Patricia Hemenway Trish. Jackie Hall Product Program Administrator Patch programs, Administrative and all other questions

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2 2018 Cookie Program Welcome Service Unit Cookie Manager to the 2018 Cookie Program! Before the program even begins, we d like to extend our sincere thanks to you our valued Girl Scout families! Without the time and energy you put into the Girl Scout Cookie Program, girls would not have the opportunity to run their own cookie business and work with others, learning important life skills along the way, such as: goal setting, decision making, money management, people skills and business ethics. While some people still think of us as just cookies, badges, campfires, and friendship bracelets, Girl Scouts are so much more. Girl Scouts are groundbreakers, big thinkers, and role models. When she's a Girl Scout, she s also a G.I.R.L. (Go-getter, Innovator, Risk-taker, Leader) What s new for 2018? 1. New Start Date! Girls can begin using their paper order card starting on December 22 through January 18 (initial orders) 2. Service Unit Participation Bonus - See page Cookie Booth Rounds - See Troop Cookie Manager Manual 4. Cost of premium cookies Toffee Tastic and S mores are now $6 per box - See Troop Cookie Manager Manual 5. Rally Structure - See page 5 6. Damaged Cookies - See Troop Cookie Manager Manual 7. Opt Out requirement See Troop Cookie Manager Manual 8. National Girl Scout Weekend - Feb , Walkabout - See Troop Cookie Manager Manual Who to Contact: Director of Product Program Oversees the Cookie Program Patricia Hemenway Trish phemenway@gswcf.org Product Program Specialist Deposits, ebudde, Rewards Jackie Hall jhall@gswcf.org Product Program Administrator Patch programs, Administrative and all other questions productsales@gswcf.org all other questions to productsales@gswcf.org 2

3 Cookie Calendar Before Cookie Program Begins Service Unit Cookie Managers secure permission for booth sites within Nov Jan. 19 service unit Council imports 2018 registered girl members into ebudde December TBD ebudde webinar training Initial Ordering December TBD During Cookie Program Cookie Presale (paper order taking only) Dec. 22 Jan. 18 Digital Ordering begins (DOC) Jan. 13 Booth Scheduler spreadsheet due to council in required format Jan. 19 Troop Cookie Chair enters order into ebudde ; chooses delivery sites Jan and times, and initial girl rewards Service Unit Cookie Manager submits initial troop orders and Jan. 22 rewards Council submits initial order to Little Brownie Bakers (LBB) Jan. 25 ebudde webinar training Booth selection, warehouse transactions, January TBD booth sales, GOC orders, payments Booth Schedule Rounds see Troop Cookie Manager Manual Feb. 5 Cookie Delivery Dates TCC picks up cookies at chosen site & time Feb Girls deliver preorders to customers Feb Cookie Warehouses open Feb. 14 Direct Sale/Cookie Booth begins (no booths until this start date) Feb. 16 Walkabout Week (see Troop Cookie Manager Manual for information) Feb National Girl Scout Cookie Weekend Feb First Deposit Due Feb. 23 ebudde webinar training Closing out the sale and final rewards March TBD Second Deposit Due Mar. 2 Third Deposit Due Mar. 9 Cookie Warehouses close Mar. 9 Cookie Program ends for Direct Sale, Booths and Digital Order Card Mar. 11 After Cookie Program Ends Final Deposit Due Mar. 16 Troop Cookie Chair submits troops final girl rewards Mar. 19 Service Unit Cookie Manager will submit final rewards for whole SU Mar. 21 Council submits final reward orders to LBB Mar. 26 Final Rewards will be shipped to troops from LBB Apr/May 2018 Girls High End rewards will be distributed directly to Girl Scout May

