Commissioner Tools &

The Unit Service Plan

Data date: June 29, 2014

Overview

• The Continuing Evolution of Commissioner Tools

• Four Areas of Focus

• The Unit Service Plan

• Commissioner’s Tools Overview

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Commissioning Four 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

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Commissioner Tools Task Force

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The Unit Service Plan

• Key element of Commissioner Tools design• Replaces all other unit assessments• Enables collaborative unit health assessments• Enables service customized to unit needs• Supports all 4 elements of excellent unit service

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Supporting & Sustaining Units

• Unit Self Assessment• Unit Health Reviews• Annual Service Plan• UVTS

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Which Way I Ought to Go?

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What Do You Measure?

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What Do You Measure?

DISTRICTS COUNCILS

Finance Finance

Membership Membership

Program Program

Unit Service Unit Service

Leadership and Governance Leadership and Governance

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What Do You Measure?PACKS TROOPS CREWS

Budget Budget Budget

Retention Retention Retention

Building Cub Scouting Building Boy Scouting Building Venturing

Annual Charter Renewal Process Annual Charter Renewal Process Annual Charter Renewal Process

Webelos-to-Scout Transition Webelos-to-Scout Transition Activities

Advancement Advancement Super Activity

Outdoor Activities Short Term Camping

Day/Resident/Family Camp Long Term Camping

Service Projects Service Projects Service Projects

Fitness Fitness Fitness

Pack & Den Meetings Courts of Honor/Parents Meeting

Trained Leadership Trained Leadership Trained Leadership

Leadership Planning Patrol Method Youth Leadership

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THE UNIT SERVICE PLAN

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The Unit Service Plan

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The Key 3

AreasCouncilsDistrictsUnitsYOUTHNationalCouncilRegions

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A Functional Unit Key 3

Youth Youth

Youth

Youth

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Linkage

The Unit Commissioner

The UnitThe Unit The DistrictOperatingCommittee

The DistrictOperatingCommittee

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Questions To This Point?

So Far We Have Discussed

• Significant Part of Commissioner Tool• Replaces Older Measuring Methods• How the USP Supports JTE and Units• Linkage to District Committee• Unit Key 3

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Commissioner Tools Overview

• Multiple Releases Scheduled• Current Status of Development• Reports and Dashboards• The Scoring Matrix and Detailed Assessments• Pre-Adoption Tasks

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KEY CONCEPTSCommissioner Tools design foundation:• Just 4 things…– Supporting the unit’s Journey to Excellence– Recording unit contacts, strengths and needs– Linking unit needs to district operating committee resources– Timely charter renewal

• Journey to Excellence• The Unit Service Plan• Data collection• Information reporting

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Council Level Reports & DashboardsCouncil

Reports DashboardCommissioner ActivityUnit HealthCommissioner Contact StatsUnassigned UnitsDistrict Contact Stats, Priority UnitsCommissioner RecruitmentExpired Units

Resources (Area Key 3)Registered Units (count); % GainedUnit Retention %Youth Retention %Total Unit Commissioners (count)Commissioner-to-Unit RatioUnit HealthGreen units (count & percent)Yellow units (count & percent)Red units (count & percent)Unit-AssessmentsCount of unit contacts with completed unit-assessment; percent of unit contacts with a unit-assessmentCount of unit contacts without a unit-assessment;percent of unit contacts without a unit-assessmentContactsTotal # of units contacted; Percent of units contactedTotal # of units not contacted; Percent of units not contacted

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District Level Reports & DashboardsDistrict

Reports DashboardCommissioner ActivityUnit HealthCommissioner Contact StatsUnassigned UnitsDistrict Contact Stats, Priority UnitsCommissioner RecruitmentExpired UnitsYouth Protection Training Aging ReportTrained Leaders ReportYouth Member Age Report

Resources (Council Key-3)Registered Units (count); % GainedUnit Retention %Youth Retention %Total Unit Commissioners (count)Commissioner-to-Unit RatioUnit HealthGreen units (count & percent)Yellow units (count & percent)Red units (count & percent)Priority Need UnitsPriority units (count); Action Plans (count)Unit-AssessmentsCount of unit contacts with completed unit-assessment; percent of unit contacts with a unit-assessmentCount of unit contacts without a unit-assessment;percent of unit contacts without a unit-assessmentUnit ContactsTotal # of units contacted; Percent of units contactedTotal # of units not contacted; Percent of units not contactedRoundtable Contacts (Scheduled, In progress, Completed)

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Unit Reports & DashboardsUnit

Reports Dashboard

Unit Rosters (Calling List, Member List, and Mailing List)

Resources (District Key 3)Assigned CommissionerUnit Contacts (Scheduled, In progress, Complete) Unit HealthGreen units (count & percent)Yellow units (count & percent)Red units (count & percent)Conduct Discussions Add CommentsArchive Visits (UVTS Historical Contacts)

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Exception ReportsException Reports

Performance Report/Dashboard LocationNo Email Address in Profile Email Saturation Report Reports ButtonInvalid Contact information Invalid Contact Information Report Reports ButtonUnits without a UC Unassigned Units Report Reports Button

Commissioner Tools Units Dashboards (Council, District, and Unit)

UCs without a Unit Commissioner Contact Stats Report, Commissioner Activity Report

