RASCI Template
September 21, 2021
RASCI Template Share on facebook Share on twitter Share on linkedin Share on email Share on whatsapp The RASCI matrix is a visual business tool used to define the connection between members and their
Volunteer Database
Management Template
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Brief
- Easy to use volunteer database management in excel.
- Manage and monitor volunteer data from onboarding to offboarding.
- Onboarding and offboarding process for new people in the organization.
- Easily see employee workload, volunteers per region and department.
Please note that the use of the free version for commercial/ corporate purposes violates our terms of use. This version of the tool is only intended for personal purposes. For corporate use of this tool, kindly refer to our commercial version.
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A well-structured volunteer database management system is responsible for tracking volunteer information together with base information related to onboarding and offboarding procedures. Since volunteer turnout may be higher than normal employee turnout, it is important to have easily available information that tracks the volunteers’ interactions with the business.
Further, while volunteer interests are strong and flourishing, it is key that responsible leads are quick to provide volunteers with all the relevant information necessary for them to start performing their assigned responsibilities right away. A well maintained and structured onboarding and offboarding system can also have the effect of enhancing volunteer accountability and safeguarding the organization’s assets as they perceive the organization to have a higher level of structure, support and accountability, and therefore, can be more likely to return the favour by increasing transparency regarding their schedule and ability to work on asked duties.
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What is GPetrium’s Volunteer Database Management System?
GPetrium’s Volunteer Database Management System is a free excel tool that facilitates volunteer information management together with onboarding and offboarding procedures. The tool is designed to easily track relevant information that supports employee onboarding and offboarding while also tracking volunteer engagement and team lead’s workload.
The tool is divided into 5 key segments: “Volunteer Dashboard”, “Volunteer Database”, “Onboarding”, “Offboarding”, and “Configuration”. The “Volunteer Dashboard” segments provides insight on key variables impacting volunteers, leads, and departments as a whole – it also provides quick facts on total leads (volunteer managers), active volunteers, and volunteers required to do onboarding and offboarding. The “Volunteer Database” segment keeps an itemized control of all relevant volunteer information necessary for the basic management of volunteers. The “Onboarding” tab provides a high-level checklist for the volunteer onboarding procedure. The “Offboarding” tab provides a high-level checklist for the volunteer offboarding system. The “Configuration” tab holds information related to the setting used to customize the excel file, increasing user interactive design.
Volunteer Dashboard Tab
- At a Glance Stats: boxes that are automatically updated according to information on “Volunteer Directory” tab active volunteers, volunteers who require onboarding procedure and volunteers who require offboarding procedure to be conducted.
- Volunteer Directory button: click on button that directly takes user to “Volunteer Directory” tab.
- Slicers: easily filter data to modify visualizations present in the dashboard. Slicers can show data according to volunteer status, region and department of work.
- Volunteer per Department: chart that provides a quick overview of how many volunteers have been assigned per department.
- Volunteers per Lead: chart provides a quick overview of how many volunteers have been assigned per lead, quickly giving a sense of lead team size and potential workload commitment.
- Volunteers per Region: chart provides a quick overview of how many volunteers have been assigned to a determined region.
- Volunteer’s Country of Origin: chart showcases the volunteers’ country of origin.
Volunteer Database Tab
- Volunteer Dashboard button: click button to easily navigate back to volunteer dashboard.
- Slicers: easily filter data between Department, Lead, Region, Status, Onboarding status, and Offboarding status. Once slicers have been used, in order to unmark them, just press top right button inside the designed selector box (filter symbol with red “x”).
- Volunteer Database table: there are currently 16 columns in the volunteer database tool. Although the tool can be customized to fit workplace need, the dashboard may be affected if done so.
- Name: enter volunteer name.
- Email: enter corresponding volunteer email.
- Country of Region: enter volunteer’s country of region (asset can be leveraged if applicable).
- Department: drop down list that can be customized to businesses’ department. Enter volunteer’s currently assigned department.
- Region: drop down list that can be customized to businesses’ regions of work. Enter volunteer’s currently assigned region.
- Lead: name of the team lead that is a direct report to the volunteer.
- Joined: enter the date that the volunteer joined the organization
- Onboarding status: drop down list that permits one to select whether an individual requires onboarding procedure to be conducted or whether the process has already been completed.
- Onboarding date: enter the date in which onboarding was conducted.
- Last Active date: enter the last date in which a volunteer has been deemed active in an organization’s affairs. Tracking such number allows for team to identify if a volunteer is active or not.
- Status: drop down list with a volunteer’s status (active or inactive). If a volunteer is deemed inactive, then an offboarding procedure needs to follow.
- Offboarding status: drop down list that permits one to select whether an individual requires offboarding procedure to be conducted or whether the process has already been completed.
