Automated Annual Report

Automated Annual Report User Training Manual for Council Officers Area Presidents Region Presidents

Welcome to the Automated Annual Report site. We are excited to offer you this electronic reporting tool to submit your council s yearly activities to Navy League national headquarters. This new system automates the previously paperbased system. The Information Technology Committee has been advocating for a tool that meets the need of our councils and national staff to streamline and automate manual processes. We believe this is the first step in accomplishing our goal. As technology improves, so too will the reporting functions. The data you provide us will be utilized for capturing our organization s progress in accomplishing our mission, but also provide necessary data to enable members and the general public the ability to find us in a much improved council locator and individual council webpages. The Annual Report plays an important role in helping keep our national leadership apprised of council activities, and serves as the formal mechanism for not only capturing key information related to accomplishing our mission goals, but also relating what s happening in the field and our importance to those we serve. Further, the report is part of your council s fiduciary responsibility for reporting your activities to remain viable under our organization s non profit umbrella coverage and eligibility to receive council member rebate funding. We have made every effort to describe the more commonly used functions of the report in this manual. For technical support on this application, please contact: Aimee Freeman, NLUS Senior Manager, Membership (703) 312 1584 or afreeman@navyleague.org Lisa Gallinat, National VP, Information Technology & Field Operations (760) 791 7345 or lmgallinat@yahoo.com NLUS Automated Annual Report [01/2016] Page 2

TABLE OF CONTENTS Getting Started. 4 Why must I submit an Annual Report? Notice of Failure to Submit an Annual Report Who Has Access to the Annual Report? Submission Deadline Accessing the Automated Annual Report.... 5 Automated Report website Login Email and Password Navigating in Part I: Council Information.. 7 Council Information Permanent Council Contact Information Website and Social Media sites Reporting Officers (for 2015 reporting year) 2016 Incoming Officers and Committee Chairs Council Financial and Giving Information (General) Navigating in Part II: Summary of Council Activities.. 13 Council Financial and Giving Information (Annual) Youth Support Council Operations Council Fundraising Events Youth Support (Medals, Scholarships) Youth Programs Sea Service Related Awards Sea Service Related Events Public Education Activities Advocacy and Legislative Outreach Submitting Your Report...... 23 Printing Your Report....... 23 Exporting Your Report....... 23 For Regions and Area Presidents only.... 24 NLUS Automated Annual Report [01/2016] Page 3

GETTING STARTED Why must I submit an Annual Report? Our national leaders frequently make public appearances, and members of the media and Congress often requests this council information; Financial information is required to accurately portray our tax exempt status; The accuracy of your responses will ensure we maintain a high standard of public service and will encourage public support of our efforts. Media releases are sent from National Headquarters and must tell the correct Navy League story about what members are doing in their communities; Submission of an Annual Report is one of the requirements for a Council to receive quarterly rebates; Council Awards are based in part on a timely submission and content; o It is acceptable to submit documentation to demonstrate the Council s fulfillment of the requirements for awards. A separate scrapbook may also be submitted by January 31st, but is not required. Notice of Failure to Submit an Annual Report Failure of a Council President to submit this report will result in forfeiture of Council dues rebates. For those Councils that participate in the group exemption, delayed submission may also endanger the Council s Section 501(c) (3) federal income tax exemption, coverage under the Group Insurance policy, and exemption from any state sales/use taxes. This report is submitted in accordance with the National Bylaws of the Navy League of the United States, the National Policies adopted by the National Board of Directors and in satisfaction of the Council s obligation of compliance therewith. Submission Deadline The report deadline is due by January 31 of each calendar year. The deadline has been extended to February 15, 2016. Who Has Access to the Annual Report? Only your Council s President, Treasurer, Council Contact, Membership, Retention, and Recruiting Chairs will have access to Council s rosters and reports via the Online Community (OLC). These same individuals will be able to input data to your council s report, and make updates that will affect information displayed on the Council Locator and Council individual webpage. NLUS Automated Annual Report [01/2016] Page 4

