Organizing Troop Paperwork/ G-Scoutmate. Confessions of a Troop Leader

Transcription

1 Organizing Troop Paperwork/ G-Scoutmate Girl Scouts of the Huron Valley Council Winter Training Fair Haran C. Rashes Presenter Organizing Troop Paperwork/G-Scoutmate Slide 1 Confessions of a Troop Leader Haran C. Rashes Leader Brownie Girl Scout Troop 205 Trainer GSHVC Wife Laurie is Leader of Junior Troop 860 and Junior TSD in Ann Arbor-C (she bought and also uses the software). Until my wife found G-Scoutmaster for me, my Girl Scout paper work was a mess and all over the house Organizing Troop Paperwork/G-Scoutmate Slide 2 Screenshots and G-Scoutmate 1995, 2005 The KSC Group, LLC Page 1

2 First Grade Paperwork Progression Mostly on Paper Created lots of forms Second Grade All forms created and kept on computer Excel and Word Third Grade G-Scoutmate Organizing Troop Paperwork/G-Scoutmate Slide 3 What is G-Scoutmate Girl Scout Record Keeping Software; Released in 1992; Latest version is 6.0; Requires Windows 95 or higher; Requires 70 MB of hard drive space; Tracks every type of troop/group from Daisies through 11-17, including Studio2B; Includes financial, money-earning activity, inventory, library and other sections; and, The only GSUSA licensed vendor that sells recordkeeping software for Girl Scouts! Organizing Troop Paperwork/G-Scoutmate Slide 4 Screenshots and G-Scoutmate 1995, 2005 The KSC Group, LLC Page 2

3 Objectives of this Course This course features an overview of G-Scoutmate. While we will learn some of its features, this is not a hands-on workshop. The best way to learn to use G-Scoutmate is to use it! Organizing Troop Paperwork/G-Scoutmate Slide 5 Installation of G-Scoutmate Installs just like any other Windows Program When installing G-Scoutmate, remember to choose G-Scoutmate from the list of KSC Group Products. If installing for the first time, just follow the prompts. Organizing Troop Paperwork/G-Scoutmate Slide 6 Screenshots and G-Scoutmate 1995, 2005 The KSC Group, LLC Page 3

4 Getting Started The first time you launch G-Scoutmate, you will be asked to identify your troop and type. You will then be ready to enter information. Organizing Troop Paperwork/G-Scoutmate Slide 7 The G-Scoutmate Screen Organizing Troop Paperwork/G-Scoutmate Slide 8 Screenshots and G-Scoutmate 1995, 2005 The KSC Group, LLC Page 4

5 Menus and Toolbar Almost every command you will need to use is located on the Toolbar. Girl Scout Information Enter and update a girl s record. Adult Information Enter and update an adult s record. Ask G-Scoutmate Query your records. Organizing Troop Paperwork/G-Scoutmate Slide 9 Menus and Toolbar - Continued Event Central Manage field trips and events. Reports Generate reports and rosters. Calendar Central Maintain a calendar for your troop(s). Finances The troop checkbook. Send to your scouts or adults. Organizing Troop Paperwork/G-Scoutmate Slide 10 Screenshots and G-Scoutmate 1995, 2005 The KSC Group, LLC Page 5

6 Menus and Toolbar - Continued Money Earning Activities Track your troop s fundraisers. Inventory Track your troop s equipment. Library Track the books your troop owns. Notepad Edit notes to yourself. Organizing Troop Paperwork/G-Scoutmate Slide 11 Menus and Toolbar - Continued Troop Information Setup information about your troop(s). Backup/Restore Backup your database often! HELP This one is hopefully self-explanatory. Organizing Troop Paperwork/G-Scoutmate Slide 12 Screenshots and G-Scoutmate 1995, 2005 The KSC Group, LLC Page 6

7 Modules we will Cover In this course we will examine the following: Girl Scout Information entry; Adult Information entry; Girl Scout Advancements and tracking; Reports; Event Central; Finances; Using G-Scoutmate with multiple troops; and, Resources for helping you use G-Scoutmate. Organizing Troop Paperwork/G-Scoutmate Slide 13 Let s Get Started First enter your Girl Scouts! Either Click on the Girl Scout Information Icon; Or, Select Quick Entry from the Girl Scout Records Menu. Using the full record information allows you to enter everything at once. Using the Quick Entry gets the girls in the system fast, but you usually have to go back and complete the record. Organizing Troop Paperwork/G-Scoutmate Slide 14 Screenshots and G-Scoutmate 1995, 2005 The KSC Group, LLC Page 7