- Offboarding date: date in which offboarding was conducted.
- Communication permission: throughout the offboarding process, a volunteer should be asked whether they would be interested in receiving news and newsletters from the organization. This segment has a ‘yes/no’ drop-down.
- Duration: automatically calculated field that provides duration date between joined date and last active date.
- Note: field designed for additional notes.
Onboarding Tab
The Onboarding tab depicts a suggested base for an organization’s Volunteer Onboarding Procedure. Despite organizations having different onboarding procedures, we suggest that this list be reviewed to identify if items highlighted can be added to the current onboarding procedure or modified according to organizational needs.
- General Orientation Meeting
During the general orientation meeting, new volunteers are expected to learn about their responsibilities, their senior/ lead person, department, and the company’s objectives and goals on a general level. During the course of a volunteer’s work, the organization may be requested to provide a letter of reference, to facilitate the process, it is important to have it clearly defined on paper and mention it during the orientation. It is also important to discuss volunteer expectations and to allow them to share their expectations in relation to the organization. Each volunteer should receive an onboarding package with the relevant volunteer information, organization policies, overview of organization, company’s mission and organizational structure.
Volunteers should be given the chance to work in different types of activities to maintain their interest in their work and, in turn, reduce volunteer turnover. If the organization has the means to allow volunteers to try different volunteer opportunities, it is essential for the information to be shared during the general orientation.
*Please keep in mind that in some circumstances, meeting 1 and 2 can be merged into one single meeting, however, all information described on both meetings should be provided to volunteer.
- Orientation Meeting with Lead
After a general orientation, the volunteer should have a meeting with their team lead/ direct report to gain a better understanding of what the department does and what is expected of him/her. This is also a time where access to the relevant tools and software used by the department is given.
*Please keep in mind that in some circumstances, meeting 1 and 2 can be merged into one single meeting, however, all information described on both meetings should be provided to volunteer.
- Team Onboarding Meeting
After meetings 1 and 2 have taken place and all necessary house keeping information is given, the volunteer should be introduced to the rest of the team/ department and the individuals s/he will be working with. Each team member should introduce themselves and talk about their role in the organization. It is an opportunity to build a sense of community and camaraderie which is essential for an organization’s long-term success.
Offboarding Tab
The Offboarding tab depicts a suggested guideline for an organization’s Volunteer Offboarding Procedure. Different organizations may have different offboarding procedures, GPetrium suggests this list to be the baseline for organizational offboarding success. Modification to fit the organization’s culture is encouraged.
A general offboarding process involves an exit interview, knowledge transfer, and disconnection of volunteer’s permissions to company’s assets. Although there might be some reluctance in conducting an exit interview, it is important for the company to take this opportunity to have a candid conversation with exiting volunteers to understand their reasons for leaving and if, in their opinion, the business could be improved somehow. More information on onboarding and offboarding procedures will be given in future articles.
Configuration Tab
This section helps to feed data into the “Volunteer Dashboard” and to configure the drop-down list for [Onboarding/ Offboarding Status], [Departments], [Region], [Lead], [Communication Permission], and [Status]. If you would like to decrease or increase the number of options in the config tab, you will need to change the Data Validation for that column, please refer to this external website, Contextures, for guidance.
Conclusion
Volunteers are an important resource for organizations and should be managed accordingly. The proper monitoring and management of volunteer information can ensure that such individuals quickly start working on their duties and are able to maintain their motivation and focus on assisting the business. This volunteer/ employee database template excel can also function as an employee onboarding and offboarding checklist to ensure human resources are properly maintained. The tool can be easily customized to fit your organization’s needs and requirements. For inquiries, questions, or concerns, please contact us at [email protected].
FAQ
Q: I have updated the dataset, unfortunately the Dashboard did not update. What do I do?
A: To maximize cybersecurity, the team did not use VBA/macros for the solution. Therefore, in order to update the dashboard, you will need to go to ‘Data->Refresh All’.
Q: I tried to add a new drop-down item to the [Title] Config tab, unfortunately, it does not appear on the Sales Data.
A: The drop-down system is based on the ‘Data Validation’ excel feature, it restricts the entries based on a subset of cells that have been chosen. To recalibrate, you will need to choose all cells in that respective column then on the access toolbar go to ‘Data->Data Validation->Settings’ and change the Source to cover all the items you expect to have on the drop-down.
Authors
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- Tool Enhancement – Further develop the Volunteer Database Management tool and other tools to maximize its benefit to your organization.
- Digital Strategy – Help you navigate the challenges of digital strategy, initiatives and transformations.
- Performance Improvement – Support the creation of tools and solutions to improve company’s overall success,
- Consultancy Support – Provide end-to-end support, including maintenance of tools and solutions to optimize the operation’s bottom-line.
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