MEMBERSHIP SERVICE DATABASE SYSTEM MSDS USER MANUAL

The Singapore Scout Association

MSDS User Manual

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Table of Contents

1. Technical Requirement ........................................................................................... 2

2. System Support & Feedback ................................................................................... 2

3. Getting Started ............................................................................................................ 3 a. New User: Creating a new UserID ................................................................................. 3 b. Existing User: The 3 methods to log into MSDS ....................................................... 5

i. UserID and Password ................................................................................................................. 5 ii. Email Address ............................................................................................................................... 6 iii. Registered Mobile Number ...................................................................................................... 6

4. Getting Around ............................................................................................................ 8 a. Home page ............................................................................................................................ 8 b. Unit Management ............................................................................................................... 8 c. Youth Management ............................................................................................................ 9 d. Adult Management............................................................................................................. 9 e. Reports .................................................................................................................................10 f. Other Navigation Methods ............................................................................................11

5. Unit Management – Group Account Transactions ....................................... 12

6. Unit Management – Group Award ..................................................................... 13

7. Unit Management – Group Monthly Statistics ............................................... 14

8. Youth Management – Scout List (Youth) ......................................................... 15 a. Adding New Scout Details..............................................................................................15 b. Unable to Add - NRIC Already Exist............................................................................19 c. GSL Contact List .................................................................................................................19 d. View/Edit Existing Scout Details ................................................................................20 e. Selecting Fields to View/Edit .......................................................................................20 f. Errors ...................................................................................................................................21 g. Archive Scout Details ......................................................................................................21

9. Youth Management – Group Attendance List ................................................ 24 a. Creating Attendance Record ........................................................................................24 b. Searching and Making Changes Attendance Record ...........................................27 c. Deleting Attendance Record ........................................................................................27

10. Youth Management – Youth Course/Event Registration ...................... 27

11. Adult Management – (View/Edit) Scout List ............................................. 30 a. View/Edit Existing Scout Details ................................................................................30 b. Archive Scout Details ......................................................................................................31

12. Adult Management – Course/Event Registration .................................... 32

13. Reports ................................................................................................................... 34

version 1.0, January 2016 KC Lai MBA

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Introduction

The MSDS – Membership Service and Database System has been in use by The

Singapore Scout Association (TSSA) since 2007. Although there were patches and

quick fixes applied on the system through the years, there is a need for a more

coordinated effort to enhance the system to meet current users’ needs and

expectations.

The enhancements were developed in 2015 ready for use starting in the new

calendar year of 2016. The aims of the enhancements are, firstly to improve the

system performance to achieve higher throughput and shorter response time, thus

reducing the frustration faced by the users.

Secondly, to improve the user experience through making the user interfaces user

friendlier. New functions were added to ease the workload of the Unit Leaders and

increase the usage of the MSDS.

Next, new information architecture was introduced to raise the level of accuracy of

data collected and to improve the security of these data to meet the requirements of

the Personal Data Protection Act (PDPA).

Finally, the enhancements will cater to the growth of the organization by building

in capabilities to increase the scalability of the system.

1. Technical Requirement

The MSDS is a web-based applications that can be accessed via major web

browsers such as Internet Explorer 10, Microsoft Edge, Chrome 33.x, Firefox 27.x

and Safari 5.1.x running on either Microsoft Windows or Apple iOS operating

systems.

2. System Support & Feedback

The MSDS is developed and hosted by a third party service provider engaged by

TSSA. A 3-tier system support structure has been established to provide end-user

support.

For any assistance required or queries regarding MSDS, users can email the

requests to hq@scout.org.sg. The Level 1 support, an MSDS expert user will pick

these up and work on them. Unresolved issues will be escalated to Level 2 support

after 2 working days. The MSDS administrator will man the Level 2 support. Issues

will be further escalated to the Level 3 support managed by the service provider if

Level 2 support is unable to resolve the issues within 2 working days.

True to the scouting spirit, all levels of user support will do their best to assist the

users within their means.

