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Parks & Open Space Donation and Volunteer Database <br /> System Scope <br /> 8.29.07 <br /> STATEMENT OF PURPOSE <br /> The Parks and Open Space Division depends upon and values the widespread public support it enjoys <br /> from hundreds of volunteers who regularly give time, money, property, and expertise to City parks. <br /> The Legacy Program was established to encourage individuals, businesses, and community <br /> organizations to financially participate in enhancing Eugene's vibrant parks and natural areas. The <br /> division also has three volunteer programs; Volunteers in Parks, StreamTeam, and NeighborWoods <br /> aimed at fostering hands -on community involvement. <br /> Donations to the Eugene park system are tax - deductible and require significant coordination to ensure <br /> the high expectations of each donor are met. To simplify a potential donor's search, a gift catalog has <br /> been created which identifies 12 categories of donation opportunities available from benches to <br /> landscaping and habitat restoration. These donations and volunteer efforts provide methods for <br /> generating revenue and public support. It is necessary to provide reports and documentation <br /> regarding the participation and effectiveness of these programs as well as to identify patterns and <br /> trends that inform future development, outreach, education, and other strategies. A comprehensive <br /> database which can allow this detailed tracking ability has become critical to the management of <br /> these growing programs. <br /> OVERVIEW <br /> This database will track donors, donations, donation inventory, grants, volunteers, and volunteer <br /> projects. There are three major components to the POS donation tracking system: donor, donation, <br /> and inventory. Within these three components, the database must provide the ability to: <br /> • Track all relevant information related to donors, donations, inventory, grants, volunteers, and <br /> volunteer projects <br /> • Seamlessly Zink the relationships between components and view this information on screen <br /> • Enable queries and reports of all the linked information <br /> • Flexibility to sort by any field <br /> • Provide a user friendly data entry process <br /> • Allow user customized pull down menus and fields <br /> • Automatic functionality within the system where appropriate and manual entry where flexibility <br /> is required <br /> The three general components are detailed on the attached spreadsheet, the components are: <br /> Donor: Whether the donor is a cash donor, a granting agency, or a volunteer we need to be able to <br /> track donor specific informal n including their affiliations, a communications log, and <br /> giving /involvement history.Jolunteers and grants would require additional information screens for <br /> information specific to those activiti <br /> Project: This is the pledge or item that the donor has gifted to our organization. <br /> Their donation might be in the form of a cash donation, donating their time for a specific project, the <br /> purchase of a specific item, or as an in -kind material or service. The gift may be one time or require <br /> a payment schedule and tracking. It may be gift by a single donor or multiple donors, with the need <br /> Page 1 of 4 POS Donation & Volunteer Database Scope 1 <br />