Functional Specifications Volunteer Management System

1. From volunteer's point of view
   
   1.1 Accessible from Internet/specifically with web interface (for recruitment and time tracking inputs)
   1.2 Privacy/security for personal data
   1.3 Ease of use
   1.4 Can see volunteer opportunities
   1.4.1 Can create self-profile and have likely opportunities flagged (DCN volunteer)
   1.4.2 Or can register and be personally notified by Volunteer Center of matches (necessary for screening, etc.)
   
   1.5 Can apply for volunteer opportunities on-line
   
   1.5.1 Application is easy; two-tiered process (basic information first, details later)
   1.5.2 Can easily update information (skills, etc.)
   1.5.3 Once application submitted, volunteer hears back quickly from app.person
   
   1.6 Can enter volunteer time worked
   
   1.6.1 Volunteer time is tracked, and credited
   1.6.2 Volunteer credits can be used for other services (catalogue for selection?)
   
   1.7 Can communicate by e-mail with others on project
   1.8 Is recognized for work
   1.9 Work History can be created and maintained; volunteer can print out for resume purposes Volunteer doesn't have to have a computer to participate in on-line system (public access terminals or alternate modes of access, such as IVR)
2. From volunteer coordinator/Executive Director's point of view
   2.1 Recruitment
   2.1.1 System provides way to post both specific and general volunteer opportunities
   2.1.2 Committee chairs can post their own volunteer opportunities
   2.1.3 Volunteers can enter their own data (see 2.1.5)
   2.1.4 System provides tools to develop sense of community and camaraderie
   2.1.5 System helps coordinator quickly and easily keep track of volunteers' names, addresses, phones, skills, hours served, birth dates, schedules, status, educational background
   2.1.6 System provides help in matching volunteers' skills to opportunities and needs (standard
   2.1.7 and ad hoc queries)
   2.1.8 System supports scheduling (automatically generates schedules, based on the assignments allows override of the schedule where necessary)
   2.1.9 For standard "roles," system identifies who is assigned to which role, the status of the assignments -eg requested, placed, start dates, end dates, frequency, comments about the assignment
   2.2 Tracking
   2.2.1 System automatically collects time worked
   2.2.2 System provides verification (through chair, etc.) of time worked
   2.2.3 System provides justifiable valuation of time worked
   2.2.4 System creates necessary matching contribution reports for grants
   2.2.5 System creates other reports (standard as well as on-the-fly; labels for mailings; automataic e-mail messages; need specifications for standard reports)
   2.2.6 Tracking data is reasonably secure (limited access); this is auditable item
   2.2.7 Volunteer Management
   2.2.8 System tracks who is "supervising" volunteer (intern requirement)
   2.2.9 System tracks orientation, training steps taken, and volunteer achievements
   2.3 Recognition
   2.4 Other Management Needs
   2.4.1 System helps identify where volunteer found out about opportunities, best practices, etc.
3. Other Specifications
   3.1 Cost?
   3.2 Designed to support multiple volunteer organizations off same system
4. Technical Specifications
   4.1 Platform supported on (can run on both Macintosh and PC)
   4.2 Open architecture, based on open standards (including database, etc.)
   4.3 System broken down into independent modules
   4.4 Portability to other systems (CPB requirement if developed in-house)
5. Operating Requirements
6. Security