Reference no: EM131214163

Riverina Agriculture and Lifestyle Show

Background

Prior to the establishment of Globe, founding business B T & Sons Farming Equipment established the annual Riverina Agriculture and Lifestyle Show ORALS) in the year 2000. The RALS is held in November each year and showcases farmers, local business, agricultural equipment suppliers and lifestyle products. The management of the RALS requires the coordination of show stands, demonstrations, live displays, catering, and volunteers, and was originally undertaken by B T & Sons.

The RALS has grown significantly since its inception and is now managed by a community committee. Globe however is still committed to the RALS and has strong community engagement through the management and coordination of the volunteers required for the RALS to run smoothly.

All takings from the show gates are donated to charity indigenous Community Volunteers (ICV), who are very active in the Riverina Region. ICV are invited by communities to help them achieve their own goals through their national network of skilled volunteers, who provide practical hands-on help where skills and resources are limited. The ICV also provides volunteers to assist with the RALS, giving back to the community they are working in.

In order to be able to donate these gate takings to PCV, the PALS is heavily dependent on volunteers. Volunteers are needed for a range of activities such as:

• Ticket sales at the gate
• Clean up of the RALS site during the day and after hours
• Clean up of site after the event
• Set up of the site
• First aid
• Information stands
• Handing out site maps and 'goodie' bags
• Maintaining a lost and found collection

To date this coordination has been completed manually by a small group of Globex staff. Due to the strong growth of the RALS and increased number of volunteers and need for compliance, this process has become increasingly time consuming.

To relieve some of the pressure from their staff, Globex have made the decision to outsource the development of a rostering system to coordinate the RALS volunteer. This system should capture information about all volunteers and volunteer agencies involved with the RALS.

Project Description-

Globex have requested a computer-based system to replace their current manual processes to keep track of all of the RALS volunteers. Basic information about each volunteer should be captured, as well as details of all volunteer organisations that provide volunteers for the RALS, Volunteers complete an expression of interest farm and nominate one or more volunteer roles they are interested in taking. Information that Globex would like to capture in order to coordinate volunteers includes, but is not limited to:

• Name and contact details of volunteer
• Volunteer role/s interested in
• Relevant qualifications and certifications (e.g., first aid, police and working with children checks)
• Organisation volunteering on behalf of e.g., ICV, Rotary, St John Ambulance
• Days and times available
• Days and times allocated
• Meal / Drink vouchers allocated

Information regarding volunteer roles that Globex would like to capture includes but is not limited to:

• Role name and brief description
• Required qualifications and certifications
• Priority for filling the role (e.g. First Aid officers are a high priority)
• Organisation volunteering on behalf of e.g. ICV, Rotary, St John Ambulance
• Days / hours required at the RALS

 Information regarding volunteer roles that Globex would like to capture includes but is not limited to:

• Role name and brief description
• Required qualifications and certifications
• Priority for filling the role (e.g. First Aid officers are a high priority)
• Organisation volunteering on behalf of e.g. ICV, Rotary, St John Ambulance
• Days / hours required at the RALS

Globex is a long-standing client of Virtucon, therefore Virtucon has been requested to project manage-the development of the rostering system. As a gesture of good will to Globex and the broader community, Virtucon will not charge Globex for the project management of this project, and will endeavour to deliver the solution an time, and as cheap as possible while still meeting all project requirements.