1. Volunteering Systems & Processes
Scheduling walk through

2. Volunteer Scheduling - overview
Key Stakeholders Volunteers, Volunteer Managers, Property Business Support, VCI Whole Trust & Consultants, S&P
programme team
Current Process This process includes the creating of schedules and the management of volunteer time – including the
processes to support volunteers to view, book and cancel their own shifts / occurrences. It does not cover
the allocation of volunteers into rooms.
Current Challenges • Amount of time spent on developing and administering volunteer schedules – in particular chasing people
to confirm and fill shifts. Opportunities can go unfilled as people unaware of the gaps
• Local developments not supported and cost effective – though illustrate pull for help with this area
• No one version of the truth – schedules held on paper and excel and constantly changing – which can
lead to confusion
Systems and
Processes
Programme
deliverables
• System – ability for managers to create and view schedule by department / job online
• System – ability for volunteers to view, book and cancel shifts online
• System – ability for managers to report on volunteer attendance and understand contribution
• System – support communications to managers and volunteers to act as reminders / confirmation
• Guidance – new guidance on managing volunteer time – including links to case studies – different
approaches already in place re. half / full day shifts
• Training materials – important due to self serve element – will need easy walk through for volunteers
Benefits through
systems and
processes
programme
Most of our requirements have been based on an online system developed and used for the English Riviera
portfolio. By using this system they have experienced the following benefits -
• Greater ownership of the schedule by volunteers – more volunteers doing more as they can see what
shifts are available and easy process means it is easy to book. 80% of volunteers now using the system
• Reduction in time for managers to create and communicate the schedule
• Track attendance at workshops and pre season meetings – ability for volunteers to book on
• One national system will be more cost effective
Pre system
implementation
(Dependencies)
• Clarity on roles and responsibilities – including role of day leaders.
• Understanding whether the property is likely to move online and use this – as it is likely to be optional (use
ER example to inform planning)

3. Scheduling System - out of scope
• Room Rotas – developing an automated system to book and
organise volunteers into specific rooms – though we are
looking to see if the system can record (notes field) which
room someone did volunteer in
• Workforce planning – this is not about getting a full
understanding of workload to support future resource
planning – though it will help us make a step towards this
• Volunteer cards – not covered as part of scheduling –
though volunteer hours will be taken from the scheduling and
held elsewhere in the system to support issuing of cards

4. Volunteer Scheduling
Online / core process
Note: the following slides aim to reflect the Volunteer experience
and process flow. Requirements need to be prioritised based on
solution coverage and business criticality.

5. High level process: ‘Create Schedule’
Select volunteer jobs
at the property to
use within the
schedule
Person or
people with
relevant access
– not just VM
When the start
date is reached
Add occurrences to the jobs:
start/ end dates; days; recurrent;
times; one-offs volunteer numbers;
comments and notes
No approvals/
drafts/ sign-off
required
The job
occurrences or
‘schedule’ is
active and
ready to use

6. The Volunteer Manager accesses
YourVolunteering through a secure login
class Scheduling workshop
Volunteer PortalVolunteer Portal
Welcome back Charlotte, what do you want to do today?
Recruitment Manage Volunteers Expenses
Scheduling

7. VM is directed towards Scheduling
module, selects jobs and adds job
occurrencesclass Scheduling workshop
SchedulingScheduling
Add occurrence:
Gar d ener :
Volunt eer s need ed : 5
When : d ay - Wed nesday
St ar t Dat e: 2 / 10 / 20 13
En d Dat e: 3 1/ 1 2/ 20 13
Wher e: It alian Gar d en
Save
Select jobs:
Gar dener
Room Guide

8. High level process: Volunteer manages their shifts. They ‘self
serve’
Volunteer logs in
to portal
Volunteers without
online access can be
booked onto shifts
Volunteers can:
book, cancel, see
who else is
volunteering
Navigate to
Scheduling
View Schedules for
properties they
volunteer at
View the Schedule
for their property
Book shifts for their
‘job’ / role/s
Business rules:
cancelling; book
shifts for properties
they volunteer at
and roles they do
Volunteers manage
their shifts with no
intervention from a
VM/admin
Volunteer hours are recorded

9. Volunteers can login to the portal
and book themselves to shifts

10. Volunteers can login to the portal
and book themselves to shifts