1. 10/13/2018
THE UNIT SERVICE PLAN
PTC 2014 "The Council Commissioner"

2. THE UNIT SERVICE PLAN 10/13/2018 THE UNIT SERVICE PLAN
PTC 2014 "The Council Commissioner"

3. The Basics A game with a purpose… If we build it… …they will come…
10/13/2018
The Basics
A game with a purpose…
If we build it…
…they will come…
…and…
…they will stay.
Helping units succeed.
An impact game.
Before we get into the details of The Unit Service Plan, let’s take a few minutes to talk about how we got to where we are today…
Let’s start here…we call it “a game with a purpose.”
Baden-Powell believed that, if we play this game with young people, they will develop character and become better citizens; that playing this game results in a better community, a better nation, and a better world.
Today the language may be a bit different, but the basic principle remains unchanged and is the foundation of something familiar to all of us:
Mission Statement: “The mission of the Boy Scouts of America is to prepare young people to make ethical and moral choices over the course of their lifetimes by instilling in them the values of the Scout Oath
and Law.”
Vision Statement: “The Boy Scouts of America will prepare every eligible youth in America to become a responsible, participating citizen and leader who is guided by the Scout Oath and Law.”
Our “game with a purpose” is an impact game.
We also know this to be true – everywhere in Scouting. If unit membership isn’t growing, if our camps aren’t full, if Roundtable attendance is low, if commissioners aren’t coming to meetings, what we’re doing isn’t meaningful or relevant. And equally important, if we successfully attract a youth – or an adult – to Scouting, if we’re doing the right things in the right way, they will stay.
And our mission as commissioners hasn’t changed. Our primary responsibility remains helping units serve more youth better through Scouting.
So, Unit Service is an impact game, too. Without effective unit service, our units simply won’t serve as many youth as well…
THE UNIT SERVICE PLAN
PTC 2014 "The Council Commissioner"

4. 2nd Century Service Visioning Continuous Improvement Engagement
10/13/2018
2nd Century Service
Visioning
Continuous Improvement
Engagement
Collaboration
Linkage
Transparency
Unit Service faces the same challenge faced by Scouting: our mission hasn’t changed, but how we go about achieving it must. Excellent program is the single greatest reason for youth – and adults – to join and stay in Scouting. But an excellent program must be relevant and that’s why the elements of our program must continually change. That’s happening. Just think about merit badges: Composite Materials, Game Design, Robotics, Sustainability. Or consider the activities offered at our most recent National Jamboree.
Consider what we teach in the most advanced training offered to our leaders: effective listening, visioning, team development, communication, project planning, change management, leveraging diversity and inclusiveness (cultural, ethnic, and generational), problem solving, conflict management, coaching and mentoring, leaving a legacy.
Scouting is changing, as it must, to remain relevant. And while our mission as commissioners remains constant, how we go about our work must change for us to be responsive to our units’ needs.
The change isn’t limited to only how we work, it’s fundamental to what we do; 2nd Century Service requires that we change our approach to recruiting, training, and recognizing commissioners.
These terms are different, but they capture the characteristics of the tools and techniques needed for Unit Service to have impact. And Unit Service exists for no other reason…remember, we’re playing an impact game.
THE UNIT SERVICE PLAN
PTC 2014 "The Council Commissioner"

5. Which Way I Ought to Go? 10/13/2018
“Would you tell me, please, which way I ought to go from here?" "That depends a good deal on where you want to get to." "I don't much care where –" "Then it doesn't matter which way you go.”  ― Lewis Carroll, Alice in Wonderland
Alice reminds us of a simple fact: if we don’t have a vision of what we want to achieve our chance of success is limited.
THE UNIT SERVICE PLAN
PTC 2014 "The Council Commissioner"

6. 10/13/2018
The Vision
The retention mission of the commissioner corps is best achieved by providing an adequate number of trained unit commissioners who provide a link to district committees in support of a quality unit program.
Visioning
It’s a good bit easier to achieve success when we have a clear picture of what it will look like; that’s the text book definition of a vision: a picture of future success.
You’ve probably seen this before. Your National Commissioner Support Staff developed this as our vision for Unit Service.
Remember: we own retention. Our work, done well, helps retain units, youth, and adults in Scouting. Unit Service enables unit leaders to play our game with a purpose well.
And while many of the elements of our vision are familiar, one of those new terms – linkage – has surfaced. We’ll get back to that…
But Alice’s encounter with the cat reminds us of something else: even if we know where we want to go, we still need to know which turn to take…we need a plan…we’ll get back to that…
THE UNIT SERVICE PLAN
PTC 2014 "The Council Commissioner"

