Volunteer Management System

The Vendor is required to provide to procure a commercially available Software-as-a-Service (SaaS) application as a volunteer management system (VMS) to manage its countywide Volunteer Program.
- The Volunteer Program is undergoing an update, which includes transitioning of its management system into a paperless online system to streamline onboarding, management, and reporting of volunteers and volunteer activities.
- The goal of the new software system is to streamline and automate management of the Volunteer Program to alleviate the burden on staff, and to encourage volunteering for department by creating an easy-to-use system for people to apply and participate as a volunteer.
- Provide a fully managed SaaS platform and respond to outages, maintenance needs, and service tickets.
- Access levels include the ability to:
•    Create and manage events
•    Review and authorize volunteer applicants for events and roles
•    Manage volunteers assigned to their “site”
•    Generate reports for their assigned “site”/area
•    Review and modify volunteer profiles.
- Software must have the following features:
•    Support multi-stage online applications – a minimum of 5 steps (background checks, reference checks, interview scheduling, training, and Live Scan)
•    Status of eligibility requirements (which include but are not limited background check and live scan) are tied to the volunteer profile.
•    Applications can be advanced via automated workflows.
•    Admins can move applications between stages manually
•    Automate notifications at each application stage
•    Ability to attach documentation and media to stages (training, manuals, etc.).
•    Volunteers must be able to confirm the required documentation
•    Support County-standard Adobe eSign or DocuSign
•    Provide customizable volunteer credential/password rules
•    Allow role-based permissions for event creation, reporting, and volunteer management
•    Store volunteer records, hours, status, training, and activities
•    Allow volunteers designated as inactive to reactivate accounts with configurable workflows
•    Auto-assign volunteer ID numbers
•    Admins must be able to designate a certain amount of open spots per park location and per event 
•    Ability to assign volunteers to designated work location and, as needed, ability to assign volunteers to multiple work locations
•    Allow volunteers to sign up for volunteer opportunities at multiple sites
•    Admin should be able to have a copy of the production database to be used for standard and ad hoc reporting
•    Administrations should be able to download files that are uploaded into the system.
•    Admin should be able to export ID number, associated Volunteer name, work location, and title to Excel.
•    Provide audit logs of all actions, with reporting.
•    Volunteers must have a self-service portal with profile, uploads, messaging, and activity logging.
•    Administrators and volunteers should be able to upload files into the system.
•    All data must be encrypted in transit and at rest.
•    Support parental consent forms for volunteers under 18 (e-sign or upload).
•    Provide duplicate profile detection and merge tools.
•    Allow admins to create/manage events with dates, times, shifts, description of volunteer responsibilities, staffing levels, eligibility, and forms.
•    The system must provide a report showing open and filled work slots by shift, by event, by leader/section, location or other event data
•    Ability for events to include staffing levels (i.e., 1 of role A; 3 of role B, etc.)
•    The system must provide reports of staffing levels per event.
•    Allow multiple admins to manage a volunteer.
•    Generate public-facing event webpages that are searchable and filterable and include a dedicated URL & QR Code
•    The Volunteer Administrator must be able to create templates and update content on an event page
•    Provide shift-sheets and reports on open/filled slots
•    Allow volunteers to register online, with automatic/manual eligibility checks
•    Support automated reminders (e.g., pre-shift texts/emails). Volunteers can reply to messages. Responses should display in the admin view.
•    Generate reports on active/inactive volunteers, hours, and status.
•    Allow admins to save and schedule reports to email groups
•    Volunteers must be able to search/filter events by program, facility, date, etc.
•    Provide reports of audit logs and system workflows
•    Admins must be able to search, archive, and purge volunteer accounts
•    The System should include integration with a Learning Management System though an API connector so that course completion is automatically synced and support SSO
•    Credentials for volunteer users must be stored locally within the solution and follow county-standard password complexity/change rules.

- Contract Period/Term: 1 year