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Completing 2014 Annual Reports: What You Need to Know Completing 2014 Annual Reports: What You Need to Know

Completing 2014 Annual Reports: What You Need to Know - PowerPoint Presentation

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Uploaded On 2015-09-17

Completing 2014 Annual Reports: What You Need to Know - PPT Presentation

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

annual reports program data reports annual data program hours impacts education volunteer stories year due required stakeholders measure recruitment

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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