Staying on Top of it All! Katie Brym, AmeriCorps Manager, Super Stars Literacy Welcome everyone!

1. Staying on Top of it All!Katie Brym, AmeriCorps Manager, Super Stars LiteracyWelcome everyone! Any tips for managing it all? Let us know in the chat box . . .

2. Please mute yourselves . . .

3. Katie Brym AmeriCorps Manager (& resident “tech person”) Super Stars Literacy katiebrym@superstarsliteracy.org AmeriCorps VISTA 2011 - 2013 Rhode Island Campus Compact 5+ years AmeriCorps management experience

4. Agenda 4 Lessons Learned (aka Why is this important?) Some of the types of data to track Google Suites Quick Review Using Google Sites for a Member Portal Using Google Sheets for an Hours Tracker

5. Why is this important? Prepared members = confident/retained members Informed members = effective members Self-sufficient members = less work for you! Time Invested now = Time Saved later

6. Why is this important? • Preparing Members • What to expect during the year of service? • How will they be trained to serve and what should they know going in? • What will their day-to-day look like? • Benefits of service & how to make the living allowance work • Why should they be excited to serve? • Informing Members • People retain information differently… appeal to everyone’s learning style • Share why, not just what • Millennials love technology  • Helping Members be Self-Sufficient • Members should always know their “hours status” • Members should be able to see the steps needed to complete their year

7. Types of Data / Tracking Member Enrollment – background checks, paperwork, etc Member Service – time sheets, time off requests, etc Member Information – announcements/communication, resources & training materials, frequently asked questions

8. Tools for Member Management Poll: What is your technology comfort level?

9. Technology Comfort Level To use the tools I will cover you’ll need to know how to create and share documents through G Suite and understand the difference between publishing and sharing a document. To customize the tools I will cover you will need to know how to use logic formulas and the basics of web design (including cropping and rotating pictures) And to go beyond (or create your own) the tools I will cover you will need to have experience with database design, coding, and/or advanced web design

10. G Suite vs Gmail Better user controls than individual gmail accounts Otherwise pretty much the same For NonProfitshttps://www.google.com/nonprofits/products/apps-for-nonprofits.html For Education (K-12 and higher ed) https://edu.google.com/k-12-solutions/g-suite/?modal_active=none

11. Member Portal Share resources Communicate with members Collect documentation Connect members with each other (pre-service)

12. Classic Google Sites vs. New New has cleaner interface (more modern) New has easier page creation with variation in templates and themes Some features only available in Classic Classic has more advanced / varying templates Classic Google Sites: sites.google.com New Google Sites: sites.google.com/new

13. Old Google Sites vs. New

16. Sample Google Group View

21. Jotform.com

24. Hours Tracker (going beyond the basic time sheet) • Hours tracking (in this case) means projecting how many hours a member has to complete, rather than time sheets which record how many hours a member has already completed. • Most time sheets use this formula: • # of weeks left = # of days left in the service term / 7 • # of hours per week = # of hours left / # of weeks left • Which doesn’t take into account holidays and gives members a lower than actual average hours per week to serve

25. Hours Tracker (going beyond the basic time sheet) A better way to calculate is # of hours needed per time period For that you need # of days in the time period x average # of hours = anticipated # of hours completed By setting an average # of hours per day, rather than asking for an average # of hours per week, you can be ensured your members have a reasonable service term

26. Our Tracker 9 days x 8.5 hrs = 76.5 hrs or 38.25 per week Hours Tracker (going beyond the basic time sheet) Time sheets 315 days / 7 days = 45 weeks 1700 / 45 = 37.7

27. Our Tracker 10 days x 8.5 hrs = 85 hrs or 42.5 per week Hours Tracker (going beyond the basic time sheet) Time sheets 315 days / 7 days = 45 weeks 1700 / 45 = 37.7

28. Why is this important .5 to 4.5 hours per week over 45 weeks = 22 to 200 hours at the end of the year That’s 2 to 24 more days! It is easier to stay on track than to catch up

29. Risks when members fall behind At the extreme retention issues At least more work / supervision for you And almost always risks non-compliant activities -> when you have to “find” activities you are likely not following your plan / logic model

31. Google Sheets • Its great because you can… • Update all your hours trackers at once • Use the publish (rather than share) to send each member their unique hours tracker • Adjust holiday schedules when members fall behind / get ahead • Get a quick look at the status of the cohort • But to use it you really need to understand the formulas vlookup, networkdays, and indirect. • =if(vlookup(C$3,Members!$2:$991,10,false)="m","",vlookup(C$3,Members!$2:$991,10,false)) • =if(F3>=D7,0,networkdays(if(F3>C7,F3,C7),D7,M7:M30)) • =indirect(D3&"!h29")

33. Thanks everyone! Hours Tracker Download Next optional TTA Call is Weds, Oct. 31 @ 1pm