Resource Management “Premier Track” Scott Carlson, P.E. Section Chair, Puget Sound Section

To provide ASME Unit leaders with an in- depth overview of three tools which help to manage the following: –Finances –ASME staff support requests –Knowing membership (who, what and where) Session Objective 2

The following three resources will be covered in this session: –A tutorial on the online financial reporting tool –A tour of the Volunteer E-Request Tool (VERT) –Produce various useful demographic reports for your unit In addition, an open forum will be available at the end of this session to address any additional questions and shared experiences Session Outline 3

PREMIER – Resources– Fin Rpts Mgr4 Awareness of the ASME Financial Reports Manager Knowledge of how access is achieved Comfort level for future use of the tool Session Objectives

PREMIER – Resources – Fin Rpts Mgr5 Session Outline What is the ASME Financial Reports Manager? What does it do for me? What do I need to make it work? How do I get started?

PREMIER – Resources – Fin Rpts Mgr6 What is the ASME Financial Reports Manager? A tool which allows Unit Leaders to view reports of their Custodial Accounts online Requires special authorization; usually given to Unit Chairs and Treasurers Allows you to see and confirm traditional “ins” and “outs” of funds, and to compare to budget (if you have submitted one) and previous year’s activity Allows you to see effects of investment gains and losses on your account; both are possible

PREMIER – Resources – Fin Rpts Mgr7 Accessing the ASME Financial Reports Manager Financial Reports Manager may be accessed from Unit Leadership Resource Center Or, can be accessed directly at

PREMIER – Resources – Fin Rpts Mgr8 Unit Leadership Resource Center

PREMIER – Resources – Fin Rpts Mgr9 Example: Pulling a Custodial Account Statement Checklist!  Are you the Chair or Treasurer?  Do you have your ASME Membership Number handy?

PREMIER – Resources – Fin Rpts Mgr10 Login to Financial Reports Manager

PREMIER – Resources – Fin Rpts Mgr11 Choose the Account

PREMIER – Resources – Fin Rpts Mgr12 System Requirements for ActiveX Browser –May require use of Internet Explorer Crystal Reports Viewer –ActiveX controls for Crystal Reports is required –Your system may either prompt you to allow download, and then install and run ActiveX controls for Crystal Reports, or if your security settings don’t allow, a failure message may result

PREMIER – Resources – Fin Rpts Mgr13 The Report Will Load in a Separate Window

PREMIER – Resources – Fin Rpts Mgr14 Basics of the Report POSITIVE balances show in parenthesis! i.e. ($500) is a POSITIVE balance. Shows prior year actuals, plus current year actual, budget and forecast Following are some zoomed clips

PREMIER – Resources – Fin Rpts Mgr15 Report Zoom 1

PREMIER – Resources – Fin Rpts Mgr16 Report Zoom 2

PREMIER – Resources – Fin Rpts Mgr17 Program Controls Printer Icon: Print Report Envelope Icon: Export Report Lightning Icon: Refresh Report Zoom Navigate Multi-pages Binoculars: Search for content

PREMIER – Resources – Fin Rpts Mgr18 Export Options Notice we can export to several file types. Choose the file type you want Click Browse to enter file name and save

PREMIER – Resources – Fin Rpts Mgr19 Summary of Key Points The ASME Financial Reports Manager is available to authorized Leaders (Chair & Treasurer) to get reports of Custodial Funds on demand Some system requirements may be an obstacle for some users It’s easy to access Export reports easily to several different formats for archiving and sharing

PREMIER – Resources – Fin Rpts Mgr20 Closing Remarks for Financial Reports Manager and Questions or Comments?