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3. Getting Started

To access the MSDS, you can:

Go to the official website of TSSA at http://scout.sg , scroll to the bottom

of the page and click on the “Scout Membership Portal” button;

Use the URL http://intranet.scout.org.sg

a. New User: Creating a new UserID If you are a new user to the MSDS and above the age of 21 years old, you will need to first register yourself to obtain a valid UserID. On the Login page shown below, click on the “New Scout Member Registration” tab. On the Membership Registration Page shown below, enter your NRIC and click

on the “Verify User” button. This is to check if you already have an existing

UserID.

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After verifying that you do not have an existing UserID, you are required to

enter the information in the fields provided. The fields with the asterisk* are

mandatory.

Do remember to click the “Submit Application” button at the bottom of the

page after you have entered all the necessary information.

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To complete your registration, your registration will need to be approved. If

you are not the GSL, your registration will be approved by your unit’s GSL.

If you are the GSL, your Area Commissioner will approve your registration.

In both cases, you will be informed via email of your new UserID and

Password.

You can now start to use the MSDS.

b. Existing User: The 3 methods to log into MSDS If you are already an existing user on the MSDS, there are 3 ways you can access the system, namely Using your UserID and password; Using your registered email address; and Using your registered mobile number.

i. UserID and Password

On the Login page, enter your UserID and password, and click on “Login”

button. Do keep your UserID and password to yourself and do not share

them with anyone else.

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ii. Email Address

On the Login page, enter your Registered email address, and click on “Click

here to authenticate” button.

If you have keyed in a valid email address, on the Login page, you will see

the following message:

Email Address Found!

PIN has been sent to your email address

You will receive an email from donotreply@linkupcrm.com with your one

time login code. Enter the PIN provided and click “Confirm”

iii. Registered Mobile Number

On the Login page, enter your Registered Mobile No., and click on “Click

here to authenticate” button.

If you have keyed in a valid mobile number, on the Login page, you will see

the following message:

Mobile No. Found!

SMS the PIN to complete the login.

SMS To: (65) 8492-9482 / 8256-9518

PIN Number : XXXXXXXX

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As instructed, SMS the PIN provided to either 8492 9482 or 8256 9518.

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4. Getting Around One of the new additions in the 2015 enhancements is the menu driven home page where users can navigate to the various functions of the MSDS. The commonly used functions are categorized into key sections such as Unit Management, Youth Management, Adult Management and Reports. Other functions can still be accessed via the various tabs on the home page. A home page button has also been added to allow user to return to the home page.

a. Home page

b. Unit Management

The functions in the Unit Management sub-menu are necessary for the general administration of the unit such as: Group Account Transaction

o To view the financial status of the unit’s fund in the custody of TSSA;

Group Award o To check on Frank Cooper Sands Awards received by the unit;

Group Monthly Statistic

o To view the monthly unit membership statistic.

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c. Youth Management

The functions in the Youth Management sub-menu are necessary for the management of information related to the youths within the unit such as:

Scout List (Youth)

o To manage youth membership details that include adding new, changing and archiving existing members;

Group Attendance List o To record attendance to activities;

Youth Programme Registration

o Registration to HQ and Area organized courses and events for youth members.

d. Adult Management

The functions in the Adult Management sub-menu are necessary for the management of information related to the adults within the unit such as: Scout List (Adult)

o To manage adult membership details that include adding new, changing and archiving existing members;

Adult Training Registration

o Registration to HQ and Area organized courses and events for adult members.

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e. Reports

The reports tab holds various pre-defined reports for users at all levels of

the organization.

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f. Other Navigation Methods

There are hot buttons to help users to navigate within the MSDS: Return to Home page

o Users can navigate to the Home Page at any time within the

MSDS;

My Profile

o This allow the adult users to update their personal details;

Logout

o Remember to logout from the MSDS after use to prevent any

unauthorized access to the information stored on the system.

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5. Unit Management – Group Account Transactions

By selecting the Group Account Transactions function from the Unit Management

page, users can view the financial status of the unit’s fund in the custody of TSSA.

