Commissioner Tools

Commissioner Tools Overview Multiple Releases My.Scouting.org Units, Commissioners, Roundtables Scoring Matrix and Assessments Reports and Dashboards Pre-Adoption Tasks The CT’s will be introduced in several releases. Several additional items have been identified to be included in releases 2 and 3. They will follow as other information outside of CT’s is developed and we are able to “link” that information to the CT’s. Release 1 is being used today.

Commissioner Tools Screen Shots (as of November 7) Demo CT’s live.

Signing on: For those unfamiliar with the my.Scouting (with the emphasis on the DOT to differentiate it from the legacy MyScouting site), the Commissioner Tools is a part of the my.Scouting suite. Q: What are the browser requirements for my.Scouting Tools? A: my.Scouting Tools is best experienced using Firefox 14 or greater, Google Chrome 21 or greater, Apple Safari 6 or greater, and Internet Explorer 9.0 or greater. From personal experience Chrome seems to be a very fast browser especially compared to Internet Explorer – so if you’re still using IE, it might be time to try a different browser. Final word of “advice.” From time to time our browsers get bogged down with information left over in cache. It can get so bad that the cache will not update with new information if your connection is slow, which means that when you go to a website you may not get the latest information. If you find this is happening to you, before contacting the HELP DESK, try clearing your cache.

For those unfamiliar with the my For those unfamiliar with the my.Scouting (with the emphasis on the DOT to differentiate it from the legacy MyScouting site), the Commissioner Tools is a part of the my.Scouting suite. Q: What are the browser requirements for my.Scouting Tools? A: my.Scouting Tools is best experienced using Firefox 14 or greater, Google Chrome 21 or greater, Apple Safari 6 or greater, and Internet Explorer 9.0 or greater. From personal experience Chrome seems to be a very fast browser especially compared to Internet Explorer – so if you’re still using IE, it might be time to try a different browser. Final word of “advice.” From time to time our browsers get bogged down with information left over in cache. It can get so bad that the cache will not update with new information if your connection is slow, which means that when you go to a website you may not get the latest information. If you find this is happening to you, before contacting the HELP DESK, try clearing your cache.

A few disclaimers: A) There is much additional functionality that has already been identified which will be incorporated into the Commissioner Tools as soon as possible after Release 1 Online Adult and Youth Registration with Payments Advancement Manager Targeted Communication Rechartering

Mid-Iowa’s Council Commissioner View You enter the Commissioner Tools (CT) based on Natural Context. Here we see what MIC Council Commissioner would see (as well as all the Ass’t Council Commissioners in the same council) when entering the CT . Things to notice on this screen: The “Units” tab is the default tab at the top (also seen are the Roundtable, Commissioner Profile, and Discussion tabs). The use of white letters inside a blue circle: C for council, D for District, for large councils they may group several districts in a Service Area which is designated by an S, A for Regional Service Areas, and R for Regions. On the left hand side the Council name is shown – as well as at the top since this is where we have navigated to, and below the council name are the districts in the council. This information reflects what your council’s Registrar has set up – so if there is some house keeping to do you will see it. For example if a unit is assigned to the council at large instead of to a district, it will be readily apparent here. The ability to go “Back to Councils” would only be visible to Scouters whose natural context lets them see the next higher organizational level. To the right there is a REPORTS button, and a RESOURCES button. The REPORTS button provides access to reports, which will continue to grow over time. A list of reports available in Version 1 is covered later in this presentation. The RESOURCES button provides contact information for the NEXT HIGHER organization level’s Key 3. E.g., the Area Key 3 in this case.

Here we are seeing what Tamaha District Commissioner (and all the Assistant District Commissioners, RoundTable Comms and Assistant Roundtable Comms) will see when they log in using their natural context. For the most part it is very similar to the last screen, except that it is at the district level and not the Council level. Notice that on the left hand side you can see a partial listing of the units in the Tamaha district. The units are organized by type, and are listed in numerical order. When you have lots of units, this is a perfect time to use the search function.

NEW CONTACT To record a Contact, Select New Contact. (must be made within 60 days of the contact + 48 hrs to edit and finalize) Red asterisks indicate a “required” input Select type of contact

Type of Contact Unit Meeting Unit Committee Leader Meeting Unit Key 3 Meeting Unit Activity Unit Parent Meeting Other – which has a free form box that appears

Visitor (Commissioner) Add who made the contact in the Visitor line (Commissioner’s name or Professional) This name will be selected by using a pull down menu for name spelling consistency. (as you type the last name of the individual, the list will actively filter the names.) Professional is the last name on the dropdown list “Professional” designated Visitors are not counted in JTE.

