2. Design by: Amanda Dennis, Andrew Gilmore, John Wayne Hill, and Katie O’Donnell Advised by: Eli Blevis and Jason de Runa

3. Personalized care is preferred Volunteers are inconsistent resources Non-profit Organizations have more financial difficulties

4. Lack of health insurance in the area Paid health care has better integrity and higher quality

5. Volunteer physicians have a greater sense of dedication to the public’s health Volunteers have less urgency for deadlines

6. Literature review Interviews Online and paper survey Rapid ethnography

7. Person to person communication issues No mass communication

8. Volunteers and staff are over taxed No backup volunteer list

9. Cramped office spaces Lack of software use and understanding

10. Volgistics Currently paying 87 dollars per month Currently holds clinical volunteers records Offers online scheduling Touch screen kiosk sign-in compatible Supports multiple administrators Ability to send mass emails

11. iSalus No monthly fees Stores electronic medical records Few administrators needed Patient scheduling

12. Constant Contact Currently paying $24 /month Not updated often Provides html emails Used to send mass emails to volunteers

13. Volunteers would like an online scheduling system Volunteers appreciate consistent scheduling

14. Volunteers would like to schedule in advance with flexibility Scheduling has been both over-booked and under-booked

15. Initial contact Orientation Verbose Unnecessary Mixed messages

16. Initial contact Application/screening Meet with Loraine Discuss availability, communication, and position Initial scheduling

17. Practitioners Scheduled in 2 month increments Stored in excel by Loraine Loraine sends out “fill holes” messages Loraine sends the excel file to Elizabeth Elizabeth fills in time blocks in iSalus

18. Lay Volunteers Scheduled inconsistently between departments Scheduling methods: email binder/print outs screening meeting

19. Inefficient methods of communications

20. Communication on a personal and mass scale is lacking

21. Internal communication is lacking

22. There are too many volunteers per staff member to schedule

23. Volunteers would like to schedule themselves

24. Scheduling processes are inefficient

25. Patient care is compromised by inefficient scheduling

26. Inconsistent internal volunteer scheduling methods

27. Resources are used inefficiently

28. Limited methods of recognizing volunteers for their efforts

30. Hire more staff Online calendar More administrators in charge of scheduling

31. Uniform system of scheduling Volunteers schedule themselves Post schedules around office

32. Volunteer substitute list Kiosk for electronic sign-in RFID sign-in

33. Upgrade and make better use of Volgistics Train staff on Volgistics

34. Google calendar Paper calendar Excel calendar

35. Mass e-mails Location based maps Suggestion box

36. Automated scheduling reminders E-mail SMS (text messaging) Twitter

37. Documentation of procedures Volunteer page on website Online chat room

38. Informational videos Electronic bulletin board Online forums (“take my shift”)

39. Internal management status meetings Twitterspaces

40. Incentives Partner with other clinics to post volunteer of the month Political / City recognition

41. Giveaways Online volunteer profiles Newsletter recognition

42. Online chat room Volunteer Events Social networking

43. Sporting events and leagues Drinking socials

44. Events to spread VIM’s name More office space Better use of current office space

45. Re-evaluate the budget Online application process Fundraiser events

46. Volgistics Uniform scheduling system Online calendar Online training Spread task of scheduling

47. VicNet Volunteers manage their schedule View available time slots

48. VicTouch Electronic sign in and sign out Allows tracking of volunteer hours Allows admin to see who is signed in

49. Recognition Set up an area for recognition Methods of Recognition Quarterly nominated awards Hour based awards

50. Recognition Volunteer Appreciation Day Community partnerships for recognition

51. Communications Monthly department meetings Newsletter Document procedures

52. Upgrade Volgistics Contacting Voligistics Buy a touch screen and PC for VicTouch

53. Customize Volgistics Add fields (i.e. – substitute) Create calendars Set up tracking and rewards

54. Import all data into Volgistics Volunteer records Training documents Documented procedures

55. Training Volunteers i.e. Self schedule Department heads i.e. Managing schedules

56. Methods of Recognition Awards Quarterly nominated awards Hour based awards Partnerships

57. Communication Set up a time and place for department heads to meet monthly Design a monthly newsletter

58. Phasing out old software Constant Contact Excel sheets Paper calendars

59. Currently: Volgistics: $87/mo Constant Contact: $24/mo Total: $111/mo

60. Upgrading Volgistics 2000 archived records 1000 active records 2 admins VicNet & VicTouch Total $100/mo Needed: Touch screen monitor & PC: $500-$800

61. April – June Buy and upgrade scheduling system Spread task of scheduling Document Procedures

62. July - September Import data to Volgistics Train volunteers Document Procedures (cont)

63. October - December Begin full use of Volgistics Implement awareness opportunities

64. January - March Phase out old software

66. Eli Blevis Jason De Runa Loraine Addison Bryce Wininger The Volunteers at VIM LuMaxArt http://flickr.com/photos/lumaxart/ Pizza Express, Jimmy John’s, and Coca-Cola