If you plan to track volunteer hours and family partner sweat equity, use the Hours/Work Sites/Activities tab on the Affiliate Setup screen to specify the sweat equity goals for family partners and those who volunteer on their behalf. Here you can also specify which activities Keystone will recognize and use to categorize Family Partner and Volunteer time.
The Default Sweat Equity Hours Goal pane sets up the goal, expressed in hours, of how a family's sweat equity should be achieved by the participation of all partners involved in that process. Enter the total hours goal for the family in the To be provided by homeowners field. Enter the number of hours that can be worked by others on the family’s behalf, if any, in the Can be provided by others field. Keystone automatically calculates the total and enters it into the Total Goal field.
When you add a new family partner to Keystone, this sweat equity goal information is automatically filled in for their record. However, you can modify goal numbers for each individual family partner as needed.
The Post Sweat Equity By Detail check box is used to signal whether you want Keystone to total and summarize sweat equity from actual hours recorded in Keystone, or if you will be recording and totaling these hours using some other system and entering just the totals in the family partners' records.
If this box is checked, Keystone totals all family partner sweat equity hours, and any other volunteer hours worked on behalf of each family partner, based on all of the hours records posted in Keystone. Keystone then automatically enters these totals in the sweat equity totals fields in the family partners' records.
If the box is not checked, you can schedule and record sweat equity activity in Keystone, but the totals will not be summarized on the family partners' records from those schedules. Leaving this box unchecked allows you to record and summarize these hours using another system and record just the totals manually in the family partners' records if you wish.
If you have manually recorded total hours in the family partners' records previously, checking this box will cause Keystone to recompute the sweat equity totals for all family partners and overwrite any totals previously stored in their records.
If you have been recording sweat equity totals manually but plan to begin scheduling sweat equity in Keystone, you need to first print out a summary of the family partners' sweat equity totals, and then record these balances as sweat equity details. For more information, refer to the Scheduling and Recording Family Partner Sweat Equity section.
This field sets the default for whether you want all new hours records to be scheduled hours for future work or actual hours for work already done by a volunteer. Select S for Scheduled or A for Actual. When you create a new hours record, the status will default to whichever one you pick here.
You can change this status for individual hours records as needed when you enter those records.
The Hours Tab To option allows you to control the tab order of the hours entry fields on screens like the Schedule/Post Hours screen and the Hours tab on the Volunteer Information screen. When this option is set to Time Total, pressing Tab on those screens will skip over the Time In and Time Out fields allowing you to more rapidly enter just total time worked by volunteers. When this option is set to Time In, the Time In and Time Out fields on those screens will be included in the tab order.
"Non-House Work Sites" are any sites on which volunteers and families can work that are not houses, such as your affiliate office or the warehouse. You can add a new site to the list by entering it directly into a new record line. You can modify an existing site simply by editing it within this list.
If you modify a site name, all previous hours entries that use that site name will change to the new name.
You can define what specific Non-House Work Sites activities volunteers and families can work on in the Activities pane below. The sites you enter under Non-House Work Sites will appear as options in the Default Work Site drop-down list below.
Use this pane to enter a list of possible activities a volunteer or family partner can take part in.
You can add activities to this list or modify any existing ones except for House Construction. To modify an existing activity, click in the fields for that activity and enter your changes. To add a new activity, go to the new record line and enter information for that new activity.
These activities will appear in drop-down lists on various screens in Keystone. Use the Order field to specify in what order these activities should be presented in those lists.
Use the Default Work Site drop-down list to choose a default location for a particular activity. The choices in this list are the same as what are listed under Non-House Work Sites above. Leave this field set to Unspecified if you do not wish to set a default for that activity.
If an activity is done primarily at a single work site, you can define that site as the default for that activity, which Keystone will then use automatically as you enter hours for volunteers and families for that activity.
Some additional activities you may want to include are: Committee, Warehouse, Budget Class, Children's Grades, and so forth.
Update Work Sites button
Some earlier versions of Keystone did not have separate definitions for non-house work sites. So activities entered in those versions will now have work sites that are labeled Unspecified, which means that the activity is currently not attached to any particular work site.
The button allows you to update all of your existing volunteer hours records and assign work sites to particular activities in them. This will ensure that your historical hours records are up to date with the appropriate activities and work sites, bringing them in line with the new hours records you'll be entering from here on.
For example - you may have had 'Office Work' as an activity in an earlier version of Keystone, but that activity now has 'Unspecified' as its work site. You want to change the work site from 'Unspecified' to 'Office' so you can do reports on the hours by activity done at the office.
It's a good idea to switch to a copy of your database using the Database Selection function and try this out first. You can then verify your changes in your volunteer hours records and make sure the results match what you want without impacting your database. Be sure to return to your main database when you're done and update the work sites.
To change the work sites for those existing activities, click the button, which will open the Update Hour Record Work Sites window. For each activity you want to update, select from the drop-down list the work site you want to assign to it. When you are done, click the button. This will update all existing records containing those activities and add that work site to them.