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YOKUK Web Portal Redesign

The Social Impact Organization

YOKUK

YOKUK aims to build on the spirit of a caring society through its Community-based Rehabilitation Program (CBR). The underlying structure of the CBR Program is founded upon the principles that the local community, in which the disabled people reside, has the duty and responsibility to assist them to fully realize their equal rights as citizens and human beings.

The Design Challenge

Design a solution that helps grow the “YOKUKteer” base by making the community eager to lend their hand and time to volunteer.
A Foundation For The Disabled and Underprivileged, was established to alleviate the plight of the disabled and those who have life limiting illnesses to have more meaningful lives. YOKUK provides services to more than 5,000 registered individuals and their families, whom they call “clients”, free of charge. YOKUK requires RM700,000 per annum to sustain the services it provides to this community.
These clients, many from poor families, come to the Centre on a daily basis for therapy programs, workshops, vocational classes and many other activities. Others live in impoverished rural areas which makes it difficult for them to visit YOKUK’s Centre at Pengkalan Chepa. For these clients, YOKUK will personally visit them at their homes to provide its services such as to teach the family members on how to take care of the disabled and provide palliative care.
With only 30 full time staff, it is a challenge for YOKUK to do repeat visits, as well as all the other many activities at the Centre and of course at the same time do Fund raising.
This is where YOKUK really welcomes “YOKUKteers” to help work with them to help the community empower more lives. Volunteerism among the local community is low despite YOKUK’s efforts to highlight the plight of the disabled at various public events and activities.

The 'A' Team: DENDOO

Dayang Rozaine bt Damit
Nor Amira binti Mahiddin
Nurul hidayah binti ibrahim
Rebecca Pei Ern Lee
Rebecca Pei Ern Lee

The Proposed Solution

We aim to streamline YOKUK’s volunteer management system in all awareness, engagement, recruitment and retention phases. Our goal is to create an additional webpage on top of YOKUK’s existing website to manage and collect volunteer database. Before a functional website can be created, we are using an online survey form to register volunteers in various YOKUK’s activities like Hippotherapy, Hydrotherapy, Music, Art and Drama Therapy, Community Event and Palliative Care Services. Feedbacks will also be collected from volunteers to evaluate their experience and for further enhancement. We are also awarding certificates to volunteers who have achieved certain amount of volunteering hours to encourage long-term volunteering and recognise their contribution in non-profit experience. We hope to get universities to recognize this certificate and incorporate into their university’s co-curricular credit system. To create a local volunteer community, we use mainstream social medias that are popular among locals like WhatsApp and Facebook to promote the volunteer activities and create groups for volunteers to communicate with each other and maintain friendship. As we are targeting university students to volunteer, we actively seek collaborations and partnerships with various organisations in University Malaysia Kelantan (UMK), Universiti Sains Malaysia (USM) and other educational institutions. To encourage first visits to YOKUK and create a wonderful volunteering experience, we are planning on a YOKUK Open Day to invite all potential volunteers from local communities to come together and experience volunteering in an one-day event.

How We Did It?

The
Game Plan

Phase 1 | Planned Activities

Activity:
To establish partnerships with local
university and community groups in
supplying volunteers and IT resources.
Traveling around Kelantan to arrange meet
ups and conduct regular physical team
meetings.
Deliverable:
Sent collaboration invitations to at least 5
educational institutions, 5 local community
groups and at least 2 successful
partnerships with volunteers recruited from
partners.