7. 10/13/2018
Areas of Focus
Supporting unit growth through the Journey to Excellence.
Contacting units and capturing their strengths and needs in Commissioner Tools.
Linking unit needs to district operating committee resources.
Supporting timely charter renewal.
Achieving a vision requires focus; these are the areas on which we believe commissioners must remain focused.
Some of the terminology is familiar, but there are some changes to what you’ve seen before.
Note the second point: we think we need to focus on a variety of contacts with the units we serve, not just visits. And we believe we need to focus on identifying unit strengths and needs.
A not-so-subtle point: Linking unit needs now comes after contacting units…we’ll get back to that…
THE UNIT SERVICE PLAN
PTC 2014 "The Council Commissioner"

8. What Do You Measure? 10/13/2018 Continuous Improvement:
We talked about this in our session on Journey to Excellence…Scouting’s tool to enable continuous improvement.
We measure what matters….
JTE provides us with specific areas (5 for our councils and districts, 5 for our units) and customized goals within each. We believe that if we focus on those and do them well, that we’ll deliver a high quality Scouting experience that will enable our units to attract and retain more kids, and adults.
And as I said earlier, continuous improvement is one of the tools we need to deliver 2nd Century Service.
THE UNIT SERVICE PLAN
PTC 2014 "The Council Commissioner"

9. The Key 3 It’s About the YOUTH Units Districts Councils Areas Regions
10/13/2018
The Key 3
It’s About the YOUTH
Professional Staff
Operations Staff
Unit Service Staff
Units
Districts
Councils
Engagement:
We find a “Key 3” at every level of Scouting, from our national council to our local units. From our national council through our districts, each Key 3 is comprised of a professional Scouter and representatives of unit service and Scouting’s operational functions (Finance, Membership and Program).
Developing an effective Key 3 isn’t easy. But experience has taught us one thing: wherever we have an engaged, effective Key 3, we do a better job of delivering the promise of Scouting.
The Unit Key 3 is a relatively new concept and, as we’ll see later, it has a slightly different composition, but every Key 3 is ultimately focused on the youth our movement serves.
Areas
Regions
National
THE UNIT SERVICE PLAN
PTC 2014 "The Council Commissioner"

10. A Functional Key 3 Professional Unit Operations Service Youth Youth
10/13/2018
A Functional Key 3
Professional
Unit
Service
Operations
Youth
Youth
Youth
Youth
Collaboration:
This is a slightly different perspective of the Key 3 concept. It emphasizes the interaction between each and all of its components. Sometimes, for example, a commissioner works directly with a Scouting professional, or with a representative of Program, or Finance, or Membership; sometimes representatives of each element of a Key 3 work together. Regardless, a focus on the youth Scouting serves remains primary.
Successful interaction requires collaboration. Functional Key 3’s understand and agree upon common and individual goals. That greatly increases their effectiveness.
THE UNIT SERVICE PLAN
PTC 2014 "The Council Commissioner"

11. Unit Service The Unit Key 3 YOUTH Unit Leader Committee Chair COR
10/13/2018
The Unit Key 3
COR
Committee Chair
Unit Leader
Unit Service
YOUTH
The Unit Key 3 is a relatively new concept that is a result of efforts to more effectively establish new units and support them during their first 3 years. The Unit Key 3 is comprised of the unit leader, unit committee chair, and charter organization representative. Experienced, trained unit commissioners are assigned to new units for an extended period (typically 3 years) and generally serve only one new unit at a time to enable them to visit those units at least monthly and serve as an advisor to the Unit Key 3. The new-unit commissioner is not a member of the Unit Key 3, but she (or he) should develop close relationships with each member of the Unit Key 3 and serve as their primary advisor.
While the Unit Key 3 was initially established to help us more effectively establish new units, its success has demonstrated that it can be an equally effective tool for sustaining existing units. A functional Unit Key 3 will help improve retention.
THE UNIT SERVICE PLAN
PTC 2014 "The Council Commissioner"

12. Unit Service A Functional Unit Key 3 COR Unit Committee Chair Leader
10/13/2018
A Functional Unit Key 3
COR
Unit Service
Committee Chair
Unit
Leader
Youth
Youth
Youth
Youth
The members of an effectively functioning Unit Key 3 interact much the same as the members of any other Key 3 and the kids the unit serves remain the primary focus of their interactions. Unit service – a unit commissioner – supports the efforts of a Unit Key 3. The unit commissioner isn’t a member of, but an advisor to, a Unit Key 3.
Both engagement and collaboration are necessary for this model to be successful.
So is transparency, but we’ll get back to that…
THE UNIT SERVICE PLAN
PTC 2014 "The Council Commissioner"