Date of Contact Select / enter date

If the date selected is for a future date, you can optionally SEND a blank Detailed Assessment form to the Unit Key 3. This is why an advance heads up to all Unit Key 3 is recommended. If you’d like an example of a letter, let Kandra or Terry Chapman know. In addition to sending e-mails to the Unit’s Key 3, you can designate additional people to send it to for example, the originator. We’ll talk about the timing of a Unit Assessment in a minute If the unit completes their on-line Detailed Assessment email within 6 months, upon closing the email, their entered data will automatically populate where the Unit Commissioner can view and add information.

Assessments This shows the section for a Unit Health indicator. Unchanged, Improved, or Declined. Assessments are either SIMPLE or DETAILED assessment There are only two steps to a SIMPLE Assessment: Score the unit from 1 to 5 in increments of 0.5 Add comments When you make a SIMPLE contact, there will be a tilda at about 2 o’clock on the circle the score is within. The reason for this is so the next level of administrative commissioner can get a visual indicator that the score IS for a SIMPLE contact. JTE requires Detailed Assessments be completed twice per year. Each council needs to determine the appropriate timing for their program.

MAKING PROGRESS TOWARDS RELATIVE RANKING SCORE COLOR DEFINITION PROGRAM PLAN HIGH 5 GREEN NEARLY AN IDEAL SITUATION PLAN CREATED AND DISTRIBUTED MEDIUM-HIGH 4 LIME MAKING PROGRESS TOWARDS THE IDEAL UNIT PLAN COMPLETED MEDIUM 3 YELLOW TYPICAL UNIT; COULD BE IMPROVED MEETING SCHEDULED MEDIUM-LOW 2 ORANGE NEEDS IMPROVEMENT; WATCH CAREFULLY UNIT WILL SCHEDULE LOW 1 RED WEAK SITUATION; NEEDS IMMEDIATE ACTION NO PLANNED This should be mostly self explanatory.

Leadership and Governance Unit Priorities and Other Details Here we have chosen to create a DETAILED Assessment The first difference is the ability to PRINT ASSESSMENTS forms Print Commissioner Assessment Form – great for non-computer people or those without internet access that need someone else to make the contact entry for them. Alternatively, you could put it in your back pocket to remind you of things to look into with your next unit contact Print Unit Assessment Form Notice that there are SIX steps required to fill out complete DETAILED contact assessment. Steps 2 through 5 correspond exactly to the new Unit Service Plan elements and sub elements including by unit type. (see notes page on next [hidden slide]) Training and Membership – which is populated by data from national and thus shows COMPLETED. Finance Membership Program Leadership and Governance Unit Priorities and Other Details As you go through each of the steps 2 through 5, if you don’t want to complete all the detailed questions in the step, you can make a manual scoring entry, which would give you an intermediate type of assessment between SIMPLE and DETAILED.

You can tell that this is a partial Commissioner Assessment of a Pack because the comment boxes are labeled “Commissioner Comments”. The PDF version of this form is actually “fillable” and the drop down arrows give you choices. Similar detailed assessments are available for Troops, Crews, Ships and Teams. The wording is specific to that type of Unit. In addition, A "Unit Assessment" is collaborative; it is the result of input from the unit key 3 (and, perhaps, other unit leaders) and the unit commissioner and is the result of a meeting of those individuals ("meeting" could be face-to-face or a conference call or other electronic meeting). It is what drives the development of a "Unit Service Plan."

You can tell that this is a partial Unit Assessment because the comment boxes are labeled “Unit Comments”. Section 1 and 2 will be pre-populated with information for that specific Unit. The PDF version of this form is also “fillable” and the drop down arrows give you choices. When the Unit Assessment Form is emailed to a Unit, it will be able to be completed online. This will include pull down tabs for scoring that have 1-5 increments in 0.5 increments. Also note that the Section numbers for the two types of assessments correspond to each other to make it easier for a work with both documents side-by-side.

