Working File for activity diagram
The Aloha Hash House Harriers is all based on volunteers and to two other very important components: beer and running!! But in order to keep the organization going, it's important to keep the aloha spirit. AH3 does this by tracking who attends, it also tracks who laid a trail as lead hare and then tracks his or her's co-hares. This count is very important and is currently done using the traditional paper and pencil which is then later added to a excel tracker.
Q: What you would consider the most important information that you are looking to track?
A: We try to keep all information safe from the public, personal information that we keep on each runner, emails, mortal names, hash names, telephone numbers, address. But we get a lot of visitors and folks that rotate through, so keeping an accurate account of when they came and how many times would be at the top of the list.
Q: Is every required to giver personal identifiable information?
A: No, for those that are local, we usually have their info on file. For regular runs, we ask the visitor where they are visiting and name. However, for big events, we will request a registration form in order to help with head count and make sure we have enough food and drinks for said event.
Q: Do you find the since these positions are only a yearly title, that there are a lot of data loss during the turnover?
A: That is a concern yes, we are seeking our non-profit status. We had it before, but previous management decided the let it expire and didn't submit the required information because we didn't keep an accurate report of expenses and proper paperwork.
What we have now is a yearly audit but because the data can be changed it's hard to track numbers, awards, and other aspects at times because we have to go through all the paperwork and match up with excel spreadsheet that we are currently using.
Q: What do you hope to gain from this whole partnership, me and you?
A: An easy, to use (since some volunteers now and in the future may change) system that will alert us automatically when a runner hits a qualified number of runs to be names or awarded a prize, as well as for those that lay the trail. For example, we have a runner who is hitting his 2500 run, he has tracked it very well and one of the founders of this hash but our records are decades old and for a minute we couldn't locate his past runs.