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 2
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 3
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 4
Supporting & Sustaining Units Unit Self Assessment Unit Health Reviews Annual Service Plan UVTS 5
What Do You Measure? DISTRICTS Finance Membership Program Unit Service Leadership and Governance COUNCILS Finance Membership Program Unit Service Leadership and Governance 6
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 7
THE UNIT SERVICE PLAN IMPLEMENTATION UNIT ASSESSMENT UNITS DISTRICT COMMITMENT UNIT SERVICE PLAN 8
The Unit Service Plan IMPLEMENTATION UNIT ASSESSMENT UNITS DISTRICT COMMITMENT UNIT SERVICE PLAN 9
The Key 3 Professional Support YOUTH Councils Regions Districts National Units Areas Council Operations Support Unit Service Support 10
A Functional Unit Key 3 COR Committee Chair Youth Youth Youth Youth Unit Leader 11
Linkage The Unit The Unit Commissioner The District Operating Committee 12
Commissioner Tools Overview Multiple Releases Scheduled Current Status of Development Reports and Dashboards The Scoring Matrix and Detailed Assessments Pre-Adoption Tasks 13
KEY CONCEPTS Commissioner 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 14
District Level Reports & Dashboards Reports Commissioner Activity Unit Health Commissioner Contact Stats Unassigned Units District Contact Stats, Priority Units Commissioner Recruitment Expired Units Youth Protection Training Aging Report Trained Leaders Report Youth Member Age Report District Dashboard Resources (Council Key-3) Registered Units (count); % Gained Unit Retention % Youth Retention % Total Unit Commissioners (count) Commissioner-to-Unit Ratio Unit Health Green units (count & percent) Yellow units (count & percent) Red units (count & percent) Priority Need Units Priority units (count); Action Plans (count) Unit-Assessments Count of unit contacts with completed unit-assessment; percent of unit contacts with a unit-assessment Count of unit contacts without a unit-assessment; percent of unit contacts without a unit-assessment Unit Contacts Total # of units contacted; Percent of units contacted Total # of units not contacted; Percent of units not contacted Roundtable Contacts (Scheduled, In progress, Completed) 16
Unit Reports & Dashboards Unit Reports Unit Rosters (Calling List, Member List, and Mailing List) Dashboard Resources (District Key 3) Assigned Commissioner Unit Contacts (Scheduled, In progress, Complete) Unit Health Green units (count & percent) Yellow units (count & percent) Red units (count & percent) Conduct Discussions Add Comments Archive Visits (UVTS Historical Contacts) 17
Exception Reports Exception Reports Performance Report/Dashboard Location No Email Address in Profile Email Saturation Report Reports Button Invalid Contact information Invalid Contact Information Report Reports Button Units 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 Button Commissioner Admin Tool Dashboard New Unit UCs Unit Health Report Reports Button New Unit UCs without a Unit Commissioner Contact Stats Report, Reports Button Commissioner Activity report Commissioner Admin Tool Dashboard Commissioner Awards Status Dashboard Commissioner Admin Tool Dashboard Priority Units Priority Units Report Reports Button Commissioner Tools Units Dashboards (Council, District, and Unit) Unit Health Unit Health Report Reports Button Commissioner Tools Units Dashboards (Council, District, and Unit) Unit without an Assessment Unit Health Report Reports Button Commissioner Tools Units Dashboards (Council, District, and Unit) Units not attending Roundtable Unit Health Report Reports Button Commissioner Tools Roundtable Dashboards (Council, SA, District) Units without a Contact All By color code Unit Contact Report Reports Button Commissioner Tools Units Dashboards (Council, District, and Unit) 18
UNIT ASSESSMENT SCORING MATRIX RELATIVE RANKING SCORE COLOR DEFINITION PROGRAM PLAN HIGH 5 GREEN MEDIUM-HIGH 4 LIME MEDIUM 3 YELLOW MEDIUM-LOW 2 ORANGE LOW 1 RED NEARLY AN IDEAL SITUATION MAKING PROGRESS TOWARDS THE IDEAL UNIT TYPICAL UNIT; COULD BE IMPROVED NEEDS IMPROVEMENT; WATCH CAREFULLY WEAK SITUATION; NEEDS IMMEDIATE ACTION PLAN CREATED AND DISTRIBUTED PLAN COMPLETED MEETING SCHEDULED UNIT WILL SCHEDULE NO MEETING PLANNED 19
Sample Of A Typical Detailed Assessment For A Troop 20
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Pre-Adoption Tasks Discussion with the SE about adoption, training, etc. - Complete Expectation to utilize UVTS until adoption In Progress Establish a Council Champion - Complete Establish a training schedule for all involved In Progress Set goals for full implementation by a specific date Jan 1, 2015 Get all Commissioners registered at my.scouting.org In Progress Verify the information in my.scouting.org is correct In Progress Verify that email addresses have been included In Progress 27
Pre-Adoption Tasks Administrative Commissioners log into my.scouting.org to verify commissioner s registrations and correct error s with their Council as needed. Dist. Commissioners, ADCs Get Unit Leaders set-up with my.scouting.org accounts and verify information, including email UCs, Dist. Key 3s Work with Units to understand Key 3 concept UCs, Dist K3 Work with District and Council Committees to understand their role and prepare for action ACC, District Key 3s For the most current information: http://www.scouting.org/scoutsource/commissioners/tools.aspx 28
Questions? 29
Commissioner Tools Screen Shots (as of Jun 29) 30
Get to Commission er Tools by Clicking HERE 31
All units in the district are listed in numerical order by pack, troop, team, crew and ship. 32
After searching for 1790 within the Roosevelt District of the Cradle of Liberty Council 33
Adding a new contact. All asterisked fields must be filled in. 34
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. 35
A SIMPLE assessment. This type of contact can be completed in less than 75 seconds starting at the login page!! 36
A DETAILED assessment allows you to PRINT either / or a Commissioner or Unit Assessment form 37
Pages 1 & 2 (of 6) of a BLANK Commissioner Assessment form for a SHIP 38
Pages 1 & 2 (of 4) of a BLANK Unit Assessment form for a SHIP 39
Step 1: Training and Membership Data 40
Step 3: Membership Assessment 41
See how completed Steps are marked. 42
Mandatory JTE evaluation of what the unit is STRIVING to achieve. 43
Comments and unit priorities. 44
What an initial RT screen will look like with NO entries. 45
What a Roundtable screen for the Triune District looks like with several entries. Note the Completed entries and the entries that are In Progress. 46
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. 47
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. 48
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 S 49
Roundtable meeting notes are a required entry. 50
Ready to submit 51
After Submitting the Roundtable Entry 52