8 Select Quick Entry from the Girl Scouts Record menu to begin entering scout information. Click Save when information for that girl is completed to move onto the next girl. Quick Entry Organizing Troop Paperwork/G-Scoutmate Slide 15 TIP Before Entering Information The Manage Lists Feature: If you have information that is the same for every girl, check out the Manage Lists feature on the Utilities Menu. This way you will not have to repeatedly type the same information. Organizing Troop Paperwork/G-Scoutmate Slide 16 Screenshots and G-Scoutmate 1995, 2005 The KSC Group, LLC Page 8

9 Girl Scout Information Entry Click on the Girl Scout Information Icon. The first name alphabetically will show up. Organizing Troop Paperwork/G-Scoutmate Slide 17 Girl Scout Information Entry Click on Add to add a new record. When you complete the form, make sure you hit Save. Organizing Troop Paperwork/G-Scoutmate Slide 18 Screenshots and G-Scoutmate 1995, 2005 The KSC Group, LLC Page 9

10 Girl Scout Information Entry After you have entered a girl s information, you can modify other attributes of her record from the tabs at the top of the screen. Organizing Troop Paperwork/G-Scoutmate Slide 19 Girl Scout Information Entry You can enter all of her relatives. This will link the records to each other. Organizing Troop Paperwork/G-Scoutmate Slide 20 Screenshots and G-Scoutmate 1995, 2005 The KSC Group, LLC Page 10

11 Girl Scout Information Entry You can enter all other information, including emergency contacts. Organizing Troop Paperwork/G-Scoutmate Slide 21 Girl Scout Information Entry You can modify any girls record by selecting her from the pull down menu on the right side of the screen and then clicking on Modify. Organizing Troop Paperwork/G-Scoutmate Slide 22 Screenshots and G-Scoutmate 1995, 2005 The KSC Group, LLC Page 11

12 Adult information is added the same way as Girl Scout Information. Adult Information Entry You can select any adult from the pull down menu. Organizing Troop Paperwork/G-Scoutmate Slide 23 Adult Information Entry Just as the Girl Scouts have specific fields such as school, there are also some specific fields for adults. Organizing Troop Paperwork/G-Scoutmate Slide 24 Screenshots and G-Scoutmate 1995, 2005 The KSC Group, LLC Page 12

13 Scout Information Tool Bar From both a Girl Scout or an Adult s Information Screen you can access various sections of their record from the Tool Bar. Advancements Brownie Try-it, Junior Interest, etc., badges and records for Girl Scouts. Dues What dues has the Girl Scout or Adult Paid to the Troop. Events What events or field trips has the Girl Scout or Adult participated in. Groups and Projects What groups or projects has the Girl Scout or Adult participated in. Organizing Troop Paperwork/G-Scoutmate Slide 25 Scout Information Tool Bar (continued) Medical Information Data from the Scout s Health History Record (Remember you may still need a paper copy to take on field trips). Non Dues Money Record anything besides dues that someone has paid to the troop. Paperwork Record what forms or other paperwork has been turned in by the girl or adult. Positions Record leadership positions: i.e., Leader, Co- Leader for adults; Patrol Leader, Troop Officer for girls. Relatives Quick entry of relatives. Registration Record GSUSA registration information. Service Record community service activities and hours. Organizing Troop Paperwork/G-Scoutmate Slide 26 Screenshots and G-Scoutmate 1995, 2005 The KSC Group, LLC Page 13

14 Scout Information Tool Bar (continued) Troop History What other troops or councils has this person been associated with. Vehicles Information from the Council s Driver and Privately Owned Vehicle Statements (adults only). These and additional information screens are available from the Sections pull down menu on the right side of the Information Entry Screen. Organizing Troop Paperwork/G-Scoutmate Slide 27 Information Entry Using the Icons at the Top of an Information Record, you can add additional information such as health records. MAKE SURE YOU SAVE WHEN COMPLETED! Organizing Troop Paperwork/G-Scoutmate Slide 28 Screenshots and G-Scoutmate 1995, 2005 The KSC Group, LLC Page 14

15 Other information (for both Scouts and Adults) may be added through the Sections menu. Adult Information Entry Organizing Troop Paperwork/G-Scoutmate Slide 29 Select a girl s record. Click on Modify. Click the Advancements button to bring up the Advancements screen. Advancements Organizing Troop Paperwork/G-Scoutmate Slide 30 Screenshots and G-Scoutmate 1995, 2005 The KSC Group, LLC Page 15

