Serving management scenario v1

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FPC Serving Management Process

Scenario: A church member is interested in volunteering for a

Serving Opportunity such as Usher, Welcome Host, Greeter,

etc. He/she is could already be participating in one type of

Serving Opportunity and wants to participate in another one.

This shows how that member connects with the FPC

Opportunity Coordinator.

Steps performed by Opportunity Coordinator includes:

Step 1 – Use Serving Management module to Accept church

member in to a “resource pool”.

Step 2 – Use Groups module to manage Sunday Volunteer

roster.

Step 3 – Use VolunteerSpot to facilitate volunteer assignment

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FPC church member selects

Available Serving Opportunities

Step 1

FPC Serving Management Process

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FPC church member receives confirmation

FPC church member reviews

Serving Opportunities and

clicks on Interested button

Step 1

FPC Serving Management Process

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Opportunity Coordinator selects

appropriate Serving Opportunity

Opportunity Coordinator

selects Manage Volunteers

Scenario continues: The Opportunity Manager receives an email

indicating a member is interested in volunteering and follows up.

Step 1

FPC Serving Management Process

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Opportunity Coordinator reviews

Interested Volunteer and clicks on

Accept button

Step 1

FPC Serving Management Process

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Volunteer is now added to a “resource pool” maintained within the Serving

Management module. The key benefit of Serving Management is to allow

FPC church member to get connected with the Opportunity Coordinator.

NOTE: This is a list of potential volunteers. FPC uses “Groups”

module to manage and track volunteers. All changes (add/delete)

need to be manually repeated in the Groups module.

Step 1

FPC Serving Management Process

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Volunteer Coordinator selects Groups> Activities> Sunday Volunteer

and then selects the appropriate Filter. In this example Communion

Server will be used as the Filter.

Scenario continues: The Opportunity Manager now needs to update

Groups module.

Step 2

FPC Serving Management Process

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Volunteer Coordinator selects Add to

Roster button which then presents

Lookup Individual screen

Enter name and press Find button

Confirm Effective Date and press Add button

Step 2

FPC Serving Management Process

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Volunteer Coordinator selects appropriate VolunteerSpot Activity

Scenario continues: Previous steps creates a Change Request that is

approved by FPC church staff. Opportunity Coordinator now updates

the appropriate VolunteerSpot to allow church member to sign up for

specific assignments.

Step 3

FPC Serving Management Process

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Volunteer Coordinator invites church

member for appropriate Activity.

Step 3

FPC Serving Management Process

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Volunteer Coordinator inserts user-id

and updates Message as needed.

Step 3

FPC Serving Management Process

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Scenario continues: Opportunity Coordinator performs ongoing

VolunteerSpot tasks (see below). Refer to Help information at

www.VolunteerSpot.com for more details.

1. Ideally once a quarter the VolunteerSpot organizer creates new Activity Calendars with

specific ToDo tasks.

2. Organizer monitors sign-ups for vacancies ongoing. Two days prior to a volunteer’s

assignment, VolunteerSpot sends PRIMARY organizer REMINDER email with status. If there

are vacant spots, organizer sends out a REMINDER email to all volunteers asking them to

sign up.

3. Upon receiving the REMINDER email the volunteer goes to the volunteer opportunity using a)

link provided in REMINDER email or b) previously saved shortcut -- OR – c) “Find My Sign-

up Sheet” mechanism. At that point he/she signs up and then sends the organizer an email

indicating his/her action. NOTE: It is not necessary (and is undesirable) to REPLY ALL to the

REMINDER email.

4. Ideally, organizer repeats step 2 (if necessary) until all spots are filled. As a last resort, the

organizer can unilaterally assign a person to a specific spot at which point VolunteerSpot will

send a notification email to the “recruited” volunteer. This is a last resort because it requires

an extra step on the organizer’s part and there is no guarantee the “recruited” volunteer will

receive the notification email. Also unilateral assignment is contrary to the new strategy where

FPC members are empowered and more actively involved in the Serving Management

Process.

Step 3

FPC Serving Management Process