13. Linkage The District The Unit Operating Committee
10/13/2018
Linkage
The Unit Commissioner
The Unit
The District
Operating
Committee
We also know that commissioners can’t be experts in everything, and they can’t fix everything.
But strong district operating committees have experts in all elements of Scouting and unit commissioners can be most effective if they link unit needs to that expertise. How best to do that? We’ll get back to that…
THE UNIT SERVICE PLAN
PTC 2014 "The Council Commissioner"

14. Supporting & Sustaining Units
10/13/2018
Supporting & Sustaining Units
Kids
Professional
Unit
Commissioner
Unit Key 3
District
Operating
Committee
So our view of how best to deliver the promise of Scouting to the youth it serves is changing.
To implement this approach, greater transparency is needed. Each of these elements must engage and collaborate to identify how to deliver the best possible program through our units.
THE UNIT SERVICE PLAN
PTC 2014 "The Council Commissioner"

15. Supporting & Sustaining Units
10/13/2018
Supporting & Sustaining Units
Unit Self Assessment
Unit Health Reviews
Annual Service Plan
UVTS
These are tools familiar to all commissioners. They’ve been a part of our tool kit for years, but none of them is as effective as when first implemented. Times change; our tools and techniques must change, too, to enable us to adapt to the needs of 21st Century Scouting.
We teach the value of assessment throughout our leadership training. Unit leaders were taught to conduct periodic unit self assessments. Unit commissioners have long been involved in assessing the units they serve, and our Membership Validation procedure calls for them to conduct unit health reviews twice each year, in January and July. But we have no process for coordinating the results of these assessments.
The Annual Service Plan long been a Unit Service tool. But think about this: if was a list of things to do each month for every unit. Some of them were valuable, but it was a task-oriented list and the items on in may not have been responsive to the needs of a particular unit, or worth while at the time the plan called for them to be completed.
UVTS did what its name implied: it tracked unit visits. But it offered little easily-accessible, actionable information that could be used to help units succeed.
Mark all of them off your list; they are going away.
And they are going away for a good reason: we believe we have a better way, and a better tool, to support your efforts to help units succeed.
THE UNIT SERVICE PLAN
PTC 2014 "The Council Commissioner"

16. THE UNIT SERVICE PLAN IMPLEMENTATION UNIT ASSESSMENT UNITS UNIT
10/13/2018
THE UNIT SERVICE PLAN
IMPLEMENTATION
UNIT ASSESSMENT
DISTRICT COMMITMENT
UNIT
SERVICE PLAN
UNITS
Transparency:
The Unit Service Plan is a better way to provide unit service; it ensures commissioners will have impact. It supports all four elements of excellent unit service (1. Supporting unit growth through the Journey to Excellence, 2. Contacting units and capturing their strengths and needs in Commissioner Tools, 3. Linking unit needs to district operating committee resources, and, 4. Supporting timely charter renewal), and also supports our approach to starting and sustaining high-performing units (detailed in the Unit Performance Guide [ ).
Based on a collaborative assessment of unit health, commissioners develop a service plan that is customized to respond to a unit’s strengths and needs and draws upon resources available within the unit, and through its charter partner and the district operating committee.
Through ongoing unit contacts, commissioners capture periodic updates of the collaborative assessment of unit health and ensure the plan for improvement is moving forward. All of a commissioner’s unit contacts need not be in person or at unit meetings. Telephone conversations, s, text message exchanges and casual meetings can all result in significant contacts. The key is this: a significant contact ends in an actionable conclusion that furthers the unit service plan.
Engagement of the Unit Key 3 is essential to the development and execution of an effective Unit Service Plan. The Unit Key 3 (unit leader, committee chair, and charter organization representative) may be a new concept for many units. It was developed as a best practice for new units following the Unit Performance Guide methodology. Its use has shown that all units employing the Unit Key 3 concept are stronger and have an easier time making decisions. Examples of a “unit leader” would include a Cubmaster, Scoutmaster, or Crew Advisor; note that the unit commissioner is not a member of the Unit Key 3, but serves as an advisor to them.
The Unit Service Plan provides transparency: working together, unit leadership, Unit Service, and District Operations identify how best to deliver the best possible program to the youth served by a unit and work together to accomplish the plan they develop.
THE UNIT SERVICE PLAN
PTC 2014 "The Council Commissioner"

