phone Number
Text
13
Yes
Email Address
Text
60
Yes
Web Address
Text
255
Mission Statement
Memo
Unlimited
Description
Memo
Unlimited
Password
Text
16
Active
Logical
1
Field
Name
Field
Type
Field
Length
Unique
Key
Record Id
AutoNumber
12
Yes
Last Name
First Name
Text
Text
60
60
(999) 999-9999
Y/N
will govern entry of information
The name of the primary contact at
the organization who manages
volunteers
The phone number of the primary
contact
The email address of the primary
contact or an address dedicated to
notification of interested volunteers.
This email address is also the login
name used for the organization to
gain access to the web page
The web address of the organization
The mission statement of the
organization
A description of the organization, it’s
purpose and function and any other
information the organization wishes
to communicate to potential
volunteers
A password created by the
organization which allows access to
the web page
An indicator noting if the
organization is active. Only active
organizations will display on the web
page
Volunteer Table
Middle Name
Text
60
Street Address
City
Text
Text
255
30
State
Text
2
Zip Code
Text
10
County
Text
16
Phone Number
Text
13
Yes
Email Address
Text
60
Yes
Description
Memo
Unlimited
Password
Text
16
Active
Logical
1
Field
Name
Record Id
Field
Type
AutoNumber
Field
Length
12
Format
99999-9999
(999) 999-9999
Y/N
Comments
Unique identifier for each record.
This field serves as the relational
key to other tables in the database
Last name of the volunteer
First name of the volunteer
Middle name or description of the
volunteer
Full street address
City in which the volunteer is located
State in which the volunteer is
located. A controlled vocabulary list
will govern entry of information
Mailing zip code of the volunteer
County in which the volunteer is
located. A controlled vocabulary list
will govern entry of information
The phone number of the volunteer
The email address of the volunteer.
This email address is also the login
name used for the volunteer to gain
access to the web page
A description of the volunteer, their
interests and any other information
the volunteer wishes to
communicate to potential
organizations
A password created by the
volunteer which allows access to the
web page
An indicator noting if the volunteer is
active. Only active volunteers will
display on the web page
Opportunity Types Table
Unique
Key
Yes
8
Format
Comments
Unique identifier for each record.
Description
Text
80
Y/N
Field
Name
Field
Type
Field
Length
Unique
Key
Record Id
AutoNumber
12
Yes
Organization Record
ID
Number
12
Opportunity Type
Number
12
Short Description
Text
80
Description
Memo
Unlimited
Skills
Memo
Unlimited
Date
Text
80
Time
Text
80
Location
Memo
Unlimited
Best For
Text
80
Expires
Date
10
99/99/9999
Active
Logical
1
Y/N
Field
Name
Field
Type
Field
Length
Unique
Key
Record Id
AutoNumber
12
Yes
Volunteer Record ID
Number
12
This field serves as the relational
key to other tables in the database
A short description of the
opportunity type. Example:
“Advocacy & Human Rights”,
“Animals”, etc.
Opportunities Table
Format
Comments
Unique identifier for each record.
This field serves as the relational
key to other tables in the database
The record id of the organization
providing the opportunity. This is a
relation field pointing a single
Organization record in the
Organizations Table
The record id of the opportunity type
classifying the opportunity. This is a
relation field pointing to a single
opportunity type in the Opportunities
Type Table
A short description of the
opportunity. Example: “Volunteer
Lobbyist in Nashville”
A longer more detailed description
of the opportunity. This is optional
A description of the skills required
for this opportunity. Example:
“Political action experience
preferred but not required”
A short description of date
information associated with the
opportunity. Example “The month of
April 2006”
A short description of time
information associated with the
opportunity. Example: “5 hours a
week”
A description of where the
opportunity is located and/or
instruction for finding the volunteer
office or site. Example: “Meet at our
office at 555 Gay Street. At the time
indicated, a van will take you to the
proper location”
A short description indicating what
type of individual is best suited for
this opportunity. A controlled
vocabulary list will govern entry of
information
The beginning date when this
opportunity is no longer valid. After
this date the opportunities will
become inactive
An indicator noting if the opportunity
is active. Only active volunteers will
display on the web page
Interests Table
9
Format
Comments
Unique identifier for each record.