On the Group Account Transactions page, enter the Unit name in the Account Name

field, and hit the “Search” button. Users will only see the information for the units

they have access to.

Users will be able to see the year-to-date Withdrawal and Deposit, and the current

Balance for the unit.

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6. Unit Management – Group Award

By selecting the Group Award function from the Unit Management page, users can check on Frank Cooper Sands Awards received by the unit. On the Group Award page, users will only see the FCSA awarded to the units they

have access to. Selecting the Type of award and the range of the Years when the

unit achieved the awards, and hit the “Search” button can filter the list.

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7. Unit Management – Group Monthly Statistics

By selecting the Group Monthly Statistics function from the Unit Management

page, users can view the monthly unit membership statistics for the units that they have access to.

Users can select Group, Start Year and Start Month, and click the “Generate”

button to get the on-screen statistics report. The report will show the number of

active and pending membership on a month-on-month basis.

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8. Youth Management – Scout List (Youth)

The Scout List (Youth) on the Youth Management page allows users to manage youth membership details that include adding new members, viewing, changing and archiving existing members.

a. Adding New Scout Details

On the Scout List (Youth), click the “Add New Member” to add new membership details.

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A pop-up window will appear requesting for the Group and No. of Record to be added.

The number of records to be added can range between 1 and 10. If there are more than 10 new scouts to be added, this can be done in batches of 10. There are 2 two reasons for this arrangement:

This is the optimum number of records per batch so that users will not encounter a slow down in the speed of the system when submitting the new records;

The MSDS is a system that relies on the stability of the Internet connection. New records that have been keyed in, but yet to be submitted will be lost if the Internet is disconnected, and will need to be re-keyed in.

An error message will appear in the pop-up window is the number of records fall outside the range.

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After clicking on the “Add New Member” button, empty fields for each of the requested number of new records will be shown. In the 2015 enhancements, the number of required fields for the youth members

has been reduced to 9. This significantly reduces the time to register each new

scout. All the fields are mandatory and have these validation checks:

S/N Field Validation Check

1 Full Name No longer case sensitive, all letters will be

changed to UPPER CASE upon submission

2 NRIC Check if NRIC already exist on the MSDS

3 DOB (Date of Birth) Date entered has to be before the current date

4 Gender Select Female or Male from the pull down

menu

5 Phone No Only check is the field is been entered

6 Email Only valid email addresses are accepted

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S/N Field Validation Check

7 Appointment Appointments for youths are reduced to

either:

o Cub

o Scout

o Venture

o Rover

All other youth appointments such as Sixer,

Patrol Leader, Venture Chairperson etc. will

no longer be in use

8 Payment Status This is an automated field and updated by

TSSA HQ upon payment

9 Address Only check is the field is been entered

After keying in the records, users may decide not to go ahead to submit selected

records. Unchecking the tick box next to each record can do this. To submit the

checked records, click on the “Save Selected User Info” button.

If errors exist, the records containing the errors will be highlight and

descriptions of the errors will appear. Users can click on the “Save Selected

User Info” button again after the errors have been rectified.

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b. Unable to Add - NRIC Already Exist

The most common reason that a “new” scout cannot be added into the MSDS is

that the scout’s NRIC is already on the system. The scout may be registered

with another unit e.g. his/her cubs scout pack in primary school.

The scout will need to contact the GSL of his/her previous unit to request for

his/her record to be archived. Thus it will be good practice if all GSLs can

archive unwanted records at the end of each year so that registration in the new

year can proceed smoothly.

The GSL of the scout’s new unit can also make use of the GSL Contact List to

contact the GSL of the scout’s previous unit to request that the old record be

archived.

c. GSL Contact List

The GSL Contact List is updated using the contact details of the GSLs stored

within the MSDS. Users accessing this contact list have to be mindful that the

PDPA – Personal Data Protection Act 2012 governs the usage of this list, thus

it should only be used for official scout matters only.

The list can be accessed via Reports tab – Predefined Report List – GSL Contact

List. Click on the “Printable Format” or “Export to Excel” to generate the

list. The list can be filtered by setting specific Area and/or Group before

generating the list.