17. The Unit Service Plan The Process: UNIT ASSESSMENT
10/13/2018
The Unit Service Plan
UNIT ASSESSMENT
The Process:
Review JTE performance
Hold unit assessment meeting
Complete assessment
Identify opportunities
UNIT ASSESSMENT
A Unit Assessment can be a first step in supporting unit growth on the Journey to Excellence.
The Process:
Units benefit from assessments at least twice each year at six month intervals. Around charter renewal is a great option as that often occurs at about the same time units are reviewing JTE achievements for the current year. A third assessment may be valuable when there is a change in unit leadership.
It may be helpful for the unit commissioner to coordinate a Unit Assessment Meeting with the Unit Key 3 and other unit leaders who can add value to the planning process. Candidate agenda items would include:
Review of the unit’s JTE performance for the current year.
Completion of a Unit Assessment.
Identification of key opportunities to strengthen the unit and the program it offers during the coming year.
The information developed during the Unit Assessment Meeting is the foundation of the Unit Service Plan, which will be captured in Commissioner Tools, where it will be available for ongoing reference by the unit commissioner.
THE UNIT SERVICE PLAN
PTC 2014 "The Council Commissioner"

18. The Unit Service Plan Resources: UNIT ASSESSMENT
10/13/2018
The Unit Service Plan
UNIT ASSESSMENT
Resources:
JTE objectives & scores
Unit contacts logged in Commissioner Tools
Unit Assessment Scoring Matrix
Resources:
1. The Unit Assessment is based upon JTE Objectives (for example, Advancement, Retention, Trained Leadership, etc.) JTE scores will help identify the unit’s strengths and opportunities for improvement.
Journey to Excellence standards are updated each year in August and are posted at Units that are successful in the JTE Objectives areas attract and retain more youth.
Familiarity with current JTE standards will provide a common perspective for everyone involved in developing and executing a Unit Service Plan.
3. Unit visits made by the unit commissioner and logged in the Commissioner Tools can also provide valuable perspective in the assessment process.
THE UNIT SERVICE PLAN
PTC 2014 "The Council Commissioner"

19. UNIT ASSESSMENT SCORING MATRIX MAKING PROGRESS TOWARDS
10/13/2018
UNIT ASSESSMENT SCORING MATRIX
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
A Unit Assessment doesn’t have to be difficult process. Unit leaders and engaged commissioners know, intuitively, a unit’s strengths and its opportunities to improve.
Take a look at this unit assessment scoring matrix…it’s pretty simple…
A Unit Key 3 and unit commissioner can use it in conducting the unit assessment that is the foundation of a Unit Service Plan. Whether the scale is “Low-Medium-High,” “Red-Yellow-Green,” or “ ,” the matrix provides a simple approach to assessing a unit’s performance in key areas such as Finance, Membership, Program, and Leadership & Governance. The next logical step in the process, once opportunities for improvement are identified, is to prioritize them. It may not be practical to attack all of them at the same time; prioritizing them will enable the best possible use of available resources to improve unit performance.
The definitions provide a frame of reference: a “High”/”Green”/”5” assessment indicates the unit is nearly ideal in an area, for example.
Unit Assessments should always include the unit’s program plan. Our best units, those with the highest retention of youth and adults, invariably create and maintain an annual program plan that ensures the unit’s program is relevant to the youth it serves.
THE UNIT SERVICE PLAN
PTC 2014 "The Council Commissioner"

20. The Unit Service Plan The Process: UNIT SERVICE PLAN
10/13/2018
The Unit Service Plan
UNIT
SERVICE PLAN
The Process:
Develop action plans
Identify responsibility
Unit volunteer?
Charter Org?
District resource?
Establish target dates
SMART goals
UNIT SERVICE PLAN
The Process:
Using the results of the Unit Assessment Meeting, the Unit Key 3 and unit commissioner should work together to develop the Unit Service Plan, a list of action items that will strengthen the unit and the program it offers to the youth it serves. In addition, they should establish completion target dates and assign responsibility for each. Finally, resources needed to accomplish specific action items should be identified (some resource needs, such as funding or training, might result in the identification of other action items).
The Unit Service Plan should be based upon the Unit Assessment.
As the Unit Service Plan is developed, it will become apparent that some action items will be the responsibility of unit leadership (for example, recruiting new youth members or adult volunteers), some will be the responsibility of the unit’s charter partner (for example, providing additional meeting space or equipment storage), and others will be the responsibility of the unit commissioner to coordinate by linking unit needs to district resources (for example, delivery of position-specific training for unit leaders or participation in the district’s fall membership roundup).
THE UNIT SERVICE PLAN
PTC 2014 "The Council Commissioner"

