Volunteer Management System User Manual

Volunteer Management System

User Manual

Version: 1.0

Prepared By: CyberVision International

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Volunteer Management System User Manual

1 TABLE OF CONTENTS
1 Table of Contents .........................................................................................................................................2

2 INTRODUCTION ............................................................................................................................................3

2.1 PURPOSE ..............................................................................................................................................4

2.2 SCOPE OF THE PROJECT .......................................................................................................................4

3 INTERFACES AND DESCRIPTION ...................................................................................................................5

3.1 Volunteer Registration Form ...............................................................................................................6

3.2 General Volunteers ..............................................................................................................................7

3.3 Professional Volunteers .......................................................................................................................8

3.4 Junior Club ...........................................................................................................................................9

3.5 Youth Club ......................................................................................................................................... 10

3.6 Profile Preview/Editing ..................................................................................................................... 11

4 Volunteer Dashboard ................................................................................................................................ 12

4.1 LOGIN ................................................................................................................................................ 13

4.2 New Registration/Sign up: ................................................................................................................ 14

4.3 Dashboard Review ............................................................................................................................ 15

4.4 Star Criteria ....................................................................................................................................... 16

4.5 Profile Rating:.................................................................................................................................... 16

4.6 Events Preview .................................................................................................................................. 17

4.7 Trainings Preview .............................................................................................................................. 17

4.8 Claim View......................................................................................................................................... 18

4.9 Experience View ................................................................................................................................ 19

4.10 Appraisal Form .................................................................................................................................. 20

4.11 Feedback Form ................................................................................................................................. 21

4.12 Availability Form ............................................................................................................................... 21

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Volunteer Management System User Manual

2 INTRODUCTION

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Volunteer Management System User Manual

2.1 PURPOSE

United Nations World Food Program, Pakistan (UN-WFP) intends to procure an online Volunteer
Management System for PRCS. This system will have standardized work flows which may contain
hierarchical multiple approval levels for Volunteers registration, Certifications, Trainings and Events.
The system must contain simple to use dashboard type screens for management to know status of
available active, inactive and certified volunteers, scheduled trainings and events.

2.2 SCOPE OF THE PROJECT

The VMS will be centralized system/software based at PRCS, with other Volunteers accessing it via the
internet online, On-premises web based system with central data aggregation and statistics. It will
support multiple Volunteers with the support of addition and deletion of volunteers as per needs. The
system will have multiple level of request approval for trainings and events. The system will maintain

Volunteer’s data with profile management, reporting on volunteers performance, communication,

audit trail, logs and user profile.

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Volunteer Management System User Manual

3 INTERFACES AND DESCRIPTION

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Volunteer Management System User Manual

3.1 VOLUNTEER REGISTRATION FORM

Volunteer Management System has four types of Volunteer registration from.

1. General

2. Professional

3. Junior Club

4. Youth Club

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Volunteer Management System User Manual

3.2 GENERAL VOLUNTEERS

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Volunteer Management System User Manual

3.3 PROFESSIONAL VOLUNTEERS

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3.4 JUNIOR CLUB

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Volunteer Management System User Manual

3.5 YOUTH CLUB

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3.6 PROFILE PREVIEW/EDITING

In Volunteer form, Volunteer can edit their profile by clicking on edit button.
1. Once finished, click on the ‘Save’ button to save the changes made to the record.
2. Click ‘Save Button’ to save the profile. The system will indicate if any fields are missing

Volunteer Profile

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Volunteer Management System User Manual

4 VoluNTEER DASHBOARD

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4.1 LOGIN
Volunteer need to fill the below fields for login

 User name: This should be valid Email

 Password: This should be valid password

 Login: click on login button to login into volunteer dashboard.

 New User: This button is used for new registration.

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Volunteer Management System User Manual

4.2 NEW REGISTRATION/SIGN UP:

Follow the step below to create new volunteer.

 Full name: User full name

 Select Province: select option from dropdown

 Email: Email should be valid

 Password: Fill it with Password

 Submit: Click on submit button for registration

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Volunteer Management System User Manual

4.3 DASHBOARD Review

In this Dashboard, Volunteer can view their dashboard including profile info, events, Trainings and latest
updates. Volunteer can view the upcoming events and trainings. Volunteer can show their interest by
clicking on interested or going button.

Volunteer Dashboard

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Volunteer Management System User Manual

Star Criteria
4.4 STAR CRITERIA

Following are the star criteria for volunteers

 Filling full profile:

 Activities (Trainings, Seminars, Events, workshops):

 10 major activities:

 National level workshop/seminar:

 International exposure:

4.5 PROFILE RATING:

Profile Rating
Following are the Profile rating criteria:

 Basic Profile: 40%

 Qualification: 40%

 Skills/Language : 10%

 Other( Add Training)

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4.6 EVENTS PREVIEW

In this form volunteer can see their events history.

Volunteer Event Detail

4.7 TRAININGS PREVIEW

In this form volunteer can see their Trainings history.

Volunteer Training

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4.8 CLAIM VIEW

In this form volunteer can claim the expenses.

Claim view

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4.9 EXPERIENCE VIEW

In this form if the volunteer need experience letter then fill this from and save.

Experience View

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4.10 APPRAISAL FORM

If the volunteer need appraisal from organization then need to fill this form.

Appraisal View

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4.11 FEEDBACK FORM

Volunteer can give the feedback, suggestion to PRCS by filling this form.

Feedback Form View

4.12 AVAILABILITY FORM

Volunteer can fill this form for their availability.

Availability Form View

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