Phase 1 | Actual Deliverables
31 July 2019

May: There have been 3 weeks since the commencement of our project. We visited YOKUK during the first week and received information about its past volunteer recruitment effort, current volunteer management system and situation. We then produced online survey forms for new volunteer registration and feedback system and share to different groups. Through that, we arranged a few volunteer sessions in YOKUK and validated the present solution. Subsequently, we met up with the current YOKUK ICT coordinator and learn about it’s website system and explore opportunities on integrating the current volunteer management system onto the current YOKUK website. We are also in the verge of searching for talent resource to develop the volunteer management system.
Internally, we had 4 meetings physically and online to strategize and work on our plan. Our progress is so far according to timeline except for the part where we could not find a website developer to help us build the website.
June: During the past four weeks, we had successfully recruited volunteers for one of the YOKUK’s major
events that happened on 28 May and conducted a volunteer sharing session immediately
thereafter, gathering feedbacks and opinions. We also set up a volunteer page on YOKUK’s existing
website where volunteers can sign up through the website and YOKUK can monitor the sign ups
online. Other than that, we created a volunteer guideline for different volunteering activities at
YOKUK to help volunteers to understand what to prepare and expect. In conjunction with YOKUK’s
coming event, we had a meeting with the organizing team and discussed on the volunteer
recruitment plan, aside from meeting up a few potential partners who can supply volunteers to
the event. Recently, we conducted physical meetings among our team to keep everyone on track
and plan our future timeline.

Phase 2 | Planned Activities

Activity:
To develop a website for a streamlined
volunteer management system for YOKUK.
To publicize volunteer recruitment to
Kelantan local community through social
media advertising.
Deliverable:
Completed a functional website with
features of volunteer registration,
automated confirmation, event updates,
volunteer database storage, volunteer user
profiling. Registered at least 100 new
volunteers.

Phase 2 | Actual Delivarables
31 August2019

· Improve volunteering experience and create volunteer retention strategies
· Create marketing content and information in forms of booklets and posters
· Offline and online publicity to promote general awareness for volunteerism and specific volunteer activities at YOKUK
· Improvise online system and form more partnerships at different levels were formed

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Progress Summary

May: There have been 3 weeks since the commencement of our project. We visited YOKUK during the first week and received information about its past volunteer recruitment effort, current volunteer management system and situation. We then produced online survey forms for new volunteer registration and feedback system and share to different groups. Through that, we arranged a few volunteer sessions in YOKUK and validated the present solution. Subsequently, we met up with the current YOKUK ICT coordinator and learn about it’s website system and explore opportunities on integrating the current volunteer management system onto the current YOKUK website. We are also in the verge of searching for talent resource to develop the volunteer management system.
Internally, we had 4 meetings physically and online to strategize and work on our plan. Our progress is so far according to timeline except for the part where we could not find a website developer to help us build the website.
June
During the past four weeks, we had successfully recruited volunteers for one of the YOKUK’s major
events that happened on 28 May and conducted a volunteer sharing session immediately
thereafter, gathering feedbacks and opinions. We also set up a volunteer page on YOKUK’s existing
website where volunteers can sign up through the website and YOKUK can monitor the sign ups
online. Other than that, we created a volunteer guideline for different volunteering activities at
YOKUK to help volunteers to understand what to prepare and expect. In conjunction with YOKUK’s
coming event, we had a meeting with the organizing team and discussed on the volunteer
recruitment plan, aside from meeting up a few potential partners who can supply volunteers to
the event. Recently, we conducted physical meetings among our team to keep everyone on track
and plan our future timeline.

What we did in 6 Months

Project Outcomes

Our KPIs

Deliverables

· Registration of personal information from 150 interested individuals
· Participation of 80 new YOKUK volunteers in 2 major events and various daily therapies
· Partnership with 13 local communities- universities, high schools, mosques, clubs, and societies
· Creation of a working online volunteer registration system

Visualization of our efforts

OUR STORY IN
PHOTOS

What we Hope for

Future Impact

Create a constant supply of volunteers to YOKUK for more effective delivery of service
Create a society of active volunteers and promote empathy
Reduce the gap between disabled people and local Kelantanese communities
Adaptation of the volunteer management model in other organizations
Increasing YOKUK online visitors from 300 unique users per month to 1500
Building a pool of around 100 volunteers to participate in upcoming programs
Growing the donor database to about 50 recurring donors over the next year who will contribute between RM30 - RM100 each
We hope to get universities to recognize volunteers certificates and incorporate into their university’s co-curricular credit system.

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