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d. View/Edit Existing Scout Details

Users can view or edit scout details that are already on the MSDS via the Scout

List (Youth) page.

Users can conduct the search using the Group or Appointment, or select any of

the 9 fields as the search field i.e. users can conduct the search using Full Name

or NRIC etc.

Users can also select the fields that they want to view by checking and

unchecking the boxes next to the fields. The same fields will also be exported

if the “Export to Excel” button is clicked.

Click on the “Search” button to initiate the search. The records selected will be

displayed, 10 per page. The page number or next page can be selected to view

the next 10 records. Users can also export the selected records by clicking the

“Export to Excel” button.

To edit the fields, simply update the information by overwriting the old

information, and press the “Save Selected User Info” to submit the changes

into the database.

e. Selecting Fields to View/Edit

Users may choose a number of fields to view or edit by checking and

unchecking the boxes next to the fields. The fields are dynamic, thus able to

rearrange themselves depending on the fields selected.

Users will have to click the “Search” button to ensure that the views of the

information are updated.

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f. Errors

The first category of the errors involves fields not been entered with any information. All fields under Youth Management are mandatory, thus they need to be filled with information. Errors will also occur when the information keyed in by the users failed the validation checks. Users will have to double checked the information keyed into the system before clicking the “Save Selected User Info” to save time from having to

rectify the errors highlighted by the system.

Another category of errors that users may encounter is that involves the scout

being already registered with another unit. According to TSSA’s Policy,

Organization and Rules (P.O.R.), each scout can only be registered to an unit at

any one time. As such, the GSL may not be able to register the scout as he/she

may have already been registered with another unit.

Records with erroneous information will be highlighted in Green with the

respective error messages highlighted at the bottom of each record.

It is only when all the errors within the batch are rectified that all the records

within that batch can be saved onto the system. Alternatively, records with

errors can be unchecked so that only the checked records that are complete can

be saved onto the system.

g. Archive Scout Details

Records of scouts who have left the unit need to be archived. Failing to do so:

Unit will incur additional annual registration fee; Scouts continuing with another unit will face difficulties in their

registrations.

To archive the details of scouts who have already left the unit, users can use the

mass archive function that is incorporated in the 2015 enhancements of the

MSDS.

To archive the youth members, users will first have to click the “Search” button

to ensure that the views of the information are updated. Next check the boxes

next the members to be archived.

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A pop-up window will prompt the user if no member is selected, and the “Select

Archive User” is clicked on.

On the list of members, after checking the boxes next the members to be

archived, click on “Select Archive User”.

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A new window “Mass Archive List” will appear showing the selected list of

members to be archived. Users can uncheck those members who are not to be

archived. Finally, click “Mass Archive”.

A pop-up window will appear requesting for users’ confirmation to proceed

with archiving the selected members. Click “OK” to proceed.

Another pop-up window will appear to inform users that the members have been

successfully archived. Click “OK” to close the window.

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9. Youth Management – Group Attendance List This is a new function added to the MSDS as part of the 2015 enhancements. The Group Attendance List on the Youth Management page allows users to manage attendance to all scout activities.

a. Creating Attendance Record Begin by clicking on “Add New Attendance Record” to create a new event for the attendance to be taken. A new window Group Attendance Details will be opened for users to key in details of the event. The required details will include Attendance Date, Activity and Description.

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Click on “Load Member” after keying in the Group Attendance Details for the event. This will generate and show the list of members in the unit.

For each of the member, users can select an Attendance status of

a. Present; b. Absent (VR) – for Absent with Valid Reason; c. Absent (NR) – for Absent with No Reason.

The default for all records is Present.

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After updating the Attendance status for all the members, users will have to click “Save Attendance” to save the changes.

After saving the Attendance, the records will be color coded with Green for Absent (VR) and Red for Absent (NR). Users may make further changes to the Attendance status and save the changes. Users may click on “Group Attendance List” to return to the previous page.