ACCESSING THE AUTOMATED ANNUAL REPORT Automated Annual Report Website The report may be accessed through this website: www.mynavyleague.org/annualreport/acar/ Login Email and Password Once you have accessed the report website, each Council officer as defined under the Who has access will first need to Recover Password. The following dialog box will open, and you will enter your email address, and click Send me my Password. You will be required to utilize the email address that Navy League has on file with your profile. If you ve recently changed your email address, please contact Member Services to update your contact information. We ll take steps to provide the Annual Report developer with your updated contact information for access. NLUS Automated Annual Report [01/2016] Page 5

You will receive an email with a temporary password to access the site. Once received, login to the Once you have received your temporary accessed the site, you will be asked to reset your password. NLUS Automated Annual Report [01/2016] Page 6

NAVIGATING IN PART I: COUNCIL INFORMATION The elements of the Annual Report remain the same as the previous paper submission. There are two parts to the Annual Report: Part One: Council Information Part Two: Summary of Council Activities To access each of these areas, click on either Part One, or Part Two NLUS Automated Annual Report [01/2016] Page 7

Part One: Council Information You will be asked to fill in each field. At any time you may return to the Main Menu without saving your information. If you have completed the fields, and wish to save your information (recommended), you will find at the bottom of the form the SAVE and Return to the Main Menu No Changes capabilities. IMPORTANT INFORMATION You must click on the SAVE button at the bottom of each page for your information to be accepted. Failure to do so, will result in no information being saved, and will require you to resubmit! NLUS Automated Annual Report [01/2016] Page 8

Permanent Council Contact Information This information is your permanent contact information. All fields are required. Please complete all fields, as this information will be utilized by national to contact you, and will also be utilized to populate the Council Locator and Individual Council Webpage. Website and Social Media sites If your council has a webpage or other social media sites (i.e. Facebook, Twitter, Blog, etc.), you may list them here. To add a site, click on the Click Here to Add New Social Media Information. A dialog box will open to allow you to input that additional site. Click on Add Another to add additional sites. When finished adding sites, click Submit. If you have no changes, you may select to Close This Window No Changes. NLUS Automated Annual Report [01/2016] Page 9

IMPORTANT INFORMATION: If data is entered, SAVE your work at the bottom of the page. In order to View, and/or Edit the full list of Social Media sites that you have input, it will be necessary for you to SAVE your work. When SAVED, the site will redirect you to Return to Front Page. At any time, you may edit your Social Media information by adding another link, or removing a link: To Add additional site information, enter the data and click Submit. To Remove site information, click on Click to Remove. NLUS Automated Annual Report [01/2016] Page 10

Reporting Officers (for 2015 reporting year) Please list the reporting officers who held office in the 2015 reporting year. 2016 Incoming Officers and Committee Chairs Please submit the incoming officers who will hold office in the 2016 reporting year. Officers and Committee Chairs with an asterisk (*) by the office name are those with access to the Automated Annual Report and the Online Community (OLC). NLUS Automated Annual Report [01/2016] Page 11

2016 Incoming Officers and Committee Chairs (con t.) NLUS Automated Annual Report [01/2016] Page 12

Council Financial and Giving Information (General) Dropdown menus have been added for added convenience in completing the form fields: IMPORTANT INFORMATION You must click on the SAVE button at the bottom of each page for your information to be accepted. Failure to do so, will result in no information being saved, and will require you to resubmit! NLUS Automated Annual Report [01/2016] Page 13

Navigating in Part II: Summary of Council Activities Council Financial and Giving Information (Annual) Dropdown menus have been added for added convenience in completing the form fields. Please remember Councils are not automatically part of the Group Tax Exemption Program. Please contact national Navy League headquarters staff if you have questions whether you are covered under the Group Tax Exemption. Youth Support Both Yes/No dropdown menus and character and numeric fields are provided NLUS Automated Annual Report [01/2016] Page 14

