VSys One: Volunteer Management Software

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How Program Statistics Reports Work

Applications, Interviews, Training records, Certifications, Awards, Assignments, Hours, and Account records: these are easy and unambiguous values to summarize in the Program Statistics Report. There are other reports which detail these values and they can be run through the summary, crosstab and custom reporting tools.

Certain other aspects - Strength, Tenure, Gains and Losses and Unique Transitions - cannot be duplicated by other aspects of VSys, that is: they're doing things internally that no other report or tool in VSys knows how to do. This means that you can't easily verify some of the numbers in this report by just running other reports.

Given that, if your internal organization process requires that you can't take these as they come out of VSys without checking them against other reports or exports, please don't use this report. The report does work, and the report does work exactly as it's described here, but our tech support team can't help everybody verify it every time.

Any dates for assignments, hours, Date created, Date started, Inactive date, Banned date and Archived date which are prior to January 1, 1960 are ignored. VSys assumes that they are unintentional and invalid values.

Unique transitions

Unlike transition detail reports the transitions here are "unique", meaning that they show the beginning value of each property for each person and the ending value for that person but discount transitions in between. For example if a person started this time period as "Applicant", became "Active" and then "Retired" she would be reported only as "Applicant --> Retired".

A person who does not exist at the beginning of the reporting period, is created and has that value change during the reporting period, will report as transitioning from her creation value to ending value. For example a volunteer created as "Prospect", changed to "Applicant" and then to "Active" will report as "Prospect --> Active".

A person who does not exist at the beginning of the reporting period and who is created but has only her original value (e.g. is created as "Applicant" and that value is not changed) does not appear at all.

Strength, Tenure, Gains/Losses

For each person, VSys takes the earliest of his Date created, Date started, first hours and first assignment. If this date is not zero and is after the end date for the report, it ignores the person: he did not exist during the reporting period. It then un-transitions them to their state as of the end of the reporting period. This means un-doing any transition records which occurred after the end of the reporting period, and the process returns the person to their state at the end of that period as best it can. This is why you can't replicate the values reported here anywhere else: no other tool can reverse transition records automatically.


Each person's status as of the end of the reporting period as Strength, broken down by the person's Person type. The person will be one of, and determined in this order: Deceased, Banned (with reason if present), Archived (with reason if present), or their active status (Active, Inactive, Terminated, Leave of absence, Rejected, Retired, New web applicant, Conditional, Prospect, Special; with reason if present).

If a person is reported with a status and a reason, for example Banned (Background check failed), he is also reported under Banned. The total under Banned would not necessarily be the total of the Banned (reason) values, though, since some volunteers may have been banned without a reason being assigned.

The total for each Person type is a unique total. This value will be less than or equal to the sum of the values beneath it. It can be lower in cases where the person was shown in more than one category as in the example above.


If the person is "Active", VSys takes the earliest of his Date started, first hours and first assignment, then subtracts that date from the reporting period end date to determine his Tenure and reports that value by Person type and Volunteer type in both days and fractional years.


VSys reports gains and losses based on what happened to that person during the reporting period.


First hours


First assignment


Date started


Deceased date


Banned date


Archived date


Status of Leave of Absence, Rejected, Terminated, Inactive or Retired with Date Inactive during the reporting period

Note that a person can be counted more than once here under "Gain" and under "Losses". At the top of each of these, though, the count is unique. For example, if 11 people were gained under First assignment, 5 under First hours and 2 of those 5 also were counted under First assignment, the total for Gain would be 14 since that is the number of unique people who counted as a gain of some kind (11+5-2).

See Also

Program Statistics Reports