Scheduling and Recording Family Partner Sweat Equity

When you want to schedule, record, or review the sweat equity history for a single family partner, this is best done using the Hours Detail screen. The Hours Detail screen is most useful for scheduling or posting hours of family partners for a variety of dates and sites, and for reviewing details of past sweat equity activity.

Volunteers may only be scheduled or posted on the Hours Detail screen if their time is to be specifically designated toward the sweat equity of particular family partners.

When you want to schedule or record hours on a specific date for several family partners, this is best done using the Schedule/Post Hours screen. For more information on the Schedule/Post Hours screen, see the Batch Scheduling and Recording Hours Activity section.

To view and edit the family partner’s sweat equity records

1. Go to the Family Partners screen by opening the Families tab in the Keystone ribbon and clicking Family Partners.
2. Select the family partner you want to view from the Family Partners drop-down list.
3. Open the (S/A/F)/Demographics/Family Partnership tab.
4. Click the Detail button, which is in the Hours pane.
   The Hours Detail screen appears.
   
   Also see the discussion of the Hours pane of the (S/A/F)/Demographics/Family Partnership tab of the Family Partners screen for more information.
   

The Detail button is inactive and the Hours Detail screen is unavailable if the Post Sweat Equity By Detail check box is not checked in Affiliate Setup. If the Post Sweat Equity By Detail box is checked, then the Detail button is available. If you are not sure, go to the Hours/Sweat Equity tab in Affiliate Setup

5. Enter the details of the family partner’s sweat equity activity.
   The fields are described below.

Fields on the Hours Detail screen

The following fields are used in each of the three panes on this screen.

• Status - is either S for Scheduled or A for Actual, depending on whether you want to schedule the hours for the future or record hours for actual time worked. You can set one or the other as the default on the Hours/Work Sites/Activities tab of Affiliate Setup.
  
  If you scheduled hours for a family partner or volunteer, you later can change the Status field for that record from S to A once the that person works their scheduled hours. You do not need to completely reenter those hours.
  
  If a person does not appear for their scheduled hours, you can either delete the record or leave it marked as S. The latter option is useful if you want to maintain a record if someone is scheduled to work but repeatedly fails to appear.
  
  Only hours marked as A (actual) are included when calculating total sweat equity hours. Only hours marked as S (scheduled) are included in work site schedules and schedule reminder reports.
• Date - is the date on which the person’s hours are scheduled or were worked. This field is required. If you are summarizing past activity, you can set this to the date on which you recorded the hours.
• Sched - is the time of day the person is schedule to work. Select AM, PM, or AM&PM. You can use this to indicate the general time the volunteer is expected on site.
• Time: In, Out and Total - these three fields allow you to record times more exactly than in the Sched field. While these fields are most commonly used to record time actually worked, you can also use these fields for scheduling volunteers. Times In and Out should include AM or PM.
  
  You can also enter a Total time worked without specifying In or Out times. When you enter times for In and Out, Keystone automatically calculates the elapsed time and enters it in the Total field. However, you can still overwrite the Total field if needed.
• Activity - The default activity is House Construction, but you can select another as appropriate. You can customize the list of available activities on the Hours/Work Sites/Activities tab of Affiliate Setup.
• Work Site - indicates the location of the activity from among the possible work sites. These include both houses and 'non-house work sites', which are the locations of any activity outside of a home construction site. You can customize the list of available work sites on the Hours/Work Sites/Activities tab of Affiliate Setup.
  
  If the family partner’s address you want to select is not in the drop-down list, add this address to the database. See the Adding or Modifying Properties section for more information.
• Notes - may include any additional information you wish to attach to the hours record. Double-click the field to open a larger editing window.

The screen is divided into three panes:

Each pane on the Hours Detail screen includes a total number of actual hours posted. These totals are the same as those posted to the Hours pane on the Family Partners screen.

By Family Partner(s) For Self

Use this pane for recording hours worked by family partner(s) toward their own sweat equity hours. You can record hours they worked on their own house, on another family’s house, or at your office, ReStore, or other activities. You can also use this pane for recording the involvement of other family members toward reaching that goal (see below).

If you have not already done so, follow steps 1-4 above to open the Hours Detail screen.

If the family partner consists of only one person, you can only select that person’s name from the drop-down list under By Family Partner(s) For Self. If a spouse or partner is included in the family partner record, you can select either the primary family partner or their spouse from this list.

If you want to track hours worked by family members other than the primary family partner or their spouse so that those hours count toward the family’s hours goal, you must record their involvement in the By Family Partner(s) For Self pane. This ensures that those hours are applied to the family’s total goal. Simply note the name of the other family member(s) in the Notes field, so it is recorded for later reference and included in the work site report for the site supervisor.

By Others For Family Partner(s)

Any other family partner (i.e., other families working on Habitat homes other than their own) or volunteer may be selected from the drop-down list under By Others For Family Partner(s).

If you create an hours record using another family partner from this list, Keystone creates a reciprocal entry under the By Family Partner(s) For Others category on the Hours Detail screen for the other family partner. As a result, you can see that Family 2 worked on Family 1’s house by looking at either Family 1’s or Family 2’s records.

On this drop-down list, the other family partners have an F to the right of their name, and volunteers have a V next to theirs.

Since family members or other volunteers who work on behalf of a family sometimes don’t continue being involved with your affiliate, you may wish to reduce the number of contacts you add to Keystone. You can do this by creating a single contact record using the Contacts screen, perhaps with a name such as The Russell Family or Friends of The Cortes Family. You can then assign this contact to the Volunteers/General category and treat them as a one volunteer for any hours worked on behalf of the family.

By Family Partner(s) For Others

You can also track hours worked by the selected family partner on other families’ houses.

• If the selected family partner is working on behalf of another family and the hours should be credited to that other family, use the By Family Partner(s) For Others pane.
• If the selected family’s work on someone else’s house should be credited to them and not the other family, use the By Family Partner(s) For Self pane.

See the upper-left part of the Hours Detail screen if you need to verify who the selected family partner is.

Select the family partner (the primary owner or the co-owner) working these hours in the field to the right of By Family Partner(s) For Others. Then select the family partner for whom the hours are designated from the list in the field under By Family Partner(s) For Others. These hours also appear under the By Others For Family Partner(s) category for that other family partner.

For example, James Russell is a family partner who worked six hours last Saturday on Annie Smith’s house. He worked these six hours on her behalf and those hours will be credited toward Annie’s sweat equity goal. Select James Russell’s name from the field to the right of By Family Partner(s) For Others, then select Annie Smith from the field directly under By Family Partner(s) For Others. Fill in the remainder of the fields like any other hours record. Keystone automatically adds a reciprocal record in Annie Smith’s record that says James Russell worked those hours for her.