16 Highlight the Advancement you want to work with and <<Add it to the list for that Girl Scout. Advancements Organizing Troop Paperwork/G-Scoutmate Slide 31 Highlight the Advancement you want to work with for that girl in the list on the right and click on See Requirements to work with the Advancement. Advancements Organizing Troop Paperwork/G-Scoutmate Slide 32 Screenshots and G-Scoutmate 1995, 2005 The KSC Group, LLC Page 16

17 Fill in the dates as elements of the badge are earned. A calendar can be called up to assist. Advancements Organizing Troop Paperwork/G-Scoutmate Slide 33 Close the list of badge elements to save. When the Scout has earned the badge, change the status to complete. You can leave the badge as Unawarded until actually presented to the scout. Advancements Organizing Troop Paperwork/G-Scoutmate Slide 34 Screenshots and G-Scoutmate 1995, 2005 The KSC Group, LLC Page 17

18 Bridging and other advancements work the same way as Badges. Advancements Organizing Troop Paperwork/G-Scoutmate Slide 35 TIP: Hold your cursor over a badge element to get the full description of what to do to complete that element. Advancements Organizing Troop Paperwork/G-Scoutmate Slide 36 Screenshots and G-Scoutmate 1995, 2005 The KSC Group, LLC Page 18

19 From the Main Screen, you can get reports on Girl Scouts Advancements. Reports Select the Report Button to go to Reports. Organizing Troop Paperwork/G-Scoutmate Slide 37 Select either one, multiple, or all of the Girl Scouts Click Next Reports Organizing Troop Paperwork/G-Scoutmate Slide 38 Screenshots and G-Scoutmate 1995, 2005 The KSC Group, LLC Page 19

20 Select the Category of the Report you want A submenu will open up Reports Organizing Troop Paperwork/G-Scoutmate Slide 39 Here I selected: Progress Reports Try-its By Award Name Reports This brought up an additional portion of the screen to complete to select my report format Organizing Troop Paperwork/G-Scoutmate Slide 40 Screenshots and G-Scoutmate 1995, 2005 The KSC Group, LLC Page 20

21 When you print report, you will get a screen copy of your report, which you may then send to a printer All Reports work in a very similar fashion Reports Organizing Troop Paperwork/G-Scoutmate Slide 41 Birthdays by age by person by date bar chart pie chart Inactive Records by person by reason bar chart pie chart Labels/Envelopes Address-Avery 5260 Address-Avery 5163 File Folders-Avery 5266 Name Only-Avery 5260 Reports Numerous Reports are available Labels/Envelopes (cont d) Nametags-Avery 5383 Postcards-Avery 5389 Envelopes-#10 Envelopes-Stand. Short Envelopes-6x9 Other Reports G-Scoutmate 5.xx Info Checklist Dues (by date) Dues (by person) and Websites Emergency contacts Girl Scout Info (Full) Non-Dues $$ (by date) Non-Dues $$ (by pers) Positions Years in Girl Scouts Phone/Address Lists Phone/Address List by Patrol by Troop Phone List by Patrol by Troop Progress Reports Petals by Award Name by Girl Scout Name Try-its by Award Name by Girl Scout Name Badges by Award Name by Girl Scout Name Organizing Troop Paperwork/G-Scoutmate Slide 42 Screenshots and G-Scoutmate 1995, 2005 The KSC Group, LLC Page 21

22 Progress Reports (Cont d) Interest Project Awards by Award Name by Girl Scout Name Studio 2B Charms by Award Name by Girl Scout Name Other Awards by Award Name by Girl Scout Name Levels by Award Name by Girl Scout Name All by Award Name by Girl Scout Name Reports (Cont d) Numerous Reports are available Registration by Effective Date Registration by school by Troop by Date Registered Registration by school by Troop Rosters Roster by Patrol by Troop Unawarded Awards by Award type by award by Girl Scout Name by Award by Girl Scout Name Vehicle Information Organizing Troop Paperwork/G-Scoutmate Slide 43 Event Central GS Scoutmate can help you plan your next Troop Event or Trip. Generate Council Permission Slips; Track permission slips; Track money turned in; Track attendance. Organizing Troop Paperwork/G-Scoutmate Slide 44 Screenshots and G-Scoutmate 1995, 2005 The KSC Group, LLC Page 22

