Volunteer management software PURCHASE.

[Holly Bennett]

Hi Team

I reckon the "Better Impact" software is actually pretty good, possibly even exceptional although I still have a lot to learn! 

It's going to take some time to set up but I think we can loosely add this years just been volunteers in as well. I think it will require each person to make their own profile is the only thing, and then we can add hours to it once they're in the system. Theoretically we could actually add as many years into the system as we like, the only thing getting in the way is how much time and dedication people have to the cause.

Here is a link to the different pricing options, https://www.betterimpact.co.nz/volunteer-software-pricing/

I think "standard plus" is all we need. If we want to have up to 1,000 volunteers (which is probably excessive) then its $160 a month (to be paid annually). We can have less volunteers for cheaper but the price difference isn't that significant. 

I'm keen to get onto this ASAP as I feel getting it all set up and learning the ropes will take some time. My flatmate Nick Russell (aka Chodo from the Hangout) has expressed interest in taking on the volunteer lead or 2IC role so I am hoping he will help get it all of the ground.

If anyone has any questions about how the software works or what it does / does not deliver then fire them at me and I will do my best to answer them.

[Secretary ExCom (Geveta)]

Cool thanks Holly! I just sent you an email last night after my meeting with Ticketing Lead Craig and Andy (Treasurer/acting Chair) which relates to this, it'd be great for you both to have a chat on how these things integrate or could perhaps 'talk to each other' as a new system. This in mind, I'm not sure what costing would look allowing multiple admins with different access levels (if beneficial). 

Here's a run through video of the system proposed for those after a visual: https://www.betterimpact.tv/VI-demo-usa/homepage/

Re data entry: once I've followed up my admin applicants Id like to nominate the Admin team to help with this initial process :)

[Event Manager]

Just for the record Paul Chafe just messaged me and said they use D4H for emergency management and it is good.

[ExCom Chair]

Thanks for that Holly I appreciate all the work put in to identify the Better Impact option and trialling it.

However, before we commit to a purchase of software I think we need to have any and all affected departments do a thorough walk through and trial of it including rosters, volunteer performance etc. The reason…..

Over the past few months there have been several discussions over data gathering across Kiwiburn.  This was raised again during the ExCom meeting on Monday then again at the Ticketing review catch up that Craig initiated with Geveta and myself last night

The outcome is that we need to:

1. Have a overall Kiwiburn wide IT strategy
2. Have preferably one software/app solution to meet needs of all departments - possibly including Ticketing
3. Remove duplication of effort in relation to data capture and storage
4. Ensure privacy and data security – including access control to the data field level - as well as automated backup
5. That we can handle whatever Covid 19 contact tracing requirements may be required next January

To this end after talking with Geveta and Craig last night I took it upon myself to initiate an immediate survey of all departments in Kiwiburn to determine what their current and expected data gathering requirements are, what specific info is required, for what purpose, who has access to it, etc. we have asked Craig to start this by contacting Brad and working with him on this.

The goal is to try and find one software suite or app that can meet all our requirements - or at least have minimal add-ons or development needed – to avoid duplication of data collection and storage and ensure consistency of information across Kiwiburn departments.

I am currently writing up a separate post about the data survey and associated issues (which will appear later today) but felt it best to highlight it here as well as it directly impacts the Crew/Volunteer software recommendation.  If ExCom feels the survey should not happen first I am happy to go with that approach but my recommendation is that we have the strategy and review done first.

[CrewFacilitator]

I'm also all for a software tool that encompasses everyones needs but I'm not sure how realistic a goal this is.....?

[communicationsfacilitator]

did you intend to share password etc in a public forum?

[CrewFacilitator]

Well crud. We need to bring back the Team Leads forum - the volunteer login only has access to the public forum. 

Email me for login details for Better Impact!