VSys One: Volunteer Management Software

Hours Summaries Reports

Hours summaries reports count and total volunteer hours by the criteria you select. Use these reports to see:

Which group gave you the most volunteer hours this year?
What jobs took up the majority of your volunteers' time?
How many unique people volunteered in each department?

Steps in this task

From the main VSys screen, go to the Reports panel and click on the Hours summary link.
If the Select saved report window opens, choose the saved or built-in report you would like to use and click Select. Or click on the Load settings link under Tools to bring up a list of options.
On the Settings panel, set a report title and filters for the date range.
Select which fields for each volunteer hours record to total.

Field	Meaning
Count	The number of hours records. (This is not the number of unique volunteers.)
Count w/team	Number of hours records. Records with teams count as many times as the number of people on the team.
Hours	Sum of hours volunteered.
Bonus hours	Sum of bonus hours.
Value	Sum of the values for these hours.
Miles	Sum of miles driven for these hours.
First hours	Earliest hours date in that set of hours.
Last hours	Latest hours date in that set of hours.
Volunteers	Unique count of volunteers. Totals for this column will not add up: a volunteer who shows in two job groups will count only once in the overall total.
Volunteers w/team	Unique count of volunteer team members (a non-team counts as one). Totals for this column will not add up: a team who shows in two job groups will count only once in the overall total.
Full-time equivalents	Sum of hours divided by the hours which make up a full-time employee. The default value for this is 2,000. You can change this under the Setup panel under System Preferences and feature enabling and Jobs.

Choose the fields to summarize. This will break your report into these subtotals. You can include any number of these at once, they'll be summarized from the topmost down.

When VSys stores a volunteer hours record, it remembers the group the volunteer was in at that time, and reports the hours here as being credited to that group. Check Use current group... and VSys will use the volunteer's current group when filtering on the volunteer's group.

Add filters for Jobs, Locations, Lists or Groups.
Choose your Output options.
Click Print to run the report.

If you've defined any accounts to be associated with any jobs (in the job's definition), on the list of fields available to be summarized you'll find all of those accounts. Account records such as "Items donated", "Visits", "Trips", etc. can be summarized, but only if they are associated with specific hours records, meaning that they must be entered with the hours records.

If your fiscal year is set to start anything other than January, the fields Month (fiscal), Quarter (fiscal) and Year (fiscal) will differ from their "calendar" equivalents. (From the Setup panel, choose System preferences and feature enabling and then Fiscal year is in the Advanced section.

Sample Hours Summaries Report: By Job Group and Job

Sample Hours Summaries Report: By Job and Job Group

Sample Hours Summaries Report: By Year, Quarter and Month

Sample Hours Summaries Report: By Fiscal Year, Quarter and Month