Volunteer Hours by Program/Department By Month

Angela Bertrand 2

I'm working with our volunteer team to build a hours by program/department report... I've sketched it all out and I have the export all set and I'm not able to get the data to display the way I want. Here's my sketch: 




All of this information is stored on the volunteer timesheet: I've got date, department, program (we co-opted the location field), and hours. I've also included import key, sort key, and name in the export. I tried to group by department with a sub group of location/program, then I supressed the details section so you can just see sum fields for the dept group and the program/location group. Then I tried to use select expert to filter to each time month... but that updated all of the fields so I'm pretty sure I'm doing something wrong. 


Any tips? 

Chester Bammel

You will need a separate formula for each month.  To over-simply the formula, IF MONTH = JANUARY, THEN HOURS, ELSE 0;  IF MONTH = FEBRUARY THEN HOURS, ELSE 0 and so on.  Twelve formulas for twelve months.  Then sum each month separately.  I hope this helps.  If still confused, I can go into more detail once I get a few minutes.

 

Angela Bertrand 2

That's super helpful - Thank you!!! Now I'm working on that formula... I'm at:

 

IF {CnVolTmSh_1.CnVolTmSh_1_Date} IN MonthName (????) THEN {CnVolTmSh_1.CnVolTmsh_1_Hours} ELSE 0

Happy I have a direction for my searches now! Thank you!


Update: I think I got it: 

IF {CnVolTmSh_1.CnVolTmSh_1_Date} IN Date(YYYY,MM,DD) to Date(YYYY,MM,DD) THEN {CnVolTmSh_1.CnVolTmsh_1_Hours} ELSE 0

Angela Bertrand 2

So I have the hours divided up by months (Thank you!) now I've found my next hurdle! 


One of the goals of the report is to show the # of hours in each department... as well as the number of hours in each program in the department. As an example:

 

Department: Hunger & Food Resources  15 hrs

Program: Cooking Matters            10 hrs

Program: Lettuce Link                   5 hrs

In theory, if Cooking Matters and Lettuce Link are the only programs in Hunger and Food Resources, adding up the number of hours volunteered for each of the programs would equal the number of volunteer hours in the department. I tried making two groups (one by department, one by program) and using the sum fields, but it didn't work - it just shows the number of hours volunteered by the department in two different spots. 


Any tips on making this happen for me? 

Chester Bammel

Good morning, Angela,

I think I see what is happening here, but if I am going down the wrong path, let me know. 


But, before anything else, make sure your summary is for the correct group.  Sometimes it auto-picks the wrong group.  You can have a grand total summary, a Group 1 summary, Group 2 summary, etc.  Look at the properties for your summary (right click > edit summary) and make sure it is set up properly.


You have two groups, the Department and the Program.  The Program is at a lower level than the Department.  I think your issue may be where you are displaying the total.  If you insert the sum for the Program on the Department footer/header, it will indeed add all the Programs together and give the sum of the Programs for the whole Department.  In order to see the total for each Program, you would have to display that total on the footer/header for the Program goup - not the Department group.  (Do this by setting up a group 2 summary).


It is theoretically possible to do like the first thread and have a separate formula for each Program and sum them individually at the Department level, but that would get much deeper than just a simple post response.  The reason is, more than likely you have an infinite number of possible Programs beneath each Department, and each of them have a different name.  You would have to get very creative using counters and variables to set up the formulas and then, there are only so many you can spread across the page.  If perhaps you could define that you could have no more than "X" Programs (like maybe 5) it might be a bit easier.


So, the simplest solution would be to supress the header and details for the Program and display the total for each Program in the Program Footer.  You can drop text into the footer that gives the Program Name and the total.  I like to do mine in a formula  that combines it all together like this: 

"Total Hours for " + GroupName ({Program}) + " = " + totext(Sum ({Hours}, {Program}),0,"")


Hope this helps.

James Andrews

Angela Bertrand:

So I have the hours divided up by months (Thank you!) now I've found my next hurdle! 


One of the goals of the report is to show the # of hours in each department... as well as the number of hours in each program in the department. As an example:

 

Department: Hunger & Food Resources  15 hrs

Program: Cooking Matters            10 hrs

Program: Lettuce Link                   5 hrs

In theory, if Cooking Matters and Lettuce Link are the only programs in Hunger and Food Resources, adding up the number of hours volunteered for each of the programs would equal the number of volunteer hours in the department. I tried making two groups (one by department, one by program) and using the sum fields, but it didn't work - it just shows the number of hours volunteered by the department in two different spots. 


Any tips on making this happen for me? 

 

I recommend using running totals for this sort of thing. You make the running total reset based on a group, or a formula, or a field.