LETSADD

Goal

Corporate social responsibility goals and the ambition to promote opportunities for volunteering while, at the same time, enhancing the volunteer experience led The King Abdulaziz Centre for World Culture, also known as Ithra, to explore opportunities to automate volunteer management processes.

Insight and Action

The volunteer onboarding and assignment processes were very manual, involving many essential steps. The project began by defining these processes. Detailed process mapping helped us to identify opportunities for process improvement prior to automation. The experience of the Takamul team in this sphere enabled us to ensure processes were streamlined effectively. We developed a highly secure web-based .NET application that enabled Ithra to automate all of the workflows associated with volunteer management. The system was intuitive and easy to use for both administrative staff and volunteers. Automated workflows included registration management, induction and training management, online learning, digital certification, medical record management and volunteer assignment management.

Outcome

The comprehensive volunteer management solution has streamlined the administration of the volunteer programme, delivering hours back to the organization. Management can now access key performance indicators using new dashboards. The registration cycle has been streamlined and is now better organized. Volunteers like the new online sign-up process. This has been reflected in volunteering sign-up rates and Ithra’s database of volunteers continues to steadily increase.