the american legion boys state of missouri 2010 national directors conference september 25, 2010...
DESCRIPTION
Information Management DatabaseTRANSCRIPT
The American Legion Boys State of Missouri
2010 National Directors’ ConferenceSeptember 25, 2010 Indianapolis, IN
Agenda• Welcome & Introductions• Information Management
• Recruiting• Fundraising• Orientation Meetings• Citizen Registration• Office Communications• Staff Registration & Check-In• Facility Issues• Voting• Reporting
• Discussion
Information Management
Database
Recruiting• 560+ High Schools in Missouri
• Communicate• Visit in person
• 30-45 min. presentation• To Juniors AND Sophomores
Recruiting• Staff Coordination• Search by
• Location• Non-participating• Enrollment• Top 100
• View participation history
Recruiting• Staff Coordination
• View assignments• Update visit notes
Recruiting• Log Visit
• Make notes• Confirm Info
Fundraising• Suggest a Sponsor
• How do you know them?• From church?• Parent’s company?• Friends?
Fundraising• HQ Tracking
• Contact Information• Participation• Previous Donations• Staff Assignments• Relationships
• Generate Reports & Mailings
• Balance Sheet
Orientation Meetings• Several Meetings are
held across the state
• MBS Staff can sign up to present at a meeting
Orientation Meetings
Orientation Meetings
NO SHOWS
50%
• Benefits• Reduces No-Shows• Reduces Cancellations• Citizens are better informed before session
The “Master Sort”• Sorting into cities• Sorting into parties• Room assignments
• Print Bed Tags
16 Cities of MBS
Citizen Registration• Citizen Arrivals
• Check-In• Photo for IDs
Keeping tabs on our staff…
• Maintaining consistent contact info
• Email Addresses• Email Groups
• City Counselors• Assistant City Counselors• Senior Staff
Office Communications
• Must check-in upon arrival• Confirm Contact Information
• Text casting• Mass text groups of staff• Important Schedule Updates• Severe Storm Warnings• Other campus emergencies
Staff Registration & Check-in
• Allows Staff to report issues• Reports managed by Operations Staff
• Process documentation• Easy to track and coordinate with university staff
Facility Issues
• Simple ballot creation & printing
• Error checking • No citizen appears more
than once per ballot • Votes tallied by citizens• Staff enters votes into the
system• Updates citizen
participation records• Results are published
automatically to our public website
Voting
Citizen Reports• Track Citizen’s status throughout the week
Citizen Reports• Extra curricular activities
Citizen Alumni Information• Alumni can update their
information at anytime via our website
• Used for mailings, fundraising, etc.
• Alumni Association
Conclusion• Save time• Reduce errors• Meet deadlines• Improve communication• More interaction with citizens
Questions?
THANK YOU!