Organizing Troop Paperwork/ G-Scoutmate

Organizing Troop Paperwork/G-Scoutmate Girl Scouts of the Huron Valley Council Winter Training Fair January 28, 2006 Haran C. Rashes Presenter

Confessions of a Troop Leader • Haran C. Rashes • Leader Brownie Girl Scout Troop 205 • Trainer GSHVC • Wife Laurie is Leader of Junior Troop 860 and Junior TSD in Ann Arbor-C (she bought and also uses the software). “Until my wife found G-Scoutmate for me, my Girl Scout paper work was a mess and all over the house”

Paperwork Progression • First Grade • Mostly on Paper • Created lots of forms • Second Grade • All forms created and kept on computer • Excel and Word • Third Grade • G-Scoutmate

What is G-Scoutmate • Girl Scout Record Keeping Software; • Released in 1992; • Latest version is 6.0; • Requires Windows 95 or higher; • Requires 70 MB of hard drive space; • Tracks every type of troop/groupfrom Daisies through 11-17, including Studio2B; • Includes financial, money-earning activity, inventory, library and other sections; and, • The only GSUSA licensed vendor that sells record-keeping software for Girl Scouts!

Objectives of this Course This course features an overview of G-Scoutmate. While we will learn some of its features, this is not a hands-on workshop. The best way to learn to use G-Scoutmate is to use it!

Installation of G-Scoutmate Installs just like any other Windows ProgramWhen installing G-Scoutmate, remember to choose G-Scoutmate from the list of KSC Group Products. If installing for the first time, just follow the prompts.

Getting Started The first time you launch G-Scoutmate, you will be asked to identify your troop and type. You will then be ready to enter information.

The G-Scoutmate Screen

Menus and Toolbar • Almost every command you will need to use is located on the Toolbar. Girl Scout Information – Enter and update a girl’s record. Adult Information – Enter and update an adult’s record. Ask G-Scoutmate – Query your records.

Menus and Toolbar - Continued Event Central – Manage field trips and events. Reports – Generate reports and rosters. Calendar Central – Maintain a calendar for your troop(s). Finances – The troop checkbook. E-mail – Send e-mail to your scouts or adults.

Menus and Toolbar - Continued Money Earning Activities – Track your troop’s fundraisers. Inventory – Track your troop’s equipment. Library – Track the books your troop owns. Notepad – Edit notes to yourself.

Menus and Toolbar - Continued Troop Information – Setup information about your troop(s). Backup/Restore – Backup your database often! HELP – This one is hopefully self-explanatory.

Modules we will Cover • In this course we will examine the following: • Girl Scout Information entry; • Adult Information entry; • Girl Scout Advancements and tracking; • Reports; • Event Central; • Finances; • Using G-Scoutmate with multiple troops; and, • Resources for helping you use G-Scoutmate.

Let’s Get Started • First enter your Girl Scouts! • Either Click on the Girl Scout Information Icon; • Or, Select “Quick Entry” from the Girl Scout Records Menu. Using the full record information allows you to enter everything at once. Using the Quick Entry gets the girls in the system fast, but you usually have to go back and complete the record.

Quick Entry • Select Quick Entry from the Girl Scouts Record menu to begin entering scout information. • Click Save when information for that girl is completed to move onto the next girl.

TIP – Before Entering Information • The Manage Lists Feature: • If you have information that is the same for every girl, check out the Manage Lists feature on the Utilities Menu. This way you will not have to repeatedly type the same information.

Girl Scout Information Entry Click on the Girl Scout Information Icon. The first name alphabetically will show up.

Girl Scout Information Entry Click onAdd to add a new record. When you complete the form, make sure you hit Save.

Girl Scout Information Entry After you have entered a girl’s information, you can modify other attributes of her record from the tabs at the top of the screen.

Girl Scout Information Entry You can enter all of her relatives. This will link the records to each other.

Girl Scout Information Entry You can enter all other information, including emergency contacts.

Girl Scout Information Entry You can modify any girls’ record by selecting her from the pull down menu on the right side of the screen and then clicking on Modify.

Adult Information Entry Adult information is added the same way as Girl Scout Information. You can select any adult from the pull down menu.

Adult Information Entry Just as the Girl Scouts have specific fields such as “school,” there are also some specific fields for adults.

Scout Information Tool Bar From both a Girl Scout or an Adult’s Information Screen you can access various sections of their record from the Tool Bar. Advancements – Brownie Try-it, Junior Interest, etc., badges and records for Girl Scouts. Dues – What dues has the Girl Scout or Adult Paid to the Troop Dues – What dues has the Girl Scout or Adult Paid to the Troop. Events – What events or field trips has the Girl Scout or Adult participated in Events – What events or field trips has the Girl Scout or Adult participated in. Groups and Projects – What groups or projects has the Girl Scout or Adult participated in.