21. The Unit Service Plan Resources: UNIT SERVICE PLAN Unit Program Plan
10/13/2018
The Unit Service Plan
UNIT
SERVICE PLAN
Resources:
Unit Program Plan
District/Council activities schedule
District charter renewal plan
Resources:
1. The Unit Program Plan may help identify unit needs and action items (for example, Scouts wanting high adventure who belong to a troop with little back-packing experience may need support from the district camping committee).
2. The district schedule and plans for charter renewal can help in developing action items that support on time unit charter renewal
THE UNIT SERVICE PLAN
PTC 2014 "The Council Commissioner"

22. The Unit Service Plan The Process: DISTRICT COMMITMENT
10/13/2018
The Unit Service Plan
DISTRICT COMMITMENT
The Process:
Identify district resources
Link resources to unit needs
Monitor plan progress
DISTRICT COMMITMENT
The Process:
Finalizing a Unit Service Plan requires commitment from the district operating committee. While the method of gaining commitment may vary from one district to another, the goal is to identify resources on the district operating committee that can help meet unit needs and complete action items on the Unit Service Plan (for example, the district’s training committee might supply training needed by unit leaders while its membership committee might coordinate unit participation in the fall membership roundup). Unit commissioners will find the members of an effective district operating committee willing to offer resources to meet unit needs as they understand no one, including a unit commissioner, can be an expert on everything.
District commitment enables the unit commissioner to link district operating committee resources to unit needs and identify accountability for the related action items on the Unit Service Plan. With those commitments, the Unit Service Plan can be finalized.
The unit commissioner and the Unit Key 3 should monitor the plan throughout the year and identify when adjustments are needed. Unit contacts will provide an opportunity to monitor progress, too, and visit reports in Commissioner Tools will provide valuable information for the next Unit Assessment.
THE UNIT SERVICE PLAN
PTC 2014 "The Council Commissioner"

23. The Unit Service Plan Resources: DISTRICT COMMITMENT
10/13/2018
The Unit Service Plan
DISTRICT COMMITMENT
Resources:
District Committee organization chart
Contact information
Resources:
A district committee organizational chart, including contact information, may be useful in accessing resources to help meet unit needs.
THE UNIT SERVICE PLAN
PTC 2014 "The Council Commissioner"

24. The Unit Service Plan The Process: IMPLEMENTATION Execute the plan
10/13/2018
The Unit Service Plan
IMPLEMENTATION
The Process:
Execute the plan
Maintain accountability
Update as needed
The Process:
An unexecuted plan is of no value.
The unit commissioner is an essential element of the Unit Service Plan’s success. An engaged unit commissioner works closely with the Unit Key 3 to continually assess progress and help the unit and the district operating committee maintain accountability and make course corrections when necessary.
Updating the Detailed Unit Assessment (in Commissioner Tools) at 6 month intervals (or when unit leadership changes) will help ensure the unit continues to grow and provide the best possible program to the youth it serves.
THE UNIT SERVICE PLAN
PTC 2014 "The Council Commissioner"

25. The Unit Service Plan Resources: IMPLEMENTATION Unit Service Plan
10/13/2018
The Unit Service Plan
IMPLEMENTATION
Resources:
Unit Service Plan
Unit contact reports in Commissioner Tools
Resources:
1. The Unit Service Plan (available in Commissioner Tools).
2. Unit contact reports (available in Commissioner Tools).
THE UNIT SERVICE PLAN
PTC 2014 "The Council Commissioner"

26. THE UNIT SERVICE PLAN IMPLEMENTATION UNIT ASSESSMENT UNITS UNIT
10/13/2018
THE UNIT SERVICE PLAN
IMPLEMENTATION
UNIT ASSESSMENT
DISTRICT COMMITMENT
UNIT
SERVICE PLAN
UNITS
And remember…
…it’s a cycle…as the current Scouting year draws to a close and the charter renewal process begins, it is time for another Unit Assessment…
…and things can and do change during the course of the Scouting year and may require that the Unit Service Plan be revised….
THE UNIT SERVICE PLAN
PTC 2014 "The Council Commissioner"

27. 10/13/2018
THE UNIT SERVICE PLAN
PTC 2014 "The Council Commissioner"