PLEASE LOG YOUR VOLUNTEER HOURS!
NOTICE: (Nov 26, 2021) The Volunteer hour tracking and reporting system will be relocating its host Web site from Viva Village to Villages Northwest on November 27. There will a 2-hour period when the system will not be available for logging or reporting at either location. Afterwards, any attempt to use the old location will redirect you to the new location. Any browser bookmarks which directly access modules at the old location will need to be changed. Emails for volunteer logging and passwords for office reporting will stay the same. For now, you can try out the new system by CLICKING HERE. Data for October and earlier months is the same, but data for November is test data, and will be replaced with official data on the 27th. Use the normal links below to work with official data for November.
Make it a daily practice!
| Tag | Village Name |
|---|---|
| esv | Eastside Village |
| nep | Northeast PDX |
| nsv | North Star Village |
| rdv | Rainy Day Village |
| rev | Rivers East Village |
| rwv | River West Village |
| vv | Viva Village |
| vaf | Village at the Falls |
| vww | Village Without Walls |
| wllo | Villages West Linn/Lake Oswego |
| vnw | Villages NW |
| vcc | Villages Clark County |
Click on your Village’s name to access the appropriate form.
Reportable hours include such things as:
- driving time spent going to and from the activity
- preparation time for presentations
- meeting time in group work and planning sessions
- time spent helping other villages (record on that village’s “account”)
Why is reporting important?
As we seek to validate our community presence required to attract business and foundation support for your Village, it is important to document the volunteer commitment of our organization’s members. Knowing both the number of contributed hours and the number of different contributors is essential to demonstrating the strength of your Village. In addition, several local companies will make cash contributions to benefit your Village based on the the number of volunteer community-service hours current [and retired] employees make.
What Happens to the Data I Submit?
Each Village (and Villages NW) has a separate, password protected data base that records your data entries. As indicated above, you should record your volunteer hours that benefit a specific village in that village’s “account”.For example, if you are affiliated with ABC Village, but make a presentation to XYZ Village, you would record those volunteer hours under XYZ Village. Working on a Task Force that benefits all villages? Record that time under VillagesNW.
You are encouraged to record your volunteer hours soon after you give them, thus avoiding the hassle of keeping a running total yourself; let the computer keep track of the math! Be sure you don’t double count; only record that volunteer hour in one place!
Generating Reports
The volunteer hours system also contains a password-protected report generation capability. Each village’s data has a unique password. When granted access, reports showing individual contributions and total contributions by category can be generated. The report type(s) and month(s) by the report are selectable. Report output can be copied and pasted into a spread sheet for further analysis. Individual data records also can be reviewed, edited or deleted as necessary to correct erroneous data. As the data are stored in a relational data base, additional queries/reports can be developed as need for them is identified.
Background and Program Assistance
In February 2015 Viva Village developed a small web-enabled data base application to support gathering reports from our volunteers of the hours they were contributing to our village’s formation efforts. When several other villages indicated interest in getting a copy of the program, the developer revised the program to support multiple villages rather than trying to train multiple admins and support multiple variants at multiple hosts. The programs are written PHP and use a separate SQLite database for each village. The hours program gathers data from volunteers, and the reports program processes the data; altogether, the programs consist of about 800 lines of PHP and SQL code. Programs and data are hosted on the Viva Village web host; however, they are not part of the Viva Village web site.
Please report any problems you encounter with the programs to volhrs@vivavillage.org. Persons responsible for report generation should request information on passwords and configuration options from the same address.