This field serves as the relational
key to other tables in the database
The record id of the volunteer
Opportunity Record
ID
Number
12
Date Selected
Date
10
Active
Logical
1
Y/N
interested in the opportunity. This is
a relation field pointing a single
Volunteer record in the Volunteers
Table
The record id of the opportunity of
interest to the volunteer. This is a
relation field pointing to a single
opportunity in the Opportunity Table
The date the volunteer expressed
an interest in the opportunity
An indicator noting if the interest is
active. Only active interests will
display on the web page
The data contained within the tables above will be updated by and displayed to
the volunteers and organizations utilizing Web page interfaces. These interfaces
are referred to as profiles. There will be four primary profiles:
1. The Volunteer Profile is the primary interface for volunteers using the
system. Volunteers can view their volunteer activity, a summary of their
account information and access links to search for new volunteer
opportunities and to view or change their account information.
2. The Volunteer Search Profile is accessed when a volunteer requests a
search for available opportunities from their Volunteer Profile. The Search
Profile returns the results of the search and allows the volunteer to access
addition information about the opportunity through the Opportunity Profile.
3. The Opportunity Profile allows volunteers or organizations to view detailed
information about opportunities. Volunteers will be able to express their
interest in volunteering for an opportunity from the Opportunity Profile.
4. The Organization Profile is the primary interface for organizations using
the system. Organizations can view their active opportunities,
opportunities with associated volunteers, a summary of their account
information and links to add new opportunities and to view or change their
account information.
The following illustrations show possible layouts of the four profiles with a
discussion of their content.
10
The Volunteer Profile
Illustration 1
The Volunteer Profile is the primary interface for volunteers using the system.
Volunteers can view their volunteer activity, a summary of their account
information and access links to search for new volunteer opportunities and to
view or change their account information from this profile. Information in this
profile is extracted from the Volunteers Table with a relational link to the Interest
Table. Additional relational links exist from the Interests Table to the
Opportunities Table and Organizations Table as well as from the Opportunities
Table to the Opportunity Types Table. Of interest here are:
1. The My Profile link allows for a volunteer to return to their Profile Page.
2. The My Account link allows for the volunteer to edit or change information
related to their on-line account which is the information contained in the
volunteers record in the Volunteers Table such as name, address, etc.
3. The Log Out link allows the volunteer to log out of the system.
4. Search Opportunities provides the mechanism by which volunteers may
search for available opportunities. Opportunities may be searched by
Opportunity Type, Organization or a combination of both.
5. A selection button allowing the volunteer to select an opportunity type from
the available list of opportunity types. The selections displayed here are
the entries in the Opportunity Types Table and act as a controlled
vocabulary for the search. Text may also be entered directly into the text
box the left. Text enter here will be matched to the Opportunity Types
Table so that only valid opportunity types can be selected. The text box
can be left blank if the volunteer does not wish to search by opportunity
type.
11
6. A selection button allowing the volunteer to select an organization from the
available list of organizations. The selections displayed here are the
entries in the Organizations Table and act as a controlled vocabulary for
the search. Text may also be entered directly into the text box the left.
Text enter here will be matched to the Organizations Table so that only a
valid organization can be selected. The text box can be left blank if the
volunteer does not wish to search by organization type.
7. Clicking this button will cause a search of the available volunteer
opportunities to be conducted. The result of the search will be displayed in
the Volunteer Search Profile which will be discussed later.
8. The information displayed here, name address, etc. is taken directly from
the volunteers table. This is the active volunteer for a login session and is
determined when the volunteer logs into the system with the correct email
address and password. The volunteer can access the information here
and change or edit it by clicking the My Account link.
9. Current active volunteer opportunities are displayed here. These are
opportunities for which the volunteer as expressed and interest by
pressing the I Want to Volunteer button on the Opportunity Profile. Shown
here is the volunteer date, the opportunity type, the short description of the
opportunity and the name of the organization providing the opportunity. To
see more detailed information about the opportunity the volunteer licks the
More button. The display can be sorted ascending and descending by
Date, Organization Type and Organization by clicking the heading titles.
10. The More button provides access the Opportunity Profile which contains
detailed information about the opportunity.
