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Effective Resource Management for ASME Unit Leaders

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lilah
63 diapositives · 765 Views · Oct 11, 2014

This session, led by Aaron Tsang, aims to equip ASME Unit Leaders with a comprehensive overview of three vital resources for effective unit leadership. Participants will learn how to produce useful demographic reports, explore the online Financial Reporting Tool, and navigate the Volunteer E-Request Tool (VERT). An open forum will follow, allowing for additional questions and shared experiences. By the end of the session, attendees will have a better understanding of these tools to enhance their leadership roles within ASME.

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  1. ALF – Resource Management Aaron Tsang Leader, District B tsangah@asme.org

  2. Session Objective • This objective of this session is to provide you (as leaders of an ASME Unit) with an in-depth overview of three different resources available from ASME to guide you in leading your unit more effectively

  3. Session Outline • The following three resources will be covered in this session: • Produce various useful demographic reports for your unit • A tutorial on the online financial reporting tool • A tour of the Volunteer E-Request Tool (VERT) • In addition, an open forum will be available at the end of this session to address any additional questions and shared experiences

  4. ALF – Resource Management: ASME Financial Reports Manager Aaron Tsang Leader, District B tsangah@asme.org

  5. Awareness of the ASME Financial Reports Manager Knowledge of how access is achieved Comfort level for future use of the tool Session Objectives ALF – Resources – Fin Rpts Mgr

  6. Session Outline What is the ASME Financial Reports Manager? What does it do for me? How do I get started? What do I need to make it work? ALF – Resources – Fin Rpts Mgr 6

  7. What is the ASME Financial Reports Manager The Financial Reports Manager is a tool which allows Unit Leaders to view reports of their Custodial Accounts online Requires special authorization; usually given to Unit Chairs and Treasurers ALF – Resources – Fin Rpts Mgr 7

  8. What is the Purpose $ Allows you to see and confirm traditional “ins” and “outs” of funds, and to compare to budget (if you have submitted one) and previous year’s activity Allows you to see effects of investment gains and losses on your account; both are possible ALF – Resources – Fin Rpts Mgr 8

  9. System Requirements • Must already have ActiveX controls for the Crystal Reports viewer, or set to allow them to be downloaded and installed • May require Internet Explorer ALF – Resources – Fin Rpts Mgr

  10. Accessing the ASME Financial Reports Manager • The Financial Reports Manager can be accessed from the Unit Leadership Resource Center http://volunteer.asme.org/Unit/ • Or, can be accessed directly at http://my.asme.org/financials/GLReports.cfm ALF – Resources – Fin Rpts Mgr

  11. Access from Unit Leadership Resource Center ALF – Resources – Fin Rpts Mgr

  12. Example: Pulling a Custodial Account Statement Checklist! Are you the Chair or Treasurer?  Do you have your ASME Membership Number handy? ALF – Resources – Fin Rpts Mgr 12

  13. Login to Financial Reports Manager ALF – Resources – Fin Rpts Mgr

  14. Choose the Account ALF – Resources – Fin Rpts Mgr

  15. ActiveX Control Messages • Your system may either prompt you to allow it to download, and then install and run ActiveX controls for Crystal Reports, or if your security settings don’t allow, it may show you a failure message ALF – Resources – Fin Rpts Mgr

  16. The Report Will Load in a Separate Window ALF – Resources – Fin Rpts Mgr

  17. Basics of the Report • POSITIVE balances show in parenthesis! i.e. ($500) is a POSITIVE balance. • Shows prior year actuals, plus current year actual, budget and forecast • Following are some zoomed clips ALF – Resources – Fin Rpts Mgr

  18. Report Zoom 1 ALF – Resources – Fin Rpts Mgr

  19. Report Zoom 2 ALF – Resources – Fin Rpts Mgr

  20. Program Controls • Printer Icon: Print Report • Envelope Icon: Export Report • Lightning Icon: Refresh Report • Zoom • Navigate Multi-pages • Binoculars: Search for content ALF – Resources – Fin Rpts Mgr