Let’s look at little closer at a couple sections. Here is an example of Section 2, Training and Membership –is pre-populated by data from the national system. In the future the Commissioner Tools will also give direct access to the training completed by unit members, but in the mean time if Commissioners need to review the training, it can be accessed via the my.Scouting Training Manager.

Notice in this example for the Section 4, Membership, that you can either put a manual score at the very top in the box that is pink, or you can score all the sub questions and the average Membership score in the pink box will be automatically calculated. The scoring matrix corresponds to the chart we reviewed.

Now let’s review Section 7, Unit Priorities and Other Details Note the first question is Not Optional . The phrasing of this question if very specific too: “The unit is striving to achieve the following JTE Award.” The reason behind this is intentional. The Commissioner Tools is intended to help a unit to be successful, by using several tools – including JTE – to evaluate a unit’s health - but it is NOT a predictor of how a unit will perform for the year from a JTE perspective. There are many changing variables in the life of a unit, i.e. losing a Key Leader, that can affect the future. While the unit may achieve JTE gold for the past year, it may not have a GREEN status for the future.

Note that in the top box shown here you can make entries on possible Unit Commissioner candidates. We also have the ability to evaluate the youth attendance here. No longer are we asking for a precise number which may be hard to determine in a large unit gathering, rather we seek a relative comparison to previous contacts of increasing, steady or decreasing. Note the eight PRIORITY NEEDS which can be flagged by a single click on the box: Issues with the Key 3 Unit not meeting Unit with no leader Unit with no committee Unit with no new members Unit conflict with the Chartered Organization New unit leader lacks orientation or training Unit with weak leadership

Notice here how the steps are marked complete as they are done. After all sections have been completed, select “Complete Contact”. You have 48 hours to edit a Completed Contact.

Here is a recap of the information that Commissioner Tools will give you if it’s utilized: Looking at a historical view of Troop 1790: On the left hand side we have searched for 1790 and found Pack and Troop 1790, and we have selected Troop 1790. (Searches need to be four digits, or just the unit type such as CREW. In a future release you will be able to search on the Chartered Organization’s name) As a UC when you log in will only see the units to which you are assigned. But if you want to make a contact entry for another unit, all you need to do is search for the unit. Point out LEFT Hand List of units 1790 by TYPE by icon Chartered Organization(s) TOP MIDDLE Unit # and type and chartered organization Last numerical score on far right and up/down trend (and amount of change) since last contact Health Indicator dashboard – only displays if a complete DETAILED contact has been logged. Color coding and length that corresponds to scores from 1 to 5. Icons (Finance / Membership / Program / Leadership & Governance) Lists name of Current Commissioner Assign Commissioner button Add NEW CONTACT button ARCHIVE CONTACT button – for access to old UVTS data on this unit Commissioner RESOURCES button – Contact info for District Key 3 List of SCHEDULED/IN PROGRESS/ COMPLETE CONTACTs which can be collapsed Color Coded Score or unique place holder icon for in progress or scheduled contacts, Date, Type of Contact Lists name of who made the contact (“Visitor”) – professional or commissioner Note TILDA for those contacts that were completed by using the SIMPLE contact approach Although not shown here, anyone who can see this screen could open a completed entry and review it, and if they desire make comments which will be accrue like a blog.

Roundtable Entries To enter a Roundtable Event, select Roundtable tab in the middle of the screen, Then “+ New Roundtable”

Begin by completing the Facilitator from the drop down box, if the RT was run by a Professional, select that.

When you create a Roundtable entry, you can either create an entry for a HISTORICAL Roundtable (up to 60 days). Similarly, you can make an entry into a FUTURE Roundtable to schedule for the year . Also like a Unit contact entry, you have 48 hours to make edits after it’s been “completed”. To create a Roundtable entry. Fill in the Facilitator This name will be selected by using a pull down menu for name spelling consistency. Fill in the Date Select the program being offered After a Roundtable that you want to document attendance and notes, use OPEN the Roundtable Form.

Here we have an example where several Roundtables have been logged in the Continental District. What a Roundtable screen for the Triune District looks like with several entries. Note the Completed entries and the entries that are In Progress.

Unit Reports & Dashboards This slide and the next show a sampling of the Unit and District Reports and on-line Dashboard that are available from Tools for Release 1. Unit Reports & Dashboards

District Level Reports & Dashboards To save space only the Release 1 reports are displayed. District Level Reports & Dashboards

Here is a sampling of Release 1’s Exception Reports available.

Questions?