Volunteer Search Profile
Illustration 2
12
The Volunteer Search Profile is accessed when a volunteer requests a search for
available opportunities from their Volunteer Profile. The Search Profile returns
the results of the search and allows the volunteer to access addition information
about the opportunity through the Opportunity Profile. Information in this profile is
extracted from the Opportunities Table with relational links to the Opportunity
Types Table and Organization Table. Of interest here are:
1. The current active volunteer opportunities returned as matching the
search criteria are displayed here. Shown here is the volunteer date, the
opportunity type, the short description of the opportunity and the name of
the organization providing the opportunity. To see more detailed
information about the opportunity the volunteer clicks the More button. The
display can be sorted ascending and descending by Date, Organization
Type and Organization by clicking the heading titles.
2. The More button provides access the Opportunity Profile which contains
detailed information about the opportunity.
Opportunity Profile
Illustration 3
The Opportunity Profile allows volunteers or organizations to view detailed
information about opportunities. Volunteers will be able to express their interest
in volunteering for an opportunity from the Opportunity Profile. Information in this
profile is extracted from the Opportunities Table with relational links to the
Opportunity Types Table and Organization Table. Of interest here are:
1. The detailed information about the opportunity includes: the organization
name, the type of opportunity, a short description of the opportunity, a
13
longer more detailed description of the opportunity, the skills required for
the opportunity, a description of the date or range of dates for the
opportunity, a description of estimated time requirements for the
opportunity and the location of the opportunity. Additional information
about the organization can be accessed by clicking the organization
heading.
2. When clicked by the volunteer the I Volunteer button records an entry in
the Interest Table indicating the volunteer’s interest in the displayed
opportunity. An email is sent to the organization indicating the volunteer’s
interest and to the volunteer as a receipt.
Organizational Profile
Illustration 4
The Organization Profile is the primary interface for organizations using the
system. Organizations can view their active opportunities, opportunities with
associated volunteers, a summary of their account information and links to add
new opportunities and to view or change their account information. To display
active opportunities with volunteers information in this profile is extracted from
the Organizations Table with a relational link to the Interest Table and an
additional relational link exist from the Interests Table to the Opportunities Table.
Information about current active opportunities is extracted from the Organizations
Table with a relational link to the Opportunities Table with an additional relational
link from the Opportunities Table to the Opportunity Types Table. Of interest here
are:
1. The My Profile link allows for an organization to return to their Profile
Page.
14
2. The My Account link allows for the organization to edit or change
information related to their on-line account which is the information
contained in the organizations record in the Organizations Table such as
name, address, etc.
3. The Log Out link allows the organization to log out of the system.
4. The information displayed here, name address, etc. is taken directly from
the Organizations Table. This is the active organization for a login session
and is determined when the organization logs into the system with the
correct email address and password. The organization can access the
information here and change or edit it by clicking the My Account link.
5. The current opportunities with active volunteers are displayed here.
Shown here are the volunteer date, the opportunity type, a short
description of the opportunity and the name of the volunteer. To see more
detailed information about the opportunity organization clicks the More
button. The see additional information about the volunteer the organization
clicks the volunteer name. The display can be sorted ascending and
descending by Date, Organization Type and Organization by clicking the
heading titles.
6. The current opportunities without active volunteers are displayed here.
Shown here are the volunteer date, the opportunity type, and the short
description of the opportunity. To see more detailed information about the
opportunity the organization clicks the More button. The display can be
sorted ascending and descending by Date, Organization Type and
Organization by clicking the heading titles.
7. The More button provides access the Opportunity Profile which contains
detailed information about the opportunity.
8. The Add an Opportunity button allows the organization to add a new
opportunity to the Opportunities Table.
Future Considerations
Phase Two as stated earlier will be an extension of the services provided in
Phase One, and is not part of this recommendation except as future
considerations for improvement. Future consideration should be given to the
following:
1. The incorporation of an automated matching process. The matching
processed proposed earlier is based on the volunteer expressing an
interest in an already existing opportunity. Consideration should be given
to expanding the Volunteer Profile to include opportunity types of interest
to the volunteer and skills possessed by the volunteer. Such an expansion
would enable organizations to search for volunteers meeting their
requirements without the need for the volunteer to first express interest.
