RX 24 - Track Your Volunteers Ability to Serve - Randy Aufrecht

Transcribed Content

Good afternoon, everybody. At the next to the last session breakout session, I guess. We still have some stuff later, but I want you all to welcome oh, and it's not we have two more. Sorry. I want to welcome Randy and he's going to talk to us about tracking your volunteers' ability to serve. Hello, everybody. My name is Randy Offrecht. If you've seen me or seen me present before, it was all under a different moniker. I moved from San Dimas to San Antonio this last year, actually about a week after RX or so. But you can find me on Rocket Chat, also my email address, and then our church website there. I have been married for thirty five years this September. I have two adult kids. One of them actually does live in San Antonio. And if you really wanna know why I moved, well, that's why I moved, and that's why I moved. You know, you how can you not move when you have somebody so beautiful as that? So anyway, so today, I'm gonna be talking about our volunteer capacity indicator. And what it really is is designed to enhance the safety and security of your church. It's really one place where you can go to see whether your volunteer is somebody who should be volunteering in your space. So the problem we we were having was there were just too many badges to look at for one person. We had maybe a signal that gave one one bit of information, then they had the background check, is it valid or not. And then we also have safety awareness training that our kids teams take. So they have this training with quizzes, and and they have a score from that. And that was a whole third badge, and it was just kinda hard to always make sure that everything was correct. So our team got together, and we decided to, let's make it one spot. And so we created a bunch of levels of what it looked like. And obviously, if you want to implement this, you can make it your own levels, whatever they mean, whatever you want them to mean. These are all done manually. So they're entered manually. That's because we always want to have a person looking at it. But you have black, unauthorized. Red, they're unauthorized at this time, which means that you can change it. Usually the black is we're never going to change it. Orange means that there's something that just happened that you may need to reauthorize. Blue, they can only work with adults. So that's the non safety training people. And then yellow, they're minors. So they can still serve, but they're just knowing that they're at a little different level. Green means they can serve anywhere, with kids, without kids, anywhere. Gray is we're looking into them. There's something that we need to look at before they serve. And then purple, those are our high capacity people. They're usually the ones that are in rock also. So that kind of gives us an idea that we have a little bit more trust in them. So if you are looking into what I'm going to be doing and you want to do it yourself, just here's some caveats that you'll want to know. It was written at fourteen point three, and we had fluid lava turned on. I don't know if that's gonna make any difference, but I know that if if your church has not moved to fluid, you might want to make sure you that may have to you may have to change some of my lava just in case something is different. I don't know if it is fluid backward compatible down to the so if you write it in fluid, it goes back. I don't know for sure, but we can talk about that maybe later. Another one is Blue Box Moon has a workflow stimpak plug in. That one is used for a for each action that's inside my workflows. It is really great to do loops. And also, if you want to do some of the bonus content, which has a lot of good automation in it, you'll want to have the Southeast Christian Church package, which is a workflow launcher that lets you use SQL to launch your workflows. Okay, so get into some of the details of how we created this. Basically, VCI is an attribute matrix template. Have you guys ever used an active attribute matrix before? Okay. So it is pretty kind of difficult, but I document everything in here, so it should be good. We also took that matrix, and we just made it a person attribute. And then we put that attribute somewhere that was actually secure, so that way not every staff can edit that VCI. But they can't see it because we also created a badge. So this is what the AttributeMatrix template looks like. And really what it is is just a bunch of attributes that are grouped together. And so any time you set that attribute matrix item, it has all of those attributes connected to it. So we have the level, who's the person responsible for that, the date that we added this new item, the evaluation date, which is when is this going to be evaluated, when do you have to relook at this person, and then any notes that are happening to it. And I actually have removed active. I actually stopped using that because it didn't work the way we wanted it. So you can ignore that one on my screen. It's not in the code. So since none of you guys have done an attribute matrix, as I said, it groups like attributes together. It allows for multiple groups of attributes. So you can have what's called attribute matrix items. So you can have one level that's green, one level that's blue. And because that's just so that we can track the history of the person, We always just look at the last one that was added as that's the active one. And when you do display it as just a lava object, it displays the whole history of that attribute matrix. Here's how you can look at what the attribute matrix looks like. You just basically assign that attribute, and then you can just look at each item separately. And so you can it's really simple. It's just using a for loop inside of Lava to be able to display all of your items. We also, as I said, we have a badge. So that badge was just so that we could quickly tell what this person is, whether we can just go ahead and start them into volunteering, or whether we needed to wait. We did not give any details. So anytime we have it just says that they're authorized. That doesn't give you any