Reports ButtonCommissioner Admin Tool Dashboard

New Unit UCs Unit Health Report Reports ButtonNew Unit UCs without a Unit Commissioner Contact Stats Report,

Commissioner Activity reportReports ButtonCommissioner Admin Tool Dashboard

Commissioner Awards Status Dashboard Commissioner Admin Tool DashboardPriority Units Priority Units Report Reports Button

Commissioner Tools Units Dashboards (Council, District, and Unit)

Unit Health Unit Health Report Reports ButtonCommissioner Tools Units Dashboards (Council, District, and Unit)

Unit without an Assessment Unit Health Report Reports ButtonCommissioner Tools Units Dashboards (Council, District, and Unit)

Units not attending Roundtable Unit Health Report Reports ButtonCommissioner Tools Roundtable Dashboards (Council, SA, District)

Units without a ContactAllBy color code

Unit Contact Report Reports ButtonCommissioner Tools Units Dashboards (Council, District, and Unit)

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RELATIVE RANKING SCORE COLOR DEFINITION PROGRAM PLAN

HIGH 5 GREENNEARLY

AN IDEAL SITUATION

PLAN CREATEDAND

DISTRIBUTED

MEDIUM-HIGH 4 LIMEMAKING PROGRESS

TOWARDSTHE IDEAL UNIT

PLANCOMPLETED

MEDIUM 3 YELLOWTYPICAL UNIT;

COULD BE IMPROVED

MEETINGSCHEDULED

MEDIUM-LOW 2 ORANGENEEDS

IMPROVEMENT;WATCH CAREFULLY

UNITWILL

SCHEDULE

LOW 1 REDWEAK SITUATION;

NEEDSIMMEDIATE ACTION

NOMEETINGPLANNED

UNIT ASSESSMENT SCORING MATRIX

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Sample Of A Typical

Detailed Assessment

ForA Troop

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25

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Pre-Adoption Tasks• Discussion with the SE about adoption, training, etc.• Expectation to utilize UVTS until adoption• Establish a “Council Champion”• Establish a training schedule for all involved• Set goals for full implementation by a specific date• Get all Commissioners registered at my.Scouting.org• Verify the information in my.Scouting.org is correct • Verify that email addresses have been included

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Pre-Adoption Tasks• Administrative Commissioners log into my.Scouting.org to verify

commissioner’s registrations and correct error’s with their Council as needed.

• Get Unit Leaders set-up with my.Scouting.org accounts and verify information, including email

• Work with Units to understand Key 3 concept• Work with District and Council Committees to understand their

role and prepare for action• For the most current information:

http://www.scouting.org/scoutsource/Commissioners/tools.aspx

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We Have Discussed

• Multiple Releases Scheduled• Current Status of Development• Reports and Dashboards• The Scoring Matrix and Detailed Assessments• Pre-Adoption Tasks

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Questions?

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Commissioner ToolsScreen Shots(as of Jun 29)

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Initial login screen for Council Commish

Get to Commissioner Tools by Clicking HERE

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Initial screen seen for the Council Commissioner in the Pennsylvania Dutch Council

From here you can see the three Districts and the LFL program

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All units in the district are listed in numerical order by pack, troop, team, crew and ship.

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Here we see what an Area Commissioner would see, all of their assigned Councils.

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After searching for 1790 within the Roosevelt District of the Cradle of Liberty Council

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Adding a new contact. All asterisked fields must be filled in.

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If the date is SCHEDULED for in the future you can optionally SEND the Unit Assessment to the Unit Key 3.

In addition to sending e-mails to the Unit’s Key 3 plus on cc, the originator will be blind copied.

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A SIMPLE assessment. This type of contact can be completed in less than 75 seconds starting at the login page!!

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A DETAILED assessment allows you to PRINT either / or a Commissioner or Unit Assessment form

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Pages 1 & 2 (of 6) of a BLANK Commissioner Assessment form for a SHIP

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Pages 1 & 2 (of 4) of a BLANK Unit Assessment form for a SHIP

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Step 1: Training and Membership Data

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Step 3: Membership Assessment

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See how completed Steps are marked.

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Mandatory JTE evaluation of what the unit is STRIVING to achieve.

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Comments and unit priorities.

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What an initial RT screen will look like with NO entries.

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What a Roundtable screen for the Triune District looks like with several entries.

Note the Completed entries and the entries that are In Progress.

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When you create a Roundtable entry, you can either create an entry for a HISTORICAL Roundtable (up to 60 days) OR create FUTURE Roundtable entries for planning purposes.

To create a Roundtable entry.•Fill in the Facilitator•Fill in the Date•Select ONLY ONE program area.

For a completed Roundtable that you want to document attendance and notes, OPEN the Roundtable Form.

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Here you enter who made Roundtable the contact, and can see a confirmation of the Roundtable date and the remaining steps required to complete the Roundtable entry.

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You MUST provide a WHOLE number of Total Unit Leaders; no partials.

Note: IF your Roundtable wants to give multiple units credit for attendance by the same individual, you can.

You can also give credit for the same individual as a Commissioner, or District Committee Member, and enter the number of Guests attending. It’s up to you.

Entering Roundtable Attendance

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Roundtable meeting notes are a required entry.

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Ready to submit

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After Submitting the Roundtable Entry

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