23 Select the Event Central menu or click on the Event Central button to bring up the Event Central Screen. Event Central Select the type of event you wish to add from the pull down menu. Organizing Troop Paperwork/G-Scoutmate Slide 45 Click on Add New Event to add the event and allow you to work with it. Fill in the appropriate information about your event and click Save Changes. Event Central Organizing Troop Paperwork/G-Scoutmate Slide 46 Screenshots and G-Scoutmate 1995, 2005 The KSC Group, LLC Page 23

24 You can now track which girls are attending the event and have paid their money by moving them to the attendees list. Event Central Organizing Troop Paperwork/G-Scoutmate Slide 47 Event Central can generate permission slips designed for our Council. Permission Slip Data file must be initially downloaded from KSC Group. Event Central Council Permission Slips Organizing Troop Paperwork/G-Scoutmate Slide 48 Screenshots and G-Scoutmate 1995, 2005 The KSC Group, LLC Page 24

25 Download the permission slip for our Council. Save the file to your G- Scoutmate folder, which is probably: Event Central Council Permission Slips C:/Program Files/Gscoutmate60 Organizing Troop Paperwork/G-Scoutmate Slide 49 Go into G- Scoutmate and select (from the main menu) File and Preferences. This will bring up the Preferences Window. Next to "Permission Slip Report File", click on the "SF" button. Event Central Council Permission Slips Organizing Troop Paperwork/G-Scoutmate Slide 50 Screenshots and G-Scoutmate 1995, 2005 The KSC Group, LLC Page 25

26 Double-click on the permission slip report file for your council. (The one you just saved). Click on Save to activate that permission slip file. Event Central Council Permission Slips Organizing Troop Paperwork/G-Scoutmate Slide 51 Double-click on the permission slip report file for your council. (The one you just saved). Click on Save to activate that permission slip file. Click on Save again to save your preferences. Event Central Council Permission Slips Organizing Troop Paperwork/G-Scoutmate Slide 52 Screenshots and G-Scoutmate 1995, 2005 The KSC Group, LLC Page 26

27 Return to Event Central (if you previously setup a council permission slip, you are ready to go). Select an existing event and click Event Permission Slip to bring up the permission slip preferences screen. Event Central Permission Slips Organizing Troop Paperwork/G-Scoutmate Slide 53 Click Add and then Fill in the Permission Slip Information. If you are using a Council or Custom Permission slip, click on the For Custom Permission Slips tab. Event Central Permission Slips Organizing Troop Paperwork/G-Scoutmate Slide 54 Screenshots and G-Scoutmate 1995, 2005 The KSC Group, LLC Page 27

28 The Custom Fields for GSHVC are: Event Central Permission Slips 1. Leader s Name; 2. Leaders Cell Phone Number; 3. Return permission slip and payment by; Organizing Troop Paperwork/G-Scoutmate Slide 55 The continued Custom Fields for GSHVC are: 4. If X, then Uniforms box is checked, otherwise other will be checked and text printed; 5. Girls should bring; 6. Drivers/Chaperones needed Event Central Permission Slips Organizing Troop Paperwork/G-Scoutmate Slide 56 Screenshots and G-Scoutmate 1995, 2005 The KSC Group, LLC Page 28

29 You can also create individual Permission Slips for each Girl. Return to Event Central and highlight or select the girls you want to generate Permission Slips for. Select Reports from the Event Central Menu. Event Central Permission Slips Organizing Troop Paperwork/G-Scoutmate Slide 57 Click Save and then select Print from the menus to create your permission slips. From the menu you can choose to print Blank Permission without the girl s name on it. Event Central Permission Slips Organizing Troop Paperwork/G-Scoutmate Slide 58 Screenshots and G-Scoutmate 1995, 2005 The KSC Group, LLC Page 29

30 Highlight Permission Slips and click on Print Reports. Event Central Permission Slips If you have setup an account with G-Scoutmate and have addresses for your girls, you can even the permission slips! Organizing Troop Paperwork/G-Scoutmate Slide 59 Print them out and each girl will now have her own permission slip. Event Central Permission Slips Organizing Troop Paperwork/G-Scoutmate Slide 60 Screenshots and G-Scoutmate 1995, 2005 The KSC Group, LLC Page 30

31 Finances To Simplify your finances, first go to the Utilities menu and select List Management Add the financial categories from our council s financial reports to the Finance Categories List Organizing Troop Paperwork/G-Scoutmate Slide 61 Finances If you can use Quicken, you can use G-Scoutmate The first time you click on the Finance button you will be told that there are no accounts defined. Clicking OK, will allow you to open a new account. Organizing Troop Paperwork/G-Scoutmate Slide 62 Screenshots and G-Scoutmate 1995, 2005 The KSC Group, LLC Page 31

