Communication and Record Keeping L422 Communication and Record Keeping L422 Communication & Record Keeping2004 National Order of the Arrow Conference • www.oa-bsa.org

Communication and Record Keeping Session Length: 50 Minutes Learning objectives: How to create a Lodge Roster in MS Access. How to create queries inside the database for more efficient use of your Lodge Roster when determining eligibility for Brotherhood. Why effective communication is important in the Brotherhood Conversion process. Who to use in the communication process. Required Materials: Power Point presentation file MS Access Database file Computer or Laptop Computer Screen Projector 2004 National Order of the Arrow Conference • www.oa-bsa.org L422 Communication & Record Keeping

Communication and Record Keeping Introduction ( 2 min). Role Play ( 2 min). Record Keeping ( 5-7 min). Creating a Database in Microsoft Access ( 10 min). Creating Queries inside a Database ( 10 min). Communication ( 5-7 min). The answer to the Riddle ( 5 min). Conclusion followed by Question & Answer Period (Time Remaining). 2004 National Order of the Arrow Conference • www.oa-bsa.org L422 Communication & Record Keeping

Record Keeping What does it mean? L422 Communication & Record Keeping2004 National Order of the Arrow Conference • www.oa-bsa.org

Creating a Database in Microsoft Access Steps to creating a lodge database in Microsoft Access: Open MS Access. Click “New” (The Bland Sheet Icon). Choose “Blank Database” under “New” in the right hand column. On the resulting screen, select a location for the file, insert a file name (example: Banana Lodge Roster), and click “create.” Double Click “Create table in Design view.” Insert Field Names (First Name, Last Name, Address, Ordeal Date, etc).* Click on the gray box next to the field that is AutoNumber formatted to highlight that line. After you have entered all your field names, click the “View” Icon (Directly under “File” on the toolbar). Click “Yes” to save the table. Enter a name (ex: Banana Roster). You can now enter your information directly onto the spreadsheet. * You can change the type of information formatting that will be displayed with certain kinds of data. The first Field you create should be of the AutoNumber format. 2004 National Order of the Arrow Conference • www.oa-bsa.org L422 Communication & Record Keeping

Creating a Query inside a database in Microsoft Access Here are the steps to creating a query inside a database in Microsoft Access : Open your MS Access Database. Select “Queries” in the left menu. Double Click “Create query by using Wizard.” Choose the location you want your information to come from under “Tables/Queries.” From the “Available Fields” section select the fields you wish to know about and move them to the “Selected Fields” section using the arrow buttons, then hit “next.” Select a title for your query (example: B-hood List 2004). If you wish to narrow down any of the categories, select “Modify the query design.” If not, select “Open the query to view information.” Then click finish. If you are modifying your query, you may insert specific criteria for each of the fields that you have chosen. Click the “View” Icon (directly under “File” on the toolbar) to view the results of your query. 2004 National Order of the Arrow Conference • www.oa-bsa.org L422 Communication & Record Keeping

Communication Here are several effective methods with which you can effectively communicate across the lodge: Newsletter Article. Brotherhood Eligibility Letter. Phone Tree (from Access Query). Summer Camp Staff. OA Troop/Team Representatives. Others? 2004 National Order of the Arrow Conference • www.oa-bsa.org L422 Communication & Record Keeping

Moral of Today’s Story An excellent way to increase your lodge's brotherhood conversion rate is to communicate more effectively to those ordeal members who are eligible.  In order to maximize communication, you must also keep current, up to date records of your lodge. 2004 National Order of the Arrow Conference • www.oa-bsa.org L422 Communication & Record Keeping

L422 Communication and Record Keeping Question & Answer Period L422 Communication & Record Keeping2004 National Order of the Arrow Conference • www.oa-bsa.org

Thank you for Participating End of Presentation Thank you for Participating L422 Communication & Record Keeping2004 National Order of the Arrow Conference • www.oa-bsa.org