1. ALF – Resource Management Aaron Tsang Leader, District B tsangah@asme.org

2. This objective of this session is to provide you (as leaders of an ASME Unit) with an in-depth overview of three different resources available from ASME to guide you in leading your unit more effectively Session Objective

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

4. ALF – Resource Management: ASME Financial Reports Manager Aaron Tsang Leader, District B tsangah@asme.org

5. ALF – Resources – Fin Rpts Mgr5 Awareness of the ASME Financial Reports Manager Knowledge of how access is achieved Comfort level for future use of the tool Session Objectives

6. ALF – Resources – Fin Rpts Mgr6 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?

7. ALF – Resources – Fin Rpts Mgr7 What is the ASME Financial Reports Manager The Financial Reports Manager is a tool which allows Unit Leaders to view reports of their Custodial Accounts online Requires special authorization; usually given to Unit Chairs and Treasurers

8. What is the Purpose 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 ALF – Resources – Fin Rpts Mgr8

9. 9 System Requirements Must already have ActiveX controls for the Crystal Reports viewer, or set to allow them to be downloaded and installed May require Internet Explorer

10. ALF – Resources – Fin Rpts Mgr10 Accessing the ASME Financial Reports Manager The Financial Reports Manager can be accessed from the Unit Leadership Resource Center http://volunteer.asme.org/Unit/ http://volunteer.asme.org/Unit/ Or, can be accessed directly at http://my.asme.org/financials/GLReports.cfm http://my.asme.org/financials/GLReports.cfm

11. ALF – Resources – Fin Rpts Mgr11 Access from Unit Leadership Resource Center

12. ALF – Resources – Fin Rpts Mgr12 Example: Pulling a Custodial Account Statement Checklist!  Are you the Chair or Treasurer?  Do you have your ASME Membership Number handy?

13. ALF – Resources – Fin Rpts Mgr13 Login to Financial Reports Manager

14. ALF – Resources – Fin Rpts Mgr14 Choose the Account

15. ALF – Resources – Fin Rpts Mgr15 ActiveX Control Messages Your system may either prompt you to allow it to download, and then install and run ActiveX controls for Crystal Reports, or if your security settings don’t allow, it may show you a failure message

16. ALF – Resources – Fin Rpts Mgr16 The Report Will Load in a Separate Window

17. ALF – Resources – Fin Rpts Mgr17 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

18. ALF – Resources – Fin Rpts Mgr18 Report Zoom 1

19. ALF – Resources – Fin Rpts Mgr19 Report Zoom 2

20. ALF – Resources – Fin Rpts Mgr20 Program Controls Printer Icon: Print Report Envelope Icon: Export Report Lightning Icon: Refresh Report Zoom Navigate Multi-pages Binoculars: Search for content

21. ALF – Resources – Fin Rpts Mgr21 Export Options Notice we can export to several file types. Choose the file type you want Click Browse to enter file name and save

22. ALF – Resources – Fin Rpts Mgr22 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 It will allow you to export the reports to several different formats for archiving & sharing

23. ALF – Resources – Fin Rpts Mgr23 Contact Information Aaron Tsang – tsangah@asme.org, (416)373-5436 This presentation will be posted on the 2011 LTC Web Site, at http://www.asmeconferences.org/ltc11/presentations.cfm

24. ALF – Resource Management: VERT Aaron Tsang Leader, District B tsangah@asme.org

25. ALF – Resources - VERT25 Awareness of the Volunteer E-request Tool (VERT) Knowledge of how access is achieved Comfort level for future use of the tool Session Objectives

26. ALF – Resources - VERT26 Session Outline What is VERT? What does it do for me? What do I need to make it work? How do I get started?

27. ALF – Resources - VERT27 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

28. ALF – Resources - VERT28 Accessing VERT VERT can be accessed from: –Unit Leadership Resource Center http://volunteer.asme.org/Unit/ http://volunteer.asme.org/Unit/ –Accessed directly at http://vorequest.asme.org/ http://vorequest.asme.org/

29. ALF – Resources - VERT29 Access from Unit Leadership Resource Center

30. ALF – Resources - VERT30 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

31. ALF – Resources - VERT31 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

32. ALF – Resources - VERT32 Enter VERT Request

33. ALF – Resources - VERT33 Review and Submit

34. ALF – Resources - VERT34 Confirmation / Note Number / “Click here to upload a file…”

35. ALF – Resources - VERT35 Allowable File Types Currently, the following file types can be uploaded –.doc and.docx –.xls and.xlsx –.ppt and.pptx –.txt –.jpg –.pdf

36. ALF – Resources - VERT36 Enter Info / Upload File

37. ALF – Resources - VERT37 Confirming Email from UnitSupport@asme.org Clickable link to track request status

38. ALF – Resources - VERT38 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

39. ALF – Resources – VERT39 Contact Information Aaron Tsang – tsangah@asme.org, (416)373-5436 This presentation will be posted on the 2011 LTC Web Site, at http://www.asmeconferences.org/ltc11/presentations.cfm

40. ALF – Resource Management: Demographics Aaron Tsang Leader, District B tsangah@asme.org

41. ALF – Resources - Demographics41 Utilizing the Membership Database to fuller potential Learning how to use the Pivot Table function in Excel to help organize your data Session Objectives

42. ALF – Resources – Demographics42 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?

43. ALF – Resources - Demographics43 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

44. ALF – Resources - Demographics44 Access from Unit Leadership Resource Center

45. Accessing the Online Roster ALF – Resources - Demographics45

46. Accessing the Online Roster ALF – Resources - Demographics46

47. Accessing the Online Roster ALF – Resources - Demographics47

48. Accessing the Online Roster ALF – Resources - Demographics48

49. Accessing the Online Roster ALF – Resources - Demographics49

50. Membership File ALF – Resources - Demographics50

51. Create Pivot Table

55. Drag items from the right into the boxes on the left

56. This simple pivot table shows you how many members are in which companies

57. 1.Copy your pivot table 2.Paste(special)-values onto another worksheet 3.Clean up your data (for example AECL, Aecl Ltd, AECL-CRL is the same company) 4.Turn on the Autofilter so you can sort your results

59. This sorted table shows that in the Ontario Section, Ryerson University and University of Toronto has the most members

60. You can also sort by Technical Interest. This list shows that out of 1337 members, 132 members are interested in Design, while 125 members are interested in Power. This can help with determining technical programs for your section.

61. 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 Ontario Section live in Toronto and Mississauga but there is a fair number of members in Ottawa, which is 4 hours away.

62. ALF – Resources - Demographics62 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

63. 63 Resource Management For questions or comments Aaron Tsang (416)373-5436 tsangah@asme.org Presentation available at events.asme.org/ltc11 /presentations.cfm