Summary of Major Council Activities for the Past Year This section is a snapshot of your Council's activities last year. Council Operations The Navy League Operations Manual provides for the requirements for your council s Board of Director and General Membership meetings. The Board of Directors should meet at least once each quarter. General membership meetings and events are not necessarily to conduct business. These should be held at least three times a year. Education should be stressed at these events or meetings, and invitations to attend should be extended to Senators and Members of Congress from the districts of member residence, as well as state and local officials. Meeting quorums will be determined by Council Bylaws. Council Fundraising Events To add an event, click on the Click Here to Add New Fundraising Information. A dialog box will open to allow you to input additional events. Click on Add Another to add additional events. When finished adding events, click Submit. If you have no changes, you may select to Close This Window No Changes. You will receive confirmation that your Fundraising Event data has been SAVED. NLUS Automated Annual Report [01/2016] Page 15

IMPORTANT INFORMATION: Once data is entered, SAVE your work at the bottom of the page. In order to View, and/or Edit the full list of Fundraising events that you have input, it will be necessary for you to SAVE your work. Once your data is SAVED, you may Return to the Main Menu No Changes to REFRESH your data. You ll then be able to return to PART II, to view your council s fundraising information. At this time, you ll also be able to Add, or Remove events: To exit the popup, you may Close This Window When Done. If you Add or Remove events, you MUST SAVE your work each time. NLUS Automated Annual Report [01/2016] Page 16

Youth Support (Youth Medals, Awards and Scholarships) To add an event, click on the Click Here to Edit Youth Support Information. A dialog box will open to allow you to input that additional awards. Click on Add Another to add additional support information. When finished adding awards, click Submit. If you have no changes, you may select to Close This Window No Changes. Once your data has been submitted, you may Return to the Main Menu No Changes. It is recommended you SAVE your work at the bottom of the page. In order to View, and/or Edit the full list of support that you have input, it will be necessary for you to SAVE your work. You ll then be able to return to PART II, to REFRESH your data, and view your council s Youth Support entry information. At this time, you ll also be able to Add, or Remove awards. To exit the popup, you may Close This Window When Done. If you Add or Remove events, you MUST SAVE your work each time. NLUS Automated Annual Report [01/2016] Page 17

Youth Programs To add an activity, program or support information, click on the appropriate dialog box. The dialog box will open to allow you to input that program s information. Click on Add Another to add additional support information. When finished adding information, click Submit. If you have no changes, you may select to Close This Window No Changes. Once your data has been submitted for each area, you may Return to the Main Menu No Changes. It is recommended you SAVE your work at the bottom of the page. In order to View, and/or Edit the full list of activities and support that you have input, it will be necessary for you to SAVE your work. You ll then be able to return to PART II, to REFRESH your data, and view your council s Youth program entry information. At this time, you ll also be able to Add, or Remove events. To exit the popup, you may Close This Window When Done. If you Add or Remove events, you MUST SAVE your work each time. NLUS Automated Annual Report [01/2016] Page 18

Sea Service Related Awards (Sailor or Spouse Awards and Scholarships not youth groups) To add an event, click on the Click Here to Add Sea Service Awards Information. A dialog box will open to allow you to input awards information. Click on Add Another to add additional support information. When finished adding awards, click Submit. If you have no changes, you may select to Close This Window No Changes. Once your data has been submitted for each area, you may Close this Window No Changes. It is recommended you SAVE your work at the bottom of the page. In order to View, and/or Edit the full list of service related events that you have input, it will be necessary for you to SAVE your work. You ll then be able to return to PART II, to REFRESH your data, and view your council s Sea Service Related entry information. At this time, you ll also be able to Add, or Remove events. NLUS Automated Annual Report [01/2016] Page 19

Sea Service Related Events (i.e. Homecoming, Air Show, Fleet Week, Birthday Ball, etc.) To add an event, click on the Click Here to Add Sea Service Awards Information. A dialog box will open to allow you to input your Sea Service Related event information. Click on Add Another to add additional support information. When finished adding information, click Submit. If you have no changes, you may select to Close This Window No Changes. To Add Ships/Commands/Units Commission or Decommissioning Events, enter the Ship/Unit/Command Name, Support Type and Select whether Commissioning or Decommissioning with the date of the event. To Add Ships/Commands/Units Adopted or Supported, enter the Ship/Unit/Command Name, Support Type and Select whether Adopted or Supported with the date of the events. Once your data has been submitted for each area, you may Close this Window No Changes. It is recommended you SAVE your work at the bottom of the page. In order to View, and/or Edit the full list of support given, it will be necessary for you to SAVE your work. You ll then be able to return to PART II, to REFRESH your data, and view your council s Sea Service Related entry information. At this time, you ll also be able to Add, or Remove events. NLUS Automated Annual Report [01/2016] Page 20