Scout Information Tool Bar (continued) Medical Information – Data from the Scout’s Health History Record (Remember you may still need a paper copy to take on field trips). Non Dues Money – Record anything besides dues that someone has paid to the troop. Paperwork – Record what forms or other paperwork has been turned in by the girl or adult. Positions – Record leadership positions: i.e., Leader, Co-Leader for adults; Patrol Leader, Troop Officer for girls. Relatives – Quick entry of relatives. Registration – Record GSUSA registration information. Service – Record community service activities and hours.

Scout Information Tool Bar (continued) Troop History – What other troops or councils has this person been associated with. Vehicles – Information from the Council’s Driver and Privately Owned Vehicle Statements (adults only). These and additional information screens are available from the Sections pull down menu on the right side of the Information Entry Screen.

Information Entry Using the Icons at the Top of an Information Record, you can add additional information such as health records. MAKE SURE YOU SAVE WHEN COMPLETED!

Adult Information Entry Other information (for both Scouts and Adults) may be added through the Sections menu.

Advancements Select a girl’s record. Click on Modify. Click the Advancements button to bring up the Advancements screen.

Advancements Highlight the Advancement you want to work with and “<<Add‍‍ ” it to the list for that Girl Scout.

Advancements Highlight the Advancement you want to work with for that girl in the list on the right and click on See Requirements to work with the Advancement.

Advancements Fill in the dates as elements of the badge are earned. A calendar can be called up to assist.

Advancements Close the list of badge elements to save. When the Scout has earned the badge, change the status to complete. You can leave the badge as “Unawarded” until actually presented to the scout.

Advancements Bridging and other advancements work the same way as Badges.

Advancements TIP: Hold your cursor over a badge element to get the full description of what to do to complete that element.

Reports From the Main Screen, you can get reports on Girl Scouts’ Advancements. Select the Report Button to go to Reports.

Reports Select either one, multiple, or all of the Girl Scouts Click Next

Reports Select the Category of the Report you want A submenu will open up

Reports Here I selected: Progress Reports Try-its By Award Name This brought up an additional portion of the screen to complete to select my report format

Reports When you print report, you will get a screen copy of your report, which you may then send to a printer All Reports work in a very similar fashion

ReportsNumerous Reports are available Birthdays by age by person by date bar chart pie chart Inactive Records by person by reason bar chart pie chart Labels/Envelopes Address-Avery 5260 Address-Avery 5163 File Folders-Avery 5266 Name Only-Avery 5260 Labels/Envelopes (cont’d) Nametags-Avery 5383 Postcards-Avery 5389 Envelopes-#10 Envelopes-Stand. Short Envelopes-6x9 Other Reports G-Scoutmate 5.xx Info Checklist Dues (by date) Dues (by person) E-Mail and Websites Emergency contacts Girl Scout Info (Full) Non-Dues $$ (by date) Non-Dues $$ (by pers) Positions Years in Girl Scouts Phone/Address Lists Phone/Address List by Patrol by Troop Phone List by Patrol by Troop Progress Reports Petals by Award Name by Girl Scout Name Try-its by Award Name by Girl Scout Name Badges by Award Name by Girl Scout Name

Reports (Cont’d)Numerous Reports are available Progress Reports (Cont’d) Interest Project Awards by Award Name by Girl Scout Name Studio 2B Charms by Award Name by Girl Scout Name Other Awards by Award Name by Girl Scout Name Levels by Award Name by Girl Scout Name All by Award Name by Girl Scout Name Registration by Effective Date Registration by school by Troop by Date Registered Registration by school by Troop Rosters Roster by Patrol by Troop Unawarded Awards by Award type by award by Girl Scout Name by Award by Girl Scout Name Vehicle Information

Event Central • GS Scoutmate can help you plan your next Troop Event or Trip. • Generate Council Permission Slips; • Track permission slips; • Track money turned in; • Track attendance.

Event Central • Select the Event Central menu or click on the Event Central button to bring up the Event Central Screen. • Select the type of event you wish to add from the pull down menu.

Event Central • Click on Add New Event to add the event and allow you to work with it. • Fill in the appropriate information about your event and click Save Changes.

Event Central • You can now track which girls are attending the event and have paid their money by moving them to the attendees list.

Event CentralCouncil Permission Slips • Event Central can generate permission slips designed for our Council. • Permission Slip Data file must be initially downloaded from KSC Group. http://www.kscgroup.com/permissionslips.htm

Event CentralCouncil Permission Slips • Download the permission slip for our Council. • Save the file to your G-Scoutmate folder, which is probably: C:/Program Files/Gscoutmate60

Event CentralCouncil Permission Slips Go into G-Scoutmate and select (from the main menu) File and Preferences. This will bring up the Preferences Window. Next to "Permission Slip Report File", click on the "SF" button.

Organizing Troop Paperwork/ G-Scoutmate