Moving Volunteer Management into a Virtual Environment

The Team

Beth Johannna Vanessa Julio Lindsay

Who We Are

Our Mission: To continue the teaching and healing ministry of Jesus Christ

“To Make Man Whole”

Our Vision: “Transforming Lives” through Education, Healthcare, & Research

» 14,500 Employees

» 6 Hospitals 1,076 total licensed beds Serving over 1.5 million patients each year 709 Physicians in 65 specialties and subspecialties

» 8 Schools: 4,650 Students

» First Hospital Based Proton Treatment Center – 23 years in service

Our Challenge

» 2011 ~ 2,000+ volunteers ~ 20+ programs ~ Antiquated system ~ Mostly manual process ~ Lost opportunities ~ Not 100% compliant with policies and regulations ~ Online application, but no online process ~ Difficult and inaccurate reporting ~ WE drive the process

Challenge

Our Dream

» Wouldn’t it be nice if ~ All volunteer data was maintained in an integrated system ~ Mostly automated ~ There was time and system capability to capture and create

opportunities ~ 100% compliant with policies and regulations ~ Accurate and timely reporting ~ THEY drove the process

Dream

Our Solution

» Our Volunteer Management System (VMS) ~ DEMO

Demo

Our Approach

» Discovery » Planning and Analysis

Approach

discovery

» Why purchase a volunteer management system – is one needed? ~ Staffing levels ~ Number of volunteers ~ Number of department interfaces ~ Number of volunteer programs ~ Communication with the volunteer ~ Compliance

Why?

» Reach out to others in your field and ask questions ~ Do they use a volunteer management system? ~ Do they like it? ~ What is the name of the system? ~ How does it benefit their department? ~ How many beds do they have? ~ How many volunteers do they have? ~ Who is their population of volunteer?

Investigate

» Compare the information you learned from your peers. Then ask yourself, does a volunteer management system make sense for your organization? ~ If not, you have just save yourself a lot of time and money. ~ If yes, it’s time to begin building your business case – showing value

Compare

planning and analysis

» What is the current workflow? ~ Meet with your team. ~ Go through the entire process:

• Onboarding • Placement • Retention

~ Document the work flow

Current Workflow

» What is the proposed workflow? ~ Meet with your team – again. ~ Go through the entire process – with a new vision. ~ There are no sacred cows! ~ Present questions to the team:

• What is the ideal workflow? ~ Onboarding ~ Placement ~ Retention

~ Document the new proposed flow

Proposed Workflow

» Questions to ask yourself: ~ Is there anyone else in your organization that might benefit from the

system? ~ What departments are being impacted:

• Health • InformationTechnology • Human Resources • Background Checks • Etc

Benefits to Others?

» Determine your business requirements: ~ Essential - must have ~ Preferred - nice to have ~ What will propel us forward?

Requirements

» Can it realistically be done in-house? If not, begin your vendor research

» Idealware, May 2011 ~ http://www.idealware.org/sites/idealware.org/files/volunteer_management_v5.pdf

Research

» Connect with the top 3-5 vendors that best meet your needs ~ Provide list of requirements and proposed workflow ~ Have vendor indicate which they are able to offer? ~ Collect and compare all responses ~ Analyze results

• Who are the top 2-3 vendors based on your comparison ~ Demonstrations

• Schedule demonstrations with the top 2-3 to determine: ~ Ask for a scripted demo – with your content ~ Which system works best for you ~ How does their organization work ~ Is there potential for a true partnership

~ References ~ RFP

Vendor Selection

» Connect with Internal Departments (Health, IT, HR, etc.) ~ What systems do they have? ~ Is there a potential to integrate? ~ How will a potential new flow work with their department? ~ Determine if there are any team members available to assist with the

project.

Connect - Internal

» Connect with External Vendors (Background Checks, etc.) ~ What systems do they have? ~ Is there a potential to integrate? ~ How can they help to improve the process? ~ Is there a portion of the cost they can absorb?

Connect - External

» Next Steps: ~ Finalize your business justification – provide your business case ~ ROI

• Cost of project • Projected labor savings • Projected additional onboarded volunteers

~ Connect! There are resources. Possible options in your organization are: • The Project Management Office (PMO) • Information Services • Finance

~ Presentation to Administration

Next Steps

» Determine if there is a department to help you with ~ Project Management

• Planning • Design and Build • Testing • Deployment • Project Closeout

Partner

» Meet to discuss and record the “Lessons Learned” ~ Critical – this will not be your only project

• What did you do well? • What could you have done better? • Document and share results • Compare estimated vs. actual costs

Lessons Learned

Celebrate!

Stephanie Evan

University of Redlands Volunteers

social media

» Developing A Presence ~ Assess all opportunities

• Facebook • Twitter • LinkedIn • YouTube • Instagram • Pinterest • Google+ • Yelp • Vine

Social Media Marketing

http://youtu.be/6CA-T0qn-NM

» The Vision ~ Correlating with the organization’s principals and mission

• Visuals • Emotions • Recognition • Promotion

Social Media Marketing

» Expectations and Process ~ Do your best to prepare for the project.

• Project Timetable • Equipment • Coordinating volunteers • Interviews • Interview Transcriptions • Editing • Filming • Scoring • Exporting • Publishing Online

Social Media Marketing

» Next Steps ~ Where do you go from there?

• Host film screening • Further development • Photos • Other social platforms

Social Media Marketing

http://youtu.be/6dEyCeU9YGE

Delighted to be at your service, Beth Rose earose@llu.edu 909-558-7159 Johanna Watt joewatt@llu.edu 909-558-8413 Vanessa Martinez vjmartinez@llu.edu 909-558-8025