Resource Management: VERT “Premier Track”

PREMIER – Resources - VERT22 Awareness of the Volunteer E-request Tool (VERT) Knowledge of how access is achieved Comfort level for future use of the tool Session Objectives

23 Session Outline What is VERT? What does it do for me? What do I need to make it work? How do I get started? PREMIER – Resources - VERT

24 What is the VERT VERT stands for Volunteer E-request Tool ASME’s tool for submitting, and tracking status of, volunteers’ requests for assistance from Staff PREMIER – Resources - VERT

25 Accessing VERT VERT can be accessed from: –Unit Leadership Resource Center –Accessed directly at PREMIER – Resources - VERT

26 Access from Unit Leadership Resource Center PREMIER – Resources - VERT

27 Example: Submitting an Expense Report in VERT First, prepare your expense report as normal, using the Excel form You may save as Excel format, or “print” to Acrobat if you like You could even fill in by hand and scan to Acrobat PREMIER – Resources - VERT

28 Example: Submitting an Expense Report in VERT (cont) You’ll also need to scan any receipts – combining the report plus the receipts into one Now we’ll enter the VERT system and create a request PREMIER – Resources - VERT

29 Enter VERT Request PREMIER – Resources - VERT

30 Review and Submit PREMIER – Resources - VERT

31 Confirmation / Note Number / “Click here to upload a file…” PREMIER – Resources - VERT

32 Allowable File Types Currently, the following file types can be uploaded –.doc and.docx –.xls and.xlsx –.ppt and.pptx –.txt –.jpg –.pdf PREMIER – Resources - VERT

33 Enter Info / Upload File PREMIER – Resources - VERT

34 Confirming from Clickable link to track request status PREMIER – Resources - VERT

35 Summary of Key Points VERT is available to enter and track your requests for Staff assistance It’s easy to access It will allow you to upload files related to your requests PREMIER – Resources - VERT

PREMIER – Resources – VERT36 Closing Remarks for VERT Questions or Comments?

Resource Management: Demographics “Premier Track”

PREMIER – Resources - Demographics38 Utilizing the Membership Database to fuller potential Learning how to use the Pivot Table function in Excel to help organize your data Session Objectives

PREMIER – Resources – Demographics39 Session Outline What is Demographics Study? What does it do for me? What do I need to make it work? How do I get started?

PREMIER – Resources - Demographics40 Membership Data Accessed through Online Roster 42 columns of data retrieved Items of interest for data collection could be: Company name, Join date, membership status, city, zip code, technical interest (1-5), graduation date and technical division

PREMIER – Resources - Demographics41 Access from Unit Leadership Resource Center

PREMIER – Resources - Demographics42 Accessing the Online Roster

PREMIER – Resources - Demographics43 Section Example

Accessing the Online Roster PREMIER – Resources - Demographics44 District Example

Accessing the Online Roster PREMIER – Resources - Demographics45

Accessing the Online Roster PREMIER – Resources - Demographics46 Pick this one!

Membership File PREMIER – Resources - Demographics47

Create Pivot Table PREMIER – Resources - Demographics48

PREMIER – Resources - Demographics49

PREMIER – Resources - Demographics50

PREMIER – Resources - Demographics51 Drag items from upper box into one of the lower boxes. If you decide to delete an item from a lower box simply uncheck the field in the upper box or drag the field from the lower box out into the spreadsheet

PREMIER – Resources - Demographics52 This simple pivot table shows you how many members work for each company. A simple descending sort was selected in column B from the Data tab above.

PREMIER – Resources - Demographics53 1.Copy your pivot table 2.Paste(special)-values onto another worksheet 3.Clean up your data (for example St Martin’s Univ, St Martins Univ, Saint Martin’s Univ, and Saint Martins Univ are all the same institution/company) 4.Turn on the Autofilter so you can sort your results

PREMIER – Resources - Demographics54 Boeing and Boeing Co show up in two different fields and should be combined.

PREMIER – Resources - Demographics55 This sorted table shows that in the Puget Sound Section, St. Martin’s University, Boeing, Puget Sound Naval Shipyard and Tacoma Community College are the top four companies with the most membership in ASME.

PREMIER – Resources - Demographics56 You can also sort by Technical Interest. This list shows that out of 204 members, 43 members are interested in Design, while 25 members are interested in Aerospace. This can help with determining technical programs for your section.

PREMIER – Resources - Demographics57 If you serve a large geographical area, it is useful to see where the concentration of your members are by city or town. Most of the members in the Puget Sound section live in one of three places: Tacoma, Olympia or Lacey.

58 Summary of Key Points Demographics is easy to do It’s easy to access the data Doing the analysis helps you understand and serve your membership better PREMIER – Resources - Demographics

59 Resource Management “Premier Track” For questions or comments Scott Carlson (360) Presentation available at events.asme.org/ltc12 /presentations.cfm