4 Troop Training Service unit cookie managers (SUCM) are required to hold an informational meeting with troop leaders and troop cookie chairs (TCC) to go over the details of this year s cookie program. This should be held in November, or early December. Remember, troops must have their materials early enough in order to meet with their girls and parents. Experienced TCC Training Schedule a meeting with experienced troop cookie chairs (TCC) to execute the troop cookie chair position agreement and distribute troop materials. Before the meeting, TCCs must watch the cookie program update webinar for experienced troop cookie chairs and present the SUCM with the completion certificate. Go to VIP e-training at for experienced cookie chairs. Choose West Central Florida. New TCC Training Before the training - Secure meeting date and location Familiarize yourself with the TCC Obtain the TCC name from your troop leaders Send out training invitations or e-vites to the new TCC and have them watch the VIP training videos before coming to your training New TCC training - Introduction Have everyone sign in and introduce yourself; provide information on how/where to contact you for any necessary assistance; Have troop cookie chairs (TCC) sign position description and return original and a copy at start of meeting. The Cookie Program - Introduce the theme - Altogether Awesome Explain why the cookie program is important discuss the Girl Scout program and G.I.R.L. Cookie program resources Important dates Facts and information on the cookies Price - $4.00 per box (except for gluten-free Toffee-tastic and S mores which are $6.00/box) Proceeds - $.65 per box with quantity bonuses that can increase proceeds to $.70 per box Cadette, Senior & Ambassador Troops can opt-out of the reward program and earn $.05 per box in addition to base proceeds and quantity bonuses. Premium cookie proceeds will add an additional 17 cents Share cookie samples Programs 5 for 5, Cookie Captain, Cookie Rookie, Cookie Techie, Walkabout, Gift of Caring (show poster) and Terrific Troop Award. Rewards Display rewards and order card Bonuses, including the Service Unit Girl Participation Bonus Safety Guidelines Council credits are earned by Juliettes Procedures - Initial ordering preorder rewards for girls and troop No collection of monies during preorder period Digital Order Card Online marketing and internet safety pledge located in Safety Activity Checkpoints Ordering timeline Cookie pick- up guidelines and additional pickups Booth sales guidelines Estimating cookie cases needed for booth sales Booth Scheduler rounds Cookie Booth Locator; Cookie booth app.; Credit Cards at Booths Final ordering of girl rewards giving credit for additional sales Explain how you will distribute rewards to the troops (i.e., leaders meeting, from your home, pre-arranged meeting place, etc.) Money Handling and Deposits - Use of pre-encoded deposit slips (hand out deposit slips to appropriate troop) Deposit timelines Deposit proceeds in troop account Check handling procedures Outstanding parent procedures Tools are available to help conduct your troop training PowerPoint presentation with above content and talking points To aid with your presentation of PowerPoint file, a limited number of projectors are available upon request from the product program department ebudde - Refer to the ebudde manual or recorded ebudde training. Downloadable materials located at 4

5 Cookie Rally Cookie Rally Bonus If the service unit has a cookie rally or kick-off and use the Little Brownie Baker s Altogether Awesome Rallies book for ideas on promoting the cookie program, your service unit can earn a bonus. If service unit uses cookie pin activities, and at least one activity from the financial literacy badges or cookie business badges in the Girls Guide to Girl Scouting books, the service unit will receive the bonus. The product program department will provide sample cookies, printed materials, rally patches for each girl attending and Cookie costumes can be checked out from the Resource Center (supplies are limited). Please note you will be provided with girl sign-in sheets and surveys. These forms must be returned to the product program department in order to qualify for the rally bonus. The amount of the bonus will be determined by the percentage of registered girls in the service unit. The bonus schedule is as follows: Percentage of Reg. Girls that Attended Bonus < 25% 0 25% - 49% $100 50% - 74% $200 75% - 99% $ % $500 When a rally date is determined, contact us at productsales@gswcf.org to request printed materials. Note that it may take 5-10 days to complete your print order. 5

