Tiffany Brown Administrative Assistant amp Annual Reports Wrangler Alycia Crall Statewide Program Coordinator Michelle Prysby Special Projects Coordinator Webinar Outline Why we do annual ID: 131962
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Slide1
Completing 2014 Annual Reports: What You Need to Know
Tiffany Brown (Administrative Assistant & Annual Reports Wrangler)
Alycia
Crall
(Statewide Program Coordinator)
Michelle Prysby (Special Projects Coordinator)Slide2
Webinar Outline
Why we do annual
reports, how we use the information
A tour of the annual report template
Demo: How to get your data from the VMN-VMS
Step by step: How to fill out the certification spreadsheet
Questions?Slide3
Why we Need Your Annual Reports
Annual reports are incredibly important for helping us to understand what’s happening locally! With them, we can…
Tell the stories of the impacts of the program to all program stakeholders.
Measure program recruitment and retention and work on strategies to improve both.
Measure the types of volunteer hours that are being completed and with which agencies and partners.
Combine our data with other MN programs to look at national impacts.
Complete annual reports required by sponsoring agencies, including federal reports for VCE
Use data and project descriptions in grant proposals that benefit all chapters
Use hour reports for matching funds for grant proposalsSlide4
Why annual reports are useful to you, too!
Required in order to remain a chapter (see chartering guidelines)
Help you track recruitment and retention in your chapter to see where improvements could be made.
Share stories and impacts with your local partner organizations
Assist with information transfer when boards transition
Share stories and impacts with your chapter’s volunteers to celebrate their accomplishmentsSlide5
Getting Volunteer Data is the Key!
To accomplish all these goals for the annual reports, we must have volunteers enter their hours regularly
Documenting where and when volunteering happens is also required for risk management and liability insurance coverageSlide6
Why is the Deadline in January
We have them due near the holidays because the federal reports are due in early January.
We
also have other reports to stakeholders due at other times of
year, so it is most helpful if chapters update their records at least semi-annually
We use numbers and examples from the reports all year long in presentations, for website and newsletter content, and when talking up our program to decision-makers, funders, potential partners, etc.Slide7
Tips for Annual Reporting
It is important and helpful to start by having a Membership Chair or someone else “clean up” the
system. Common errors include
Continuing education hours entered as volunteer hours and vice versa
Contacts not reported for education projects, or reported for continuing education and other situations in which they do not make sense
Make it a collaborative process, not just one individual’s job
If you run into difficulties with your data, please call us and we can assist
We will hold a question-and-answer session via webinar in mid-December
Do a practice run of getting the data you need in December so that you are ready when all the data are loaded by the end of the year