15
This expansion would require additional tables in the database to house
the opportunity type and skill records of the volunteer. These tables would
require controlled vocabulary to allow for effective and accurate searching.
2. An integrated mapping solution could be added to the solution to enable
maps to be produced giving the volunteer visual directions to the volunteer
sites. This addition would require tighter controls on zip codes and street
addresses and a contractual arrangement with a mapping service provider
such as Yahoo maps, etc.
3. Statistical and trend reporting could also be added to the system giving
the organizations using the system additional and valuable information
regarding their volunteer performance and needs. Examples would
include:
Volunteers per month, season, etc.
Volunteers by county, city, zip code, etc.
Types of volunteers
Skill levels of volunteers
Trend by periods or regions
4. Advanced password and user control would allow organizations to create
multiple user accounts to make management easier. Larger organizations
could have more the one user with each user assigned certain
opportunities to manage and maintain.
Cost
The cost for implementing Phase One of the project will be based on the hours
necessary to develop and deploy the database and Web pages. The hourly cost
for these services could range from nothing if a qualified volunteer is used to as
much as $125.00 per hour. The table below contains the estimated hours for
Phase One of the project:
Initial Development Hours
Initial Testing and Trouble Shooting
Total Develop Hours
40 – 60
20 – 30
60 – 90
Monthly Maintenance
5 – 10
16
Time Documentation
Dates
Who
03/31/06 R.
Weaver
04/03/06 R.
Weaver,
B. DysonSmith
04/06/06 B. DysonSmith
04/08/06 B. DysonSmith
04/10/06 R.
Weaver
04/11/06 R.
Weaver
04/11/06 B. DysonSmith
04/12/06 R.
Weaver,
B. DysonSmith
04/13/06 B. DysonSmith
04/13/06 R.
Weaver
04/14/06 R.
Weaver,
B. DysonSmith
04/17/06 R.
Weaver
Description
Hours
Communications with David Massey re:
see email
Online Database
Initial meeting with Roger concerning layout 1 hour
of the project.
Communications with David Massey re:
online solutions
Begin case analysis of preexisting online
solutions
Initial coding of web survey
see email
Communications with David Massey
regarding implementation of web survey
Continue Case analysis of preexisting
solutions, spec. Online Databases
Meeting re: implementation of Survey,
initial results of case analysis of online
sources
2 hours,
see email
3 hours
Continuing case analysis, shifting focus to
preexisting software providers
Communications with David Massey re:
final implementation of web survey
Meeting re: refining results of case
analysis, re: discussion of initial results of
survey, re: initial conceptualization of
database GUI
Final corrections to Survey, mounting
survey on UTK server, and linking survey to
B. Dyson-Smith’s email account
Meeting re: initial compilation of survey, re:
continued discussion of database GUI
4 hours
04/17/06 R.
Weaver,
B. DysonSmith
04/18/06 B. Dyson- Continued compilation of survey
Smith
04/19/06 R.
Meeting re: refining compilation of survey
Weaver,
B. DysonSmith
17
3 hours
4 hours
2 hours
2 hours,
see email
2 hours
3 hours;
see email
2 hour
3 hours
1 hour
04/22/06 R.
Weaver
Creation of Database GUI and
conceptualization of database relationships
8 hours
04/23/06 R.
Weaver
04/23/06 B. DysonSmith
04/23/06 R.
Weaver,
B. DysonSmith
04/24/06 R.
Weaver,
B. DysonSmith
04/26/06 R.
Weaver,
B. DysonSmith
04/28/06 B. DysonSmith
04/30/06 R.
Weaver,
B. DysonSmith
Creation of PPT slide layouts and
4 hours
inbedding GUI information in PPT
Creation of PPT slides using Roger’s layout 4 hours
Meeting re: compiling PPT slides for
presentation, re: loose run-through of
presentation
2.5 hours
Meeting re: final run-through of
presentation
2 hours
Meeting re: refinement of presentation data
and organizational meeting into
documentation for project
2.5 hours
Final compilation of web survey
2 hours
Meeting re: finalization of project
documentation
2 hours
Total hours
59
Bridger Dyson-Smith
19
Roger Weaver
23
Combined Group Hours
17
18