6 ebudde Quick Sheet - Full details are available at Login All Users Enter your address as your login, temporary password is: Toff1530 Click LOGIN 3. Change your password, answer security questions, enter/review contact information, click SUBMIT. 4. This will get you into the system. Approved web browsers: IBM Compatible Microsoft Internet Explorer version 10.x and higher, Firefox 36.0 and higher, Chrome 38.x and higher. Macintosh Safari 7.1.x and higher, and Firefox 36.x and higher, Chrome 38.x. Approved platforms: ipad - ios 6 through ios 9 iphone (mobile web) Android (mobile web) Apps (all with mobile web version) Cookie Locator Booth Sale Recorder Cupboard Keeper Approved computer specifications: Recommended Minimums: 2.0 GHz CPU - 2GB RAM Recommended Systems: 2.5 GHz CPU - 3GB RAM Service Unit Role: Contacts Tab 1. Review information. Edit as necessary. Settings Tab 1. Service Unit Manager information has been added by Council based on the signed permission form 2. Add Service Unit Goals in packages 3. Edit Message - allows service units to add an Important Message that will appear on the Dashboard reminding troops of special dates and/or important information Troops Tab troops are uploaded to ebudde by the product program staff 1. Un-submit button allows you to un-submit cookie, and/or incentive orders if incorrectly submitted or needing updating after troops have been locked out 2. Troops cannot be deleted 6

7 ebudde Cont. Init. Order Tab 1. Review Troop orders. Troops with an asterisk (*) have not submitted their orders. As Service Unit Manager you will need to submit for that troop and pick a location for the initial order cookies to be picked up (contact the troop). Rewards Tab 1. Reward orders are entered at the girl or troop level. The service unit role is to monitor the entry of reward orders and submit the order to the council after troops have submitted. Deposits Tab 1. Confirm that deposits are being made by troops. If not contact them right away. Final Reward Orders 1. Review reward orders for each troop. 2. Make any changes by editing the troop s reward order page. 3. Update shipping address (where the service unit rewards will be shipped). 4. Click SUBMIT to submit your service unit order. Once you submit the order, changes cannot be made. Report Tab: The ebudde system uses Microsoft Excel.xlsx for the printing of the reports. If you do not have the Microsoft Excel program, a report viewer for IBM compatible systems can be downloaded from the following web address: The ebudde system can also print in Adobe PDF format. To download Adobe Acrobat, use the following web address: ebudde has scheduled time-outs at 45 minutes of inactivity. ebudde will close out your session, logging you out if you have been inactive in the system for 45 minutes. You will have the opportunity to remain active from the warning messages 10 minutes and 5 minutes prior to log out. 7

8 Guidelines for Securing Cookie Booths Important! Booth locations are not the sole property of any one troop or service unit. Booth lotteries are not be allowed. All troops must choose their booth locations via the Booth Scheduler in ebudde. Please impress upon your cookie chairs that they or their parents CANNOT secure their own booth sites at big box stores (i.e., Publix, Home Depot, Wal-Mart, etc.). If they wish to hold a booth at a smaller business please have them get your approval first. Acquiring initial booth sites The service unit cookie manager (SUCM) can ask for help from other service unit volunteers to secure cookie booths but the SUCM is in charge and the volunteer held responsible for this task. The SUCM must be sure helpers understand and follow all the guidelines when securing booths. To allow Girl Scouts to sell cookies in front of a store, the SUCM must provide a cover letter and permission form (obtained from the product program department) to all cookie booth locations where a cookie booth will be held. The SUCM shall visit the store manager of a potential site and introduce her/him self as a volunteer of Girl Scouts of West Central Florida. Provide the store manager with the cover letter and permission to operate cookie booth form filled out with your contact information. Discuss with the manager the dates and times needed for booth sales and have the store manager check off her/his approved dates/times and complete the bottom portion. Provide the store manager a copy for her/his files. Not all major stores like K-Mart, Home Depot, Lowe s, etc. need corporate approval, only the store manager needs to approve. If in doubt, ask the store manager if she/he requires a letter from the council office or corporate office. If proof of insurance is needed, provide product program staff with company name, address and booth sale dates of that location. Troops can suggest possible booth locations to the SUCM, but the SUCM is the only person who secures the permission using the Permission to Operate Cookie Booth form with the location. Important Dates The dates below are offered as a guide to help make securing the cookie booth locations within your service unit more organized and less stressful. Nov Jan Secure cookie booths in service units and have forms completed and signed by store manager Jan. 19, 2018 (FIRM) Feb. 14 ALL Booth Scheduler excel spreadsheets due to product program department. Send to Jackie Hall at jhall@gswcf.org Store managers council copy form due to product program department 8