  21. Export Options • Notice we can export to several file types. • Choose the file type you want • Click Browse to enter file name and save ALF – Resources – Fin Rpts Mgr

  22. Summary of Key Points • The ASME Financial Reports Manager is available to authorized Leaders (Chair & Treasurer) to get reports of Custodial Funds on demand • Some system requirements may be an obstacle for some users • It’s easy to access • It will allow you to export the reports to several different formats for archiving & sharing ALF – Resources – Fin Rpts Mgr

  23. Contact Information Aaron Tsang – tsangah@asme.org, (416)373-5436 This presentation will be posted on the 2011 LTC Web Site, at http://www.asmeconferences.org/ltc11/presentations.cfm ALF – Resources – Fin Rpts Mgr

  24. ALF – Resource Management: VERT Aaron Tsang Leader, District B tsangah@asme.org

  25. Awareness of the Volunteer E-request Tool (VERT) Knowledge of how access is achieved Comfort level for future use of the tool Session Objectives ALF – Resources - VERT

  26. Session Outline What is VERT? What does it do for me? How do I get started? What do I need to make it work? ALF – Resources - VERT 26

  27. What is the VERT • VERT stands for Volunteer E-request Tool • ASME’s tool for submitting, and tracking status of, volunteers’ requests for assistance from Staff ALF – Resources - VERT

  28. Accessing VERT • VERT can be accessed from: • Unit Leadership Resource Center http://volunteer.asme.org/Unit/ • Accessed directly at http://vorequest.asme.org/ ALF – Resources - VERT

  29. Access from Unit Leadership Resource Center ALF – Resources - VERT

  30. Example: Submitting an Expense Report in VERT • First, prepare your expense report as normal, using the Excel form • You may save as Excel format, or “print” to Acrobat if you like • You could even fill in by hand and scan to Acrobat ALF – Resources - VERT

  31. Example: Submitting an Expense Report in VERT (cont) • You’ll also need to scan any receipts – combining the report plus the receipts into one • Now we’ll enter the VERT system and create a request ALF – Resources - VERT

  32. Enter VERT Request ALF – Resources - VERT

  33. Review and Submit ALF – Resources - VERT

  34. Confirmation / Note Number / “Click here to upload a file…” ALF – Resources - VERT

  35. Allowable File Types • Currently, the following file types can be uploaded • .doc and .docx • .xls and .xlsx • .ppt and .pptx • .txt • .jpg • .pdf ALF – Resources - VERT

  36. Enter Info / Upload File ALF – Resources - VERT

  37. Confirming Email from UnitSupport@asme.org • Clickable link to track request status ALF – Resources - VERT

  38. Summary of Key Points • VERT is available to enter and track your requests for Staff assistance • It’s easy to access • It will allow you to upload files related to your requests ALF – Resources - VERT

  39. Contact Information Aaron Tsang – tsangah@asme.org, (416)373-5436 This presentation will be posted on the 2011 LTC Web Site, at http://www.asmeconferences.org/ltc11/presentations.cfm ALF – Resources – VERT 39

  40. ALF – Resource Management: Demographics Aaron Tsang Leader, District B tsangah@asme.org

  41. Utilizing the Membership Database to fuller potential Learning how to use the Pivot Table function in Excel to help organize your data Session Objectives ALF – Resources - Demographics

  42. Session Outline What is Demographics Study? What does it do for me? How do I get started? What do I need to make it work? ALF – Resources – Demographics 42

  43. Membership Data • Accessed through Online Roster • 42 columns of data retrieved • Items of interest for data collection could be: Company name, Join date, membership status, city, zip code, technical interest (1-5), graduation date and technical division ALF – Resources - Demographics

  44. Access from Unit Leadership Resource Center ALF – Resources - Demographics

  45. Accessing the Online Roster ALF – Resources - Demographics 45

  46. Accessing the Online Roster ALF – Resources - Demographics 46

  47. Accessing the Online Roster ALF – Resources - Demographics 47

  48. Accessing the Online Roster ALF – Resources - Demographics 48

  49. Accessing the Online Roster ALF – Resources - Demographics 49

  50. Membership File ALF – Resources - Demographics 50