32 Finances Once an account is setup, you will be able to use the Financial Register. Organizing Troop Paperwork/G-Scoutmate Slide 63 Finances Click Add New to add a new transaction. Organizing Troop Paperwork/G-Scoutmate Slide 64 Screenshots and G-Scoutmate 1995, 2005 The KSC Group, LLC Page 32

33 Finances Add data directly into check register. Organizing Troop Paperwork/G-Scoutmate Slide 65 Finances Click Save to update your balance. Organizing Troop Paperwork/G-Scoutmate Slide 66 Screenshots and G-Scoutmate 1995, 2005 The KSC Group, LLC Page 33

34 Finances Financial Reports are available directly from the Financial Account Window. Organizing Troop Paperwork/G-Scoutmate Slide 67 Finances Filling out year end and interim Financial Reports will now be a breeze! Organizing Troop Paperwork/G-Scoutmate Slide 68 Screenshots and G-Scoutmate 1995, 2005 The KSC Group, LLC Page 34

35 Using G-Scoutmate with Multiple Troops G-Scoutmate can be used for multiple troops within the restrictions of the G-Scoutmate Software Licensing Policy: If purchased for use by a troop The software may be copied for members of the troop. It may not be used on the service unit level, and it may not be copied for other troops. If purchased for use by a service unit The software may be copied for members of the service unit team. Since many service unit team members also have their own troops, we've come up with the following license policy: 1) One person may use this copy at both the service unit and troop level at NO additional cost; 2) For other members of the service unit team that WILL NOT use G-Scoutmate on the troop level, there is NO additional charge; 3) For other members of the service unit team that WILL use G-Scoutmate on the troop level, they will need to purchase a "Service Unit Team Member Personal Troop Usage (SUTMPTU) License" for $ ) G-Scoutmate cannot be given to troop leaders that are not part of the Service Unit team. Organizing Troop Paperwork/G-Scoutmate Slide 69 Using G-Scoutmate with Multiple Troops To Set-up second, third or up to tenth troop: Select Setup Troops from the Utilities Menu. Enter the additional Troop s number. Enter the additional Troop s type Click on <<Add to add the Troop. Organizing Troop Paperwork/G-Scoutmate Slide 70 Screenshots and G-Scoutmate 1995, 2005 The KSC Group, LLC Page 35

36 Using G-Scoutmate with Multiple Troops To work with a different troop: Select Switch to a Different Troop from the Utilities Menu. The Troop Selection Window will come up. Double Click the Troop you want to work with. G-Scoutmate now will be operational for that Troop Organizing Troop Paperwork/G-Scoutmate Slide 71 Resources for helping you use G-Scoutmate G-Scoutmate comes with a comprehensive and searchable manual. The manual is in Adobe Acrobat PDF format and located in the same directory in which you install G-Scoutmate Organizing Troop Paperwork/G-Scoutmate Slide 72 Screenshots and G-Scoutmate 1995, 2005 The KSC Group, LLC Page 36

37 Resources for helping you use G-Scoutmate A discussion group about the features and functionality of G- Scoutmate is available on Yahoo Groups. You can either use Yahoo Groups or have messages delivered to your . To Subscribe, or to check it out, go to: Organizing Troop Paperwork/G-Scoutmate Slide 73 Resources for helping you use G-Scoutmate G-Scoutmate has a series of Help Files. They can be accessed by pressing the F1 key on your keyboard or clicking on the Help icon on the toolbar. Organizing Troop Paperwork/G-Scoutmate Slide 74 Screenshots and G-Scoutmate 1995, 2005 The KSC Group, LLC Page 37

38 Resources for helping you use G-Scoutmate KSC Group s Website KSC is always putting helpful tips, upgrades, and other resources on their website. This is also the location of the G-Scoutmate Knowledge Base. Organizing Troop Paperwork/G-Scoutmate Slide 75 Resources for helping you use G-Scoutmate The Knowledge Base contains a searchable database of questions that users have asked as well as hints and tips. Organizing Troop Paperwork/G-Scoutmate Slide 76 Screenshots and G-Scoutmate 1995, 2005 The KSC Group, LLC Page 38

39 Organizing Troop Paperwork/ G-Scoutmate The best way to learn G-Scoutmate is to use it! Organizing Troop Paperwork/G-Scoutmate Slide 77 Screenshots and G-Scoutmate 1995, 2005 The KSC Group, LLC Page 39