9 Booth Scheduler Spreadsheet Turn in Booth Scheduler spreadsheet on or before Jan. 19 to Jackie Hall at Before this date, product program department will all SUCM s an Excel formatted file that must be used. If you do not have Excel, you will need to reach out to someone who does. Business NameAddress Door City State Zip Phone Fax Preferred ContContact Notes Service Unit NuDate Start Time End Time Time Allotmen Troop Time Slot Walmart 6650 HembreeGrocery Side San Diego CA example@lbb Fax Becky HarriganInstructions 673 3/5/2013 3:00pm 6:00pm :00pm SAMPLE Safeway 8852 Lakewood Dr San Diego CA Phone 3/6/ :00pm 3:00pm :00pm Safeway 8852 Lakewood Dr San Diego CA Both 3/9/2013 3:00pm 6:00pm :00pm Safeway 8852 Lakewood Dr San Diego CA /7/2013 3:00pm 6:00pm :00pm Booth Scheduler Spreadsheet Data Entry Rules Spell all Publix, Walmart, Lowes, Home Depot locations exactly the same way. MUST ALSO INCLUDE STORE # (Publix 1234) Time allotments can only be 2, 3 or 4 hours each (120 (2hrs), 180 (3hrs) or 240(4hrs) minutes), no exceptions. Allotment means how many hours troops can sell at that booth location. Use the note section for special instructions for that location that all troops should know, example: stay at north door. Write out entire city name, do not shorten, example: St. Pete should be St. Petersburg Additional booth sites - Troops requesting permission for new booth sites (not shown on Booth Scheduler) must contact the SUCM. The SUCM must enter that site into a new formatted spreadsheet and send to council for uploading into ebudde. Council will upload each Wednesday afternoon. After the site is uploaded, troops can claim that site. ebudde will notify troops via three days before their booth site sale. Helpful Hints: Use the Booth Scheduler spreadsheet from previous year to lessen amount of work. (contact Jackie Hall at jhall@gswcf.org if you do not have this information). Make a list of new locations; think beyond Walmart and Publix. Think about where large groups of people or high traffic areas maybe, banks, mini marts, sporting events, community events, etc. are examples, or even a cookie store front. Having booths during the week is fine; you are not limited to the weekends but must follow the rules of the store manager. If a troop is not able to attend booth - Any troop that cannot attend their chosen booth site MUST notify the SUCM and un-claim the time slot in ebudde as soon as they know they cannot attend. By doing so, it will be removed from the Cookie Locator and the slot will open for a new troop to claim. 9

10 Service Unit Participation Bonus Here s a chance for your service unit to earn money which you can use for the benefit of your troops such as reducing the price of encampment fees, cookie rally admissions and more. How you use this bonus is up to you. If the service unit has an increase in participating girls over previous year s participation number, then the service unit will earn $5 per additional girl up to $500. In order to qualify for the bonus, the additional girl must earn at least one patch level. We have even included a customized goal poster with your supplies so you can show troops what a difference a few additional girls can make. Don t forget to let troops know how this program will benefit them and also remember to reach out to troops who haven t responded to your training invitations. If you don t communicate with them, they won t know what they are missing. In Addition - at the conclusion of the program for the top three service units having the highest participation percentage increase over last year, both the Service Unit Manager and the Service Unit Cookie Manager will receive an Amazon gift card in the denomination listed. 1 st Place - $ nd Place - $ rd Place - $25.00 Please contact the product program department at productsales@gswcf.org if you have questions. 10

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12 girlscoutcookietime.com 4610 Eisenhower Blvd., Tampa, FL Fax: Trish Hemenway Jackie Hall Director of Product Program Product Program Specialist Product Program Admin Assistant