details. If you wanted to know details, you would have to go to our safety staff person and ask them what's going on. Because especially when you get to the reds and the blacks, we probably don't want you to know why this person is black because of just privacy issues. So the badge itself was just lava. You will have it in the recipe. By the way, I don't know if I stopped on the one that had my QR code. It'll be at the end where my recipe is. It's already published. But anyway, all it's doing is going through the attribute matrix items and determining getting the one that's the most recent, and then determining what color the badge should be when it displays it. So there is some automation in here. The biggest one that is there is notifications. So any time that the VCI changes, we want to make sure that all the staff that are involved with this person get notified that the VCI just changed. Because sometimes, if it goes from green, which is you can serve with everybody, down to blue, where you can only serve with adults, the kids teams need to know that, hey, we need to make sure this person gets reevaluated before they can serve again. So therefore, what we do with that is we go through all of our serving types, groups that are of serving type, and we look at leaders. So we have put all of our staff in as leaders in those groups. And if that person is in that group as a member, those leaders are then notified of the change. Now we also do it, notify on connection requests, on our serving connection type. So that way, if you're in the middle of evaluating this person yourself and the VCI gets changed and you weren't aware that the change was going to happen, and it goes from one that you need to be aware of, you'll be told. And also, the person responsible gets notified that this changed. So that happens usually at the evaluation date or other times. So then I have some bonus content that is a little bit more complicated to work with, but I have all the code. And it updates the VCI at evaluation date. So there's a workflow, a job that's running, constantly looking at the evaluation dates. And then on that expiration of that evaluation date, it will trigger multiple things that could change the VCI to bright green to blue, blue to orange if their background check went out, orange to red if their background check is way out of date. And then everything else then is also they just has a report that I'll show you in a bit. So this is the way CBC handles all of their evaluations. Background checks, we redo our background checks once a year. The safety awareness training, that's the one where our volunteers learned about child abuse and any of those kinds of safety things. We do that every two years. So that's why they can go from green to blue if they are out of date on their safety awareness training. We use MinistrySafe to do that. And then there's also age specific requirements. They must be 18 before we do background checks. So if they're under 18, we set their evaluation date to be 18. So when they turn 18, their BCI changes to red, I think. And then we know immediately we need to run a background check. Also, as I said, we have some workflows that automate all of this based on that change, any of those changes. So the reports. All the reports that I have written are dynamic data reports. I love SQL. It is very quick and powerful, but also can be complicated for some of the light at heart. Hopefully, the documentation I've given you can get you into it. I know Cecelia Fountain has done some of my recipes, and she's been able to figure them out. So I know that others have. So anyway, so we generate the reports on the evaluation dates. And I also generate a report for the automation so that we know what automation happened. That way, we can verify that maybe we had the wrong evaluation date so the safety staff person can look at that. And know that hopefully you'll be able to modify this. It's pretty simple, but yet with SQL, but you can customize as you need to. Now here's what the VCI report looks like. It's just really basic. It just tells you names, the levels, the added date, and as you can see right here, the evaluation date of when is that going to be over, and then who's responsible, and then obviously all the notes there. So after I created this, the safety staff person said, oh, and can I have the background check date and ministry safe date? So I've already done that, but I didn't want to spend the time to update my report. And then also, this one is one that should be looked at often. It goes back and looks, I think, three or four days in the past. But it will tell you everything that needs changing. So these are evaluation dates that we've just hit. So as you can see, there are some gray and red people here that we've hit their evaluation date. So we need to look at why is their date there, and should we do something to change it. And if you get to do the bonus content, I think I'll have a better report that will show you the automation. So the bonus content. At the evaluation, I run an SQL every night that looks for evaluation dates. And then it will go through and check to see what level they were at, what level should they go to, and then make the changes. And then obviously, because of the changes, the workflow trigger that is there at the change will then run the notification workflows. And then also, I have an added report that will show you what the change occurred, so that way we can always look back at the history. Here's what that evaluation date automated change report looks like. It basically shows you everything about here's the background check date, the MinistrySafe date. So that way we can really look at if that evaluation date was true, because here's what the evaluation date was. So we can kind of see whether we were correct in making that change in the automated way. Automation is great, but can we always rely on it? Sometimes not. But we decided that since this is a very manual process too with a safety staff person making the changes, we wanted to make sure that we also had some balances and checks in these reports to make sure that they got the data right when things changed.