PROCESS: Completed shift report review (Ops)

Updated on 07 Sep 2023
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Head to Volaby AU or NZ > Activity Report > Completed Reports
In another tab within your browser > head to Asana > Completed & Incomplete Reports (AU & NZ) project
Following the below schedule:
MON: Start Friday - Sunday
TUE: Complete Friday - Sunday
WED: Complete Monday - Tuesday
THU: Complete Wednesday
FRI: Complete Thursday
In Volaby, Click 'Filters' button in the top right corner
- Select Program > select the first location, then work your way down once you have gone through each program/location
- Date > Start date & End date to be added for the time period you are looking for, referring back to the schedule above
- Click 'Show The Results' button
Click on the first shift so it pops up on the right hand side of the page
1. Click on the Driver report, answers should be below:
  - Time - should include time spent driving to & from shift
  - Attendees - should only include 1 volunteer name
  - Journal - anything relating to an incident/issue that's worth following up?
  - Start fuel - thumbs up
  - Battery at start - no action needed
  - Battery at end - no action needed
  - Van plugged in - no action needed
  - Turn on engine - no action needed
  - End fuel - should be full
  - End clean - should be full
  - End waste - should be empty
2. If you need to edit the Driver report (should only need to edit the time & attendees) > click 'Edit Report' in top left corner
  - Edit the changes
  - Scroll down and click 'Save Changes' button
  - In Asana, comment on the shift report task and advise SC/shift owner of the change you needed to make > close off task
3. Click on the General Volunteer report > answers should be the below:
  - Time - shouldn't include time spent driving to & from shift
  - Attendees - should have at least 2 volunteer names (shouldn't include the driver name)
  - Journal - anything relating to an incident/issue that's worth following up?
  - # of loads/showers - no action needed
  - Names of friends - no action needed
  - # of friends turned away - no action needed
  - # of friends on shift for a chat - no action needed
  - New friend - no action needed
  - Incident report? - if thumbs down, no action needed, if thumbs up, go to Vehicle Incident project in Asana to see if an incident has been submitted, if not, raise on shift report task and ask the SC/shift owner to follow up
  - Overall shift rating -
    - 1 star - OSO to comment on shift report task and ask SC/shift owner for more details/check if incident report has been/needs to be submitted
    - 2-3 stars - OSO to comment on shift task and ask SC/shift owner for more details
    - 4-5 stars - no action needed
  - Journal - see if there are any nice stories to share from shift, if so, move the shift report task down to the 'Shift stories (Slack)' section in the project
4. If you need to edit the General Volunteer report > click 'Edit Report' in top left corner
  - Edit the changes
  - Scroll down and click 'Save Changes' button
  - In Asana, comment on the shift report task and advise SC/shift owner of the change you needed to make > close off task
If you have assessed the reports, and have something to raise with the local leadership team e.g. need to ask SC for info that's missing OR ask SC to ask the vol to submit an incident report
- Go to Asana > Shift Reports AU project
- Find the correct shift report task
- Assign the task to the relevant SC/shift owner and add a due date for 'tomorrow'
- Comment on task with the information you need to either pass on/ask
- Move the task into the 'Completed Report Follow up' section in project
When checking the 'Completed Report Follow up' section each day, see if the SC/shift owner has responded
- If no response after 2 days, bump the SC/shift owner again by commenting on the task and follow up
- If they have responded with the correct info, head to Volaby > Activity Reports > Completed Reports and filter until you can find the completed report for that shift, make the changes to the report > close off the Shift Report task in Asana and thank the SC/shift owner for the info
If still no response after 4 days of initial request to SC/shift owner, assign to the RC of the location and ask them to follow up with the leader
- RC to contact shift owner to follow up notes/info from shift report
- RC to comment on task to OSO with the outcome e.g. incident report submitted and/or changes to be made on completed shift report
- OSO to make the changes to the report > close off the Shift Report task in Asana and thank the SC/shift owner & RC for the info

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