Data Manager

After the Idea Collection Assembly

After the assembly, the data manager needs to:

• Scan all filled out documents (budget delegates sign ups, event sign-ins, surveys, ideas)

• Upload all pictures and videos

1. Collect Documents

Collect the following documents from the Volunteer Manager after the assembly:

1. RSVP list 

2. Assembly sign in sheets 

3. Volunteer Sign-in & Participant Seating sheet 

4. Idea Brainstorming sheets 

5. Budget delegate sign up sheets 

6. Survey sheets 

7. Flipchart papers 

2. Scan 

Scan each of the following documents:

• RSVP sign in list 

• Assembly sign in sheets 

• Volunteer Sign-in & Participant Seating sheet

• Idea Brainstorming sheets

• Budget delegate sign up sheets 

• Survey sheets (2-sided!) 

3. Upload 

All scanned documents, pictures & videos are uploaded to PB SharePoint in the proper Idea Collection folder 

If you don’t have them, email scribes for the pictures of the flip chart posters from their table.

4. Recharge

Recharge camera and microphone batteries

5. Digitize paper surveys

You can either enter the paper surveys yourself using the online survey form or delegate this task to a volunteer.

If you delegate:

• Ask a volunteer to help with this task: 

• Hello XX, would you be willing to help me digitize some surveys from the previous idea collection assembly? 

• Send the volunteer a copy of the scanned Survey sheets along with the following instructions: 

• Thank you for your help! You can download this attached document and fill out this form as the participants: https://forms.office.com/r/DaDU6dgSvy -- just note that all surveys are anonymous, so make sure you submit one response per participant and keep track of which ones you already digitized. Let me know if you have any questions! Otherwise, let me know when you’re done! 

6. Digitize attendance sheets

You can either digitize the attendance sheets yourself or delegate to a volunteer:

• If you don’t have the digital RSVP list, email the Event Manager to request it: 

  • Hello XXX, Can you give me edit access to the RSVP form for the XXX assembly so I can access the responses? I’m working on compiling the report for the assembly and it would be very helpful to have the digital RSVP list. Thank you! 

• Once you have the list, ask a volunteer to help with this task: 

  • Hello XX, would you be willing to help me compile the attendance from the previous idea collection assembly? 

• Send volunteer a .zip file with the RSVP list, Assembly sign-in Sheet, Volunteer Manager Sheet, and the Budget Delegate Signup Sheet along with the following instructions: 

  • Here are the documents you’ll need. Now make a new sheet in this spreadsheet and make a list of everyone who RSVPed and signed in to the assembly. Use the “Present” column to mark if they were present or not. Then, use the Budget delegate sheet to mark whether they signed up to be budget delegates. Use the Volunteer Manager sheet to record volunteers’ roles and table numbers. 

  • Then, use the “Tags List” column list all appropriate tags separated by a comma:

    • [Month Day] Assembly RSVP --> for participants who RSVPed to the assembly 

    • [Month Day] Assembly Attendee --> for attendees 

    • Budget Delegate  —> for those who signed up to be Budget Delegates

7. Import attendance sheet into NationBuilder

After the attendance sheet is digitized, you’ll need to import the attendance sheet into NationBuilder or delegate this to volunteer.

• Download the Attendance sheet as a CSV file 

• Go to NationBuilder 

• Do a bulk upload from the attendee list you created in the previous step by following these instructions 

• Finish tagging people based on what they signed up for in the Assembly Sign In Sheet as follows: 

• If they checked “Vote or submit ideas” => Tag person as “vote/submit ideas” 

• If they checked “Develop ideas into proposals” => Tag as “volunteer - developer” 

• If they checked “Volunteer (facilitate, outreach, polling)” => “volunteer” 

• If they checked “Host an event in my organization” => “volunteer - host” 

8. Digitize Ideas

Digitize the ideas from the flip charts or delegate this to a volunteer:

• Follow-up with scribes asking them to finish digitizing the ideas from their tables within 24h after the assembly. You can use the email template below: 

Hi Scribe 1, Scribe 2, Scribe 3, 

Thank you again for scribing last week! Would you be willing to help enter the ideas from your table into this form by this Friday? This should take less than 30 minutes to complete. You can find instructions attached below. 

Let me know ASAP if you'd be able to complete this task by Friday. 

Thank you! 

[attach How to digitize ideas document from the pbevanston.org website] 

• Send a follow-up reminder to those who did not reply to your first message 2-3 days after the first follow-up email: 

Hello XXX, 

Just checking if you're able to finish this this week. If not, no worries, let me know and I can find another volunteer to help. We're hoping to finish the assembly report by the end of the week. 

Thanks!