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b. Searching and Making Changes Attendance Record

On the Group Attendance List page, users will be able to see the newly created event and all those that were previously created. The summary statistic for each event will also be shown. Users can create more than one event for the same date. This is to cater for multiple events that the unit participates within the same day. Users can make use of the search function to search for existing events on the system. This is useful when changes to the attendance need to be made. Users can simply select the event to work on, and click the “View Detail”.

c. Deleting Attendance Record Users can also choose to delete obsolete or erroneous events by clicking on the “Delete Attendance” button.

10. Youth Management – Youth Course/Event Registration

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This is an existing function on the MSDS that allows Unit Leaders to register scouts to Youth Programmes. There are two key changes to its accessibility and functionality. Selecting the “Youth Programme Registration” function from the Youth

Management page can now access the function. In addition to the registration

of Youth Programmes organized at the National level, the function is expanded

to registration of events at the National and Area levels such as National Patrol

Camp, Area Field Day, and Area Camp etc.

After selecting “Youth Programme Registration”, users will be directed to the Online Programme Registration Page with a list of programmes and events. Do take note of the class fee, start date and the number of available seats before proceeding with the registration.

Select the programme or event to register to, and list of members from the unit will be populated below the select programme or event.

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Tick the checkbox for the payment mode, and tick the names of the members registering for the programme and event. Finally, scroll to the bottom of the list and click “Confirm & Submit” to complete the registration.

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11. Adult Management – (View/Edit) Scout List

The Scout List (Adult) on the Adult Management page allows users to manage adult membership details that include viewing, changing and archiving existing members.

a. View/Edit Existing Scout Details

Users can view or edit adult details that are already on the MSDS via the

Scout List (Adult) page.

Users can conduct the search using any of the available selection fields.

Click on the “Search” button to initiate the search. The records selected will

be displayed, 10 per page. The page number or next page can be selected to

view the next 10 records. Users can also export the selected records by

clicking the “Export to Excel” button.

To edit the fields, first click on “View Record” to look at all the details for

that adult. Then update the information by overwriting the old information,

and press the “Update User Info” button found at the bottom of the page to

submit the changes into the database.

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b. Archive Scout Details

Records of adult members who have left the unit need to be archived. Failing to do so, the unit will incur additional annual registration fee. Unlike the youth members that can be archived in batches, adult members can only be archived individually. On the adult record to be archived, click on the Green button in the “Status” field. A pop up window will appear requesting for confirmation to archive the member, click “OK”.

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12. Adult Management – Course/Event Registration

This is an existing function on the MSDS that allows Unit Leaders to register themselves to Adult Training Courses. There are two key changes to its accessibility and functionality. Selecting the “Adult Training Registration” function from the Adult

Management page can now access the function. In addition to the registration

of Adult Training Courses organized at the National level, the function is

expanded to registration of events at the National and Area levels such as

Annual Administrative Briefing, Area Council, and Founder Day’s Dinner etc.

After selecting “Adult Training Registration”, users will be directed to the Online Training Registration Page with a list of trainings and events. Do take note of the class fee, start date and the number of available seats before proceeding with the registration.

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Select the training or event to register to. Every user can only register for himself/herself. Do take note of the terms and conditions for each course and event.

Users are to tick on the “Acknowledgement & Indemnity” box and click on

the “Confirm &Submit Application” to complete the application.

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13. Reports

By selecting the Reports tab, scroll down to the last line “Predefined Report

List” users can access a list of reports that can be useful in managing their respective unit.

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The reports are arranged in categories. The reports that are useful for the units

are those under the category of Membership Reports. You can only generate the

reports that you have access to and be able to see only records within your own

units. With the exception of the “GSL Contact List” where you can see the

email addresses of all the GSLs. This is to facilitate the collaboration between

units.

In all the reports, you can choose to generate a PDF format for printing by

choosing the “Printable Format”, or to download the records into MS Excel

readable format by choosing “Export to Excel”.

There are reports that you may be required to choose the criteria before

generating the reports. You are encouraged to explore the list of reports to find

out which are the ones useful for you. You will also be informed as more new

reports are created.