Public Education Activities Utilize the dropdown menus, and Click Here to Add information for your Public Education activities. Once your data has been submitted for each area, you may Close this Window No Changes. It is recommended you SAVE your work at the bottom of the page. In order to View, and/or Edit the list of Public Education activities, it will be necessary for you to SAVE your work. You ll then be able to return to PART II, to REFRESH your data, and view your council s Public Education activities. At this time, you ll also be able to Add, or Remove activities. NLUS Automated Annual Report [01/2016] Page 21

Advocacy and Legislative Outreach Utilize the dropdown menus, and Click Here to Add Other State/Local Legislative Sea Service Initiatives activities. A dialog box will open to allow you to initiatives. Click on Add Another to add additional event activities. When finished adding events, click Submit. If you have no changes, you may select to Close This Window No Changes. It is recommended you SAVE your work at the bottom of the page. In order to View, and/or Edit the list of Advocacy and Legislative Outreach activities, it will be necessary for you to SAVE your work. You ll then be able to return to PART II, to REFRESH your data, and view your council s Outreach information. At this time, you ll also be able to Add, or Remove activities. NLUS Automated Annual Report [01/2016] Page 22

Submitting Your Report The reporting period will end on January 31 st of each calendar year. You ll need to plan ahead and make certain your information has been fully submitted by this date. You will be authorized to add, edit or delete content until the deadline date. Once the deadline has passed, you will no longer be able to change or make modifications to your report. Once your council data has been input in its entirety, you ll simply need to SAVE a local copy of your report, or PRINT a copy of your report for your council records. The content of your report as of the deadline closing date will be considered your report submission. Printing Your Report To print a copy of your work, utilize the PRINT feature at the bottom of the page. You may print your work to a PDF or local printer. Exporting Your Report (Create CSV or MS Excel) To export a copy of your work utilizing the EXPORT feature at the bottom of the page. You may export your work in CSV or MS Excel format spreadsheet. This feature is Coming Soon and will be available for your use prior to the Annual Report deadline. NLUS Automated Annual Report [01/2016] Page 23

FOR REGION AND AREA PRESIDENTS ONLY Accessing the Automated Annual Report Website The report may be accessed through this website: www.mynavyleague.org/annualreport/acar/ Login Email and Password Once you have accessed the report website, each Region and Area President is designated with access portals to view the councils in their respective areas of jurisdiction. Depending on your level authority, select either Region President Login or Area President Login to reach these portals. Once you enter the Region President s portal, you must select Recover Password for your initial login. NLUS Automated Annual Report [01/2016] Page 24

The following dialog box will open. Enter your email address, and click Send me my Password. You will be required to utilize the email address that Navy League has on file with your profile. If you ve recently changed your email address, please contact Member Services to update your contact information. We ll take steps to provide the Annual Report developer with your updated contact information for access in the interim. You will receive an email with a temporary password to access the site. Once you have accessed the site, we recommend you reset your password to one that is known to you. All temporary passwords will eventually be reset. With either your temporary password, or your newly reset personal password, re enter the ACAR website, and login with your email address and password. NLUS Automated Annual Report [01/2016] Page 25

Navigating in the Region and Area Presidents Portals Upon Login, you will be welcomed with either your Region or Area sites. Depending upon your Region/Area, you will see a list of your Councils in your area of responsibility. Next to each council s name, you will be able to determine whether that council has accessed and began activity on their council reports. In the example below, certain councils have begun entering data in both Part I (Council Info) and Part II (Council Activity). If no information is listed beside a council s name, then no data has yet been submitted. Download and Print Data extractions and print functions are currently under construction by the developer, and are expected to be available soon. Please standby for further instructions. NLUS Automated Annual Report [01/2016] Page 26